September 20, 2018 - Board of Health -  Meeting Minutes

Members Present:

Ms. Joanne Vanderheyden, Chair
Mr. Jesse Helmer
Mr. Trevor Hunter
Mr. Marcel Meyer
Mr. Kurtis Smith
Ms. Trish Fulton
Ms. Tino Kasi

Regrets:
Mr. Michael Clarke
Ms. Maureen Cassidy
Mr. Ian Peer

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Dr. Alexander Summers, Associate Medical Officer of Health
Ms. Elizabeth Milne, Executive Assistant to the Board of Health and Communications Coordinator (Recorder)
Ms. Muriel Abbott, Public Health Nurse
Mr. Jordan Banninga, Manager, Program Planning and Evaluation
Ms. Laura Di Cesare, Director, Healthy Organization
Ms. Shaya Dhinsa, Manager, Sexual Health
Mr. Dan Flaherty, Communications Manager
Mr. Brian Glasspoole, Manager, Finance
Ms. Nicole Gauthier, Manager, Privacy, Risk and Governance
Ms. Kim Loupos, Dietitian
Ms. Linda Stobo, Manager, Chronic Disease and Tobacco Control
Ms. Kendra Ramer, Manager, Strategic Projects
Ms. Maureen Rowlands, Director, Healthy Living
Ms. Ruth Sanderson, Epidemiologist
Mr. Stephen Turner, Director, Environmental Health and Infectious Diseases
Mr. Alex Tyml, Online Communications Coordinator
Ms. Deena Ruston

Media:
Mr. Christian D’Avino, 980 CFPL

Chair Vanderheyden called the meeting to order at 8:00 p.m.

Disclosures of Conflict(s) of Interest

Chair Vanderheyden inquired if there were any disclosures of conflicts of interest to be declared.

Mr. Hunter declared a conflict with regard to Governance Committee item number 4.2 (Board Development Activities) and advised that he abstained from discussion and voting on this matter at the Governance Committee meeting earlier this evening.

No other conflicts of interest were declared.

Approval of Agenda

It was moved by Mr. Smith, seconded by Mr. Meyer, that the AGENDA for the September 20, 2018 Board of Health meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Hunter, seconded by Ms. Kasi, that the MINUTES of the July 19, 2018 Board of Health meeting be approved.
Carried

Delegations and Committee Reports

Finance & Facilities Committee (FFC) Meeting – September 6, 2018 (Report No. 051-18)

Ms. Fulton introduced, provided context for, and summarized the following reports, which were considered at the September 6 FFC meeting.

Q2 Financial Update and Factual Certificate (Report No. 033-18FFC)

It was moved by Ms. Fulton, seconded by Mr. Meyer, that the Board of Health approve Report No. 033-18FFC re: “Q2 Financial Update and Factual Certificate.” Carried

Middlesex-London Health Unit – March 31 Draft Financial Statements (Report No. 034-18FFC)

It was moved by Ms. Fulton, seconded by Ms. Kasi, that the Board of Health approve the audited Consolidated Financial Statements for the Middlesex-London Health Unit, March 31, 2018, as recommended by the Finance & Facilities Committee. Carried

The Finance & Facilities Committee received the following reports for information:

Location Project – Status Update (Report No. 035-18FFC)

This report outlined the estimated timeline for the move and contained other updates regarding the current status of the location project.

Location Project – Architectural Services (Report No. 036-18FFC-R)

Ms. Fulton noted that there was much discussion in the minutes regarding Report 036-18FFC and that the Committee asked for further information regarding the architect. This information is provided in the revised report (036-18FFC-R).

Discussion ensued on the following items:

• Dr. Mackie walked the Board through Revised Report No. 036-18FFC-R, as well as the context behind the request for a single-source contract, namely to expedite the build and move schedule to reduce financial risk to MLHU. The current build schedule is for 14 to 15 months. Some efficiencies have been identified in terms of timing, such as selecting a single-source architect, which would speed up the process for the build schedule.
• That the Health Unit sought quotes from other high-quality architects in the area, as requested by the Finance & Facilities Committee. Other quotes were received; however, they did not provide a fixed bid, which could pose financial risks for the Health Unit. Staff have confidence in the current bid before the Board this evening.
• That selecting this architect would allow work to begin immediately, and that the architect already has knowledge of the building, having completed work in it for the landlord.
• That entering into a competitive process would not only push back the start date for this work by another two to three months, but would be unlikely to yield any bids as competitive as this one, which is well below published industry standards.
• Mr. Meyer noted his concerns regarding a single-source contract and thanked staff for adding additional information to the revised report.

It was moved by Ms. Fulton, seconded by Mr. Hunter, that the Board of Health:
1) Receive Report 036-18FFC-R re: “Location Project – Architectural Services” for information; and
2) Approve entering into a single-source contract with Endri Poletti Architect Inc. for the purpose of providing architectural services at Citi Plaza.
Carried

Location Project – Project Management Services (Report No. 037-18FFC-R)

Ms. Fulton introduced this revised report and outlined the information that had been added since the September 6 Finance & Facilities Committee meeting.

It was moved by Ms. Fulton, seconded by Mr. Meyer, that the Board of Health:
1) Receive Report No. 037-18FFC re: “Location Project – Project Management Services” for information; and
2) Approve entering into a contract with BES Project Consulting for the purpose of providing construction project management services at Citi Plaza.
Carried

The Committee’s next meeting will be on Thursday, October 4, at 9:00 a.m., in Room 3A, 50 King Street.

It was moved by Ms. Fulton, seconded by Mr. Hunter, that the Board of Health receive the MINUTES of the September 6, 2018 Finance & Facilities Committee meeting, including the revised reports 036-18FFC-R and 037-18FFC-R. Carried

Mr. Trevor Hunter, Chair, Governance Committee re: Item #2 Governance Committee Meeting
September 20, 2018

It was moved by Mr. Hunter, seconded by Mr. Smith, that the Board of Health receive the MINUTES of the June 21, 2018 Governance Committee meeting. Carried

Ad Hoc Committee – Location Project (Report No. 010-18GC)

It was moved by Mr. Hunter, seconded by Mr. Meyer, that the Board of Health:
1) Receive Report No. 010-18GC re: “Ad Hoc Committee – Location Project”; and
2) Approve the creation of an Ad Hoc Committee and the Terms of Reference for this Committee (Appendix A).
Carried

Board Development Activities (Report No. 009-18GC)

Mr. Hunter noted that this was where he declared a conflict, and accordingly, after introducing the item, did not participate in the discussion or vote on the matter at the Governance Committee meeting.

It was moved by Mr. Hunter, seconded by Ms. Kasi, that the Board of Health:
1) Receive Report No. 009-18GC re: “Board Development Activities” for information; and
2) Approve the “Leading Through Transition/Change Management” session delivered by Your Latitude as a Board development opportunity, as recommended by the Governance Committee.
Carried

Governance Policy Review (Report No. 008-18GC)

Mr. Hunter ran through the policies that were reviewed and considered at the Governance Committee meeting, which included: G-B30 Proceedings of the Board of Health, G-205 Borrowing, G-290 Standing and Ad Hoc Committees, G-340 Whistleblowing, and G-395 LHIN Relationships.

It was moved by Mr. Hunter, seconded by Mr. Helmer, that the Board of Health:
1) Receive report No. 008-18GC re: “Policy Review” for information; and
2) Approve the new and revised governance policies outlined in Appendix A.
Carried

The next Governance Committee meeting will be on Thursday, November 15, 2018, at 6:00 p.m.

Chair Vanderheyden opened the floor for nominations to the Relocation Advisory Committee. She outlined the Committee’s membership as per the Terms of Reference, which stipulate that membership must include: the Chair of the Board of Health and at least one City, one County, and one provincial representative.

Chair Vanderheyden advised that Mr. Peer and Mr. Clarke have already agreed to let their names stand, should they be nominated to this committee.

It was moved by Ms. Fulton, seconded by Mr. Hunter, that Mr. Jesse Helmer be nominated to the Relocation Advisory Committee. Carried

Mr. Helmer agreed to let his name stand.

It was moved by Mr. Smith, seconded by Ms. Kasi, that Mr. Meyer be nominated to the Relocation Advisory Committee. Carried

Mr. Meyer agreed to let his name stand.

It was moved by Mr. Hunter, seconded by Mr. Meyer, that Mr. Clarke be nominated to the Relocation Advisory Committee. Carried

Mr. Clarke agreed to let his name stand in advance of the meeting.

It was moved by Mr. Hunter, seconded by Ms. Kasi, that Mr. Hunter be nominated to the Relocation Advisory Committee. Carried

Mr. Hunter agreed to let his name stand.

It was moved by Ms. Kasi, seconded by Mr. Meyer, that Mr. Peer be nominated to the Relocation Advisory Committee. Carried

Mr. Peer agreed to let his name stand in advance of the meeting.

Since two names were brought forward for the single remaining seat on the Relocation Advisory Committee, a vote of Board of Health members was held.

Ms. Milne distributed the ballots.

Dr. Mackie, Secretary-Treasurer, collected the ballots and tallied the votes.

Dr. Mackie advised that Mr. Peer was selected to take the remaining seat

Mr. Helmer said he would resign his seat and allow Mr. Hunter to take over his seat on the Committee as City representative.

It was moved by Mr. Meyer, seconded by Ms. Kasi, that the Board of Health:
1) Accept Mr. Helmer’s resignation from the Relocation Advisory Committee; and
2) Appoint Mr. Hunter to sit as City Representative on the Relocation Advisory Committee.
Carried

Chair Vanderheyden invited nominations three more times. Hearing none, it was moved by Mr. Meyer, seconded by Ms. Kasi, that nominations be closed and that Mr. Hunter, Mr. Meyer, Mr. Clarke, and Mr. Peer be appointed to the Relocation Advisory Committee. Carried

It was moved by Mr. Meyer, seconded by Mr. Smith, that the ballots be destroyed. Carried

Recommendation Reports

Organizational Plan for Reconciliation (Report No. 052-18)

Dr. Mackie introduced this report and provided context, noting that it will assist the Health Unit in playing an important role in reconciliation.

Discussion ensued on the following items:
• That when education is provided to staff, it be provided to Board of Health members at the same time.
• The reconciliation process through PBMA.

It was moved by Mr. Helmer, seconded by Ms. Fulton, that the Board of Health:
1) Receive Report No. 052-18 re “Organizational Plan for Reconciliation” for information;
2) Approve implementation of the organizational plan for reconciliation in principle; and
3) Direct that the Senior Leadership Team consider these recommendations as well as the data from Our Health Counts, and bring any resource requirements forward through the PBMA process; and
4) Direct staff to share this report with other public health units and others.
Carried

Nutritious Food Basket (Report No. 053-18)

Dr. Mackie introduced this report and provided context. He noted that the report’s authors were in attendance to answer questions, if needed.

Discussion ensued on how the findings from this report are the same every year, and what might be done to change the outcomes detailed in the report.

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Board of Health:
1) Request that the federal Minister of Families, Children and Social Development commit additional funding for poverty reduction in Budget 2019, and report the marginal food insecurity category separately from the food secure category within the Canadian Community Health Survey Household Food Security Survey Module;
2) Request that the Ontario Minister of Children, Community and Social Services consider reinstating the Ontario Basic Income Pilot study to support completion of the evaluation, and to increase social assistance rates to reflect the cost of nutritious food and safe housing; and
3) Forward Report No. 053-18 re: “2018 Nutritious Food Basket Survey Results and Implications for Government Public Policy and Action” to Ontario boards of health, the City of London, Middlesex County, and appropriate community agencies.
Carried

Public Health Considerations for the 2018 Municipal Election (Report No. 059-18)

Dr. Mackie introduced this report. Ms. Rowlands advised that this primer will help municipal election candidates highlight some of the critical areas where they may play a role to help improve the health of their communities.

Board of Health members noted that this document is a great introduction to public health for new candidates.

It was moved by Mr. Meyer, seconded by Mr. Smith, that the Board of Health:
1) Receive Report No. 059-18 re: “Public Health Considerations for the 2018 Municipal Election” for information; and
2) Direct the Medical Officer of Health to send the “Healthy People, Healthy Communities” primer, attached as Appendix A, to all municipal candidates in the Middlesex-London area in advance of the election to profile the role that municipal councils play in influencing individual and community health.
Carried

Information Reports

Hepatitis A in Homeless/Under-Housed Population (Report No. 054-18)

It was moved by Ms. Fulton, seconded by Mr. Hunter, that the Board of Health receive Report No. 054-18 re: “Hepatitis A in Homeless/Under-Housed Populations” for information. Carried

2017-18 School-Based Dental Screening Results (Report No. 058-18)

Discussion ensued on why there is such a high rate of refusal of dental services as indicated in the report.

It was moved by Mr. Helmer, seconded by Ms. Kasi, that the Board of Health receive Report No. 058-18 re: “2017–2018 School-Based Dental Screening Results” for information. Carried

Summary Information Report for September (Report No. 056-18)

It was moved by Ms. Kasi, seconded by Mr. Smith, that the Board of Health receive Report No. 056-18 re: “Summary Information Report for September 2018” for information. Carried

Medical Officer of Health/Chief Executive Officer Activity Report for September (Report No. 057-18)

It was moved by Mr. Helmer, seconded by Mr. Meyer, that the Board of Health receive Report No. 057-18 re: “Medical Officer of Health Activity Report for September” for information. Carried

Correspondence

It was moved by Ms. Kasi, seconded by Mr. Hunter, that the Board of Health receive correspondence items a) through u).
Carried

Other Business

Chair Vanderheyden reviewed the next meeting dates of the Finance & Facilities Committee, the Board of Health, and the Governance Committee, and requested approval of the draft 2019 meeting dates.

It was moved by Ms. Kasi, seconded by Mr. Hunter, that the Board of Health approve the draft 2019 Board of Health, Governance Committee, and Finance & Facilities Committee meeting schedule. Carried

• Next Finance & Facilities Committee meeting: October 4, 2018 @ 9:00 a.m.
• Next Board of Health meeting: October 18, 2018 @ 7:00 p.m.
• Next Governance Committee meeting: November 15, 2018 @ 6:00 p.m.

Dr. Mackie flagged some additional items of note under “other business”:
1) The Health Unit’s Outreach Team has been selected as this year’s recipient of the St. Joseph’s Health Care London Community Partner of Distinction Award, which recognizes partnership and collaboration.
2) The response to a procedural question regarding abstention from voting and how it is to be handled, which was raised at the September 6, 2018 Finance & Facilities Committee meeting. Per the Board of Health Procedural Bylaw, for a motion to be successful, it requires a majority vote; therefore abstention is considered a negative vote.
3) That the Health Unit will be making a submission to the national pharmacare process based as much as possible on previous Board of Health positions. If the Board of Health wishes to review the submission before it is sent in, please contact Dr. Mackie or Ms. Milne.

Mr. Hunter noted that he had an opportunity to tour the Temporary Overdose Prevention Site (TOPS) with Mr. Peer, which helped them learn more about the importance of harm reduction services in the community. Mr. Hunter urged all municipal election candidates to visit the site to learn more about the service it provides and the lives it saves.

Dr. Mackie noted that his door is always open to any candidate who wishes to tour the facility.

A brief discussion ensued about who the audience is for the Business Case for Supervised Consumption in London, Ontario.

Confidential

At 9:40 p.m., it was moved by Mr. Hunter, seconded by Mr. Helmer, that the Board of Health move in-camera to discuss matters regarding identifiable individuals and potential litigation affecting the Middlesex-London Board of Health. Carried

At 10:09 p.m., it was moved by Mr. Helmer, seconded by Mr. Hunter, that the Board of Health rise and return to public session.
Carried

At 10:09 p.m., the Board of Health returned to public session.

Adjournment

At 10:09 p.m., it was moved Ms. Kasi, seconded by Mr. Hunter, that the meeting be adjourned. Carried

JOANNE VANDERHEYDEN
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer