Board Meeting - Minutes - May 26, 2022

Draft Minutes of the May 26, 2022

MANITOULIN-SUDBURY DSB BOARD MEETING

Present: Arthur Hayden, David Santi, Bruce Killah, Richard Malette, Paul Schoppmann, Richard Stephens, Kevin Burke, Michael Levesque, Jill Beer, Jim Rook, Jill Beer and Ted Lovelace

Regrets: David Ham

Staff: Fern Dominelli, Donna Stewart, Connie Morphet, Melody Ouellette, Paul Myre, Lori Clark and Ehren Baldauf
 

1.0  CALL TO ORDER

Chair, Bruce Killah, called the meeting to order at 9:30 a.m.
 

2.0 DECLARATIONS OF CONFLICT OF INTEREST

There were no declarations of conflict of interest.
 

3.0 Closed Session 

Resolution 22-46
Moved by: Jill Beer                                                       
Seconded by: Kevin Burke

BE IT RESOLVED THAT the Board move into closed session at 9:30 a.m.
                                               
Carried


Resolution 22-47
Moved by: Vern Gorham                            
Seconded by: Arthur Hayden

BE IT RESOLVED THAT the Board adjourn this closed session at 9:45 a.m. and move to the regular Manitoulin-Sudbury DSB Board meeting. 

Carried

Draft Minutes of the May 26, 2022

MANITOULIN-SUDBURY DSB BOARD MEETING

Present: Arthur Hayden, David Santi, Bruce Killah, Richard Malette, Paul Schoppmann, Richard Stephens, Kevin Burke, Michael Levesque, Jill Beer, Jim Rook, David Ham and Ted Lovelace

Regrets:     

Staff: Fern Dominelli, Donna Stewart, Paul Myre, Melody Ouellette, Lori Clark, Connie Morphet, Joshua Parkinson and Ehren Baldauf

Guests: Cynthia MacKenzie and Josh Blasutti, Freelandt Caldwell Reilly LLP  

Media: Michael Erskine, The Manitoulin Expositor

1.0 Chair, Bruce Killah, called the meeting to order at 10:00 a.m.

2.0 Land Acknowledgement

We begin this meeting by acknowledging that we are all on land that has been inhabited by Anishnawbek Nations for 10’s of thousands of years.

We’d like to acknowledge that we are here in the Robinson-Huron Treaty territory and the land on which we gather is the traditional territory of the Atikameksheng Anishnawbek and we would like to give thanks for sharing this land in order for us to continue in our work.

Today, this meeting place is still the home to many Anishnabek nations from across Turtle Island and we are grateful to have the opportunity to unite, live, work and play on this land.

3.0 Business Arising from Closed Session

Discussed Property and Human Resources issues.

4.0 Adoption of Agenda 

Resolution No. 22-48
Moved by: Richard Malette                           
Seconded by: David Santi

BE IT RESOLVED THAT the Agenda be adopted.                        
                                                
Carried

5.0 Declarations of Conflict of Interest 

There were no declarations of conflict of interest.

6.0 Foleyet Presentation

Mary Lynn McConnery, Chair of the Foleyet Local Services Board

Due to unforeseen circumstances Mary Lynn McConnery was unable to attend

6.1 2021 Audited Financial Statements

The 2021 Audited Financial Statement were presented by Josh Blasutti and Cynthia MacKenzie, accountants with Freelandt Caldwell Reilly LLP. 

Resolution No. 22-49
Moved by: Richard Stephens                     
Seconded by: Richard Malette

BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accept receipt of the Audited Financial Statement for the year ended December 31, 2021, as prepared by the Freelandt, Caldwell, and Reilly Accountants.

Carried

7.0 Adoption of Minutes

Resolution No. 22-50
Moved by: Richard Stephens                         
Seconded by: Paul Schoppmann

BE IT RESOLVED THAT the Minutes of the April 28, 2022, Board meeting be approved as presented.                                
                                                
Carried

8.0 Committee Meetings

8.1 Program Planning

The Program Planning Committee met May 25, 2022.  Kevin Burke, Chair of the Committee provided the Board with an update on items discussed at the meeting.

8.1.1 By-Name List (BNL)

Lori Clark, Acting Director of Integrated Social Services walked the Board through the By-Name List Implementation Plan and the By-Name List – Issue Report.

At the April Board meeting, staff advised that in addition to the existing BNL requirements, Service Managers were provided updated guidelines that are to be implemented and reported on effective April 1, 2023.  

Service Managers must submit an Implementation Plan to the Ministry of Municipal Affairs and Housing by July 29, 2022. This Implementation Plan will outline how we plan to achieve the new BNL requirements.

The new requirements include a broader coverage and comprehensiveness which will help communities better understand the needs of people experiencing homelessness to connect people more effectively to services and supports they need.

Two changes will be made to the original Manitoulin-Sudbury DSB implementation plan:

1. The BNL will be updated monthly as opposed to every ninety days
2. A new category has been added to the BNL to track if households have transitioned from a provincial institution, for example residential treatment, hospital, or corrections facilities.  

Staff will be establishing a committee made up of community services who serve homeless individuals, once the committee is established privacy policies will need to be developed to support information sharing.

Resolution No. 22-51
Moved by: Kevin Burke                                            
Seconded by: Ted Lovelace

WHEREAS the Program Planning Committee has reviewed the By-Name List Implementation Plan and the By-Name List - Issue Report and is recommending approval to the Board; 

THEREFORE BE IT RESOLVED that the Board accept the Program Planning Committees recommendation and approve the By-Name List Implementation Plan and the By-Name List - Issue Report and direct staff to action the recommendations in the report.

Carried

8.1.2 Canada-Ontario Community Housing Initiative (COCHI) and Ontario Priorities Housing Initiative (OPHI)     

Lori Clark, Acting Director of Integrated Social Services walked the Board through the COHI-OHPI Initial Investment Plan and the COCHI-OHPI-Issue Report.

Staff received confirmation of our 2022-23 allocations for COCHI, OHPI and COHB on April 27. The allocations are broken down as follows; COCHI $347,763, OPHI $207,700 and COHB $144,700.

Investment plans are required for COCHI and OPHI and are due on May 31, 2022. The investment plan proposes to use the COCHI funding of $347,763 less administration for two projects prioritized in the Building Condition Assessment which was shared with the Board in October 2020.  

The investment plan proposes to use the OPHI capital funding of $207,700 less administration to support the new build in Little Current to create long-term affordable housing for seniors.  

Resolution No. 22-52
Moved by: Kevin Burke                                         
Seconded by: Mike Levesque
    
WHEREAS the Program Planning Committee has reviewed the COCHI-OHPI Initial Investment Plan and the COCHI-OHPI - Issue Report. 

THEREFORE BE IT RESOLVED that the Board accept the Program Planning Committees recommendation and approves the COCHI-OHPI Initial Investment Plan and the COCHI-OHPI - Issue Report and direct staff to action the recommendations in the report.

Carried

8.2 Human Resources Committee
    
Resolution No. 22-53
Moved by: Richard Malette                                       
Seconded by: Jim Rook

BE IT RESOLVED that the Board accept the Human Resources Committees recommendation and direct the Finance Committee to review the Travel Expenditures Policy during the 2023 budget deliberations.

Carried

9.0 New Business

9.1 CAO First Quarter Report

Donna Stewart, Associate CAO, walked the board through the 2022 CAO First Quarter Report. This report will be shared with member municipalities who are encouraged to add it to Council agenda packages.

Resolution No. 22-54
Moved by: Vern Gorham                                         
Seconded by: Arthur Hayden

BE IT RESOLVED THAT the 2022 CAO First Quarter Activity Report be approved as presented.

Carried

9.2 First Quarter Unaudited Financial Report

Connie Morphet, Director of Finance & Administration, walked the Board through the 2022 First Quarter Unaudited Financial Report, which is forecasting a year-end surplus of $124,811.

Resolution No. 22-55
Moved by: David Ham                                     
Seconded by: Michael Levesque

BE IT RESOLVED THAT the 2022 First Quarter Unaudited Financial Report be approved as presented.

Carried

9.3 Annual Report on Reserves

Connie Morphet, Director of Finance and Administration walked the Board through the 2022 Annual Report on Reserves.

Resolution No. 22-56
Moved by: Arthur Hayden                                            
Seconded by: Ted Lovelace

WHEREAS the Manitoulin-Sudbury DSB Board has reviewed the 2022 Annual Report on Reserves.  

THEREFORE BE IT RESOLVED that the Manitoulin-Sudbury DSB approves the 2022 Annual Report on Reserves and directs staff to action the recommendation #1 contained within the report.

Carried

Resolution No. 22-57
Moved by: Kevin Burke                                               
Seconded by: David Ham

WHEREAS the Board has approved the 2022 Annual Report on Reserves and;

WHEREAS recommendation #2 contained within the 2022 Annual Report on Reserves recommends that resolution 02-097 be revoked.

THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB approve recommendation #2 revoking resolution 02-097 and adopt the following:

•Maintaining a Working Reserve in accordance with the DSSAB Act and Regulations set at a maximum of 15% of the annualized gross expenditures.
•See any interest earned on the Working Fund Reserve first applied to maintaining the Working Reserve at its maximum of 15% level: and
•See any year end operating surpluses first applied to the Working Fund Reserve at its maximum of 15% level: and
•See all remaining Working Reserve Fund interest or annual operating surpluses returned to the municipalities as per the apportionment formula of the previous year.

Carried

9.4 DSB Surplus for the 2021 Calendar Year

Connie Morphet, Director of Finance & Administration, walked the Board through the DSB Surplus for the 2021 Calendar Year.

The 2021 fourth quarter financial report has been revised to reflect the audited financial statements for 2021.

The original unaudited fourth quarter showed a surplus of $848,241 and the revised audited fourth quarter report shows a surplus of $847,771, a difference of $300 due to a Community Housing expense.

The surplus will be transferred to the DSB Working Fund Reserve.

Resolution No. 22-58
Moved by: Michael Levesque                         
Seconded by: Paul Schoppmann

WHEREAS the Board has reviewed the Revised Audited Fourth Quarter Financial Report and the 2021 Audited Financial Statements which recorded a surplus of $847,771; and 

WHEREAS the DSSAB legislation allows 15% of gross estimated costs to determine the maximum working funds reserve in consideration of the fact that the Board expends gross funds prior to receiving any offsets from provincial grants, cost sharing and municipal levies. According to legislation and based on the 2022 operating budget of $41,787,617, the working reserve should not exceed 15% or $6,268,143.

THEREFORE BE IT RESOLVED THAT the Board approves the Revised Audited Fourth Quarter Financial Report; and

FURTHER BE IT RESOLVED THAT 2021 the Municipal Surplus in the amount of $847,771 be transferred to the DSB Working Fund Reserve.

Carried
 
9.5 Future Board Meetings

Donna Stewart, Associate CAO, recommended that future board meetings occur every third Wednesday of the month at 10 a.m. 

Committee meetings will take place the Tuesday prior to Board Meetings.  Committee meetings will be scheduled for the afternoon where possible.

The DSB will be moving to a hybrid model of attendance to allow board members to attend in person or virtually. 

10.0 Other Business
                                                  
11.0 Next Meeting – June 15, 2022
    
12.0 Adjournment    

Resolution No. 22-59
Moved by: David Santi                                     
Seconded by: Richard Stephens

BE IT RESOLVED THAT we do now adjourn at 11:27 a.m. until the next regular meeting to be held on June 15, 2022.

Carried