Minutes - July 15, 2021 - Finance and Facilities Committee Meeting

Members Present:

Mr. Matt Reid (Chair)
Ms. Aina DeViet
Ms. Maureen Cassidy
Ms. Tino Kasi

Regrets: 

Mr. Aaron O’Donnell 

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer/Medical Officer of Health
Ms. Carolynne Gabriel, Communications Coordinator and Executive Assistant to the Board of Health (Recorder)
Ms. Stephanie Egelton, Senior Executive Assistant to the Medical Officer of Health/Associate Medical Officer of Health 
Dr. Alexander Summers, Associate Medical Officer of Health
Ms. Emily Williams, Director, Healthy Organization/Interim CEO
Ms. Heather Lokko, Director, Healthy Start
Mr. Joe Belancic, Manager, Procurement and Operations
Mr. Brian Glasspoole, Manager, Finance
Ms. Kelly Elliott, Board of Health Member
Ms. Arielle Kayabaga, Board of Health Member

Chair Matt Reid called the meeting to order at 6:02 p.m.

Disclosures of Conflict of Interest

Chair Reid inquired if there were any disclosures of conflicts of interest. None were declared.

Approval of Agenda

It was moved by Ms. Aina DeViet, seconded by Ms. Tino Kasi that the AGENDA for the July 15, 2021 Finance & Facilities Committee meeting be approved.
Carried

Approval of Minutes 

It was moved by Ms. Maureen Cassidy, seconded by Ms. Kasi, that the MINUTES of the June 3, 2021 Finance & Facilities Committee meeting be approved.
Carried

New Business

Janitorial Services – Contract Extension Award (Report No. 17-21FFC)

This report was introduced by Ms. Emily Williams, Director, Healthy Organization / CEO (Interim). Ms. Williams informed the committee that Mr. Joe Belancic, Manager, Procurement and Operations, was leaving the Middlesex-London Health Unit and publicly thanked him.

Discussion about the report included:

• The preliminary contract for cleaning services at the Health Unit’s offices at CitiPlaza was $103,367.20; however, due to increased cleaning requirements as a result of the COVID-19 pandemic, costs increased to $165,779.14.
• The initial intention was to put the contract for janitorial services up for bid in 2021, but due to the COVID-19 pandemic, non-essential staff and visitors were not permitted on site which limited the ability to re-issue a revised tender for cleaning services.
• Until the usual bidding process can proceed in 2022, the existing cleaning company, now known as Grete Services, was contacted for an extension to the existing contract. The revised quote is $163,161.11, which is a reduced cost of about 1.2%.
• The additional cleaning costs incurred due to COVID-19 are eligible for reimbursement from the province this year. However, there is currently no commitment from the Province that any additional cleaning costs will be eligible for reimbursement in 2022. Some level of extra cleaning in 2022 is anticipated.
• With so few staff in the office during the COVID-19 pandemic, the scope of services was able to be expanded.
• It was noted that the original base cost of cleaning was a significant reduction from prior to the move to CitiPlaza when MLHU had two offices in London.

It was moved by Ms. Cassidy, seconded by Ms. DeViet, that the Finance and Facilities Committee make a recommendation to the Board of Health to extend a one-year contract for janitorial services to Grete Services for $163,161 for leased premises located at 355 Wellington Street, Suite 110, London Ontario.
Carried

COVID-19 Case & Contact Management / Vaccine Budget Update (Report No. 18-21FFC)

This report was introduced by Ms. Williams.

Discussion about the report included:

• The MLHU budget regarding COVID-19 case and contact management and the COVID-19 vaccine continues to be monitored closely.
• MLHU still has not received the funding for COVID-19 expenses assured by the Province; however, communication is being held with the provincial Manager of Funding and Oversight and advocacy is ongoing by Ontario Public Health Units to the Ministry for funding to flow so as not to impede programming.
• The amounts included in the report do not include some significant invoices which were pending for outfitting of vaccination clinics.

It was moved by Ms. DeViet, seconded by Ms. Cassidy that the Finance and Facilities Committee recommend that the Board of Health request that the Board Chair send a letter to the Ministry of Health requesting the timely delivery of funding for COVID-19-related expenses, as assured by the Province, and the maintenance of adequate cash flow from the Province, in order to ensure effective operations.
Carried

It was moved by Ms. Cassidy, seconded by Ms. Kasi, that the the Finance and Facilities Committee make a recommendation to the Board of Health to receive an update on COVID-19 Case and Contact Management and Vaccine Clinic budget as described in Report No. 18-21FFC re: “COVID-19 Case & Contact Management / Vaccine Clinic Budget Update”.
Carried

Request for Over-hire to Ensure Retention of Critical Health Human Resources (Report No. 19-21FFC)

This report was introduced by Dr. Christopher Mackie, Medical Officer of Health.

Discussion about the report included:

• MLHU has hired many temporary staff to fill pandemic-related roles; however, due to the temporary nature of the positions, there has been increasing turnover and difficulties with gapping.
• Going forward, MLHU will continue to require staff for ongoing COVID-19-related work as well as to play “catch-up” in programs which were put on hold during the pandemic and to support program areas where growth is required.
• There is huge competition for health human resources and MLHU needs to be able to recruit and retain staff but require the ability to offer security to do so. Over-hiring is a strategy to address this.
• The risk of over-hiring will be mitigated, and likely eliminated, by: turnover in staffing including retirements; potential additional provincial funding to support the expansion of specific programs like the COVID-19 program; and additional staff required to support key areas which the Board of Health has indicated a desire to expand, including Diversity and Inclusion and Anti-Black Racism.
• Maximum compensation levels have been increased to recruit and retain nurses into supervisory positions.
• What the COVID-19 vaccination campaign will include in the future is unclear; however, mass vaccination capacity may potentially continue to be required if COVID-19 vaccines are approved for children ages five to 11 or if a booster campaign is required.
• It is not anticipated that front-line staffing will be required to support a future second Supervised Consumption Facility.

At 6:42 p.m., it was moved by Ms. Cassidy, seconded by Ms. DeViet, that the Finance and Facilities Committee move in camera to consider matters regarding labour relations or employee negotiations, personal matters about an identifiable individual, including municipal or local board employees.
Carried

At 6:50 p.m., it was moved by Ms. Cassidy, seconded by Ms. Kasi, that the Finance and Facilities Committee rise and return to public session.
Carried

It was moved by Ms. Kasi, seconded by Ms. Cassidy, that the Finance and Facilities Committee make a recommendation to the Board of Health to:

1. Receive for information Report No. 19-21FFC re: “Request for Over-hire to Ensure Retention of Critical Health Human Resources”;
2. Approve the over-hiring of 22 additional permanent positions (16 Public Health Nurses, three Public Health Inspectors, one Human Resources Specialist, one Health Equity Worker, and one Manager); and
3. Defer permanent budget decisions to the 2022 budget process.

Carried

Other Business

It was moved by Ms. Cassidy, seconded by Ms. Kasi, that the August 5, 2021 Finance and Facilities Committee meeting be cancelled, such that the next meeting of the Finance and Facilities Committee be September 2, 2021.
Carried

Adjournment 

At 6:51 p.m., it was moved by Ms. Cassidy, seconded by Ms. DeViet, that the meeting be adjourned.
Carried

Matthew Reid
Chair

Christopher Mackie
Secretary-Treasurer