October 18, 2018 - Relocation Advisory Committee - DRAFT Meeting Minutes 

Committee Members Present:

Mr. Ian Peer, Chair
Ms. Joanne Vanderheyden
Mr. Trevor Hunter
Mr. Michael Clarke
Mr. Marcel Meyer

Others Present:

Mr. Kurtis Smith, Board member
Mr. Jesse Helmer, Board member
Dr. Christopher Mackie, Secretary-Treasurer
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Kendra Ramer, Manager, Strategic Projects

Dr. Mackie called the meeting to order at 6:00 p.m. He noted that this was the first Relocation Advisory Committee meeting and then opened the floor for nominations for Chair of the Relocation Advisory Committee. The Chair will be nominated until the committee ceases to exist, as per the Terms of Reference.

It was moved by Mr. Clarke, seconded by Mr. Meyer, that Mr. Peer be nominated at Chair of the Relocation Advisory Committee.

Carried

Mr. Peer accepted the nomination and agreed to let his name stand.

Dr. Mackie called for further nominations three more times.

Hearing none, it was moved by Mr. Meyer, seconded by Mr. Hunter that nominations be closed and that Mr. Ian Peer be named Chair of the Relocation Advisory Committee.

Carried

At 6:05 p.m., Mr. Peer took over as Chair.

Disclosure of Conflict(s) of Interest

Chair Peer inquired if there were any disclosures of conflicts of interest to be declared. None were declared.

Approval of Agenda

It was moved by Ms. Vanderheyden, seconded by Mr. Hunter, that the AGENDA for the October 18, 2018 Relocation Advisory Committee meeting be approved.

Carried

New Business

Location Project – Demolition Decisions (Report No. 001-18RAC)

Dr. Mackie provided context to this report and advised the Committee on the items brought forward for discussion this evening, namely the carpet, elevator and conveyor belt.

Ms. Di Cesare noted the first piece for direction, which is the elevator and outlined the recommendations staff have for its demolition plan.

Discussion ensued about the following items:

• Demolition plans for the conveyor belt; the functionality and risks tied to it
• Plans for the elevator and costs associated with it.
• Why the elevator is important and what would happen if there was no access to the elevator.
• If the cost to fix to the elevator should be a leasehold improvement versus an MLHU-associated cost.
• That additional improvements in the bottom line will be sought in order to try to reduce the costs associated with replacing the items outlined in this report.
• Discussion about the condition of the carpet, the replacement plan, the type of flooring that will replace the carpet, the life expectancy and longevity of the type of flooring chosen.
• That the life expectancy of the replacement carpet tiles would be 15-20 years.
• How the current holes in the subfloor will be filled when carpet is replaced.

It was moved by Mr. Hunter, seconded by Ms. Vanderheyden, that the Relocation Advisory Committee recommend that the Board of Health:
1) Receive Report No. 001-18RAC, re: “Location Project –Demolition Decisions” for information;
2) Approve extension of the elevator to the basement and replacement of the existing carpeting at Citi Plaza; and
3) Direct staff to pursue all reasonable options to mitigate these costs.

Carried

Decision-Making Matrix – Relocation Project (Report No. 002-18RAC)

Dr. Mackie introduced this report and provided context to the request to approve a decision making matrix for MLHU staff.

Discussion ensued about the following items:

• That it is critical to keep the committee apprised as decisions are made going forward.
• That both staff and the committee members work to avoid conflict of interest when working with this large a budget on such a large project.
• What staff think they might need by requesting decision making authority through this report.
• That the estimate of build costs was done some time ago, and the costs associated with work will have gone up by now, since initial quotes were received.
• That the MOH/CEO currently only has a $50,000 dollar sending authority/limit.
• That this is best practice, the only thing missing would be a delegation of authority, if necessary, which MLHU staff will consider.
• How the added flexibility of the decision making matrix will assist with adhering to project timelines.
• That staff will keep the committee and board up to date on a monthly basis with regards to the location project budget, as it changes and if items come in over budget.
• That staff are still awaiting funding from the provincial government to help fund the location project.
• That the delay of decisions will actually increase costs, which could push the project over budget.
• That part of the overall project plan will include hiring a cost consultant to ensure that MLHU has funds to support design ideas going forward.
• That language in all tenders should be strong regarding timeline and budget.

It was moved by Mr. Clarke, seconded by Mr. Hunter, that the Relocation Advisory Committee:

1) Receive Report No. 002-18RAC re: “Decision-Making Matrix – Relocation Project”; and
2) Recommend that the Board of Health approve the Decision-Making Matrix.

Carried

Location Project Plan (Report No. 003-18RAC)

It was moved by Mr. Meyer, seconded by Mr. Hunter that the Relocation Advisory Committee recommend that the Board of Health receive Report No. 003-18RAC, re: “Location Project Plan” for information.

Other Business

Discussion ensued about the date of the next meeting and the committee decided to meet next month before the Governance and Board of Health meeting on November 15, 2018.

Adjournment

At 6:41 p.m., it was moved by Mr. Meyer, seconded by Mr. Hunter, that the meeting be adjourned.
Carried

_________________________________________________________________________________________________

IAN PEER
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer