August 18, 1998

To:Board of Health

From:Dr. Sheela V. Basrur, Medical Officer of Health

Subject:Signing Authority - Standard Agreements

Purpose:

To seek expanded signing authority for the Medical Officer of Health for standard agreements.

Source of Funds:

None

Recommendations:

(1)That the signing authority of the Medical Officer of Health be expanded to include the execution of standard agreements affecting Toronto Public Health programs as discussed in this report.

(2)That the agreements referred to in Recommendation 1 be in a form satisfactory to the City Solicitor.

Background:

In February, 1998 the Chief Administrative Officer outlined an interim spending authority to the senior level commissioners, which included approved purchasing practices up to $500,000. As well, the Medical Officer of Health was delegated spending authority for $100,000 for consulting services and $25,000 for items where normal purchasing procedures are not possible. All funds must be in the approved operating and/or capital budgets, or have specific Council approval.

Discussion:

On occasion, Toronto Public Health receives funding from external sources. For example, the funds have been received from the provincial government to be used for a number of initiatives including the Healthy Babies, Healthy Children Project, Pre-School Speech and Languages Program and the Heart Health Program. Public Health has also received funding from other funding organizations (for example, the Ontario Neurotrauma Foundation) which enables it to conduct and/or provide specific programming or services. In these instances, the agreements which are drafted are, for the most part, standard agreements and currently require the signatures of the City's signing officers. As previously noted, the Chief Administrative Officer has delegated limited signing authority to the Medical Officer of Health, however the existing delegation does not appear to cover situations where funds is provided by outside sources to the City and for which agreements are required. I am therefore recommending that additional signing authority be delegated to the Medical Officer of Health to facilitate the execution of agreements where Public Health receives funding from outside sources for its programs.

Occasionally, agreements are drafted to address situations where there are no direct financial implications. In some instances, terms and conditions are negotiated with educational institutions for the placement of students for practicum placements. Often these terms and conditions are incorporated into standard written agreements which presently require the signatures of the City's signing officers. I also recommend that the Medical Officer of Health be authorized to execute agreements of this kind.

Conclusion:

The Chief Administrative Officer has delegated to the Medical Officer of Health spending authority up to $100,000 for consulting services where approved procurement procedures have been followed. As discussed in this report this delegation does not include certain situations where standard agreements are prepared and executed by the City's signing officers. Accordingly, I have recommended that the Medical Officer of Health be delegated additional signing authority for agreements in which there is receipt of external funds or where no direct financial implications occur.

Contact Name:

Maureen Cava

Toronto Public Health, North York Office

395-7684

Dr. Sheela V. Basrur

Medical Officer of Health