Sign In
image of brant county health unit building

Reports

​Brant County Board of Health

Wednesday, January 17, 2018, 9:30 a.m., Boardroom
Minutes

Present:

  • Mr. Greg Anderson, Chair
  • Councillor Willem Bouma, Vice-Chair
  • Councillor Robert Chambers
  • Ms. Janice Mills
  • Ms. Helen Mulligan
  • Councillor David Neumann
  • Dr. M. Lock
  • Dr. J. Tober
  • Ms. L. Johnson (recorder)

Regrets:

  • Councillor Larry Kings
  • Councillor John Sless
  • Ms. Ruby Toor

Also Present:

  • Ms. Kathy Kirby, Director, Corporate Services

1. Call to Order

Chair Anderson called the meeting to order at 9:25 am.

2. Conflict of Interest

Board members were reminded to declare a conflict of interest, if one so arises, at the time the item is discussed.

3. In-Camera Meeting

Moved by: Ms. Mulligan
Seconded by: Councillor Bouma
“That the meeting move to In-Camera at 9:25 am regarding personal matters.” The regular Board of Health meeting resumed at 9:34 am.

4. Additions to Agenda

None.

5. Approval of Minutes

5.1 Brant County Board of Health Minutes, November 15, December 5, and December 12, 2017

Moved by: Ms. Mills
Seconded by: Ms. Mulligan
“That the Brant County Board of Health Minutes, dated November 15, December 5 and December 12, 2017, be approved as presented.” Carried.

6. Financial Report

6.1 Preliminary Financial Statement ending December 31, 2017

Ms. Kirby presented the Preliminary Financial Statement ending December 31, 2017, as distributed at the meeting. While not all year-end payments have been processed, there are projected surpluses of $235,000 in mandatory programs, $197,000 in the 100%-funded Public Health program due mainly to under-usage of the Healthy Smiles Program, and $8,700 in the 100%-funded Health Promotion program due to under-usage of dollars for Tobacco program court costs.

Ms. Kirby reported on year-end projects: the storage area network (SAN) was received on December 28. Renovations to the dental suite at the Grand River Community Health Centre location were not done by year-end, but should be finished by January 19 and operational the following week. Renovations to the dental clinic at the Health Unit site are planned for 2018 and the work is expected to be extensive. Quotes will be obtained. There may be complex plumbing issues. A quote from OTIS has been received for the replacement of the east-end elevator; two more quotes are needed. Ms. Kirby is consulting with Joe Saldarelli of Restoration Engineering Services, Inc. to secure quotes and advise on maintenance agreement continuation with OTIS or another firm. Application will be made to the Ministry of Health’s capital program for funding to replace the elevator mechanisms and retrofit the interior cab.

The Ministry of Health is again conducting an inventory survey for large capital projects. The Health Unit listed the elevator replacement. As well, the boiler is approaching end of life, which is in line with an assessment conducted five years ago. The roof-top cooling tower is at end of life and replacement will be expected for 2018. It is also time to have another building report conducted to inform additional building needs going forward.

Ms. Kirby responded to questions: The building was constructed in 1965; it is not known whether this is the original boiler. The west-end elevator will be programmed for swipe card access in preparation for the elevator construction which is expected to take two months. Access arrangements will be made for clients attending prenatal classes, food handlers’ training sessions and other regular or ad hoc activities. Board Members offered additional consultant and elevator firm contacts for exploration and asked Ms. Kirby to ensure consultants hired carry current licenses.

Moved by: Ms. Mulligan
Seconded by: Councillor Bouma
“That the Preliminary Financial Statement ending December 31, 2017 be accepted as presented.” Carried.


6.2 Appointment of Auditors

Ms. Kirby presented a motion for the appointment of Millards to act as auditors for the Brant County Health Unit through to December 31, 2018. The Health Unit is legislated to use the same firm as the City of Brantford. Ms. Kirby advised that Millards expects to be on-site in early March to conduct the 2017 financial audit.


Moved by: Ms. Mulligan
Seconded by: Councillor Bouma
“Whereas the Municipal Act requires that boards of health appoint the same auditor as is used by their largest municipal funder, and the City of Brantford currently holds a contract for auditor services with the firm of Millards;
Be it therefore resolved that Millards be re-appointed as the Brant County Board of Health’s auditor for the period January 1, 2018 to December 31, 2018.” Carried.


6.3 Financial Controls Checklist

Ms. Kirby presented the Financial Controls Checklist for the period ended December 31, 2017, as distributed with the agenda. The Checklist is a Ministry of Health requirement which must be presented to the Board prior to submission. It is a template for internal review of processes to mitigate risk. Ms. Kirby advised that under sections 1 and 3, segregation of duties for ordering, receipt and payment of purchases, is a challenge due to the small staff complement in Corporate Services. There are checks and balances in place to mitigate potential impact; comments on the Checklist explain the controls in place.


Moved by: Councillor Bouma
Seconded by: Councillor Neumann
“That the Board of Health receive the Financial Controls Checklist as presented.” Carried.

Ms. Kirby left the meeting at 9:51 am.

7. Business Arising from Previous Minutes

7.1 Report from the Chair

Chair Anderson encouraged attendance at the Association of Local Public Health Agencies’ (alPHa) Winter Board of Health Section meeting on February 23, and the alPHa Annual Conference in June.

7.2 Report from the Medical Officer of Health

 Dr. Lock presented the Medical Officer of Health’s Report, dated January 17, 2018, as distributed with the agenda. Dr. Lock reported that Influenza A, Influenza B and enteric outbreaks have been reported in Brant. Outbreak status changes weekly. The Local Health Integration Network (LHIN) set up an influenza surge table to coordinate information and contingency plans, given that this season’s influenza vaccine is not a good match with the circulating strains. Anti-viral medication is available from the Ministry of Health for long-term care and retirement homes, or major community outbreaks. Dr. Lock reported that the City of Brantford continues to use the temporary fluoridation system while installation continues on the permanent fluoride injection solution. Fluoride levels in both City and County water systems are within the recommended range. The provincial OHIP+ program for Children and Youth Pharmacare came into effect on January 1. It will take time for the system to adjust to demand, especially regarding generic vs. brand-name drugs. The Health Unit expects some change in client demand for services, for example, Sexual Health Clinic clients under age 25 can now receive free birth control products under OHIP+. Dr. Lock’s report also included the Ontario Public Health Association’s summary of key findings on Public Health Chronic Disease Prevention programming in the Ontario Auditor General’s report. The recommendations appear to be directed at a lack of provincial coordination rather than with individual health units.

7.3 Report from the Executive Director

Dr. Tober presented the Executive Director’s Report, dated January 17, 2018, as distributed in the package. Dr. Tober reported that, on December 29, the Ministry of Health released the Ontario Public Health Standards: Requirements for Programs, Services and Accountability, which are effective as of January 1, 2018. Nine protocols were also issued at that time, leaving 32 protocols to come in January and February. Under the new Standards, each health unit must submit an Annual Service Plan. This single, complex document interlinks program, staffing and budget needs and intents for the year. The lack of many Ministry protocols adds to the challenge of completing the Plan. The Annual Service Plan will be on the February Board of Health agenda, as it is due on March 1, 2018.

7.4 Food Safety Disclosure Report

No report

7.5 Ministry of Health Audit of Brant County Health Unit Update

Dr. Tober reported that the Ministry of Health auditors are back on-site after a two-week Christmas break. They have been requesting and examining sample documents for the 2016-2017 timeframe for payroll and accounts payable/accounts receivable. They also asked for a sampling of procurement documentation for 2016 and will then move on to 2017. A separate team of auditors are on-site working through information technology processes. No dates have been received yet for the auditors to interview Board Members.

7.6 Bi-Annual Review of Board of Health Policies

Dr. Tober presented the Bi-Annual Review of Board of Health Policies Report, dated January 17, 2018, as distributed in the package. Dr. Tober reviewed the report presented at the December Board meeting. Ministry Standards require that Board policies be reviewed at least bi-annually. Dr. Tober reviewed the policies in November and presented changes with regard to electronic attendance excluding in-camera sessions, and the addition of Board training as criteria for in-camera sessions. Electronic attendance does not count toward quorum; however, Members attending electronically may vote on motions in an open meeting.


Moved by: Ms. Mills
Seconded by: Councillor Bouma
“That the “Board of Health Bylaws—General” policy and corresponding procedure “Principles and Bylaws of Brant County Board of Health to Regulate the Proceedings of the Board of Health” be approved as presented.” Carried.

8. New Business

8.1 Travel Health Clinic Report

Dr. Lock presented the Travel Health Clinic Report, dated January 17, 2018, as distributed with the agenda. Dr. Lock stated that client volume was similar to the previous year: There were 162 counselling appointments and 270 travel/purchased vaccines administered. Yellow Fever vaccine and Vivaxim (Hepatitis A and Typhoid) vaccine have not been available for several months. The Travel Clinic also gave 63 publically-funded vaccines to update clients on overdue boosters.

Moved by: Councillor Bouma
Seconded by: Ms. Mills
“That all of the above reports be received as presented.” Carried.

8.2 alPHa Winter Board of Health Section Meeting

Dr. Tober presented information on the Association of Local Public Health Agencies (alPHa) Winter Board of Health Section Meeting on February 23, 2018, in Toronto.


9. Correspondence (Board members may request a copy of items that are not attached from Board of Health Secretary)

9.1 Correspondence received from Renfrew County & District Health Unit, dated December January 3, 2018, re funding for revised Ontario Public Health Standards.

9.2 Correspondence received from alPHa and OPHa, dated January 5, 2018, re Income Security: A Roadmap for Change.

Moved by: Ms. Mulligan
Seconded by: Ms. Mills
“That the correspondence be received as presented.” Carried.

10. Questions/Announcements

11. Future Agenda Items

11.1 Annual Service Plan for 2018

12. Elections

Chair Anderson vacated the Chair. All positions were declared vacant.


12.1 Chair Nominations were declared open for the position of Chair of the Brant County Board of Health for 2018.

Moved by: Ms. Mills
Seconded by: Councillor Chambers
“That Mr. Anderson be nominated for the position of Chair of the Brant County Board of Health for 2018.”

Moved by: Ms. Mulligan
Seconded by: Councillor Chambers
“That nominations be closed.” Carried. Mr. Anderson accepted the position of Chair.

12.2 Vice-Chair

Nominations were declared open for the position of Vice-Chair of the Brant County Board of Health for 2018. Councillor Bouma stated that he is not available to stand for the Vice-Chair position at this time.

Moved by: Ms. Mills
Seconded by: Councillor Bouma
“That Ms. Mulligan be nominated for the position of Vice-Chair of the Brant County Board of Health for 2018.” Carried.

Moved by: Councillor Chambers
Seconded by: Ms. Mills
“That nominations be closed.” Carried. Ms. Mulligan accepted the position of Vice-Chair. This concluded the elections.


12.3 Signing Officers

Dr. Tober explained the renewal motion for signing offices of the Brant County Health Unit.

Moved by: Councillor Bouma
Seconded by: Ms. Mills
“That the Medical Officer of Health, Executive Director, Director of Corporate Services, Manager of Human Resources, Chair, and Vice-Chair be appointed signing officers for the Brant County Health Unit;
and that two appointees be authorized signing officers for cheques with a value greater than $1,000.00.”
Carried.

13. Next Meeting Date

Wednesday, February 21, 2018, 9:30 am.

14. Adjournment

The meeting was adjourned at 10:20 am.