May 4, 2016 Board of Health Meeting Minutes

The Board of Health of Wellington-Dufferin-Guelph Public Health Unit met at 4:00 p.m. at the FERGUS Office.

Members in attendance were: Ms. Margaret Abbink, Ms. Christine Billings, Mr. George Bridge, Mr. Guy Gardhouse, Ms. June Hofland, Mr. Dennis Lever, Mr. Mark MacKinnon, Mr. Ken McGhee, Mr. Keith Perron, Ms. Nancy Sullivan, Mr. Allen Taylor and Mr. Chris White.

Member(s) with regrets: Mr. Doug Auld, Mr. William Baxter and Ms. Rose Ann Doyle.

Ex-officio member(s) in attendance: Dr. Mercer, Medical Officer of Health & CEO.

Staff members in attendance were: Ms. Elizabeth Bowden, Ms. Andrea Roberts, Ms. Rita Sethi, Mr. Rob Thompson, Mr. Tom Craig, Mr. Chuck Ferguson, Mr. David George, Ms. Dawna Monk VanWyck, Ms. Shanna O’Dwyer, Ms. Liz Robson and Ms. Sylvia Muir (Recording Secretary).

Guests in attendance were: Ms. Jaime Myslik, The Wellington Advertiser (Press).

1.0 Call to Order

N. Sullivan chaired, in the absence of D. Auld, and called the meeting to order at 4:00 p.m.
N. Sullivan informed the BOH that she received an e-mail, prior to the BOH meeting, advising of R. Ann Doyle resignation from the BOH, effective May 4, 2016. R. Ann Doyle served on the BOH for 5 years. The BOH thanked her and provided her best wishes in future endeavors.
Brief Review of Criteria for Closed Session Agenda
N. Sullivan directed the BOH members to the circulated document outlining Sections 6.17 + 6.18 of BOH By-Law No. 1, being the criteria for reasons to go into Closed Session. N. Sullivan advised that, moving forward, these criteria will be clearly referenced on matters going into Closed Session.

2.0 Disclosure(s) of Pecuniary Interest

There are no disclosures of pecuniary interest declared at this time.

3.0 Approval of Agenda with the following addition(s):

► Addition of Correspondence from Eric Hoskins, Minister, MOHLTC, Letter to WDGPH BOH re One-Time Funding for the 2015-16 Funding Year – Under #10 – Correspondence;
► Addition of Correspondence from Eric Hoskins, Minister, MOHLTC, Letter to WDGPH BOH re Ontario’s Publicly-Funded Human Papillomavirus (HPV) Immunization Program – Under #10 – Correspondence;
► Addition of Correspondence from Dr. Valerie Jaeger, President, alPHa Response Letter to Minister Hoskins re Patients First Discussion Paper – Under #10 – Correspondence; and
► Addition of Correspondence from Ted Arnott, MPP, Wellington-Halton Hills Response Letter to WDGPH BOH re Basic Income Guarantee.

MOTION: “To approve the Agenda and any Addendums distributed for the May 4, 2016 BOH meeting, as amended.”
Moved: K. McGhee
Seconded: K. Perron
CARRIED
 

4.0 Approval of Minutes

MOTION: “To approve the Minutes of April 6, 2016 – not including the April 6, 2016 Closed Session Minutes.”
Moved: J. Hofland
Seconded: G. Gardhouse
CARRIED
 

4(a) MOH Updates

Dr. Mercer provided updates on the following matters:

Syrian Refugees

  • MOHLTC teleconferences and updates have ceased.
  • WDGPH has not received any new families for immunization.
  • WDGPH has received new families for dental care.

Immunization of School Pupils Act (ISPA)
Dr. Mercer provided the following update:

  • WDGPH has assessed all 17 year-olds and records were updated.
  • 2,400 letters were sent out and only 5 students remained outstanding on their immunizations and were ultimately suspended for 20 days.
  • WDGPH is in the process of assessing records for 7-year olds. At end of April, 1,639 records were out of date. As of May 2nd, that number has been reduced to 1,370.
  • Public Health continues to work closely with schools and school boards. Clinic appointments are available to complete student immunizations.
  • Radio ads, social media and some print ads will continue to support the campaign. Physician Advisories have also been sent.
  • Suspensions commence on May 30th, in Guelph, and May 31st in Dufferin and Wellington.
  • WDGPH to start updating the records of the remaining children between 4 -16 years old. No suspensions will be issued for this age group, with the exception of 7 year-olds, but parents will be encouraged to ensure their children are vaccinated for the start of school in September. They will be notified that they will be suspended next year if not up-to-date. Notices will be delivered through the schools.

Riverview Medical Group Infection Control Lapse
Dr. Mercer provided the following update:

  • WDGPH has moved out of the Incident Management System (IMS) and is currently in a debriefing mode to assess what worked and what can be done better.
  • All patients, with negative results, were mailed their results or called by a WDGPH nurse. There were no findings that indicated anyone contracted a disease from this incident.
  • WDGPH to send a “Reprocessing Tips” poster together with letter from the WDGPH MOH to all physicians and dentists.
  • BOH Report to go to the June BOH meeting.

Panorama

  • WDGPH moved to the inventory module in July 2015.
  • New reports on vaccine wastage became available in March 2016.
  • The Inventory Control Module provides new mechanisms allowing Public Health Units to closely monitor the vaccine within the community thereby reducing wastage (eg. over-ordering).
  • The overall appearance of our Wastage Report will change to reflect the new information being captured.

(4:15) C. White arrived.

5.0 Presentation(s)

  • S. O’Dwyer to present a PowerPoint Presentation on the 2015 Draft Audited Financial Statements, in conjunction with 6.0 below.

6.0 Business Arising

Skills Matrix

  • N. Sullivan asked that each BOH member review the circulated skills matrix document and advise if the identified skills, knowledge & experience categories are adequately captured. Each BOH member was asked to provide their respective comments with respect to the skills matrix categories to S. Muir, to compile, prior to the June 1/16 BOH meeting.

2015 Draft Audited Financial Statements

S. O’Dwyer commenced her presentation:

  • Presentation only spoke to the changes to the previously presented Draft Audited Financial Statements, as a result of the MOHLTC releasing additional One-Time Funding for 2015, up to March 31, 2016, to Public Health Units. WDGPH received $194,200.
  • In addition to the One-Time Grants, the base funding for the 2015 MOH Compensation Initiative (totaling $91,500), was approved. WDGPH is eligible for $86,500).
  • New due date of May 31, 2016 was announced for the Annual Reconciliation Return to the MOHLTC for the 2015 fiscal year.

Dr. Mercer informed the BOH that the best process for the Auditors to present to the BOH in a timely manner and avoiding back-to-back Audit and BOH meetings is being reviewed to ensure that all BOH members have the opportunity to review the draft audited financial         statements in advance of the BOH meeting.
BOH members requested receiving the final 2015 Audited Financial Statements in a pdf format.

(a) MOTION: “That the Board of Health approve the revised 2015 Draft Audited Financial Statements, as presented.”
Moved: C. White
Seconded: J. Hofland
CARRIED

7.0 Consent Agenda

  • Receipt of Safe Food – Interim Program Report (Jan - Dec 2015).
    ► Report revised as per direction received at the Apr 6/16 BOH meeting.
  • Receipt of Oral Health – Interim Program Report (1st Quarter 2016).
  • Receipt of School Health & Immunization – Vaccine Distribution & Wastage – Interim Program Report (Final 2015).
    ► A year-over-year comparison on this topic will be provided via a BOH Report next year (2017).
MOTION: (a)“That the Board of Health receive the Consent Agenda items, which have been given due consideration, for information.”
Moved: C. Billings
Seconded: G. Bridge
CARRIED

8.0 BOH Report(s)

BH.01.MAY0416.R08 – My Health eSnapshot: A Preconception Health Research Study

Dr. Mercer reviewed the contents of Report BH.01.MAY0416.R08.

MOTION: (a) “That the Board of Health receive BOH Report BH.01.MAY0416.R08 – My Health eSnapshot: A Preconception Health Research Study, as presented, for information.”
Moved: K. Perron
Seconded: M. Abbink
CARRIED
 

9.0 Committee (Verbal) Report(s)

AUDIT COMMITTEE REPORT:

  •    No update.

FINANCE COMMITTEE REPORT:

  • No update.

FACILITIES COMMITTEE REPORT:

  • No update

Executive Committee Report:

  • No update.

Personnel Committee Report:

  • K. Perron, Personnel Committee Chair, provided an update advising that the Personnel Committee met on Apr 12/16 to review/discuss the following Open Session Reports/Matter(s):

BH.04.APR1216.R01 – Staff Training

  • This is a new report for WDGPH.
  •  Report provides a high-level summary of types of staff training completed in 2015.

Terms of Reference (Personnel Committee)

  •  Terms of Reference were substantially revised to reflect the new role of the Committee.
  •  Amendments include: 

► Name change of Committee from “Personnel” to “Human Resources”.

► Housekeeping items under “Duties and Responsibilities”; “Negotiations”; “Accountability”; and “Quorum”.

The following Motion(s) were passed in Open Session at the Finance Committee meeting of Apr 12/16:

BH.05.APR1216.R01 – Staff Training:

 
(a) MOTION: “That the Personnel Committee make recommendation to the Board of Health to receive the Personnel Committee Report BH.05.APR1216.R01 – Staff Training, as presented, for information.”
Moved: A. Taylor
Seconded: M. Abbink
CARRIED

Terms of Reference:

 
(a) MOTION: “That the Personnel Committee make recommendation to the Board of Health to approve the Terms of Reference of the Personnel Committee, as amended.”
Moved: J. Hofland
Seconded: A. Taylor
CARRIED
 
(b) MOTION: “That the Personnel Committee make recommendation to the Board of Health to approve the name change from the Personnel Committee to the Human Resources Committee.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED

Motions passed at the May 4/16 BOH Meeting:

 
(a) MOTION: “That the Board of Health accepts the recommendation of the Personnel Committee and receives Personnel Committee Report BH.05.APR1216.R01 – Staff Training, as presented, for information.”
Moved: K. Perron
Seconded: A. Taylor
CARRIED
 
(a) MOTION: “That the Board of Health accepts the recommendation of the Personnel Committee and approves the name change from Personnel Committee to the Human Resources Committee.”
Moved: K. Perron
Seconded: K. McGhee
CARRIED
(b) MOTION: “That the Board of Health accepts the recommendation of the Personnel Committee and approves the Personnel Committee Terms of Reference, as presented.”
Moved: K. Perron
Seconded: G. Gardhouse
CARRIED
 

10.0 Correspondence

  • Michael Chong, MP, Wellington-Halton Hills Response Letter to WDGPH BOH Chair re Basic Income Guarantee.
  • John Nater, MP, Perth-Wellington Response Letter to WDGPH BOH Chair re Basic Income Guarantee.
  • Dr. Eric Hoskins, Minister, MOHLTC Memo to BOHs and MOHs re Public Health Sector in System Transformation:

► Discussion took place around this correspondence.

► K. Perron spoke to the issue. Correspondence would indicate that decisions have been made but not yet made broadly known. There are still some significant matters that need to be addressed with the Patients First Proposal, including having a single LHIN to report to                  which includes the County of Dufferin and a stable funding model which allows access to One-Time Funding for emergency responses. BOH consensus to follow-up on the letter of Feb 5/16 to the MOHLTC responding to the Discussion Paper including requesting a                      response from the Minister on key issues.

(a) MOTION: “That the Board of Health authorizes and directs the BOH Chair to send a follow-up letter, to the BOH’s letter of Feb 5/16 to the Minister of the MOHLTC responding to the Discussion Paper, including requesting a response from the Minister on key issues.” Moved: K. Perron
Seconded: G. Bridge
CARRIED

Tushara Williams, Senior Director, Employment & Social Development Canada Response Letter to WDGPH BOH Chair re Basic Income Guarantee.

  • Dr. Eric Hoskins, Minister, MOHLTC Letter to WDGPH BOH Chair re One-Time Funding for the 2015-16 Funding Year. [tabled]
  • Dr. Eric Hoskins, Minister, MOHLTC Letter to WDGPH BOH Chair re Ontario’s Publicly Funded Human Papillomavirus (HPV) Immunization Program. [tabled]
  • Dr. Valerie Jaeger, President, alPHa Response Letter to Minister Eric Hoskins re Patients First Discussion Paper. [tabled]
  • Ted Arnott, MPP, Wellington-Halton Hills Response Letter to WDGPH BOH re Basic Income Guarantee. [tabled]
(a) MOTION: “That the Board of Health received the above-noted Correspondence.”
Moved: C. Billings
Seconded: J. Hofland
CARRIED

11.0 CLOSED SESSION

  • To approve the April 6, 2016 Closed Session BOH Minutes.
  • Personnel Committee Report from Chair – Apr 12/16:

         ► Closed Session BH.05.APR1216.R02 ►Labour Relations; and
         ► Closed Session BH.05.APR1216.R03 ►Litigation or Potential Litigation.

  • +VG BOH Direction Update ►Litigation or Potential Litigation.
  • MOH Update(s) ►Litigation or Potential Litigation.

(5:00)

 
MOTION: “To move into Closed Session to approve the April 6, 2016 BOH Closed Session Minutes; to receive/review Closed Session Personnel Committee Reports BH.05.APR1216.R02 and BH.05.APR1216.R03; to receive +VG BOH Direction Update; and to receive MOH Update(s).”
Moved: J. Hofland
Seconded: M. Abbink
CARRIED

CLOSED SESSION

Members in attendance were: Ms. Margaret Abbink, Ms. Christine Billings, Mr. George Bridge, Mr. Guy Gardhouse, Ms. June Hofland, Mr. Dennis Lever, Mr. Ken McGhee, Mr. Mark MacKinnon, Mr. Keith Perron, Ms. Nancy Sullivan, Mr. Allen Taylor and Mr. Chris White.

Member(s) with regrets were: Mr. Doug Auld, Mr. William Baxter and Ms. Rose Ann Doyle.

Ex-officio member(s) in attendance were: Dr. Mercer, Medical Officer of Health & CEO.

Staff member(s) in attendance were: Ms. Elizabeth Bowden, Ms. Andrea Roberts, Ms. Rita Sethi, Mr. Rob Thompson and Ms. Sylvia Muir (Recording Secretary).

Guest(s) in attendance were: NONE.

CLOSED SESSION MINUTES TO BE PROVIDED UNDER SEPARATE COVER.

(5:35) Returned to Open Session.

 
MOTION: “To Ratify the Closed Session Decisions of the May 4, 2016 Board of Health meeting.”
Moved: M. Abbink
Seconded: J. Hofland
CARRIED
Motion(s) brought forward from Closed Session:
(a) MOTION: “That the Board of Health accepts the recommendation of the Personnel Committee and receives Closed Session Personnel Committee Report BH.05.APR1216.R02, as presented, for information.”

Moved: K. Perron
Seconded: C. Billings
CARRIED
(a) MOTION: “That the Board of Health accepts the recommendation of the Personnel Committee and receives Closed Session Personnel Committee Report BH.05.APR1216.R03, as presented, for information.”
Moved: K. Perron
Seconded: M. Abbink
CARRIED

12.0 Notice of Motion

  • NONE.

13.0 Adjournment

The meeting was adjourned at 5:36 p.m.

MOTION: “To adjourn the meeting.”
Moved: C. Billings
Seconded: A. Taylor
CARRIED: