June 8, 2017 - Finance & Facilities Committee Meeting

Minutes

Committee Members Present:

Mr. Jesse Helmer
Mr. Marcel Meyer
Mr. Ian Peer
Ms. Joanne Vanderheyden
Regrets: Ms. Trish Fulton

Others Present:

Mr. Michael Clarke, Board member
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications (Recorder)
Ms. Laura Di Cesare, Secretary-Treasurer
Dr. Christopher Mackie, Medical Officer of Health
Mr. Jordan Banninga, Manager, Strategic Projects
Dr. Gayane Hovhannisyan, Acting Medical Officer of Health
Mr. John Millson, Associate Director, Finance

At 10:00 a.m., Chair Helmer called the meeting to order and made note of the Committee’s sympathies to Ms. Fulton regarding her regrets for the meeting.

Disclosure of Conflict(s) of Interest

Chair Helmer inquired if there were any conflicts of interest. None were declared.

Approval of Agenda

It was moved by Mr. Peer, seconded by Ms. Vanderheyden that the AGENDA for the June 8, 2017 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the MINUTES of the May 4, 2017 Finance & Facilities Committee meeting be approved. Carried

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the MINUTES of the May 18, 2017 Finance & Facilities Committee meeting be approved. Carried

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the MINUTES of the May 19, 2017 Finance & Facilities Committee meeting be approved. Carried

New Business

2016 Reserve / Reserve Fund Balances (Report No. 024-17FFC)

Mr. Millson introduced the report and summarized Appendix A, appended to this report.

Discussion ensued about the balance for accumulated sick leave.

It was moved by Mr. Peer, seconded by Joanne, that the Finance & Facilities Committee recommend that the Board of Health:
1) Approve a $55,914 drawdown from the Sick Leave Reserve Fund to fund the 2016 sick leave payments to eligible staff;
2) Receive the 2016–17 Reserve / Reserve Fund Overview (Appendix A) for information; and
3) Forward Report No. 024–17FFC re: 2016 Reserve / Reserve Fund Balances to the City of London and the County of Middlesex for information.
Carried

Funding Apportionment (Report No. 025-17FFC)

Mr. Millson provided context to how the adjustments were made in funding apportionment.
The consideration of applying the funding apportionment to the nearest 1/4 percent was discussed.
For future budgeting, incorporating census data into the budget could lead to making smaller adjustments to the funding by each partner rather than one large adjustment if the data requires it. It was noted that funding from municipalities has not increased since 2004 and any changes would need to be carefully considered and communicated through the budgeting process.

Ms. Di Cesare arrived at 10:09 a.m.

It was moved by Mr. Peer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee recommend that the Board of Health:
1) Maintain the current funding apportionment for municipally funded programs at 84% for the City of London and 16% for the County of Middlesex; and
2) Forward Report No. 025-17FFC re: Funding Apportionment to the Councils of the City of London and County of Middlesex for information.
Carried

Pending Funding Contracts (Report No. 026-17FFC)

Mr. Millson drew the Committee’s attention to the addition of Appendix D, regarding the receipt of funding for the London Community Consultation for Supervised Injection Services (SIS)

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the Finance & Facilities Committee recommend to the Board of Health:
1) To authorize the Board Chair to sign the amended three year FoodNet agreement when it has been received from the Public Health Agency of Canada; and
2) That Report No. 026-17FFC, “Pending funding Contracts” be received for information.
Carried

Governance Policies – Part II (Governance Policy Review Continued)

Mr. Banninga reviewed the policies brought forward for the Committee’s consideration and review; some of which were those that staff made amendments to as per the direction of the Committee at the May 4th FFC meeting.

Policies G-180 (Financial Planning and Performance), G-210 (Investing), G-310 (Corporate Sponsorship), G-330 (Gifts and Honorariums), G-410 (Board Member Remuneration) and G-420 (Travel Reimbursement) were reviewed and discussed. Mr. Banninga walked the Committee through the changes made to each of these policies.

Mr. Meyer arrived at 10:25 a.m.

G-410 was sent to staff back for review around the conflict of interest piece.

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the Finance & Facilities Committee approve and forward to the Governance Committee amendments to policies G-180, G-210, G-310, G-330 and G-420 and send policy G-410 back to staff for further review. Carried

Other Business

Next meeting: Thursday, July 6, 2017 at 9:00 a.m., Room 3A, 50 King Street, London

Confidential

At 10:29 a.m., it was moved by Mr. Peer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee move in-camera to discuss matters regarding identifiable individuals and a proposed or pending acquisition of land by the Middlesex-London Board of Health. Carried

At 11:58 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the Finance & Facilities Committee return to public session. Carried
At 11:58 a.m. the Finance and Facilities Committee returned to public session.

Adjournment

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the Finance & Facilities Committee adjourn the meeting. Carried
At 11:58 a.m., Chair Helmer adjourned the meeting.

JESSE HELMER
Vice-Chair, Finance & Facilities Committee

LAURA DI CESARE
Secretary-Treasurer