July 2021 Board of Health Meeting

Meeting held via video.

SUBMITTED BY

Communications Department

DATE

July 2021

SUBJECT

June 2021 - Communications Recap

June Metrics

Media Monitoring Highlights

Trending Themes

Top Sources

Media Participating in Teleconference for YouTube Live

• AM 800 CKLW, Blackburn News, CBC Windsor, CTV Windsor, CFTV and the Windsor Star join every day. Radio Canada joined us in June on a few occasions.

Current Notable Projects

• Maintaining marketing and communication efforts regarding ongoing vaccine rollout in the region.
• Developing promotional campaign and engagement strategy encouraging more youth 12 to 17 years of age to get vaccinated.
• Developing marketing and communication plans to launch public health programs that were on hold during the pandemic.

Data Notes:

Most requests are related to the local COVID-19 pandemic.

1. Media requests received is a compiled list of documented requests we captured for interviews, data clarification, or general request for information from the media. Given the volume of requests during COVID-19, many exchanges with the media through text messages or quick phone calls to answer questions may not be captured. In many instances, each request led to multiple interactions with reporters.

2. Dr. Ahmed joined Mike and Lisa on the AM 800 Morning Drive every morning at 8:06 a.m. starting on Wednesday, March 17, 2020. On August 17, 2020, we went to a Monday, Wednesday, and Friday schedule with holidays off. He continues to do join Mike and Lisa every other morning to keep the community informed.

3. YouTube Live videos started on June 23, 2020. Prior Public Health Update videos on YouTube were exported videos recorded through Facebook Live.

4. Website analytics are provided by Siteimprove. The metric provided is for page views to wechu.org. Previously, we were report on the local-updates webpage only.

6. Email subscribers are those individuals who signed up to receive promotional emails from the Windsor-Essex County Health Unit. The analytics are provided through Mailchimp.

7. Social media metrics are provided through Hootsuite.

8. Graphs and media exposure information in this report were generated using Meltwater Media Monitoring Solution. Significant changes in numbers can be partially attributed to configuration changes made to the new service to better monitor and report media activity. News stories may be duplicates or missing as the platform is currently being optimized to better track Windsor-Essex County Health Unit mentions in the media landscape.

The accompanying financial statements of the Windsor-Essex County Health Unit (“Health Unit”) are the responsibility of the Health Unit’s management and have been prepared in compliance with legislation, and in accordance with Canadian public sector accounting standards for local governments established by the Public Sector Accounting Board of the Chartered Professional Accountants of Canada. A summary of the significant accounting policies are described in Note 1 to the financial statements. The preparation of financial statements necessarily involves the use of estimates based on management’s judgment, particularly when transactions affecting the current accounting period cannot be finalized with certainty until future periods.

1. Period covered by this report:  April 1, 2021 to June 30, 2021
2. For the period covered by this CEO Quarterly Compliance Report:
   
   1. The undersigned has personal knowledge of the matters herein reported or has made due inquiry with respect to the same.
   2. Except as reported in any previous CEO Quarterly Compliance Report, the undersigned reports as follows:
      
      1. that the Health Unit has been in material compliance with all laws, regulations, orders, judgments or decrees applicable to it.  Without limiting the generality of the foregoing the Health Unit is current in respect of all tax and related withholding and remittances required by law;
      2. the Health Unit has been in material compliance with its By-laws;
      3. the Health Unit has been in material compliance with all other Board resolutions;
      4. the Health Unit has been in material compliance with all contracts and commitments to which the Health Unit is a party including without limitation all funding and accountability agreements;
      5. the Health Unit is current with respect to the payment of all remuneration (including salary and benefits) to its employees;
      6. there are no material variances between what is contemplated by the Operational Plan and what in fact transpired or appears likely to transpire
      7. more specifically, no material changes are required in respect of financial resource allocation plans to address shifts in need and capacity
      8. no material adverse change has occurred in the operations of the Health Unit or its assets and liabilities taken as a whole
      9. there have been no material breaches of the Ethics Code of Conduct by anyone who is subject to it;
      10. there have been no unplanned terminations of any Health Unit employees;
      11. there have been no claims made pursuant to any insurance policies maintained by the Health unit; and,
      12. nothing has come to the attention of the undersigned which would materially adversely change any previous CEO Quarterly Compliance Report, except as detailed below:

Items (vi), (vii), and (viii) have been revised due to the COVID -19 pandemic as follows:

On March 17, 2020, the Province of Ontario enacted the Emergency Management and Civil Protection Act, R.S.O. 1990, c. E.9. (“the Act”), to support efforts to contain the spread of COVID-19, in our communities.  The Act supports public health units to, regardless of their collective bargaining agreements, suspend services, redeploy staff as deemed appropriate, modify hours of work, cancel and or defer vacations, utilize part-time/contract staff to perform the duties and responsibilities of bargaining unit staff and suspend the grievance process. 

The WECHU, in its response to COVID-19 within the communities of Windsor and Essex County has:

• Redeployed staff as considered appropriate to facilitate our response to the pandemic;

Date:   June 30, 2021                    

Signature(s):   

Nicole Dupuis, Chief Executive Officer
Lorie Gregg, Director, Corporate Services
Dan Sibley, Director, Human Resources

Background

Active school transportation (AST) plays an important role in increasing students’ activity levels and associated improvements in mental and physical health. Common modes of active school transportation include walking, cycling, skateboarding, or scootering to and from school. Using active transportation for school travel can add two bouts of physical activity to a student’s day, helping them accumulate the recommended 60 minutes of activity daily from the Canadian 24-hour Movement Guidelines. Additionally, when more families use active transportation, there are fewer vehicles accessing the school zone leading to improvements in safety and air quality in the school community.

In February 2021, an information report was presented to the Board of Health detailing a the reciept of funds from successful grant from Green Communities Canada (GCC); a leading organization promoting active school travel through their administration and oversight of the Ontario Active School Travel Fund (OAST).  The OAST fund was created in 2018 to support active travel initiatives in selected communities across the province. These projects are expected to have a significant and lasting impact in their communities by establishing a foundation for continuing growth in the area of active school travel. Through the successful application led by Windsor-Essex County Health Unit (WECHU), in collaboration with vested commumunity partners in November 2020 the WECHU recieved funding in the amount of $60,000 from the OAST fund. This funding is to be used toward active transportation initiatives for schools throughout Windsor-Essex County during 2021 into early 2022. 

Current Initatives:

Since the information report was presented to the Board of Health in February 2021, the following key intiatives and activities have been completed, as part of the grant application:

• Formed an Active School Travel (AST) Regional Committee which includes the following community partners:
  • The Greater Essex County School Board
  • The Windsor Essex Catholic District School Board
  • Conseil Scolaire Catholique Providence
  • Windsor Essex Student Transportation Services
  • The City of Windsor
  • Windsor Police Services
  • Bike Windsor Essex
  • County of Essex
• Hired and trained an Active Travel Planner to assist schools and boards in implementing plans and coordinate community education and outreach.
• Terms of Reference Created for the AST Regional Committee.
• Active School Travel Charter created to be signed by municipalities and school boards.
• Established pilot school sites (6 schools); Confirmed and onboarded a main point of contact for future school working groups to lead school-focused interventions.
• Conducted baseline surveys with students and family members at six pilot schools to determine typical travel modes to and from school.

Issue

As indicated above, one of the key initiatives completed by the Windsor-Essex County AST Regional Committee was the creation of an Active School Travel Charter (Attached). Active School Travel Charters help in strengthening regional coordination, collaboration, and leveraging our collective resources and knowledge that will help in supporting long-term program sustainability. Endorsing and adopting an Active School Travel Charter would demonstrate support and highlight the importance of active transportation-supporting programs, policies and infrastructure within Windsor-Essex County.

The Charter will help serve as a statement of principles to guide schools, school boards, municipalities, student transportation services, and other community partners to consider how activities and decisions can encourage more active transportation in our local communities. The Charter principles align with the Windsor-Essex County Health Unit’s mandates to support a comprehensive approach to physical and mental health promotion, increase levels of physical activity, reduce sedentary behaviours among children and youth, and make active living accessible and safe in our communities.  In order to gather support from key stakeholders within the community, WECHU would like to present this Active School Travel Charter to local municipalities and school boards to endorse and adopt as part of a regional initiative for Windsor-Essex County.

PROPOSED MOTION

Whereas According the to the 2020 Participaction Report Card on physical activity for children and youth, less than 1 in 5 children (5-11 year-olds) and youth (12-17 year-olds) in Canada are meeting national movement behaviour guidelines for physical activity, sedentary behaviours and sleep.

Whereas Active school transportation (AST) plays an important role in helping to increase students’ activity levels and associated improvements in mental and physical health. In addition, AST helps children/youth accumulate the recommended 60 minutes of activity daily from the Canadian 24-hour Movement Guidelines.

Whereas The Windsor-Essex County Health Unit was awarded funds for the Ontario Active School Travel Grant from Green Communities Canada (GCC) in the amount of $60, 000 which will be used to create initiatives, polices, and environmental supports around active school travel in Windsor-Essex County.

Whereas The Ontario Active School Travel Grant will help provide long-term sustainability and community partnerships to create and improve upon active school travel that is accessible and safe for children and youth in Windsor-Essex County.

Whereas The endorsement from the Windsor-Essex County Board of Health of an active school transportation charter that will help in strengthening regional coordination, collaboration, and leveraging our collective community resources and knowledge and add weight to the importance of active transportation-supporting programs, policies and infrastructure within Windsor-Essex County

Now therefore be it resolved that the Windsor-Essex County Board of Health supports the Windsor-Essex County Health Unit in presenting the AST initiatives and Active School Travel Charter to local municipalities and school boards in order for these key stakeholders to endorse the initiatives and adopt a regional Active School Travel Charter for Windsor-Essex County.

AND FURTHER that this resolution be shared with all local municipal councils, all local school boards, the Association of Local Public Health Agencies, Ontario Boards of Health, Ontario Public Health Association, and Green Communities Canada.

ISSUE

Approval of the annual audited financial statements including:

• Windsor-Essex County Health Unit for the year-ended December 31, 2020 (Appendix A)
• Windsor-Essex County Health Unit Ministry of Children, Community and Social Service Program Initiatives for the year-ended March 31, 2021 (Appendix B)

 (Hereinafter referred to collectively as “the annual financial statements”).

BACKGROUND

Paragraph 59(2) of the Health Protection and Promotion Act R.S.O. 1990 states that “A board of health shall cause to be prepared statements of its financial affairs in each year including but not limited to, (a) an annual statement of income and expenses; (b) an annual statement of assets and liabilities; (c) an annual estimate of expenses for the year.”

The annual financial statements audited by KPMG LLP, independent external auditors appointed by the Corporation of the City of Windsor.  On July 15, 2021, the Audit Committee of the Windsor-Essex County Health Unit convened to review the annual financial statements and audit findings report with Administration and KPMG LLP.  The Audit Committee has recommended the financial statements for approval to the Board. KPMG LLP is prepared to issue, pending approval by the Board, an unmodified audit opinion on the annual financial statements. 

Windsor-Essex County Health Unit

The enclosed is a summary analytical review addressing material changes in financial statement captions year-over-year.

Statement of Financial Position:

• Cash and short-term investments increased $2,898,405.  Refer to the Statement of Cash Flows for details.
• Accounts receivable increased $128,765 due to the following:  a) Increase in grants receivable from the Province of Ontario of $59,531 over 2019.  This balance varies annually based upon the extent and timing of funding approvals for one-time business cases typically funded at a rate of 100%.  b)  Increase in other receivables of $90,273.  For 2020, a grant of $81,725 was outstanding because of the Infections Disease and Climate Change Program for the period January 1, 2020 to December 31, 2020.  For additional details, refer to note 3 to the annual financial statements.
• Due to Province of Ontario increased $627,963.  This net increase is attributed to: a) the claw back of amounts owing for the 2019 settlement year in the amount of $85,701.  The claw back occurred in the January to March 2020 timeframe;  b)  The 2020 settlement amount of $713,446 comprised of $557,562 on account of the Ontario Seniors Dental Care Program (OSDCP), $4,070 on account of capital improvements to support the OSDCP, and $152,032 on account of the Temporary Pandemic Pay grant.  In the period of January through to March of 2021, $709,664 was clawed back.  For additional details, refer to note 4 to the annual financial statements. 
• Due to Municipalities increased $1,593,773.  This increase is attributed to:  a) 2020 settlement resulting in $332,973 of contributions owing back to the Obligated Municipalities. b) Allocation of 2020 Mitigation funding to the Obligated Municipalities of $1,260,800.  The allocation of this funding is based upon the Obligated Municipalities’ pro-rata share of the population of Windsor and Essex County (2016 Census).  For additional details, refer to note 5 to the annual financial statements.
• Due to Community Programs increased $331,213.  This financial statement caption includes amounts owing to other WECHU administered programs not included in these financial statements.  More specifically, this includes balances relating the Windsor-Essex County Health Unit Healthy Babies Healthy Children Program and the Windsor-Essex County Health Unit Nurse Practitioner Program.  These programs do not have separate bank accounts.  Funds received from the Ministry of Children, Community and Social Services are included in the primary WECHU bank account and are reconciled annually.
• Accounts payable decreased $199,635.  Fluctuation in this caption is a function of the extent and timing of procurements in the 30-days prior to year-end. 
• Accrued payable and deductions increased $552,587.  The increase is due to the timing of payroll compared at year-end, as well as accruals for certain other payroll related matters. For the year-ended December 31, 2020, five days remained outstanding as compared to two days for the year-ended December 31, 2019.
• Deferred revenue increased $78,379.  The increase in deferred revenue over 2019, is attributed to the amount and timing of one-time business case approvals for the period April 1, 2020 to March 31, 2021 as compared to one-time business case approvals for the period April 1, 2019 to March 31, 2020.  Of the $805,630 of funding advanced associated with these approvals, $67,068 remained unspent at December 31, 2020.  In addition, the WECHU received a grant from the Greater Essex County District School Board of $20,000 to support the Windsor-Essex Community Opioid and Substance Strategy.
• Tangible capital assets decreased $12,803.  The net decrease is attributed to:  i) Tangible capital asset additions of $279,141; ii) Amortization expense of $291,944.  Of the tangible capital assets acquired in the year, $217,420 were funded by the Ministry of Health using Mandatory Program funding (70%), and $61,721 were funded using Ontario Seniors Dental Care Program funding (100%). Refer to note 9 for additional details.

Statement of Operations and Accumulated Deficit:

• Increase in Revenue from the Province of Ontario of $2,111,005. The net increase is attributed to the following:
  • Decrease in Mandatory funding of $1,260,800 due to the changes in the funding model from 2019 to 2020.
  • Increase in OSDCP funding of $830,674.  In the latter part of 2019, the Province of Ontario launched the OSDCP Initiative.  Therefore, the 2020 revenues are more representative of 12-months of program administration.
  • Increase in Other.  This is attributed to:  i)  Mitigation funding – In recognition of the changes in the funding model from 2019 to 2020, the WECHU was approved for Mitigation funding in the amount of $1,260,800; ii)  COVID-19 Extraordinary Cost funding for 2020 in the amount of $241,920; iii)  School-Focused Nurses Initiative funding for 2020 in the amount of $728,572.

The Ministry of Health funds the WECHU to a maximum of 70% of admissible expenditures.  Admissible expenditures for the purposes of the Ministry of Health Settlement Process is defined below:

For additional details regarding funding from the Province of Ontario, refer to Schedule 2 of the annual financial statements.

• Increase in Expenses of $3,482,835, primarily attributed to Salaries and benefits.  Specific details are as follows:
  • In 2019, the WECHU experienced a labour disruption involving employees represented by the Ontario Nurses Association for the period March 8th, 2019 to May 8th, 2019, resulting in salaries and benefits savings of approximately $635,000.
  • In 2019, in response to anticipated changes in the funding model, the WECHU made a decision to not fill certain positions (predominantly non-union), resulting in salaries and benefits savings of $663,000.
  • March 2020, COVID-19 pandemic.  The WECHU’s response to the pandemic resulted in substantial overtime paid in 2020 ($975,012) and the hiring of additional staff to support the response to COVID-19 in Windsor and Essex County.
  • Increase in salaries in benefits of $654,147 relating to the WECHU’s administration of the Ontario Seniors Dental Care Program.
  • Annual increases (cost of living and grid increases) for all employee groups (1%).

Windsor-Essex County Health Unit Ministry of Children, Community and Social Service Program Initiatives

The annual audited financial statements for the Windsor-Essex County Health Unit Ministry of Children, Community and Social Services Program Initiatives include financial information for the Nurse Practitioner Program and the Healthy Babies Healthy Children Program for the period April 1, 2020 to March 31, 2021. 

The enclosed is a summary analytical review addressing material changes in financial statement captions year-over-year.

Statement of Financial Position:

• Due from the Windsor-Essex County Health Unit:  Refer to the statement of cash flow for details on the increase of $633,533 from March 31, 2021.
• Due to Ministry of Children, Community and Social Services:  The amount outstanding of $581,637 represents the settlement for the period April 1, 2020 to March 31, 2021.

Statement of Operations and Accumulated Deficit:

Year-over-year variations in the financial results are due to the following:

• The variances noted between the March 31, 2021 figures and those of March 31, 2020 related primarily to the reporting timeframes.  The March 31, 2021, is a 12-month fiscal period while the March 31, 2020, is a 15-month fiscal period. 
• Impact of the COVID-19 pandemic on service delivery for the period April 1, 2020 to March 31, 2021.

A summary of the settlement with the Ministry of Children, Community and Social Services is as follows:

PROPOSED MOTION                         

Whereas, at its July 15, 2021, meeting, the Audit Committee reviewed the annual financial statements and recommended them to the Board for approval,

Now therefore be it resolved that the Windsor-Essex County Board of Health approve:

The annual audited financial statements for the Windsor-Essex County Health Unit for the year-ended December 31, 2020; and

The annual audited financial statements for the Windsor-Essex County Health Unit Ministry of Children, Community and Social Service Program Initiatives for the year-ended March 31, 2021.