Minutes - July 4, 2019 Finance & Facilities Committee Meeting

Committee Members Present:

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

Regrets: 

Ms. Maureen Cassidy
Dr. Christopher Mackie

Others Present:

Ms. Lynn Guy, Executive Assistant to the Medical Officer of Health (Recorder)
Ms. Laura Di Cesare, Director, Healthy Organization
Mr. Brian Glasspoole, Manager, Finance
Mr. Joe Belancic, Manager, Procurement and Operations
Dr. Alexander Summers, Associate Medical Officer of Health
Mr. Stephen Turner, Director, Environmental Health and Infectious Diseases
Ms. Adrina Chanyi Zhong, Medical Student

At 9:00 a.m., Chair Reid called the meeting to order.

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. Elliott, seconded by Ms. Fulton, that the AGENDA for the July 4, 2019 Finance & Facilities Committee meeting be approved. Carried

Approval of Minutes

It was moved by Ms. Elliott, seconded by Ms. Fulton, that the MINUTES of the June 6, 2019 Finance & Facilities Committee meeting be approved. Carried

New Business

4.1 Multifunction Printers – Contract Award (Report No. 025-19FFC)

Mr. Joe Belancic presented this report, noting that by awarding the contract for the printers to Xerox for five years, the Health Unit will realize cost savings of approximately $56,000 per year. He added that any underutilized printers will be not be replaced, thereby reducing the total number of printers from 18 to 10.

It was moved by Ms. Elliott, seconded by Ms. Fulton, that the Finance & Facilities Committee:
1) Receive Report No. 025-19FFC for information; and
2) Recommend that the Board of Health approve entering into a contractual agreement with Xerox Canada for the provision of office and production multi-function devices.
Carried

4.2 Proposed 2020–21 Budget Process, Criteria, and Weighting (Report No. 026-19FFC)

Ms. Laura Di Cesare presented the report to the Finance & Facilities Committee. She advised that the Health Unit staff recommend not amending the criteria and weighting for the Program Budget and Marginal Analysis (PBMA) process for the 2020 budget year.

Ms. Di Cesare briefly outlined the three options that staff have considered for covering the approximately $1.3M budget shortfall associated with provincial funding reductions, and the $570,000 budget shortfall associated with inflationary pressures in the 2020 budget. She added that conversations have taken place with City and County staff. In addition, a presentation was made at County Council, and the Health Unit will present to the City if desired via their budget process.

Discussion ensued in regard to:
• What the increases to municipalities might be.
• The difficulty in determining a budget horizon due to lack of information surrounding amalgamation.

Chair Reid asked Committee members to respond to the three recommendations separately.

1) It was moved by Ms. Fulton, seconded by Ms. Elliot, that the Finance & Facilities Committee make recommendation to the Board of Health to approve the PBMA criteria and weighting that is proposed in Appendix A to Report No. 026-19FFC. Carried

2) It was moved by Ms. Fulton, seconded by Ms. Kasi, that the Finance & Facilities Committee make recommendation to the Board of Health to approve requesting the full amount of the provincial cost-sharing reductions, but not cost-of-living pressures, from the municipal funders. Carried

3) It was moved by Ms. Elliott, seconded by Ms. Kasi, that the Finance & Facilities Committee make recommendation to the Board of Health to approve the development of a two-part budget representing the first quarter of 2020 and, separately, the 12 months from April 2020 to March 2021. Carried

Other Business

5.1 Cancellation of August 1, 2019 Finance & Facilities Meeting

It was moved by Ms. Elliott, seconded by Ms. Kasi, that the August Finance & Facilities Committee meeting be cancelled. Carried

5.2 Next meeting: Thursday, September 5, 2019, at 9:00 a.m., in Room 3A

Confidential

At 9:12 a.m., it was moved by Ms. Elliott, seconded by Ms. Kasi, that the Finance & Facilities Committee move in camera to consider matters regarding a trade secret or financial information, supplied in confidence to the local board, which if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with contractual or other negotiations of a person, group of persons or organization, and a trade secret or financial information that belongs to the municipality or local board and has monetary value. Carried

At 9:16 a.m., it was moved by Ms. Elliott, seconded by Ms. Fulton, that the Finance & Facilities Committee return to public session. Carried

At 9:16 a.m., the Finance & Facilities Committee returned to public session.

Adjournment

At 9:17 a.m., it was moved by Ms. Kasi, seconded by Ms. Fulton, that the meeting be adjourned. Carried

At 9:17 a.m., Chair Reid adjourned the meeting.

______________________________________________________________________________________________________

MATT REID
Committee Chair

LAURA DI CESARE
Director, Healthy Organization