May 2022 Board of Health Meeting - By-Law No. 2 - Finance Correspondence

Meeting Date
May 2022 Board of Health Meeting
Meeting Document Type
Correspondence
By-Law No. 2 - Finance

A by-law respecting the financial and asset management of the Board of Health for the Windsor-Essex County Health Unit (“Health Unit”) passed under the Health Protection and Promotion Act, R. S.O. 1990, c. H.7 (“HPPA”)

  1. FINANCIAL YEAR
    1. The financial year-end of the Health Unit shall be on December 31 of each year.
  2. APPOINTMENT of AUDITOR
    1. The Board shall annually appoint an auditor to audit the accounts of the Health Unit.
  3. FINANCIAL AFFAIRS and ASSET MANAGEMENT
    1. All matters related to the financial affairs and asset management of the Health Unit shall be carried out by the Chief Executive Officer or their designate.
    2. The Chief Executive Officer (CEO) or their designate shall ensure the:
    3. Maintenance of a system of internal controls designed to provide reasonable assurance that assets are safeguarded, transactions are properly authorized and recorded in compliance with legislative and regulatory requirements and reliable financial information is available on a timely basis.
    4. Preparation of an annual budget that complies with the requirements of the Ontario Public Health Standards:  Requirements for Programs, Services and Accountability and the HPPA, for approval by the Board of Health.
    5. Reporting on financial information, more specifically, a statement of operating expenses, on a quarterly basis, commencing in the second quarter of the financial year.  Reporting shall be in accordance with the Organization’s Budget Policy.
    6. Preparation of the annual financial statements in accordance with the prescribed financial reporting framework as established by the Chartered Professional Accountants of Canada.  The Auditor shall audit the accounts, transactions, and disclosures included in the annual financial statements of the Health Unit in accordance with the prescribed auditing standards.  The annual financial statements shall be recommended by the Audit Committee to be approved by the Board.
    7. Preparation of an Asset Management Policy and annual report of asset acquisition and disposal. The Asset Management Policy will be reviewed minimally on a three (3) year basis, or more frequently, if appropriate.  For the purposes of the Asset Management Policy, assets mean an item, thing or entity that has potential or actual value to the Health Unit. It can be tangible or intangible, financial or non-financial, and includes considerations of risks and liabilities. It does not include real property.
  4. FUNDING
    1. Municipal funding shall be approved by the Board on an annual basis.  Notices shall be delivered to The Corporation of the City of Windsor, The Corporation of the County of Essex and The Corporation of the Township of Pelee (collectively referred to as the Obligated Municipalities), representing their pro-rata share (based upon population data from the latest available Census) of contributions required to defray expenses for the Health Unit to perform its legislated functions and duties.  Such notices shall include the amount and timing of the contributions.
    2. Additional notices shall be delivered to the Obligated Municipalities, in the event there are additional, unanticipated expenses identified and or incurred by the Health Unit to perform its legislated functions and duties.  Additional contributions shall be approved by the Board of Health on an as needed basis.  Notices shall include the Obligated Municipalities pro-rata share of the contributions required to defray such costs as well as the time of the contributions.
  5. PURCHASING
    1. The Board of Health shall adopt and maintain polices with respect to its procurement of goods and services.  The Procurement Policy will be reviewed on a three (3) year basis, or more frequently, if appropriate.
  6. USER FEES
    1. The Board of Health shall adopt a policy to govern the establishment and maintenance of the Health Unit’s user fees that complies with the requirements of the Municipal Act, 2001.  The User Fee Policy will be subject to review on a three year basis, or more frequently, if appropriate.
  7. BANKING
    1. The Board shall by resolution designate the financial institution in which the money or other financial instruments of the Health Unit shall be placed for safekeeping.  The Health Unit shall periodically, but not longer than every ten years, select a financial institution in accordance with the requirements of the Health Unit’s Procurement Policy.
  8. BORROWING
    1. In accordance with the Health Unit’s Borrowing Policy, the Board of Health may approve the following transactions:
      1. Borrowing money upon the credit of the Board of Health;
      2. Issue, sell or pledge debt obligations of the Board of Health, including without limitation, bonds debentures, notes or other similar obligations of the Board of Health whether secured or unsecured;
      3. Charge, mortgage, hypothecate or pledge as or any currently owned or subsequently acquired real or personal, movable or immovable property of the Board of Health, including book debts, rights, powers, franchises and undertaking, to secure any such debt obligations or any money borrowed, or other debt or liability of the Board of Health.
  9. REMUNERATION for BOARD MEMBERS
    1. The Health Unit shall pay remuneration to each Board Member on a daily basis and all Board Members shall be paid at the same rate, provided that:
      1. Other than in the case of the Chair, no such remuneration shall be paid if the Board Member is a member of the council of a municipality and is paid annual remuneration by the municipality; and
      2. The rate of the remuneration shall not exceed the highest rate of remuneration of a member of a standing committee of a municipality within Essex County, but where no remuneration is paid to members of such standings committees the rate shall not exceed the rate fixed by the Ministry of Health.
    2. In determining whether and to what extent Board of Health Members should be compensated for their work beyond an applicable daily remuneration, the Board of Health shall give consideration to the current fiscal environment, and to whether the general population of the municipalities within the Health Unit served by the Board f Health would be supportive of such rewards for its members.
    3. The Health Unit shall pay directly or reimburse, as the case may be, the expenses of each Board Member provided that expenses are:
      1. approved in advance of being incurred;
      2. reasonable; and
      3. be in accordance with the Health Unit policies.
  10. SIGNING AUTHORITIES
    1. Any two of the CEO, Director of Corporate Services, Chair, Vice-Chair and Treasurer are authorized as signing authorities. 
  11. INSURANCE
    1. With reference to insurance coverage, the CEO or their designate shall:
      1. Ensure adequate insurance coverage against insurance risks;
      2. Preserve the validity of insurance coverage;
      3. Review any significant changes to the operations of the Health Unit, at least annually, with the insurance broker.  The insurance broker shall review the amounts and types of insurance maintained by the Health Unit and provide advice and recommendations.
      4. Annually, report 
        1. significant changes to insurance coverage;
        2. any claims pursuant to the Health Unit’s insurance coverages maintained.
  12. INSURANCE BROKER
    1. The Board shall by resolution designate an insurance broker to: 
      1. secure insurance coverage that is consistent with sector norms for like organizations; 
      2. such other insurance related services as the CEO determines appropriate from time to time. 
    2. The WECHU shall periodically, but not longer than every ten years, select an insurance broker in accordance with the requirements of the Health Unit’s Procurement Policy.

ENACTED by the Board this _____ day of  ______________, 2022                             

Chair

 

Secretary

 

To be reviewed no later than the _____ day of  ______________, 2024