Minutes - December 15, 2022 - Board of Health Meeting

Members Present: 

Mr. Matt Reid (Chair)
Mr. Selomon Menghsha
Ms. Aina DeViet
Mr. Michael Steele
Ms. Tino Kasi
Ms. Skylar Franke
Ms. Michelle Smibert
Mr. Peter Cuddy
Mr. Mike McGuire

Others Present:

Ms. Carolynne Gabriel, Executive Assistant to the Board of Health and Communications Coordinator (Recorder; attended virtually)
Ms. Stephanie Egelton, Executive Assistant to the Medical Officer of Health/Associate Medical Officer of Health
Ms. Emily Williams, Chief Executive Officer/Director, Health Organization
Ms. Maureen MacCormick, Director, Healthy Living
Ms. Mary Lou Albanese, Director, Environmental Health and Infectious Disease
Ms. Jennifer Proulx, Acting Director, Healthy Start
Ms. Sarah Maaten, Acting Director, Office of the Medical Officer of Health
Mr. Warren Dallin, Manager, Procurements and Operations
Ms. Cynthia Bos, Manager, Human Resources
Mr. Dan Flaherty, Manager, Communications
Mr. Alex Tyml, Online Communications Coordinator
Mr. Parthiv Panchal, Information Technology, End User Support Analyst

Chair Matt Reid called the meeting to order at 6:01 p.m.

Disclosure 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 Mr. Peter Cuddy, seconded by Ms. Aina DeViet, that the AGENDA for the December 15, 2022 Board of Health meeting be approved.

Carried

Approval of Minutes

It was moved by Mr. Michael Steele, seconded by Ms. Tino Kasi, that the Board of Health approve the MINUTES of the November 10, 2022 Board of Health meeting.
Carried

Reports and Agenda Items

Recognition of Departing and Incoming Board of Health Members (Verbal)

Chair Reid provided remarks of recognition for Mr. John Brennan, who has departed the Board of Health due to the end of his term, welcomed back Ms. Aina DeViet who has been re-appointed to the Board of Health as a County Representative, and welcomed in-coming Board of Health members: Skylar Franke and Peter Cuddy (City Representatives) and Michelle Smibert and Mike McGuire (County Representatives).

It was moved by Mr. Steele, seconded by Ms. Skylar Franke, that the Board of Health receive the Verbal report re: “Recognition of Departing and Incoming Board of Health Members” for information.
Carried

Information Technology Managed Service Provider (Report No. 69-22)

This report was introduced by Ms. Emily Williams, Chief Executive Officer.

Highlights include:
• Following a Request for Proposal in 2017, Stronghold was awarded the contract to be MLHU’s Information Technology (IT) Managed Service Provider.
• Over the course of the contract, Stronghold have met the needs of MLHU, including: enhancing cyber security protection, which has allowed the Health Unit to get cyber insurance; transitioning to the Microsoft 365 platform, which enabled the Health Unit to transition to remote work during the pandemic; and implementing the virtualization of MLHU’s server infrastructure.
• Stronghold provided an extension to the existing contract with inflationary increases limited to two percent per year.
• MLHU has extended the current contract for an additional three years at the value of $41,159.50 per month, excluding COVID-19 related IT costs.

It was moved by Mr. Steele, seconded by Mr. Cuddy, that the Board of Health receive Report No. 69-22, re: “Information Technology Managed Service Providers” for information.
Carried

MLHU Strathroy Dental Clinic – Contract Award for Dental Supply Purchases (Report No. 70-22)

This report was introduced by Ms. Maureen MacCormick, Director, Healthy Living who introduced Mr. Warren Dallin, Manager, Procurement and Operations.

Highlights included:
• A request for proposal was issued October 31, 2022, for equipment anticipated to be required for the start-up of the dental clinic in Strathroy. Equipment was to be compatible and interchangeable with those used in the dental clinic in Citi Plaza.
• Three quotes were received.
• Henry Schein submitted the lowest acceptable bid at $124,600 plus HST.

It was moved by Mr. Steele, seconded by Ms. DeViet, that the Board of Health:
1. Receive Report No. 70-22, re: “MLHU Strathroy Dental Clinic – Contract Award for Dental Supply Purchases” for information; and,
2. Approve entering into a contractual agreement with Henry Schein Canada, Inc. for the purchase of necessary dental clinic supplies for the upcoming build of the Strathroy Dental Clinic.
Carried

MLHU Strathroy Dental Clinic – Contract Award for Purchase and Installation of Dental Equipment (Report No. 71-22)

This report was introduced by Ms. MacCormick who indicated the report is regarding equipment required in dental operatories beyond the equipment directly used for dental hygiene work, for example compressed gas to run dental chairs and dental cabinets. Ms. MacCormick then introduced Ms. Dallin to further present the report.

Highlights of this report included:
• A request for proposal (RFP) was issued on November 9, 2022, through the public e-procurement site Biddingo. At the closure of the RFP two bids were received.
• The bids were assessed by an evaluation committee of eight team members, including representatives from senior leadership, management, and front-line staff, who met on December 7, 2022.
• Henry Schein Canada, Inc. scored the highest in the evaluation and met the budgetary costing requirements.
• Based on the proposal, the supply, delivery, and installation of dental equipment for operation of the Strathroy Dental clinic is anticipated to cost around $313,300 plus HST.

It was moved by Ms. Michelle Smibert, seconded by Mr. Steele, that the Board of Health:
1. Receive Report No. 71-22, re: “MLHU Strathroy Dental Clinic – Contract Award for Purchase and Installation of Dental Equipment” for information; and,
2. Approve entering into a contract with Henry Schein Canada, Inc. for supply, delivery, and installation of dental equipment.
Carried

MLHU Strathroy Dental Clinic – Contract Award for Design and Build (Report No. 72-22)

This report was introduced by Ms. MacCormick who introduced Mr. Dallin.

Highlights of this report include:
• A request for proposal (RFP) for the design and build for the Strathroy dental clinic was issued on November 4, 2022, through the public e-procurement site Biddingo. At the closure of the RFP three bids were received.
• The bids were assessed by an evaluation committee of eight team members, including representatives from senior leadership, management, and front-line staff, who met on December 7, 2022.
• CCS Engineering & Construction Inc scored the highest in the evaluation and met the budgetary costing requirements.
• Based on the proposal, the design and build of the Strathroy Dental Clinic is anticipated to cost around $438,300 plus HST.

Ms. DeViet commented she has had correspondence from County constituents regarding the need for increased dental services in the County. The reports on the dental clinic in Strathroy are welcome news.

Mr. Steele indicated that, combining the proposal amounts, the project is under budget. Ms. Franke inquired if the surplus funds could be re-allocated. Ms. MacCormick indicated that the budget was created to allow for potential increased costs due to variability in construction costs. If there are unspent funds at the end of the project, the team may approach the province and request to use the funds to open another operatory in Citi Plaza. Chair Reid added the dental program is 100 per cent funded by the provincial government and any savings would need to be approved by the province. The funds would not be able to be allocated to another program.

It was moved by Mr. Cuddy, seconded by Ms. DeViet, that the Board of Health:
1. Receive Report No. 72-22, re: “MLHU Strathroy Dental Clinic – Contract Award for Design and Build” for information; and,
2. Approve entering into a contractual agreement with CCS Engineering & Construction Inc. for the design and build of the Strathroy Dental Clinic.
Carried

Chief Executive Officer Activity Report for November (Report No. 73-22)

It was moved by Ms. Franke, seconded by Ms. Kasi, that the Board of Health receive Report No. 73-22, re: “Chief Executive Officer Activity Report for November,” for information.
Carried

Other Business

The draft schedule for the meetings of the Board of Health and its committees for 2023 was presented.

Ms. Franke inquired when members can express their interest in which committee to join. Chair Reid indicated that appointments to committees occur at the inaugural meeting in January, following the appointment for the Chair and Vice Chair.

Additional information was provided regarding the time at which committee meetings occur and the membership requirements contained in the terms of reference for committees.

It was moved by Ms. Kasi, seconded by Mr. Selomon Menghsha, that the Board of Health approve the schedule for the meetings of the Board of Health and its committees for 2023.

Carried

Confidential

At 6:23 p.m., it was moved by Ms. Kasi, seconded by Mr. Cuddy, that the Board of Health will move in-camera to approve previous confidential Board of Health and Committee minutes, to consider matters regarding personal matters about an identifiable individual, including municipal or local board employees, and labour relations or employee negotiations.
Carried

At 6:41 p.m., it was moved by Mr. Mike McGuire, seconded by Mr. Menghsha, that the Board of Health return to public session from closed session.
Carried

Adjournment

At 6:41 p.m., it was moved by Ms. Kasi, seconded by Ms. DeViet, that the meeting be adjourned.

Carried

Matt Reid
Chair

Emily Williams
Secretary