October 6, 2016 - Finance and Facilities Committee Meeting Minutes

Committee Members Present:

Ms. Trish Fulton (Committee Chair)
Mr. Ian Peer
Mr. Jesse Helmer
Ms. Joanne Vanderheyden

Regrets: Mr. Marcel Meyer

Others Present:

Ms. Maureen Cassidy, Board of Health member
Dr. Christopher Mackie, Medical Officer of Health & 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
Ms. Jessica Jeremchuk, Frank Cowan Insurance Company

At 9:02 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

Chair Fulton requested that item 4.5 Health Unit Insurance Policy Review - Report No. 040-16FFC be heard as the first item on the Agenda to accommodate Ms. Jessica Jaremchuk’s presentation (Frank Cowan Insurance Company).

It was moved by Mr. Peer seconded by Ms. Vanderheyden that the AGENDA for the October 6, 2016 Finance and Facilities Committee meeting be approved as amended. Carried

Approval of Minutes

It was moved by Ms. Vanderheyden, seconded by Mr. Peer that the MINUTES from the September 15, 2016 Finance and Facilities Committee meeting be approved. Carried

New Business

4.1 Health Unit Insurance Policy Review (Report No. 040-16FFC)

Mr. John Millson introduced this report and Ms. Jessica Jaremchuk, Frank Cowan Insurance Company, who provided a high level overview of the Health Unit’s insurance policy and Appendix A to Report No. 040-16FFC.

Ms. Maureen Cassidy arrived at 9:18 a.m.

Discussion ensued about the following items:
• Ensuring there is no duplication of coverage for Council members who might already have coverage through the City or County, in order to provide cost savings.
• Clarification of several terms in the policy including: coverage for laptops when away from the premises, equipment breakdown, advertiser’s liability, medical liability malpractice insurance and coverage under errors and omissions.
• How the possibility of relocation might affect the Health Unit’s insurance and if any additional costs might be associated with potentially moving to another building.

Dr. Mackie advised that there are two items that staff will review further in the policy which relate to matters regarding identifiable individuals. These items will be further discussed in-camera.

It was moved by Mr. Helmer, seconded by Mr. Peer, that the Finance & Facilities Committee receive Report No. 040-16FFC, re: “Health Unit Insurance Policy Review” for information. Carried

4.2 2016 Budget – MOHLTC Approved Grants (Report No. 036-16FFC)

Discussion ensued about the following items:
• The language around 0% increases and the process for receiving additional funding from the Province.
• The process for receiving one time funding requests, how they are used and how they differ from funding for mandatory programs.
• Clarification of the changes that occurred with the Healthy Smiles Ontario program and its budget.

It was moved by Ms. Vanderheyden, seconded by Mr. Peer that the Finance & Facilities Committee receive and make recommendation to the Board of Health to approve the Board Chair to sign the Amending Agreement No. 5 to the Public Health Funding Accountability Agreement as appended to Report No. 036-16FFC. Carried

4.3 2016 PBMA Process Update Report (Report No. 037-16FFC)

Dr. Mackie provided an overview and history of the Program Budget Marginal Analysis (PBMA) process, describing the role Price Waterhouse Coopers played in assisting with the review to initiate the PBMA process, how it functions to enhance budget processes and allows for greater Board oversight of the Health Unit’s budget to enhance transparency and accountability.

Discussion ensued about the following items:
• Clarification of costs associated with replacement of mobile phone devices, and changes to cell phone service, including monthly operating fee, one-time spending to provide cost-saving on devices over the next three years and the current status of device replacement.
• Healthy Babies Healthy Child screening and the challenges faced in bringing this work together and the actions completed on this item so far.
• Clarification of eliminating dental claims administration and if all savings from this item will be realized in the calendar year.

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee receive Report No. 037-16FFC, re: “2016 PBMA Process – Update Report" for information. Carried

4.4 2016 Public Health Financial & Accountability Agreement Indicators (Report No. 038-16FFC)

Dr. Mackie reviewed some of the accountability and performance indicators in this report and how the Health Unit has been monitoring these activities. Discussion ensued about some of the items being actively monitored in this report and the scale at which performance targets are set to meet obligations.

It was moved by Mr. Helmer, seconded by Mr. Peer that the Finance & Facilities Committee receive Report No. 038-16FFC 2016 Public Health Financial & Accountability Agreement Indicators for information. Carried

4.5 2017 Revised Budget Parameters (Report No. 039-16FFC)

Dr. Mackie introduced this report and clarified some of the provincial funding increases outlined in this report.

It was moved by Mr. Helmer, seconded by Ms. Vanderheyden that the Finance & Facilities Committee make recommendation to the Board of Health to revise the previously approved 2017 budget parameters for provincial funding for Mandatory Programs to 1.5%. Carried

Confidential

At 10:28 a.m. Chair Fulton invited a motion to move in camera to discuss items regarding identifiable individuals.

It was moved by Mr. Peer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee move in camera to discuss items regarding identifiable individuals, a proposed or pending acquisition of land by the Middlesex-London Board of Health and litigation affecting the Middlesex-London Health Unit. Carried

At 10:50 a.m. it was moved by Mr. Helmer, seconded by Ms. Vanderheyden that the Finance and Facilities Committee rise and return to public session. Carried

At 10:50 a.m. the Finance and Facilities Committee returned to public session.

Other Business

Next meeting: Thursday November 3, 2016 at 9:00 a.m.

Adjournment

At 10:51 a.m. Chair Fulton adjourned the meeting.

Trish Fulton
Committee Chair

Dr. Christopher Mackie
Secretary-Treasurer