May 4, 2017 - Finance & Facilities Committee Meeting

Minutes

Committee Members Present:

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

Regrets: Ms. Joanne Vanderheyden

Others Present:

Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications (Recorder)
Ms. Laura Di Cesare, Secretary-Treasurer
Mr. Jordan Banninga, Manager, Strategic Projects
Dr. Gayane Hovhannisyan, Acting Medical Officer of Health
Ms. Heather Lokko, Director, Healthy Start
Mr. John Millson, Associate Director, Finance
Ms. Suzanne Vandervoort, Director, Healthy Living
Ms. Jennifer Proulx, Manager, Nurse Family Partnership
Ms. Debbie Shugar, Manager, Screening Assessment and Intervention

At 9:06 a.m., Chair Fulton called the meeting to order.

Disclosure of Conflict(s) of Interest

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

Approval of Agenda

Chair Fulton requested to defer item 4.1 to 10:00 a.m., when Ms. Vandervoort, Director, Healthy Start, would be able to attend to give a verbal update on the dental clinic.
It was moved by Mr. Peer, seconded by Mr. Meyer, that the AGENDA for the May 4, 2017 Finance & Facilities Committee meeting be approved as amended. Carried 

Approval of Minutes

It was moved by Mr. Peer, seconded by Mr. Meyer, that the MINUTES of the March 2, 2017 Finance & Facilities Committee meeting be approved. Carried

New Business

4.2 Ministry of Child and Youth Services Program Funding (Report No. 014-17FFC)

Discussion ensued on the following items:
• The one-time funding for the purchase of equipment.
• The program targets, which are set based on  program capacity rather than best practices.
• The wait times for assessment and treatment.

Mr. Peer noted that staff should be sufficiently strident in composing the letter, as outlined in the recommendation in this report.

Ms. Debbie Shugar provided context, outlined the request and why it is needed, and detailed items to be included in the letter to the Minister.

Mr. Helmer arrived at 9:11 a.m.

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance & Facilities Committee receive Report No. 014-17FFC Ministry of Children and Youth Services Program Funding for information. Carried

It was moved by Mr. Peer, seconded by Mr. Helmer, that the Finance & Facilities Committee recommend that the Board of Health write a letter to Minister Michael Coteau advocating for increased Preschool Speech and Language funding to avoid reduced services and longer wait times. Carried

4.3 Family Health Clinic: Update and Next Steps (Report No. 022-17FFC)

Ms. Lokko, Director, Healthy Start, introduced and provided context for this report, and explained why closing the clinic was the best course of action, both to meet budget requirements for 2017 and to reflect the mandate. Ms. Lokko outlined a transition plan to ensure that clients are not left without access to care.

Discussion ensued on the following items:
• The current number of clients accessing the Family Health Clinic, the proportion of clients that lack health cards, and the warm transfer that will be implemented to help connect clients to other service providers in the community to ensure there are no gaps in care.
• The inability to bill OHIP for patients treated in this clinic by the Nurse Practitioner.
• Why a closing date was chosen for the end of June, and whether this time frame is adequate to give clients sufficient notice so they may find alternative care.
• The prioritization of clients at higher risk and with more significant medical issues, who will be supported to transfer directly with a care provider to ensure no gap in coverage.

It was moved by Mr. Peer, seconded by Mr. Meyer, that the Finance & Facilities Committee make a recommendation to the Board of Health to close the Family Health Clinic as of June 30, 2017, as outlined in Report No. 022-17FFC. Carried

4.4 Shared Library Services Partnership (SLSP) 2017–18 Transfer Payment Agreement (Report No. 015-17FFC)

It was moved by Mr. Meyer, seconded by Mr. Peer, that the Finance & Facilities Committee:
1) Review the 2017–18 Transfer Payment Agreement (attached as Appendix A to Report No. 015-17FFC) and recommend that the Board of Health authorize the Board Chair to sign the agreement; and
2) Recommend that the Board of Health increase the 2017–18 Shared Library Services Partnership (SLSP) operating budget by $4,210.75 to reflect the increased grant amount.
Carried

4.5 2016 and 2017 MOHLTC-Approved One-Time Grants (Report No. 016-17FFC)

Chair Fulton noted that the need to acknowledge receipt of these one-time grants will require changes to the amending agreement.

Discussion ensued on the following items:
• One-time funding for Syrian Newcomers—why it was needed and what will be done to manage future Newcomer populations.
• The rationale required for one-time funding.
• The funding clause for Tuberculosis (TB) case management.
• The Community Capital Grant.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee:
1) Receive Report No. 016-17FFC for information; and
2) Recommend that the Board of Health authorize the Board Chair to sign Amending Agreement No. 6 to the Public Health Funding and Accountability Agreement as appended.
Carried

4.6 The HIV and Hepatitis C Community Action Fund Contribution Agreement (Report No. 017-17FFC)

Discussion ensued on the following items:
• How the funding model was decided upon to disburse the set amounts for each organization.
• The work that will be done; who will coordinate it; street-level outreach; and the Health Unit’s capacity to ensure that outreach efforts address gaps in service.
• Timelines for hiring and building the street-level outreach team, which is to be assembled by month’s end.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee:
1) Recommend that the Board of Health authorize the Board Chair to sign the Contribution Agreement when it is received; and
2) Recommend to the Board of Health that the 2017 operating budget be revised to include $82,924 in one-hundred-percent funding received from the Public Health Agency of Canada to help address the high-risk injection drug use in Middlesex-London, as outlined in Appendix A.
Carried

4.7 Great-West Life Benefits – Renewal Rates (Report No. 018-17FFC)

Discussion ensued about pre-market rates; working with Aon Hewitt, and the role organizational experience plays in any given year, such that next year’s rates may change once again.

It was moved by Mr. Meyer, seconded by Mr. Peer, that the Finance & Facilities Committee review and make recommendation to the Board of Health to approve the renewal of the group insurance rates administered by Great-West Life as described in Report No. 018-17FFC re: Great-West Life Benefits – Renewal Rates. Carried

Ms. Vandervoort arrived at 9:58 a.m.

4.1 Dental Clinic – Verbal Update

Ms. Vandervoort gave a verbal update, in which she explained that staff are working to address certain outstanding questions, left to them by the Finance & Facilities Committee, regarding options for the Dental Clinic.

Ms. Vandervoort provided an update on the status of answers regarding the following items:
1. The different models and types of dental treatment clinics run by other health units.
2. The different funding models and/or community partnerships for the delivery of dental treatment services used by health units that do not offer on-site dental clinics
3. The processes used by other health units that do not offer any dental treatment services to ensure access to dental treatment for HSO clients.
4. The potential pathways in the community for the current clients of the MLHU’s dental treatment clinic.

Ms. Vandervoort advised that staff have submitted a request for one-time funding to the Ministry to try to cover the potential Dental Treatment Clinic deficit in 2017. In addition, the MLHU staff have had a preliminary discussion with the Ministry regarding the possibility of becoming an HSO clinic and are waiting to hear form the Ministry on the possibility of being considered for an HSO clinic as well as the corresponding timelines. A consolidated report answering all of these questions will be brought back to the Finance & Facilities Committee in June.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee receive the verbal report regarding the Dental Clinic for information. Carried

4.8 2017 Board Member Compensation (Report No. 019-17FFC)

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee recommend that the Board of Health increase the Board member compensation rate for a half-day meeting to $151.49 retroactively to January 1, 2017.
Carried

Mr. Banninga arrived at 10:05 a.m.

4.9 Q1 Financial Update and Factual Certificate (Report No. 020-17FFC)

Discussion ensued on the following items:
• Gapping and filling position vacancies across the organization.
• Forecasts for variances for each quarter, which will be brought to the Board and addressed as they arise.

Ms. Di Cesare drew the Committee’s attention to the factual certificate, and noted that point number nine has been resolved. The Human Rights Tribunal (HRT) complaint that the Health Unit was facing has been dismissed.

Further discussion ensued on the following items:
• Making note of the change to point nine in the factual certificate for Q2, given that the date the decision was received fell in Q2.
• The application for one-time funding to cover the legal fees associated with addressing the HRT complaint.
• The approximate costs associated with addressing the HRT claim.

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities Committee review and recommend that the Board of Health to receive Report No. 020-17FFC re: Q1 Financial Update and Factual Certificate for information. Carried

4.10 Finance Policy Review (Report No. 021-17FFC)

Chair Fulton clarified the process for policy review.

Mr. Banninga summarized the policy review process, and added that an additional appendix—Appendix A to Policy G-180—had been added. The additional appendix was distributed to those in attendance.

The Finance & Facilities Committee reviewed, discussed, clarified and provided direction on wording changes for the following policies: G-180, G190, G-210, G-240, G-250, G-310, G-320, G-330, G-410 and G-420.

Mr. Banninga provided a summary for each policy prior to discussion, outlining what had been changed, added or amended.

There were a number of revisions to be made, and Ms. Di Cesare advised that staff will review the policies to be changed. Policies with minor changes will be brought to the Governance Committee for review, while those with changes pertaining specifically to the Finance & Facilities Committee will be brought to that committee for review.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee:
1) Receive Report No. 021-17FFC for information; and
2) Review and provide the Governance Committee with any amendments to the proposed policies attached as Appendix B to Report No. 021-17FFC.
Carried

Other Business

The Finance & Facilities Committee will hold in-camera meetings on Thursday, May 18, and Friday, May 19, from 9:30 a.m. to 4:30 p.m., to discuss matters regarding a proposed or pending acquisition of land by the Middlesex-London Board of Health.

The next regularly scheduled meeting will be rescheduled for Thursday, June 8, at 10:00 a.m., in Room 3A, 50 King Street. The meeting was rescheduled in order to meet quorum.

It was moved by Mr. Meyer, seconded by Mr. Helmer, that the Finance & Facilities Committee take a three-minute recess. Carried

Confidential

At 11:35 a.m., it was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities Committee move in-camera to discuss matters regarding labour relations and to consider the confidential minutes of the March 2, 2017 meeting. Carried

At 11:47 a.m., it was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee return to public session. Carried

Adjournment

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Finance & Facilities Committee adjourn the meeting. Carried

At 11:47 a.m., Chair Fulton adjourned the meeting.

TRISH FULTON
Chair, Finance & Facilities Committee

LAURA DI CESARE
Secretary-Treasurer