May 3, 2018 - Finance & Facilities Committee - Meeting Minutes 

Committee Members Present:

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

Regrets:

Ms. Tino Kasi

Others Present:

Ms. Laura Di Cesare, Director, Corporate Services
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Mr. Trevor Hunter, Board of Health
Mr. Ben Dalupan, Manager, IT
Mr. Jeff Cameron, Stronghold Services Corporation
Mr. Brian Glasspoole, Manager, Finance
Mr. Joe Belancic, Manager, Procurement and Operations

Chair Fulton called the meeting to order at 9:00 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

It was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the AGENDA for the May 3, 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 April 5, 2018 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 2018 Information Technology Workplan (Report No. 018-18FFC)

Ms. Di Cesare introduced Mr. Ben Dalupan and Mr. Jeff Cameron of Stronghold Services Corporation. Mr. Cameron walked attendees through a PowerPoint presentation, and advised on the current IT Team structure and the roles and responsibilities of both Health Unit and Stronghold staff. He identified the projects that Stronghold has deemed are priorities and are identified in the 2018 5 Pillar IT Workplan. Mr. Cameron provided a brief overview of each priority item and Stronghold’s plan for moving forward. Ms. Di Cesare noted that staff have been asked not to develop new client-record applications or to spend money on fixing old ones as the Health Unit is looking to implement an Electronic Client Record platform in the future.

Discussion ensued on the following items:
• FRx replacement: Ms. Di Cesare noted that FRx is no longer supported and does not have encumbrance capabilities. It is being scoped as part of an Enterprise Resource Program (ERP). She noted that while the full ERP may take some time, the FRx replacement will be installed by January 2019.
• Data centre migration: Mr. Dalupan advised that to move the server into the data centre, the WAN must be addressed first.
• “Cloud” data storage: FFC members were assured that no data is being stored in the USA. Ms. Di Cesare noted that the Health Unit has data-sharing agreements with other organizations and that the Health Unit confirms that all data is stored within Canada before signing such agreements.

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance & Facilities Committee receive Report No. 018-18FFC re: “2018 Information Technology Workplan” for information. Carried

4.2 2018 Budget – Ministry of Health and Long-Term Care Approved Grants (Report No. 019-18FFC)

Ms. Di Cesare noted that the Ministry has asked for Q1 variances to be submitted by the end of May. The Ministry is moving to have agreements signed before the provincial election writ is dropped.

It was moved by Ms. Vanderheyden, seconded by Mr. Helmer, that the Finance & Facilities Committee receive Report No. 019-17 re: “2018 Budget – Ministry of Health and Long-Term Care Approved Grants” for information.
Carried

4.3 Q1 Financial Update and Factual Certificate (Report No. 020-18FFC)

Ms. Di Cesare introduced the report. Mr. Glasspoole provided further explanations where needed. It was noted that the ECR funding request for the IT plan was included in the Q1 variance.

There was discussion regarding the general expenses and revenues budget. Ms. Di Cesare noted that the incremental budget amount is for Activity Based Workstation (ABW) expansion for three new teams. The current furniture has been deemed “end of life,” and needs to be replaced. An ABW evaluation report will come to the Board in July.

In response to a question, Ms. Di Cesare advised that Step 4 (of 5) of the Community Health Capital Program (CHCP) funding application has been completed. Step 5 will not be received from the Ministry for completion until step 4 is approved.

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities Committee recommend that the Board of Health:
1. Receive Report No. 020-18FFC re: Q1 Financial Update and Factual Certificate and appendices; and
2. Approve Table 2: Additional Initiatives Under Consideration.

Carried

4.4 Great-West Life Benefits – Renewal Rates (Report No. 021-18FFC)

Ms. Di Cesare noted that the Health Unit, through its broker, negotiates prices annually with its insurance provider during the renewal process. While the Health Unit is due to go to market this year for the next renewal in 2019, the Health Unit will first attempt to re-negotiate with the current provider.

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee receive and recommend that the Board of Health approve the renewal of the group insurance rates administered by Great-West Life as described in Report No. 021-18FFC re: “Great-West Life Benefits – Renewal Rates.”
Carried

Other Business

Next meeting: Thursday, June 7, 2018, 9:00 a.m. 50 King St, Room 3A

Confidential

At 10:14 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the Finance & Facilities Committee move in-camera to discuss matters regarding identifiable individuals and to consider the confidential minutes of the April 5, 2018 Finance & Facilities Committee meeting.
Carried

At 10:58 a.m., it was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee return to public session. Carried

At 10:58 a.m., the Finance & Facilities Committee returned to public session.

Adjournment

At 10:59 a.m., it was moved by Ms. Vanderheyden, seconded by Mr. Meyer, that the meeting be adjourned.
Carried

At 10:59 a.m., Chair Fulton adjourned the meeting.

__________________________________________________________________________________________________

TRISH FULTON
Chair

LAURA DI CESARE
Director, Corporate Services