March 3, 2016 - Finance and Facilities Committee Meeting

Committee Members Present:

Ms. Trish Fulton (Committee Chair)
Mr. Marcel Meyer
Mr. Ian Peer
Mr. Jesse Helmer

Absent:

Ms. Joanne Vanderheyden

Others Present:

Dr. Christopher Mackie, Medical Officer of Health and CEO
Ms. Elizabeth Milne, Executive Assistant to the Board of Health & Communications (Recorder)
Ms. Laura Di Cesare, Director, Corporate Services
Mr. John Millson, Associate Director, Finance

At 9:00 a.m., Chair Fulton called the meeting to order.

Disclosure of Conflict(s) of Interest

Chair Fulton inquired if there were any disclosures of conflict of interest to be declared. None were declared.

Approval of Agenda

It was moved by Mr. Peer, seconded by Mr. Helmer that the AGENDA for the March 3, 2016 Finance and Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Peer, seconded by Mr. Helmer that the MINUTES from the January 28, 2016 Finance and Facilities Committee meeting be approved. Carried

New Business

 2015 Fourth Quarter Budget Variance Report and Factual Certificate (Report No. 07-16FFC)

Mr. John Millson summarized and provided context to this report, noting some issues that were built into the projections.

Discussion ensued and questions were asked about the following items:
• Any legal responsibility or accountability issues that may be associated with covering the costs for the dental treatment program from cost-shared program surplus.
• Why the reserve fund is not being used to cover this cost, including clarification of the primary purpose of the reserve fund as a risk-mitigation step in case of closing costs for the clinic.
• The circumstances that have caused the dental treatment program to go into deficit, which include decreased revenues from operational costs associated with missed appointments and no increase in revenue from reimbursement, which still draws from the 2010 fee guide.
• Clarification on approving this recommendation as a one-time use of surplus funds to cover the costs, rather than it becoming a policy.

Dr. Mackie clarified and advised that the Health Unit is able to set the budget to achieve its legislated mandate, and that the Board’s direction is sought on how to use these funds or whether to access reserve funds to cover the Dental Clinic deficit. Within the budget allotment that has been set, the Health Unit is using funds to achieve this mandate. Health Unit staff continue to look at how to improve the profitability of the clinic, such as adjusting staff hours and trying to reduce missed appointments, with the hope that these measures will address the deficit over the next year.

Chair Fulton inquired about item 9 of Appendix B (Factual Certificate), and Dr. Mackie advised this question could be answered when the committee moves in camera; the matter concerns an identifiable individual.

It was moved by Mr. Helmer, seconded by Mr. Meyer that the Finance and Facilities Committee receive Report No. 07-16FFC “Fourth Quarter Budget Variance Report & Factual Certificate” for information. Carried

It was moved by Mr. Peer, seconded by Mr. Helmer that the 2015 Dental Treatment program deficit be funded by general Cost-Shared program surplus. Carried

2015 Vendor and Visa Payments (Report No.08-16FFC)

Mr. Millson provided context to this report and answered questions about staff use of corporate cards and the cost increase in materials and supplies.

It was moved by Mr. Meyer, seconded by Mr. Peer, that the Finance & Facilities Committee receive Report No. 08-16FFC, “2015 Vendor / Visa Payments” as information. Carried

Confidential

The Finance and Facilities Committee will move in camera to discuss the following:
• A matter concerning a proposed or pending acquisition of land by the Middlesex-London Board of Health.
• A matter concerning an identifiable individual and litigation involving the Middlesex-London Health Unit.

At 9:43 a.m. Chair Fulton invited a motion to move in camera to discuss a matter concerning a proposed or pending acquisition of land by the Middlesex-London Board of Health.

It was moved by Mr. Peer, seconded by Mr. Meyer that the Finance and Facilities Committee move in camera to discuss a matter concerning a proposed or pending acquisition of land by the Middlesex-London Board of Health. Carried

At 10:02 a.m. it was moved by Mr. Peer, seconded by Mr. Meyer that the Finance and Facilities Committee rise and return to public session. Carried

Other Business

Next meeting: Thursday April 7, 2016 9:00 a.m. Room 3A.

Adjournment

It was moved by Mr. Peer, seconded by Mr. Meyer that the Finance and Facilities Committee meeting be adjourned.

At 10:02 a.m. Ms. Fulton adjourned the meeting. Carried

Trish Fulton
Committee Chair

Christopher Mackie
Secretary-Treasurer