November 2, 2017 - Meeting Minutes - Finance and Facilities Committee

Members Present:

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

Others Present:

Ms. Maureen Cassidy, Board of Health Member
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health & CEO (Recorder)
Ms. Tammy Beaudry, Accounting and Budget Analyst
Mr. Jordan Banninga, Manager Strategic Projects
Mr. Joe Belancic, Manager Procurement and Operations

Regrets:

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

Disclosures of Conflicts of Interest

Chair Fulton 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 November 2, 2017 Finance & Facilities Committee meeting be approved.
Carried

Approval of Minutes

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the MINUTES of the September 7, 2017 Finance & Facilities Committee meeting be approved.
Carried

New Business

4.1 Activity Based Workspace (ABW) Equipment (Report No. 035-17FFC)

The Health Unit is partway through the ABW pilot and it is apparent that the current repurposed equipment being used is not meeting the needs for these staff. In addition, capital budgeting for office equipment has not been practiced in the past, and there is currently a significant backlog of old equipment that needs to be replaced.

Mr. Banninga gave a brief overview of what an activity based workspace is and the benefits of having them, noting that workspace needed for staff has been reduced by about half.

Dr. Mackie noted the much of the current equipment is causing problems, not meeting needs, and falling apart. Purchasing universal chairs would enable anyone who happens to be in the office at any given time a good chair that will meet their needs. Adjustable tables are also beneficial. Dr. Mackie advised that the proposed funds would be coming out of 2017 funding.

Mr. Helmer noted the need for capital budgeting. Mr. Banninga noted that the chair inventory includes approximately 120 chairs that are over 10 years old and have no warranty, 97 chairs that are between 5-10 years old and that 63 chairs have been replaced in the last 5 years.

It is anticipated that the new chairs will cost about $300.00 each and come with an excellent warranty.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee:

a) Receive Report No. 035-17FFC for information; and
b) Approve the allocation of $150,000 for Activity-Based Workspace Equipment.

Carried

4.2 Enhanced Security Measures Update (Report No. 036-17FFC)

Dr. Mackie noted that there has been positive feedback on the trial of having a security guard on site during the day. He noted that the security guard that is currently working at the Health Unit is a good fit for the job and that he is able to interact with clients and staff in a reliable, professional manner. Dr. Mackie described the issues that made it necessary to hire a daytime security guard. Among other benefits, staff report feeling safer having the guard present when dealing with agitated clients.

It was moved by Ms. Vanderheyden, seconded by Mr. Peer, that the Finance and Facilities Committee:

a) Receive Report No. 036-17FFC for information; and
b) Approve the extension of the uniformed daytime security guard contract to December 31, 2017; and
c) Approve the proposed Security Procurement Parameters outlined in Appendix C

Carried

4.3 Proposed Resource Reallocation For The 2018 Budget (Report No. 037-17FFC)

There was discussion on many of the proposals noted in the report, including:

Parking, why is it in the report since staff don’t pay. Dr. Mackie noted that internal consultations are currently being done to see if it’s feasible to have staff pay for a designated parking space at 50 King St.

Travel Clinic – Dr. Mackie noted that he is looking for Board of Health feedback as this is a controversial proposal. He noted that there are several other clinics in the London area that offers travel vaccines and information. He advised that the current mandate notes that PH needs to ensure that there is a travel clinic in the area, not necessarily provide travel clinic services. Dr. Mackie indicated that clients provide positive feedback on the travel clinic.

External fit-testing – Dr. Mackie provided an update, noting that costs were higher than expected and that 3M also provides this service.

Family Home Visitor efficiency – Dr. Mackie explained that Healthy Babies Healthy Children program has been operating without this position (Home Visitor) filled for some time, with no impact on the program.

Complaints and service requests – Dr. Mackie noted that the Health Unit needs to focus on the complaints that have significant PH impacts.

InMotion – The Health Unit will still continue to focus on healthy eating and activity.

Electronic Client Records – Attendees discussed problems when implementing ECR’s elsewhere, and Dr. Mackie noted that the software would be tailored to meet the Health Unit’s needs. Mr. Balencic noted that staff are continuing to investigate software options and will have more information when the report goes to the December Board of Health meeting.

Policy analyst and project management - Dr. Mackie advised that there is strong justification for both of these positions.

Needles – Discussion ensued about the fee for recovery approach as well as asking business owners to pick up and have health unit staff retrieve bins. Also discussed were emergency collections that the City should be able to invest time in. Some concern was noted in regards to peer-based syringe recovery, in that users may not seek councilling/training from RHAC and other organizations who are there to help them. It was noted that peers will not be distributing needles.

Child Health Team nurse –Triple P is not being utilized by all partners as it has some controversial aspects to it. Not as many parents are asking for face to face assistance.

Dr. Mackie noted that the PBMA proposals in this report don’t yet balance the budget, and that there is additional work for management to do.

Chair Fulton and Mrs. Helmer noted their appreciation to staff for their work and submissions to the PBMA process.

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee receive Report No. 037-17FFC for information:
Carried

4.4 Q3 Financial Update and Factual Certificate (Report No. 038-17FFC)

Mr. Helmer asked if it was concerning that funding approval from the Ministry has not come yet. Dr. Mackie noted that the previously anticipated 1.5% increase is still noted in the budget, but will most likely not be received, but that the Ministry had indicated that the Health Unit would receive $250,000 in funding for opioid-related work, which offsets this.

Mr. Helmer remarked on the substantial surplus and how it how it happened. Discussion regarding the unexpected position vacancies, retirements and parental leaves were part of the increase in surplus. It was further noted that from Q3 to Q4, many programs were anticipating hiring but coverage of vacancies caused a snowball effect which generated large gapping.

Mr. Helmer asked for a report from staff that outlines a better plan for internal vacancies, hiring and filling roles.

Dr. Mackie noted that the expected gapping dollar amount will be adjusted for 2018.

It was moved by Mr. Helmer, seconded by Marcel, that the Finance & Facilities Committee receive Report No. 038- for information.
Carried

Other Business

Next meeting: Thursday, December 7, 2017 at 9:00 a.m., Room 3A, 50 King Street, London
Ms. Vanderheyden asked if more work could be done on educating children at a younger age to the hazards of drugs in light of the current opioid crisis. She mentioned a “scared straight” type of approach. Dr. Mackie noted that preventing drug abuse is something that he personally thinks about everyday and agrees that there is a need for more. There is no evidence to indicate that the scared straight approach works, and in some cases, it increases youth drug use. The Nurse-Family Partnership helps build healthy children and families, and appears to be the best way to proceed with an upstream prevention approach.

Confidential

At 10:32 a.m., it was moved by Ian, seconded by Jesse, that the Finance & Facilities Committee move in-camera to discuss matters regarding labour relations and proposed or pending acquisition of land by the Middlesex-London Board of Health.
Carried

At 11:57a.m., it was moved by Mr. Meyer, seconded by Ms. Vanderheyden, that the Finance & Facilities Committee return to public session.
Carried

At 11:57 a.m. the Finance and Facilities Committee returned to public session.

Adjournment

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

At 12:00 a.m., Chair Fulton adjourned the meeting.

Trish Fulton
Chair, Finance and Facilities Committee

Christopher Mackie
Secretary-Treasurer