Body: RULAC Type: Agenda Meeting: Committee Date: 2015 Collection: Council Agendas Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/Published Agendas/Rural Urban Liaison Advisory Committee (RULAC)/2015/12-03-15 City Report to RULAC.pdf)
Document Text
City of Kingston Report to RULAC To:
Chair and Members of RULAC
From:
Gerard Hunt, Chief Administrative Officer
Resource Staff:
Sheldon Laidman, Director, Housing & Social Services Susan Nicholson, Director of Legal Services & City Solicitor
Date of Meeting:
December 3, 2015
Subject:
HIGHLIGHTS OF CITY REPORTS – September 1, 2015 to November 30, 2015
- Housing & Social Services: Report No. & Title
Date to Committee/ Council
Link on City website
Group/ Department
Q3 2015 LSR Financial Report
n/a
n/a
Housing & Social Services
HIGHLIGHTS: As of September 30, 2015, the County’s share of LSR Social Services is at 69.4% of budget; 75% represents ¾ of the year. Ontario Works (OW) – County administration costs are trending slightly under budget. This is due to unfilled positions and one time 100% provincial money provided by the Province to cover expenses related to the SAMS software installation. Program delivery expenses are also trending under budget for the County due to less benefit costs for County clients. Employment assistance funding is significantly under budget as the first half of 2015 the SAMS installation restricted case managers’ ability to issue benefits of this type. Childcare Programs – Q3 2015 net expenditures for the County are 72.5% of the budget primarily due to lower than anticipated utilization of fee subsidy during the summer months and wage subsidy where a second childcare agency located in the City of Kingston closed. In Q4 2015 data taken from October is showing an increase in Fee Subsidy. Plans are in place to
City of Kingston Report to RULAC
December 3, 2015 Page 2 of 8
provide additional funding to Non Profit agencies in both the City of Kingston and the County for one-time transitional operating funding to offset any projected surplus in order to maximize provincial funding. Housing – Administration for Q3 2015 was under budget at 52.4% as additional provincial funding was allocated to administration to off-set expenses. As well, consulting fees have not been fully incurred. Housing Program Costs for the County were also under budget at 68.5% due to subsidy adjustments made to housing providers. ISSUES/CHALLENGES: Ontario Works (OW) – SAMS software implementation continues to negatively impact efficiency but is being managed. Childcare Programs – The new general operating funding framework which will be the new means to determine funding for all licensed providers starting in 2016 was taken to Committee in November where it was recommended for approval by Council. All agencies have been heavily consulted on the new funding model and its impacts. A full description can be found later in this report. The intent is for the new model to be in place for January 1st. Housing – See Upcoming Activity section below. UPCOMING ACTIVITY: Ontario Works (OW) – Staff are undertaking reviews of two program areas to ensure policies and procedures conform to legislation, are in line with other service managers in Ontario, and are meeting operational expectations and priorities. The funeral policy is an area with significant discretion and involves a great number of businesses. A new funding policy is being developed which will be reviewed with the County as we administer this program on the County’s behalf. The other area is the under 18 program which has a unique set of challenges as it is separately mandated in legislation. Childcare Programs – With the New General Operating Funding Model developed that will replace three wage subsidy programs as of January 1, 2016, staff are now developing the policies and manuals regarding this new funding model. An Information session was provided to the Service Providers on October 8, 2015. Housing Programs – On October 30th SHS Consulting met with senior City staff to review the preliminary findings and impacts of the End of Operating Agreements and Step Down Federal Funding. The final report will be presented to Council and RULAC in early 2016. The federal housing funding accounts for approximately 20% of subsidy and will be reduced to 10% by 2021 and completely eliminated in 2034. As such, increased budgetary costs may be incurred to offset this funding shortfall. In addition, the operating agreements with most social housing providers will expire, creating challenges for the Service Manager to find adequate solutions to maintaining funding and service levels under the existing legislative framework. This is an issue that is gaining traction with various political bodies such as AMO as it is a looming problem and the solutions lie with senior government.
City of Kingston Report to RULAC
December 3, 2015 Page 3 of 8
Report No. & Title
Date to Link on City website Committee/ Council
ARCP-15-010 Approval of General Operating Funding Model for Childcare Service Providers
Nov.26/15
https://www.cityofkingston.c a/documents/10180/117777 51/ARC_A0915010.pdf/05b87139-ad1c4d2f-aac5-3779bf6d6cda
Group/ Department
Housing & Social Services
HIGHLIGHTS: In December 2012, the Ministry of Education’s Early Years Division announced significant changes to childcare funding with the introduction of a new funding formula. The new funding formula and framework reduces the number of funding streams and increases funding flexibility for the 47 Consolidated Municipal Service Managers (CMSMs) across the province. Former wage subsidy funding has been merged into a general operating category to become part of a broader funding allocation called Core Service Delivery. This shift provides flexibility to move funding to assist with funding pressures and local priorities. The proposed funding model uses two distinct components (core and incentive) to determine childcare site entitlement and awards points based on each program’s operations (core) and ability to meet gaps in service provision (incentive). Proposed funding has been allocated to each childcare agency based on the number of points awarded utilizing the full amount of funding available. As compared to 2015 funding, the proposed funding allocations for 2016 under the new funding model results in 11 childcare agencies receiving less funding, 2 agencies receiving the same funding they received in 2014 as per the 2011 wage subsidy hold on new agencies and 21 agencies receiving more funding. Mitigation funding is to be used to top-up the 11 agencies to their 2015 funding level to ensure no loss of funding in 2016 to provide time to adjust to the new funding model. For the 2 childcare centres located in the County of Frontenac, both agencies would see an increase in funding under the new general operating model. The model is to be used for three years and reviewed at that time. New child care providers will be restricted from accessing this funding for the next three years. ISSUES/CHALLENGES: The new model will ensure day care providers are incentivized to meet service gaps in the local system such as infant spaces, weekend care, early and late care, and rural service. This new model will provide predictable funding and ensure that all provincial funds are used optimally and not returned by the service manager.
City of Kingston Report to RULAC
December 3, 2015 Page 4 of 8
UPCOMING ACTIVITY: Childcare agencies have been notified of the funding distribution details and reporting requirements. Pending Council approval in December, the model will begin to be used on January 1st. Report No. & Title
Date to Link on City website Committee/ Council
Group/ Department
HHC-15-014 Homeless Programs Reporting
Nov.12/15
Housing & Social Services
Info Report
https://www.cityofkingston. ca/documents/10180/1157 9854/HHC_A091515014.pdf/503057e3-67444e04-81e1-4579e2761c96
HIGHLIGHTS: On July 20, 2015, as per recommendations in the 10 Year Municipal Housing and Homelessness Plan, City staff oversaw the implementation of a new homeless management information database system: Homeless Individuals and Families Information System (HIFIS). This database is shared between all agencies that are part of the newly designed Housing and Homelessness Services System, and is anticipated to improve system efficiency and provide real-time data on service usage. This report shared early data points gathered from HIFIS including shelter bed utilization, demographics of clients in emergency shelters, Housing First/Rapid Re-Housing client status report and Homelessness Prevention Fund reporting. ISSUES/CHALLENGES: Not all of homeless-serving programs are currently recorded in HIFIS, including the Housing First and Rapid Re-Housing programs, aimed at finding permanent housing solutions for the chronically homeless, high needs individuals and families. Other programs, such as the Prevention/Diversion program, aimed at households with lower needs, have less developed reporting capabilities. This will continue to be refined going forward. UPCOMING ACTIVITY: Other programs are expected to go live in HIFIS in December 2015. HIFIS reporting will be included in the semi-annual report provided to the Housing & Homelessness Committee.
City of Kingston Report to RULAC
December 3, 2015 Page 5 of 8
Report No. & Title
Date to Link on City website Committee/ Council
Group/ Department
HHC-15-016 Rent Supplement Program & CWL
Nov.12/15
Housing & Social Services
Info Report
https://www.cityofkingston.c a/documents/10180/115798 54/HHC_A091515016.pdf/da887820-7fdb4db1-8d68-61289a254514
HIGHLIGHTS: The Housing and Social Services application for rent-geared-to-income (RGI) assistance (Part A) has recently undergone a complete review. Primarily, the review was necessary to address administrative challenges of the current listing of rent supplement units. City staff took advantage of the opportunity to complete an accessible document standards and “clear language” review at the same time. While the primary impetus for the changes was administrative in nature, the outcome does have implications to existing and new applicants for RGI assistance. A comprehensive review was completed which included consultation with the City of Kingston’s Social Housing Registry staff, Kingston & Frontenac Housing Corporation, the Not-for-Profit Housing Providers, Literacy Kingston and an accessible document consultant. ISSUES/CHALLENGES: Since the number and addresses of units administered under the rent supplement program fluctuates with agreement cancellations and new units being acquired, it is difficult to keep the Part “A” list of rent supplement addresses up-to-date and accurate for applicants to select appropriately. As a solution to these administrative challenges, City staff determined that the best resolution would be to have a section entitled “rent supplement” within each city and county area on the application for rent-geared-to-income assistance form rather than list rent supplement addresses separately. By selecting rent supplement in one area of the City, a household’s name will go on the wait list for all rent supplement housing buildings in that area of the city. It should be noted there are applicants currently on the wait list who have listed only one rent supplement building as their preference and who remain on the wait list until a vacancy in that one particular building occurs. This new administrative practice will no longer allow for that and those persons will be offered subsidized accommodations in any rent supplement buildings in zones selected, as units become available.
City of Kingston Report to RULAC
December 3, 2015 Page 6 of 8
UPCOMING ACTIVITIES: Current applicants on the wait list who have selected specific rent supplement addresses will be notified in writing of this change in process. The new application for rent-geared-to-income (RGI) assistance will be available effective January 1, 2016. As one of the many options to obtain the Part “A” application, it is posted on the City of Kingston website. The City, in following legislation under Accessibility for Ontarians with Disabilities Act, 2005, has mandated that all forms posted on the website be in an accessible format. The final version will be posted on the website. Report No. & Title
Date to Link on City website Committee/ Council
15-398 Q3 Report on Agreements Oct.20/15 Executed under Delegated Approval and Signing Authority
https://www.cityofkingston.c a/documents/10180/112940 42/COU_A241515398.pdf/765baea0-34d04dbf-8f98-3451204f19b5
Group/ Department
Housing & Social Services
Information Report HIGHLIGHTS: The purpose of Report 15-001 was to renew and confirm for the term of Council the delegation of authority for the approval and execution of a number of administrative agreements related to Community Services programs. Report 15-235 provided Council with a broader understanding of the type and number of agreements that are involved under this approval and execution process for Q1. Report 15-311 provided the same data for Q2 of 2015 and Report 15-311 the same data for Q3 of 2015. ISSUES/CHALLENGES: The delegated authority sought in this report does not include agreements related to new municipal or provincial initiatives which may involve new or appreciable changes in policy, program delivery, service levels or significant financial implications for the City. Likewise, this delegated authority does not apply to exceptional undertakings required to avoid, address or resolve significant unanticipated and/or undesirable events or circumstances. It does allow for items of an administrative or routine nature to be approved by appropriate City staff. UPCOMING ACTIVITY: It is staff’s intent to report quarterly with this information with this report covering the second quarter of 2015.
City of Kingston Report to RULAC
December 3, 2015 Page 7 of 8
Report No. & Title
Date to Link on City website Committee/ Council
Group/ Department
HHC-15-012 Housing Programs Report – Sept
Oct 8/15
Housing & Social Services
Information Report
https://www.cityofkingston.c a/documents/10180/111436 37/HHC_A081515012.pdf/767beb62-79904372-a7b2-e24c534d2db2
HIGHLIGHTS: A standing agenda item for the Housing and Homelessness Advisory Committee is an information update report from Housing Programs on a regular basis. Accordingly, the Housing Department provides the Committee with statistics and information on the following 10 topics:
- Social Housing Registry Waiting List Numbers by Household Size and Type
- Social Housing Registry Statistics on Households Housed and Applications Received
- Update on Capital Project Developments Under the IAH and AHP Programs
- Rent Supplement Program Updates
- Emergency Shelter Usage
- Kingston Frontenac Renovates Program Statistics
- Homeownership Program Statistics
- Update on Affordable Housing Land Acquisition and Disposition Program
- Update on Affordable Housing Capital Investment Program
- Miscellaneous – any other updates relevant to housing programs ISSUES/CHALLENGES: These are information reports. No issues or challenges were identified. UPCOMING ACTIVITY: A similar report is prepared in March and September every year.
City of Kingston Report to RULAC
December 3, 2015 Page 8 of 8
- Provincial Offences: Report No. & Title
Date to Committee/ Council
Link on City website
Group/ Department
Q3 2015 Provincial Offences Reports
n/a
See attached – Exhibit A
Legal Services
HIGHLIGHTS: Revenues are slightly higher than was estimated for the first three quarters of 2015. Expenses are slightly under what was estimated for first three quarters of 2015. Relocation of the Court to 362 Montreal Street is now complete. ISSUES/CHALLENGES: Fine volume continues to decrease from all enforcement agencies. UPCOMING ACTIVITY: Staff has prepared a report to City Council to request that an amount of uncollectable and defaulted provincial offence fines be written-off. This report will be before the Administrative Policies Committee in December 2015. The recommendations are in accordance with the guidelines established by the Province. At the next meeting of RULAC, City staff will review the details and implications of the report.
City of Kingston Analysis - OW, ODSP, CHILDCARE & HOUSING: LSR YTD QUARTERLY REPORT YEAR: 2015
QUARTER:
3rd
2015 Consolidated Net Budget
2015 Consolidated Actual Costs to Date
OW Administration
$
3,867,999
$
2,819,403.14
72.9%
$
OW Program Delivery OW Allowances
$
2,092,301
$
1,497,531
71.6%
$
PROGRAM DESCRIPTION
% Consolidated Budget Expended
PERIOD ENDING DATE: 30-Sep-15
2015 City Net Approved Budget
City Actual Costs City % Budget to Date Expended Wt Assessment used =
Comments 78.827% City / 21.173% County
3,087,824
$
2,247,797
72.8%
Note - $160,600 additional SAMS 100% funding received for Q1; lowered Admin costs
1,894,622
$
1,359,807
71.8%
ONTARIO WORKS
Employment Assistance Delivery Subtotal OW Program Costs
$ $
32,251 2,124,552
$ $
6,089 1,503,620
18.9% 70.8%
$ $
29,348 1,923,970
$ $
5,876 1,365,683
20.0% 71.0%
Total OW Admin & Program Costs
$
5,992,551
$
4,323,023
72.1%
$
5,011,794
$
3,613,481
72.1%
Actual OW Allowance & Benefit Ratio YTD OW Caseload Average
Client admin expenses low due to SAMS workload reductions and PA’s not being updated; this puts more upload funding into Admin at 91.4%.
90.826% 2679
2,923
CHILDCARE SERVICES Childcare Admin. (Reg & ELCC)
$
288,200
$
224,832
78.0%
$
227,998
$
177,462
77.8%
Childcare Programs Fee Subsidy (DNA, ELCC, OW Formal) Fee Subsidy (Informal OW)
$ $
850,809 1,523
$ $
541,528 352
63.6% 23.1%
$ $
790,669 1,448
$ $
498,853 165
63.1% 11.4%
Wage Subsidy (DNA, ELCC) Special Needs (DNA & ELCC) Other(repairs & mntc) Net CC Program Delivery
$ $
490,789 134,041
$ $
388,726 124,119
65.8%
$
1,304,962
$ $ $ $
258,433 91,151 2,759 851,361
66.5% 73.4%
1,477,162
327,416 98,437 4,147 971,880
66.7% 73.4%
$
$ $ $ $
Total Childcare Costs
$
1,765,362
$
1,196,712
67.8%
$
1,532,960
$
1,028,823
67.1%
1 service provider has closed in May and another In June
65.2%
HOUSING SERVICES Housing Administration Housing Program Costs Emergency Hostels Total Housing Admin & Prog Costs
$ $ $ $
862,234 10,262,602 11,124,836
$ $ $ $
447,414 7,869,241 8,316,655
51.9% 76.7% 0.0% 74.8%
$ $ $ $
681,423 9,617,943 10,299,366
$ $ $ $
352,683 7,427,487 7,780,170
51.8% 77.2% 0.0% 75.5%
Total City-County LSR Soc Serv Costs
$
18,882,749
$
13,836,390
73.3%
$
16,844,120
$
12,422,473
73.7%
Used WA 78.827%. Under budget as add’l CHPI & IAH funding allocated to admin. Consulting fees not fully incurred. Over budget due to property tax cash flow. Using add’l provincial funding to off-set costs.
County Analysis - OW, ODSP, CHILDCARE & HOUSING: LSR YTD QUARTERLY REPORT YEAR: 2015
QUARTER:
3rd 2015 County Net Draft Budget
County Actual Costs to Date
County % Budget Expended
2015 Consolidated Net Budget
2015 Consolidated Actual Costs to Date
OW Administration
$
3,867,999
$
2,819,403
72.9%
$
780,175
$
571,606
73.3%
OW Program Delivery OW Allowances
$
2,092,301
$
1,497,531
71.6%
$
197,679
$
137,724
69.7%
PROGRAM DESCRIPTION
% Consolidated Budget Expended
PERIOD ENDING DATE: 30-Sep-15
Comments
ONTARIO WORKS
Employment Assistance Delivery Subtotal OW Program Costs
$ $
32,251 2,124,552
$ $
6,089 1,503,620
18.9% 70.8%
$ $
2,903 200,582
$ $
213 137,937
7.3% 68.8%
Total OW Admin & Program Costs
$
5,992,551
$
4,323,023
72.1%
$
980,757
$
709,543
72.3%
Actual OW Allowance & Benefit Ratio YTD OW Caseload Average
Note - $160,600 additional SAMS 100% funding received for Q1; lowered Admin costs
Client admin expenses low due to SAMS workload reductions and PA’s not being updated; this puts more upload funding into Admin at 91.4%.
9.174% 244
2,923
CHILDCARE SERVICES Childcare Admin (Reg & ELCC)
$
288,200
$
224,832
78.0%
$
60,202
$
47,604
79.1%
Childcare Programs Fee Subsidy (DNA, ELCC, OW Formal) Fee Subsidy (Informal OW)
$ $
850,809 1,523
$ $
541,528 352
63.6% 23.1%
$ $
60,140 75
$ $
42,675 187
71.0% 249.3%
Wage Subsidy ( DNA, ELCC) Special Needs (DNA & ELCC) Other Subtotal CC Program Delivery
$ $ $ $
490,789 134,041 1,477,162
$ $ $ $
327,416 98,437 967,733
66.7% 73.4%
102,062 9,922 172,199
$ $ $ $
69,324 7,286 1,388 120,860
67.9% 73.4%
65.5%
$ $ $ $
Total Childcare Costs
$
1,765,362
$
1,196,712
67.8%
$
232,401
$
168,463
72.5%
served 2 children for 3 months 1 service provider has closed in May and 1 in June
70.2%
HOUSING SERVICES Housing Administration
$
862,234
$
447,414
51.9%
$
180,811
$
94,731
52.4%
Used WA 21.173%. Under budget as add’l CHPI & IAH funding allocated to admin. Consulting fees not fully incurred.
Housing Program Costs
$
10,262,602
$
7,869,241
76.7%
$
644,659
$
441,754
68.5%
Under budget due to prior subsidy adjs for Loughborough.
Emergency Hostels Total Housing Admin & Prog Costs
$ $
11,124,836
$ $
8,316,655
0.0% 74.8%
$ $
825,470
$ $
536,485
0.0% 65.0%
Using add’l provincial funding to off-set costs.
Total City-County LSR Soc Serv Costs
$
18,882,749
$
13,836,390
73.3%
$
2,038,628
$
1,414,491
69.4%
CITY OF KINGSTON MEMORANDUM TO:
RULAC
FROM:
SUSAN NICHOLSON, CITY SOLICITOR AND DIRECTOR OF LEGAL SERVICES
SUBJECT:
POA 2015 THIRD QUARTER
DATE:
NOVEMBER 24, 2015
QUARTERLY REPORT – REVENUE AND EXPENDITURES 2015 Q1 2015
Q2 2015
Q3 2015
Fine Revenue
$646,971
$445,483
1
$190,944 $13,696,153
Expenditures Outstanding Receivables2
Q4 2015
YTD 2015
Budget
$484,275
$1,576,729
$1,875,780
$228,321
$235,239
$654,504
$924,978
$13,854,429
$13,906.781
$13,906,781
- Expenditures are shown net of the county’s share of revenues in order to reflect the actual costs of operating the POA
- Uncollected fines
COMPARATIVE CHARGES AND REVENUE BY QUARTER Quarter 1 Revenues Charges
Quarter 2 Revenues Charges
Quarter 3 Revenues Charges
Quarter 4 Revenues Charges
Year To Date Revenues Charges
2011
$448,818
4,211
$547,838
4,708
S552,984
4,452
$424,459
3,161
$1,974.099
16,532
2012
$393,899
3,756
$468,246
3,898
$500,516
4,242
$433,008
2,891
$1,795,669
14,787
2013
$399,202
3,627
$520,233
4,530
$480,182
3,318
$440,862
2,829
$1,840,479
14,304
2014
$500,668
2,422
$391,275
3,378
$419,844
3,295
$396,859
2,215
$1,708,646
11,310
2015
$646,971
2,386
$445,483
2,987
$484,275
2,350
$1,576,729
7,723
ACCOUNTS RECEIVABLE POA UNCOLLECTED FINES1 2011
2012
2013
2014
Outstanding3
$12,179,509
$12,720,675
$13,135,814
$13,363,811
2015 To End of 3rd Quarter $13,906,781
60 days or less
$343,595
$204,924
$168,949
$264,067
$173,806
60 ‐120 days
$523,864
$186,625
$239,501
$164,999
$218,593
Over 120 days
$11,312,050
$12,329,125
$12,727,364
$12,934,745
$13,514,382
Uncollected Fines2
Collected During S1,387,158 $1,268,527 $1,299,505 $1,257,879 $1,494,654 Period
- fines, fees, costs, victim surcharge and collection fees/ 2. Past due date / 3. As of conviction
LARGEST ENFORCEMENT AGENCIES COMPARATIVE CHARGES Agency
2011
2012
2013
2014
2015 To End of 3rd Quarter
Kingston Police South Frontenac OPP Sharbot Lake OPP Ministry of Transportation All other Total
11,437 2,499 847 498 1,251 16,532
9,438 2,372 948 381 1,648 14,787
8,453 2,647 1,111 745 1,348 14,304
5,739 2,522 880 1,076 1,093 11,310
4,749 1,247 365 521 841 7,723
