March 1, 2018 - Minutes - Finance & Facilities Committee Meeting 

Committee Members Present:

Ms. Trish Fulton (Chair)
Mr. Marcel Meyer
Ms. Joanne Vanderheyden

Regrets:
Ms. Tino Kasi
Mr. Jesse Helmer

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Laura Di Cesare, Director, Corporate Services
Ms. Linda Stobo, Manager, Chronic Disease Prevention and Tobacco Control
Ms. Heather Lokko, Director, Healthy Start
Ms. Tammy Beaudry, Accounting and Budget Analyst
Mr. Brian Glasspoole, Manager Finance
Mr. Stephen Turner, Director, Environmental Health and Chronic Diseases
Mr. Joe Belancic, Manager, Procurement and Operations
Mr. Fatih Sekercioglu, Manager, Safe Water, Rabies and Vector-Borne Disease

Chair Fulton called the meeting to order at 9:05 a.m.

Disclosure of Conflict(s) of Interest

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

Approval of Agenda

With the addition of a verbal update on the Annual Service Plan as Item 4.7, it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the amended AGENDA for the March 1, 2018 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the MINUTES of the February 1, 2017 Finance & Facilities Committee meeting be approved. Carried

New Business

2017 Fourth Quarter Budget Variance Report and Factual Certificate (Report No. 006-18FFC)

Mr. Glasspoole opened the discussion by reminding attendees that the unaudited operating surplus for the Health Unit is anticipated to be approximately $688,000.

Staff provided additional details and information where requested.

There was no discussion regarding the Factual Certificate.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee receive Report No. 006-18FFC re: “2017 Fourth Quarter Budget Variance Report and Factual Certificate” for information. Carried

Financial Controls Checklist (Report No. 007-18FFC)

Mr. Glasspoole provided some key points for this report, noting that the MLHU staff ensures that all measures are taken to meet the necessary requirements of accurate reporting, and that resources are being used correctly. The Financial Controls Checklist is the minimum of what is required.

There was a discussion regarding staffing restraints for certain times of the year, such as year-end, the annual audit, and scheduled vacations.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Finance & Facilities Committee receive Report No. 007-17FFC re: “Financial Controls Checklist” for information. Carried

2017 Board of Health Remuneration (Report No. 008-18FFC)

Mr. Meyer noted that there was an increase in payments to Board members due to Location Project meetings.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee receive Report 008-18FFC re: “2017 Board of Health Remuneration” for information. Carried

Public Sector Salary Disclosure Act – 2017 Record of Employee Salaries and Benefits (Report No. 009-18FFC)

There was no discussion on this item.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee receive Report 009-18FFC re: “Public Sector Salary Disclosure Act – 2017 Record of Employee Salaries and Benefits” for information. Carried

Vector Borne Disease Program: Contract Award (Report No. 010-18FFC)

Mr. Turner spoke to the report and noted that costs are slightly higher this year.

Mr. Sekercioglu told the Committee that constant contact with municipalities ensures that problem sites are treated. He also noted that currently seventy-two County locations are treated three times each year.

Ms. Vanderheyden suggested doing more advertising in relation to this positive program.

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Finance & Facilities Committee recommend that the Board of Health:
1. Receive Report 010-18FFC re: “Vector Borne Disease Program: Contract Award” for information;
2. Approve award of the contract for the Vector Borne Disease Program, Part A – Larval Mosquito Surveillance and Control to G.D.G. Canada in the amount of $88,195 (before taxes); and
3. Approve award of the contract for the Vector Borne Disease Program, Part B – Mosquito Identification and Viral Testing to G.F.G. Canada in the amount of $22,666.25 (before taxes).
Carried

Janitorial Services – Contract Award (Report No. 011-18FFC)

Mr. Belancic noted that the living wage issue was considered when the contract was drafted. There was discussion in regard to the definitions of minimum wage and living wage.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee recommend that the Board of Health receive Report 011-18FFC re: “Janitorial Services – Contract Award,” and award the following one-year contract for janitorial services to:
1. GDI Integrated Facility Services: $136,674 – for leased premises located at 50 King Street and 399 Ridout Street, London, Ontario; and
2. GDI Integrated Facility Services: $16,722 – for leased premises located at the Kenwick Mall, 51 Front Street, Strathroy, Ontario.
Carried

VERBAL UPDATE – Annual Service Plan

Mr. Glasspoole noted that this item will be formally presented to the Board at its March 15 meeting and will require the Chair’s signature. He provided a brief update of which data are captured in the Plan.
It was noted that the submission date is today, and, with permission from the Ministry, it will be submitted today without the Board Chair’s signature.

The Ministry expects that it will take two to three operating cycles to phase in this initiative.

Dr. Mackie advised that this new process provides the Ministry with a degree of enhanced accountability and transparency.

Chair Fulton thanked everyone who was tasked with completing the Annual Service Plan. She added that it’s unfortunate that the document doesn’t get out to the public, as it contains a lot of good information.

It was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance and Facilities Committee receive the verbal update regarding the Annual Service Plan and refer it to the March 15 Board of Health meeting for approval. Carried

Other Business

Next meetings:
• Board of Health (special meeting): March 7, 8:00 a.m.
• Board of Health: March 15, 7:00 p.m.
• Governance Committee: The March 15 meeting is cancelled.
• Finance & Facilities Committee: April 5, 9:00 a.m.

Confidential

At 10:00 p.m., it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Finance & Facilities Committee move in-camera to discuss matters regarding a proposed or pending acquisition of land and to consider confidential minutes of the February 1, 2018 Finance & Facilities Committee meeting. Carried

At 10:27 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Finance & Facilities Committee return to public session. Carried

At 10:27 a.m. the Finance & Facilities Committee returned to public session.

Adjournment

At 10:28 a.m., it was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the meeting be adjourned. Carried

At 10:28 a.m., Chair Fulton adjourned the meeting.

_____________________________________________________________________________________________________

Trish Fulton
CHAIR

Christopher Mackie
SECRETARY-TREASURER