September 7, 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:  Mr. Doug Auld (Chair), Ms. Margaret Abbink, Mr. William Baxter, Ms. Christine Billings, 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. George Bridge.  

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. Kyle Wilson, Mr. Chuck Ferguson, Mr. Jagjit Bajwa, Ms. Shanna O’Dwyer, Ms. Marlene Jantzi-Bauman, Ms. Janice Walters, Mr. Shawn Zentner, Ms. Meighan Finlay and Ms. Sylvia Muir (Recording Secretary). 

Guests in attendance were: NONE.  

1.0 Call to Order

D. Auld called the meeting to order at 4:00 p.m.

D. Auld reminded the BOH of the BOH Retreat being held on Oct 5/16, prior to the BOH meeting and that both events will take place in the Guelph office starting at 12:00 noon.  Guest speaker is Ms. Corinne Bernstein, Senior Audit Manager, Health Audit Services Team, and Ontario Internal Audit Division – Treasury Board Secretariat.

Article entitled “Aspirations and Strategies for Public Health” was circulated to the BOH members, for their information.  It was noted that the Article is not to be duplicated and/or recirculated.

A. Taylor thanked the BOH for their well wishes.

2.0 Disclosure(s) of Pecuniary Interest

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

3.0 Approval of Agenda

MOTION: “To approve the Agenda and any Addendums distributed for the September 7, 2016 BOH meeting, as presented.
Moved: J. Hofland
Seconded: M. Abbink
CARRIED

4.0 Approval of Minutes

MOTION: “To approve the Minutes of June 1, 2016 – not including the June 1, 2016 Closed Session Minutes.”
Moved: C. White
Seconded: G. Gardhouse
CARRIED

4(a) MOH Updates

Dr. Mercer provided updates on the following matters:

R. Thompson’s (Director, Health Protection) Retirement

  • R. Thompson is retiring after 36½ years at WDGPH.  His last day is Friday October 21, 2016.
  • A retirement party is scheduled for Thursday October 20, 2016, at the Elora Brewing Company (2nd Floor), in Elora, starting at 4:30 p.m.

New Director of Health Protection

  • Christopher (Chris) Beveridge is our new Director of Health Protection.  C. Beveridge starts on Monday October 24, 2016.  He comes from Haliburton Kawartha Pine Ridge District Health Unit. 

New Director of Information Systems

  • Dr. Mercer introduced Kyle Wilson, Director, Information Systems, who joined WDGPH on July 25, 2016, previously from the Hamilton Wentworth District School Board. 
  • K. Wilson has a diverse background including managing the IT infrastructure and research departments for the Hamilton-Wentworth District School Board; a Quantitative Trader for BMO Capital Markets working in mathematical modeling and algorithmic trade system development; and professorships at various post-secondary institutions (University of Guelph, Mohawk College and Ontario Learn).   His educational includes a Master of Science in Medical Biophysics from Western University and a Ph.D. in Medical Physics from McMaster University. 

New BOH Portal

  • WDGPH is planning on changing the way the BOH meeting materials are stored and distributed and will be implementing a new product called Leading Boards.
  • Leading Boards is the manufacturer of a safe and secure BOH portal that can be used for paperless BOH meetings.
  • ​Implementation will be this fall and there will be a demo of the product at the October 5th BOH meeting.

IT Security Assessment, IT Assessment & ERP Consultation

  • IT Security Assessment is near completion and the report from the consultants will be available within the next couple weeks.
  • The IT Assessment is in progress with Blackline Consulting and will be completed this fall.
  • The ERP (Enterprise Resource Planning) consultation is currently being awarded and is planned for completion this fall.

IT Telecom Consultation

  • The telecom consultation report by Nielsen IT Consulting has been received.
  • The recommendations are under review to determine what can be done immediately to improve the telecom at WDGPH.

(4:12) D. Lever arrived.

Zika Virus Update

  • Virus discovered in 1947.
  • Currently not a reportable disease in Ontario.
  • Evidence supports that ZIKV causes the development of very small heads (microcephaly) and other serious brain anomalies.
  • The two (2) mosquito species primarily responsible for the spread of ZIKV do not occur in Ontario – Cooler temperatures in Ontario/Canada are not conducive to breeding.

Lyme Disease Update

  • On July 21, 2016 Dr. Mercer’s letter to the editor was published in the Wellington Advertiser clarifying WDGPH’s surveillance activities for Lyme disease.
  • The letter noted that WDGPH is actively monitoring for the blacklegged tick that carries Lyme disease.
  • The Counties of Wellington and Dufferin have not been classified as an endemic area for the disease as defined by Public Health Ontario.
  • WDGPH is collaborating with the University of Guelph on a surveillance research project to ensure that the public is provided with accurate and timely information.
  • The letter concluded that WDGPH will continue surveillance activities which are based on science and the best practices available. 

Patients First Update

  • MOHLTC is currently creating panels.
  • The panels will start meeting in the fall.
  • Over the next 12 months there will be more information available

5.0 Presentation(s)

  • NONE.

6.0 Business Arising

  • NONE.

7.0 Consent Agenda

  • Receipt of Safe Water – Recreational Water Use – Program/Service Information Report (2nd Quarter 2016).
  • Receipt of Safe Food – Program/Service Information Report (Jan-Jun 2016).
  • Receipt of Rabies – Program/Service Information Report (Jan-Jun 2016).
  • Receipt of Oral Health – Program/Service Information Report (2nd Quarter 2016).
MOTION: (a) “That the Board of Health receive the Consent Agenda items, which have been given due consideration, for information.”
Moved: C. White
Seconded: C. Billings
CARRIED

8.0 BOH Report(s)

It was noted that the BOH report format was changed.  The change was intended to provide a summary to allow creation of BOH highlights to update municipal councils, LHINs and other community agencies on what was discussed at WDGPH BOH meetings.

BH.01.SEP0716.R14 – The Role of WDGPH in Food Product Recalls  

Dr. Mercer reviewed the contents of Report BH.01.SEP0716.R14.

Board report titles should be bold

MOTION: “That the Board of Health receive BOH Report BH.01.SEP0716.R14 – The Role of WDGPH in Food Product Recalls, as presented, for information.”
Moved: K. McGhee
Seconded: A. Taylor
CARRIED
 
MOTION: (a) “That the Board of Health receive BOH Report BH.01.SEP0716.R15Implementing Immunization of School Pupils Act (ISPA), as presented, for information.”
Moved: C. Billings
Seconded: J. Hofland
CARRIED
 
BH.01.SEP0716.R16 – Bill 177, Domestic and Sexual Violence Workplace Leave, Accommodation and Training Act  

Dr. Mercer reviewed the contents of Report BH.01.SEP0716.R16.

Discussion took place around the need to provide protection (appeal provisions) for small businesses that cannot afford to accommodate.  NOTE: Privacy Commissioner currently has this Act on hold.  Support principles in the Bill but raise concerns on the mechanisms of risk on small businesses and the overall costs for all business sizes.

Direction & Authorization was provided to Dr. Mercer (MOH/CEO) to (i) Arrange a telephone conversation with Ted Arnott, one of our local MPPs and the Labour Critic for the official opposition, regarding Bill 177, prior to the October 5th BOH meeting; and (ii) Bring results of telephone conversation back to the BOH meeting of Oct 5/16 wherein a decision will be made as to whether or not a response letter should be sent to the Honourable Peggy Sattler. 

MOTION: (a) “That the Board of Health receive BOH Report BH.01.SEP0716.R16 – Bill 177, Domestic and Sexual Violence Workplace Leave Accommodation and Training Act, as presented, for information.”
Moved: M. MacKinnon
Seconded: J. Hofland
CARRIED

9.0 Committee (Verbal) Report(s)

EXECUTIVE COMMITTEE REPORT:

  • No update.

FACILITIES COMMITTEE REPORT:

  • No update.

HUMAN RESOURCES COMMITTEE REPORT:

K. Perron, Human Resources Committee Chair, provided an update advising that the Human Resources Committee met on June 8, 2016 to review/discuss the following matter(s).  Dr. Mercer reviewed the contents of the following Committee Reports:

BH.05.JUN0816.R04 – Accessibility for Ontarians with Disabilities Act (AODA) Update

BH.05.JUN0816.R05 – Overview of Group Benefits

BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework

BH.05.JUN0816.R07 – Health & Safety Update

BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures

The following Motion(s) were passed in Open Session at the Human Resources Committee meeting of Jun 08/16:

BH.05.JUN0816.R04 – Accessibility for Ontarians with Disabilities Act (AODA) Update:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R04 – Accessibility for Ontarians with Disabilities Act (AODA) Update, as presented, for information.”
Moved: M. Abbink
Seconded: A. Taylor
CARRIED

BH.05.JUN0816.R05 – Overview of Group Benefits:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R05 – Overview of Group Benefits, as presented, for information.”
Moved: N. Sullivan
Seconded: D. Auld
CARRIED

BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework, as presented, for information.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED

BH.05.JUN0816.R07 – Health & Safety Update:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update, as presented, for information.”
Moved: A. Taylor
Seconded: M. Abbink
CARRIED

BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive the Occupational Health & Safety Policy – CA.45.01.300 attached as Appendix “1” to Human Resources Committee Report BH.05.JUN0816.R08.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED
(b) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive the Occupational Health & Safety Procedure – CA.45.02.300 attached as Appendix “2” to Human Resources Committee Report BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED
(c) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive the Emergency Preparedness Policy – CA.45.01.301 as attached as Appendix “3” to Human Resources Committee Report BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED
(d) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive the Emergency Preparedness Procedure – CA.45.02.301 as attached as Appendix “4” to Human Resources Committee Report BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED
(e) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures, as amended.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED
Motions passed at the Sep 07/16 BOH Meeting:

BH.05.JUN0816.R04 – Accessibility for Ontarians with Disabilities Act (AODA) Update:

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receive Human Resources Committee Report BH.05.JUN0816.R04Accessibility for Ontarians with Disabilities Act (AODA) Update, as presented, for information.”
Moved: K. Perron
Seconded: J. Hofland
CARRIED

BH.05.JUN0816.R05 – Overview of Group Benefits:

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives Human Resources Committee Report BH.05.JUN0816.R05 – Overview of Group Benefits,  as presented, for information.”
Moved: K. Perron
Seconded: M. MacKinnon
CARRIED

BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework:

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives Human Resources Committee Report BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework, as presented, for information.”
Moved: K. Perron
Seconded: G. Gardhouse
CARRIED

BH.05.JUN0816.R07 – Health & Safety Update:

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update, as presented, for information.”
Moved: K. Perron
Seconded: J. Hofland
CARRIED

BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies & Procedures:

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update, as presented, for information.”

(a) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives the Occupational Health & Safety Policy – CA.45.01.300, attached as Appendix “1” to  Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update”
Moved: K. Perron
Seconded: C. White
CARRIED
(b) MOTION:“That the Board of Health accepts the recommendation of the Human Resources Committee and receives the Occupational Health & Safety Procedure – CA.45.02.300, attached as Appendix “2” to  Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update”
​Moved: K. Perron
Seconded: K. McGhee
CARRIED
(c) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives the Emergency Preparedness Policy – CA.45.01.301, attached as Appendix “3” to  Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update”
​Moved: K. Perron
Seconded: J. Hofland
CARRIED
(d) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives the Emergency Preparedness Procedure – CA.45.02.301, attached as Appendix “3” to  Human Resources Committee Report BH.05.JUN0816.R07 – Health & Safety Update”
​Moved: K. Perron
Seconded: K. McGhee
CARRIED
(e) MOTION: “That the Board of Health accepts the recommendation of the Human Resources Committee and receives Human Resources Committee Report BH.05.JUN0816.R08 – Occupational Health & Safety and Emergency Preparedness Policies and Procedures, as presented, for information.”
​Moved: K. Perron
Seconded: C. White
CARRIED

FINANCE COMMITTEE REPORT:

D. Lever, Finance Committee Chair, provided an update advising that the Finance Committee met on June 9, 2016 to review/discuss the following matter(s).  Dr. Mercer reviewed the contents of the following Committee Reports:

BH.04.JUN0916.R08 – 2016 First Quarter Financials

BH.04.JUN0916.R09 – 2016 One-Time Grants Update

BH.04.JUN0916.R10 – Board Members’ Accidental Death and Dismemberment Coverage Age Limit

The following Motion(s) were passed in Open Session at the Finance Committee meeting of Jun 09/16:

BH.05.JUN0916.R08 – 2016 First Quarter Financials

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R04 – Accessibility for Ontarians with Disabilities Act (AODA) Update, as presented, for information.”
Moved: C. Billings
Seconded: C. White
CARRIED
 
BH.05.JUN0916.R09 – 2016 One-Time Grants Update:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R05 – Overview of Group Benefits, as presented, for information.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED

BH.05.JUN0916.R10 – Board Members’ Accidental Death and Dismemberment Coverage Age Limit:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework, as presented, for information.”
Moved: C. White
Seconded: D. Auld
CARRIED
Motions passed at the Sep 07/16 BOH Meeting:

BH.04.JUN0916.R08 – 2016 First Quarter Financials:

(a) MOTION:: “That the Board of Health accepts the recommendation of the Finance Committee and receives Finance Committee Report BH.04.JUN0916.R08 – 2016 First Quarter Financials, as presented, for information.”
Moved: D. Lever
Seconded: C. Billings
CARRIED

BH.05.JUN0916.R09 – 2016 One-Time Grants Update:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R05 – Overview of Group Benefits, as presented, for information.”
Moved: D. Auld
Seconded: N. Sullivan
CARRIED

BH.05.JUN0916.R10 – Board Members’ Accidental Death and Dismemberment Coverage Age Limit:

(a) MOTION: “That the Human Resources Committee make recommendation to the Board of Health to receive Human Resources Committee Report BH.05.JUN0816.R06 – Emergency Preparedness Health & Safety Framework, as presented, for information.”
Moved: C. White
Seconded: D. Auld
CARRIED
Motions passed at the Sep 07/16 BOH Meeting:

BH.04.JUN0916.R08 – 2016 First Quarter Financials:

(a) MOTION: “That the Board of Health accepts the recommendation of the Finance Committee and receives Finance Committee Report BH.04.JUN0916.R08 – 2016 First Quarter Financials, as presented, for information.”
Moved: D. Lever
Seconded: C. Billings
CARRIED

BH.04.JUN0916.R09 – 2016 One-Time Grants Update:

(a) MOTION: “That the Board of Health accepts the recommendation of the Finance Committee and receives Finance Committee Report BH.04.JUN0916.R09 – 2016 One-Time Grants Update, as presented, for information.”
Moved: D. Lever
Seconded: N. Sullivan
CARRIED

BH.04.JUN0916.R10 – Board Members’ Accidental Death and Dismemberment Coverage Age Limit:

(a) MOTION: “That the Board of Health accepts the recommendation of the Finance Committee and receives Finance Committee Report BH.04.JUN0916.R10 – Board Members’ Accidental Death and Dismemberment Coverage Age Limit, as presented, for information.”
Moved: D. Lever
Seconded: W. Baxter
CARRIED

AUDIT COMMITTEE REPORT:

J. Hofland, Audit Committee Chair, provided an update advising that the Audit Committee met on June 15, 2016 to review/discuss the following matter(s).  J. Hofland reviewed the contents of the following Committee Reports:

BH.02.JUN1516.R02WDGPH Risk Management Strategy

BH.02.JUN1516.R03 – Annual Update on WDGPH Compliance with the Ontario Public Health Organizational Standards (Organizational Standards)   

BH.02.JUN1516.R04 – Compliance Monitoring and Improvement Policy

The following Motion(s) were passed in Open Session at the Audit Committee meeting of Jun 15/16:

BH.02.JUN1516.R02WDGPH Risk Management Strategy

(a) MOTION: “That the Audit Committee makes recommendation to the Board of Health to receive Audit Committee Report BH.02.JUN1516.R02WDGPH Risk Management Strategy, as presented, for information.”
Moved: G. Bridge
Seconded: M. MacKinnon
CARRIED

BH.02.JUN1516.R03 – Annual Update on WDGPH Compliance with the Ontario Public Health Organizational Standards (Organizational Standards):

(a) MOTION: “That the Audit Committee makes recommendation to the Board of Health to receive Audit Committee Report BH.02.JUN1516.R03 – Annual Update on WDGPH Compliance with the Ontario Public Health Organizational Standards (Organizational Standards), as presented, for information.”
Moved: M. MacKinnon
Seconded: G. Gardhouse
CARRIED

BH.02.JUN1516.R04 – Compliance Monitoring and Improvement Policy:

(a) MOTION:“That the Audit Committee makes recommendation to the Board of Health to receive Audit Committee Report BH.02.JUN1516.R04 – Compliance Monitoring and Improvement Policy, as amended, for information.”
Moved: D. Auld
Seconded: M. MacKinnon
CARRIED
(b) MOTION: “That the Audit Committee makes recommendation to the Board of Health to accept the Compliance Monitoring and Improvement Policy CA.45.01.302, as attached hereto as Appendix “A” to Audit Committee Report BH.02.JUN1516.R04 – Compliance Monitoring and Improvement Policy, as amended.”
Moved: D. Auld
Seconded: M. MacKinnon
CARRIED
Motions passed at the Sep 07/16 BOH Meeting: 

BH.02.JUN1516.R02WDGPH Risk Management Strategy:

(a) MOTION: “That the Board of Health accepts the recommendation of the Audit Committee and receives Audit Committee Report BH.02.JUN1516.R02WDGPH Risk Management Strategy, as presented, for information.”
Moved: J. Hofland
Seconded: C. Billings
CARRIED

BH.02.JUN1516.R03 – Annual Update on WDGPH Compliance with the Ontario Public Health Organizational Standards
(Organizational Standards):

(a) MOTION: “That the Board of Health accepts the recommendation of the Audit Committee and receives Audit Committee Report BH.02.JUN1516.R02WDGPH Risk Management Strategy, as presented, for information.”
Moved: J. Hofland
Seconded: G. Gardhouse
CARRIED

BH.02.JUN1516.R04 – Compliance Monitoring and Improvement Policy:

(a) MOTION:“That the Board of Health accepts the recommendation of the Audit Committee and receives Audit Committee Report BH.02.JUN1516.R02WDGPH Risk Management Strategy, as presented, for information.”
Moved: J. Hofland
Seconded: M. Abbink
CARRIED
(b) MOTION: “That the Board of Health accepts the recommendation of the Audit Committee and receives Audit Committee Report BH.02.JUN1516.R02WDGPH Risk Management Strategy, as presented, for information.”
Moved: J. Hofland
Seconded: M. Abbink
CARRIED

10.0 Correspondence

  • A. Opalick, Executive Correspondence Officer for the Prime Minister’s Office Response Letter to WDGPH BOH re Cannabis Proposed Legalization/Legislation.
  • Michael Chong, MP, Wellington-Halton Hills Response Letter to WDGPH BOH re Cannabis Legalization/Legislation.
  • The Honourable Jane Philpott, P.C., M.P., Minister of Health Response Letter to WDGPH BOH re Cannabis Legalization/Legislation.
(a) MOTION:“That the Board of Health received the above-noted Correspondence.”
Moved: K. McGhee
Seconded: K. Perron
CARRIED

11.0 CLOSED SESSION

  • To approve the June 1, 2016 Closed Session BOH Minutes.
  • Finance Committee Report from Chair – Jun 9/16:

►Legal Memorandum [Advice that is subject to solicitor-client privilege].

The question was asked as to whether anyone has any questions about the Closed Session BOH Minutes of June 1, 2016 or the Legal Memorandum.  None being identified the Closed Session Minutes of June 1, 2016 were approved, as presented.

(a) MOTION: “To approve the Closed Session BOH Minutes of June 1, 2016, as presented.”
Moved: M. Abbink
Seconded: J. Hofland
CARRIED

12.0 Notice of Motion

  • NONE.

13.0 Adjournment

The meeting was adjourned at 5:45 p.m.

MOTION: “To adjourn the meeting.”
Moved: C. Billings
Seconded: J. Hofland
CARRIED