February 7, 2019 - Finance & Facilities Committee Meeting Minutes

Committee Members Present:

Mr. Matt Reid (Chair)
Ms. Maureen Cassidy
Ms. Kelly Elliott
Ms. Trish Fulton
Ms. Tino Kasi

Others Present:

Dr. Christopher Mackie, Secretary-Treasurer
Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Dr. Alex Summers, Associate Medical Officer of Health
Mr. Brian Glasspoole, Manager, Finance
Mr. Joe Belancic, Manager, Procurement and Operations
Ms. Jessica Chin, Medical Student
Ms. Melanie Wong-King-Cheong, Medical Student
Mr. Andrew Namasivayam, Medical Student
Ms. Amanda Toufeili, Medical Student

At 9:00 a.m., Dr. Mackie called the meeting to order and opened the floor to nominations for Chair of the Finance & Facilities Committee for 2019.

Ms. Cassidy, seconded by Ms. Kasi, nominated Mr. Reid for Chair of the Finance & Facilities Committee for 2019. Carried

Mr. Reid accepted the nomination.

Dr. Mackie called three times for further nominations. None were forthcoming.

It was moved by Ms. Kasi, seconded by Ms. Cassidy, that Mr. Reid be acclaimed as Chair of the Finance & Facilities Committee for 2019. Carried

Chair Reid reviewed the Committee’s membership to ensure quorum.

Disclosure of Conflict(s) 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. Fulton, seconded by Ms. Elliott, that the AGENDA for the February 7, 2019 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms. Cassidy, seconded by Ms. Elliott, that the MINUTES of the November 1, 2018 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 Finance & Facilities Committee – Terms of Reference (Report No. 001-19FFC)

Dr. Mackie noted that this item is brought to this Committee each year to inform new members and provide existing members with an update in case there have been any changes to the document. The Terms of Reference outline the Committee’s duties and responsibilities.

It was moved by Ms. Elliott, seconded by Ms. Cassidy, that the Finance & Facilities Committee review and approve Report No. 001-19FFC re: “Finance & Facilities Committee – Terms of Reference.” Carried

4.2 Finance & Facilities Committee – 2019 Reporting Calendar (Report No. 002-19FFC)

Dr. Mackie noted that the work of the Committee has been allocated into quarters. This document provides a framework for the various activities and reports that will come forward to the Committee each quarter.

A question was raised in regard to the vacant position of Provincial Appointee to the Board of Health. Dr. Mackie provided an update, noting that there has been no indication about when this position will be appointed. The vacancy has remained unfilled for more than two years.

It was moved by Ms. Fulton, seconded by Ms. Kasi, that the Finance & Facilities Committee approve Report No. 002-19FFC re: “Finance & Facilities Committee – 2019 Reporting Calendar.” Carried

4.3 Health Unit General Insurance Policy Renewal (Report No. 003-19FFC)

Mr. Glasspoole provided details for the report. He noted that the costs for general insurance are anticipated to increase by 4.3% above the prior year due largely to natural disasters elsewhere. The Health Unit has had no substantial claims; therefore, the rates are favourable.

Mr. Glasspoole also advised that a comprehensive review of insurance coverage will be undertaken later this year.

It was moved by Ms. Cassidy, seconded by Ms. Kasi, that the Finance & Facilities Committee approve the renewal of the Health Unit’s insurance as outlined in Report No. 003-19FFC re: “Health Unit General Insurance Policy Renewal.” Carried

4.4 Technology and Infrastructure Reserve Funds (Report No. 004-19FFC)

Dr. Mackie noted that in 2014, the Health Unit undertook a comprehensive review of reserve funds in consultation with municipal funders. At that time, a reserve fund for technology and infrastructure capital projects was created. The process for the provincial health capital grant is proceeding, but it is unclear that MLHU would receive a grant under this program, and if so when. It is anticipated that the reserve funds will be required this year for technology and infrastructure costs associated with the Health Unit’s relocation.

Further discussion ensued on the following items:
• The provincial capital grant.
• The City of London loan.

It was moved by Ms. Fulton, seconded by Ms. Cassidy, that the Finance & Facilities Committee recommend that the Board of Health approve the use of up to $1,500,000 in Technology and Infrastructure Reserve Fund monies to fund, in part, the cost of leasehold improvements in connection with the Health Unit’s relocation of premises to Citi Plaza. Carried

4.5 Information Technology Status Report – Q1 2019 (Report No. 005-19FFC)

Ms. Di Cesare noted that this report is an update to the IT Workplan previously presented to the Committee in 2018. The report highlights the ten most major projects for implementation in 2019.

Mr. Belancic advised that the Health Unit’s IT server will be moved to the START Data Centre on York Street.

It was moved by Ms. Fulton, seconded by Ms. Elliott, that the Finance & Facilities Committee receive Report No. 005-19FFC re: “Information Technology Status Report – Q1 2019” for information. Carried

Other Business

Dr. Mackie asked that the Chair approve the addition of a Program Budgeting Marginal Analysis (PBMA) Process and Overview update.

In a PowerPoint presentation, Dr. Mackie provided this update. Adopting PBMA has enabled the Health Unit to show enhanced transparency, ensure the greatest impact on health outcomes across the organization, and facilitate informed financial decision-making. The PBMA scoring criteria was also discussed.

Dr. Mackie noted that since 2014, 475 proposals have been put forward by staff, with 214 approved.

Ms. Di Cesare provided a presentation on the PBMA for the 2019 budget, which further explained the timeline and process from the start of the year to the final outcome. She also enumerated for the Committee all of the proposals approved for this year, beginning with the disinvestments and investments, and concluding with the one-time funding requests. She provided details for each proposal and answered questions.

Dr. Mackie advised that at next week’s FFC meeting, the Committee will see the full budget for 2019.

Discussion ensued on the following items:
• How the criteria scoring works
• Reassignment of staff (there have been no staff layoffs to date)
• Estimating salaries for new positions (in the context of hiring for an investment position)
• The importance of including plenty of detail in PBMA proposals
• Whether it would be possible to provide the FFC with a test of the PBMA software.

Next meeting: February 14, 2019

Confidential

At 10:09 a.m., it was moved by Ms. Fulton, seconded by Ms. Elliott, that the Finance & Facilities Committee approve the confidential minutes of the November 1, 2018 Finance & Facilities Committee meeting. Carried

Adjournment

At 10:10 a.m., it was moved by Ms. Cassidy, seconded by Ms. Kasi, that the meeting be adjourned. Carried

At 10:10 a.m., Chair Reid adjourned the meeting

______________________________________________________________________________________________________

Matt Reid
Committee Chair

Christopher Mackie
Secretary-Treasurer