March 10, 2016 Finance Committee Meeting Minutes

Finance Committee Meeting Minutes

March 10, 2016 -  1:30 p.m. – 3:30p.m.

Guelph Trillium Room

Present: Dennis Lever (Chair), Doug Auld, Christine Billings, Keith Perron, Nancy Sullivan and Chris White.

Regrets: Rose Ann Doyle.

Staff: Dr. Nicola Mercer, Shanna O’Dwyer and Sylvia Muir (Recorder).

Guests: NONE.

1. Call to Order

D. Lever (Chair) called the meeting to order at 1:35 p.m. 

2. Approval of Agenda

3. Approval of Minutes

4. Presentation(s)

• NONE

5. Finance Committee Report(s)

BH.04.MAR1016.R01 – Financial Cycle for the Board of Health

(1:36) K. Perron arrived.

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R01:

• Amendment required on page 3 of the Report, under “Annual Reconciliation Report”, in the 6th line, the date to be corrected to read “2015”.

• ​Committee discussed the new system regarding government user fees (eurig compliant) wherein you are required to justify the user fee and asked WDGPH to be cognizant of same. 

BH.04.MAR1016.R02 – Procurement 

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R02:

• This Report outlines the BOH’s requirements for oversight of the administration’s procurement function.

• Amendment required on page 3 of the Report, under “How and when the procurement processes will be reviewed to evaluate their effectiveness”, in the 2nd line, the word “audit” to be replaced with “review”.

• Committee discussed need for benchmarking legal fees with other similar institutions and ensuring that we have obtained letters of agreement/engagement with all law firms/lawyers used. 

BH.04.MAR1016.R03 – 2016 Insurance Renewal

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R03:

• This Report provides an overview of the Agency’s insurance coverage; changes to the coverage; annual fees paid for the coverage; and the increase over the previous year.

• Committee discussed a variety of items including:

► Ensuring that all the exemptions in the coverages are examined by an independent 3rd party. Obtaining verification that our insurance provider will provide coverage, if required, and identify what the exemptions are under the existing policy.  
► Obtaining legal review and report, in plain language, of our insurance coverage with respect to cyber risk; and
► Confirm that coverage for staff/families are covered under the travel insurance even if they have a pre-existing medical condition. 

BH.04.MAR1016.R04 – Facilities Reserve Funds 

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R04:

• This Report provides assurance that the organization is in compliance with both Section 6.9 of the Ontario Public Health Organizational Standards and the BOH’s By-Law No. 3 – Relating to the Property of the BOH.

BH.04.MAR1016.R05 – One-Time Grants 2016 

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R05:

• Report outlines the requirements for One-Time Grants as per the MOHLTC’s Program Based Grants User Guide for 2016.

• Committee requested that One-Time Grants be considered at future Finance Committee meetings in February so that they could be considered prior to the submission date.

6. Closed Session

• To approve the Closed Session Finance Committee Minutes of December 2, 2015.

• Closed Session Finance Committee Report BH.04.MAR1016.R06 – 2015 Year-End Transfers to Reserve Funds [to also be reviewed in conjunction with BH.04.MAR1016.R07]. 

(2:32)

Present: Dennis Lever (Chair), Doug Auld, Christine Billings, Keith Perron, Nancy Sullivan and Chris White. Regrets: Rose Ann Doyle.
Staff: Dr. Nicola Mercer, Shanna O’Dwyer and Sylvia Muir (Recorder).
Guests: NONE. 

CLOSED SESSION MINUTES TO BE PROVIDED UNDER SEPARATE COVER.

(3:02) Returned to open session.

Motion(s) brought forward from Closed Session: 

5(a). Continuation of Finance Committee Report(s): 

BH.04.MAR1016.R07 – 2015 Fourth Quarter Financials 

Dr. Mercer reviewed Finance Committee Report BH.04.MAR1016.R07:

• Amendment required on page 3 of the Report, under “Salary and benefits”, end the first sentence after the word “year” and delete the remainder of the sentence.

• |The Report indicates a net surplus of $144,770 as of December 31, 2015. That amount has been reduced to approximately $130,000, based on invoices received since the Report was written. The amount could be further reduced if WDGPH does not receive the additional One-Time Grant that was submitted for Healthy Smiles Ontario dentist payments or it could increase if the Agency receives some of the other One-Time Grants that were submitted. 

Direction was provided to amend the Report going to the BOH to reflect the above changes. 

7. Terms of Reference

Dr. Mercer reviewed the Terms of Reference with the Committee:

• AMENDMENTS to Terms of Reference include:
  (i) Under the heading entitled “Quorum:” on page 3:
  ►Addition of 6.3 – Quorum from the By-Laws to be inserted after the sentence “As per 6.3 of the By-Laws of the Wellington-Dufferin-Guelph Board of Health: “A majority of the members of the Board constitutes a quorum of the Board. The Chair is included as a member of the Board in constituting a quorum.” 

8. Discussion(s)

• NONE. 

9. Next Meeting

• TBD

9. Adjournment

The meeting was adjourned at 3:10 p.m