July 3, 2014 - Finance and Facilities Committee Public Minutes

Committee Members Present:

Mr. David Bolton
Ms. Trish Fulton (Chair)
Mr. Marcel Meyer
Mr. Ian Peer
Mr. Stephen Orser

Others Present:

Mr. John Millson, Director, Finance and Operations
Ms. Sherri Sanders, Executive Assistant to the Board of Health (Recorder)

At 9:00 a.m., Ms. Trish Fulton, Committee Chair, welcomed everyone to the July Finance and Facilities Committee (FFC) meeting.

Disclosures 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

It was moved by Mr. Peer, seconded by Mr. Orser that the Agenda for the July 3, 2014 FFC meeting be approved. Carried

Approval of Minutes

It was moved by Mr. Meyer, seconded by Mr. Bolton that the Public Minutes from the June 12, 2014 Finance and Facilities Meeting be approved. Carried

It was moved by Mr. Meyer, seconded by Mr. Peer that the In Camera Minutes from the June 12, 2014 Finance and Facilities Meeting be approved. Carried

New Business

Finance Policies Review (Report 029-14FFC)

Mr. John Millson, Director, Finance & Operations assisted Committee members with their understanding of this report. The Committee members reviewed and discussed each policy in detail.

Policy 4-090 Use of Personal Vehicle

• It was recommended that staff training should elaborate on the topic of smoking (e.g., smoking outside of the vehicle)
• It was also recommended that the policy should clarify out of town travel implies that the travel is outside of the Middlesex-London Health Unit catchment area

Policy 4-120 Out of Town Travel Expenses

• Suggestion to ask staff on expense claim whether or not reward points were accumulated in the transaction

Policy 4-140 Tangible Capital Assets

Policy 4-050 Donation Acceptance

• Discussion ensued about the Baby Friendly Initiative (BFI) clause as to whether BFI accreditation states that an organization must include specific wording in policies or if a blanket statement can be used. The following statement already exists in the Health Unit policy:
• “Restrictions attached to the donation are not consistent with the mission, values or programs
• of the Health Unit.”
• It was agreed that the entire policy should be reviewed again after Mr. Millson investigates the BFI requirements and the possibility of the Health Unit accepting donations in the form of securities.

Policy 4-060 Grant Applications and Agreements

Policy 4-070 Corporate Sponsorship

Policy 4-055 Gifts and Honorariums

• Discussion ensued about the maximum amount of gifts that can be accepted by Health Unit staff members. It was agreed that the policy should stipulate that the recipient of the gift/honorarium is responsible for disclosing the gift/honorarium to his/her supervisor.

It was moved by Mr. Orser, seconded by Mr. Peer that Policy 4-055 re Gifts and Honorariums be revised to read as follows: Staff are not permitted to accept token gifts of appreciation of any value, and any gifts become the property of the Middlesex-London Health Unit. Carried

It was moved by Mr. Bolton, seconded by Mr. Orser that the Finance & Facilities Committee recommend that the Board of Health:

1. Approve the Out of Town Travel Expenses, Tangible Capital Assets, Use of Personal Vehicle, Grant Applications and Agreements, and Corporate Sponsorship policies as appended to Report No. 029-14FFC, and further
2. Approve the Gifts and Honorariums policy as amended, and
3. Approve the Donation Acceptance policy after staff investigation and further review by the Finance and Facilities Committee is complete.

Carried

Other Business

The next FFC meeting will be September 4, 2014 at 9:00 a.m.

Chair Fulton requested that development of a Work Plan for the Finance and Facilities Committee be added to the September agenda.

Adjournment

At 10:10 a.m., it was moved by Mr. Meyer, seconded by Mr. Bolton that the meeting be adjourned. Carried

TRISH FULTON
Chair

CHRISTOPHER MACKIE
Secretary-Treasurer