THUNDER BAY DISTRICT HEALTH UNIT MEETING MINUTES: BOARD OF HEALTH DATE: April 15, 2015 TIME: PLACE: CHAIR: 1:00 PM BOARD ROOM MR. NORM GALE BOARD MEMBERS PRESENT: Mr. Ed Dunnill Mr. Mr. Norm Gale Mr. Bernie Kamphof Mr. Bob MacMaster Mr. Jack Masters Ms. Karen Morley Mr. Roger Shott Mr. Don Smith Mr. Joe Virdiramo Ms. Maria Harding REGRETS: Mr. James McPherson Mr. Richard Harvey Mr. Aldo Ruberto ADMINISTRATION PRESENT: Mr. D. Heath, Chief Executive Officer Dr. D. Williams, Medical Officer of Health Dr. J. DeMille, Associate Medical Officer of Health Mr. K. Allan, Director - Health Protection & Chief Nursing Officer Ms. L. Roberts, Director - Health Promotion Mr. W. Maute, Senior Finance Officer Ms. C. Boraski, Finance Manager Mr. P. Avella, IT Manager Ms. L. Niskanen, HR Manager Mr. Lee Sieswerda, Manager, Environmental Health Mr. A Mackie, Health Inspector Ms. A. Witiw, Administrative Assistant Ms. K. Day, Executive Assistant to the Medical Officer of Health, and Chief Executive Officer and, Secretary to the Board of Health CALL TO ORDER The Chair called the meeting to order at 1:00 pm. 1. ATTENDANCE AND ANNOUNCEMENTS Regrets noted above. The Chair welcomed Kelley Day new Board of Health Secretary and thanked the three Administrative Assistants for their help filling in the role while vacant. A reminder was given to all about completing evaluations in packages. Introducing Public Health, Health Policy Rotation Dr. Ian Arra, 3 rd year Resident. The Chair read a thank you note from Maria Harding.
2. DECLARATIONS OF PECUNIARY INTEREST There were no declarations of pecuniary interest. 3. AGENDA APPROVAL Resolution No.: 56-2015 Ed Dunhill THAT the Agenda for the Regular Board of Health Meeting to be held on April 15, 2015, be approved. 4. INFORMATION SESSION 4.1 Enforcement Activities 2014 Mr. L. Sieswerda Manager of Environment Health gave an explanation of e Enforcement activities. He introduced Mr. A. Mackie, Senior Environmental Health Inspector who gave a presentation relative to the above and responded to questions. A copy of the presentation was provided. 5. MINUTES OF THE PREVIOUS MEETINGS 5.1 Thunder Bay District Board of Health The Minutes of the Thunder Bay District Board of Health (Regular and Closed Session) Meetings held on March 18, 2015, to be approved. Resolution No.: 57-2015 Joe Virdiramo THAT the Minutes of the Thunder Bay District Board of Health (Regular and Closed Session) Meetings held on March 18, 2015, be approved. 2
5. MINUTES OF THE PREVIOUS MEETINGS (Continued) 5.2 Executive Committee Minutes The Minutes of the March 18, 2015 Thunder Bay District Board of Health Executive Committee Meeting was presented at the Executive Committee Meeting held on April 15, 2015 for approval and presented to the Board of Health at their meeting, for information. 6. MATTERS ARISING FROM THE MINUTES There were no matters arising from the previous set of Minutes. 7. BOARD OF HEALTH (CLOSED SESSION) MEETING There was no Closed Session meeting. 8. DECISIONS OF THE BOARD 8.1 Contract Award for Leased Computer Equipment Report No. 20-2015 (Finance/Information Systems) relative to providing the Board of Health with information respective to the renewal of the contract for leased computer equipment at the Thunder Bay District Health Unit. Resolution NO.: 58-2015 Joe Virdiramo THAT with respect to Report No. 20-2015 (Finance / Information Systems), we recommend the contract for Leased Computer Equipment be renewed with Dell Canada Inc. for a total contract value of $82,175 over five (5) years (taxes extra) effective June 1, 2015; AND THAT the Chief Executive Officer and Manager of Finance are authorized to complete any administrative requirements of the Leased Computer Equipment contract, as required. 8.2 Employee Group Benefit Plan Renewal Report No. 21-2015 (Finance/Human Resources) relative to providing the Board of Health with information to recommend the renewal of the 3
8. DECISIONS OF THE BOARD (Continued) Employee Group Benefit Plan for the Thunder Bay District Health Unit (TBDHU). Resolution No. 59-2015 Maria Harding Bernie Kamphof THAT with respect to Report No. 21 2015 (Finance / Human Resources), we recommend the renewal of the Employee Group Benefit Plan effective April 1, 2015 for the TBDHU with the following providers; be approved; a. Green Shield Canada: Extended Health Care benefits on an Administrative Services Only (ASO) basis with administration fees of 10% of paid claims; plus 2% premium tax; Dental Benefits on an ASO basis with administration fees of 10% of paid claims; plus 2% premium tax; Travel benefits on a pooled basis. b. Sun Life Assurance Company of Canada: Basic Life Insurance and Long Term Disability benefits on a pooled basis. AND THAT group benefit consulting services be renewed with Mosey & Mosey with commission fees of 3.1% included within the (10%) overall administration fees and expenses on paid claims; AND THAT the Chief Executive Officer or designate be authorized to complete any administrative requirements of the Employee Group Benefit Plan as required. 8.3 2014 Financial Statements Report No. 23 2015 (Finance) relative to recommending the approval of the draft 2014 Consolidated Financial Statements for the Thunder Bay District Health Unit. Attachment #1, copy of the 2014 Consolidated Financial Statements Attachment #2, copy of the BDO Final Report to Executive Committee, Audit Report Resolution No. 60-2015 Maria Harding 4
8. DECISIONS OF THE BOARD (Continued) THAT with respect to Report No. 23-2015 (Finance) of the Thunder Bay District Health Unit the Executive Committee recommend the 2014 Financial Statements for year ending December 31, 2014, be approved, as presented. 8.4 alpha Conference AGM in Ottawa June 7-9, 2015 Memorandum from D. Heath CEO, dated April 8, 2015 containing a resolution relative to the above noted. Resolution No. 61-2015 Karen Morley Roger Shott THAT with respect to the partnership with Ottawa Public Health, alpha is hosting the 2015 Conference and Annual General Meeting on June 7-9, 2015 at the Marriott Ottawa. THAT the following members of the Board be authorized to attend the alpha 2015 Conference and Annual General Meeting held in Ottawa, June 7-9, 2015: 1. Norm Gale 2. Joe Virdiramo 3. Maria Harding 4. Jack Master 9.0 COMMUNICATIONS FOR INFORMATION 9.1 2014 Year End Accountability Agreement Indicators Report No. 28-2015 (Medical Officer of Health) relative to providing the Board with quantifiable indicators of the success of our current programs. Dr. J. DeMille provided a presentation and responded to questions from the Board related to the performance measurement indicators. 9.2 Facilities Report 2014 Report No. 22-2015 (Information Systems & Property) relative to providing the annual Facilities & Equipment Report as per the Board of Health bylaw was presented. 5
9.0 COMMUNICATIONS FOR INFORMATION (Continued) 9.3 2014 Legal Expenditures Report No. 24-2015 (Chief Executive Officer) relative to providing the Board of Health with information regarding legal fees incurred in 2014 was presented. 9.4 Nutrition Month Report No. 25-2015 (Healthy Living) relative to the above to providing the Board of Health a summary of the local Nutrition Month campaign in March was presented. 9.5 Procurement Practices Report Report No. 26-2015 (Finance) relative to providing the Board of Health with an update on the Procurement Policy and Practices of the Thunder Bay District Health Unit was presented. 9.6 Board of Health Meeting Expenses Report No. 27-2015 (Chief Executive Officer) relative to providing the Board of Health with an update on its recurring meeting expenses administratively approved by the Chief Executive Officer was presented. 10. NEXT MEETING The next regularly scheduled meeting will be held on Wednesday, May 20, 2015. 11. ADJOURNMENT Resolution No. 62-2015 Roger Shott Karen Morley THAT the Board of Health meeting held on April 15 2015, be adjourned at 2:02 pm. Chair, Board of Health Chief Executive Officer Recording Secretary 6