Body: Council Type: Agenda Meeting: Regular Date: January 15, 2014 Collection: Council Agendas Municipality: Frontenac County

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County Council Meeting – Regular Meeting January 15, 2014 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page

1. CALL TO ORDER

2. ADOPTION OF AGENDA a) Council of the County of Frontenac Agenda - January 15, 2014

3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

4. ADOPTION OF MINUTES 11-29

a) Minutes of the December 18, 2013 Regular County Council Meeting

THAT the minutes of the regular meeting of County Council held December 18, 2013 be adopted as circulated. 5. DEPUTATIONS AND/OR PRESENTATIONS a)

Marcel Giroux and Wayne Robinson of W.A. Robinson Asset Management Ltd.: Presentation to the County of Frontenac of a cheque for the second year that W.A. Robinson Asset Management Ltd. has undertaken to support the building of the K&P Trail at $5,000 per year for 5 years.

6. CLOSED MEETING a) As authorized under Section 239 of the Municipal Act to consider:

(a) Labour Relations and Employee Negotiations - as it relates to the organizational review of municipal employees’ responsibilities

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Page 6. CLOSED MEETING (b) Adoption of the December 18, 2013 County Council Closed Meeting Minutes

(c) Adoption of the January 8, 2014 Committee of the Whole Meeting Minutes

7. BRIEFINGS
8. UNFINISHED BUSINESS
9. COMMUNICATIONS 30-36

a) 2014-002

Communications of Interest to Council Report

37

b) Communications that require Council Action:

Autism Ontario - November 27, 2013 THAT the Council of the County of Frontenac do hereby proclaim April 2, 2014 as “World Autism Awareness Day”. 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 38-39

a) 2013-222

Financial Services 2013 Year-End Transfer of Excess Funds into Reserve (Deferred from the December 18, 2013 County Council meeting) Recommendation RESOLVED THAT Council of the County of Frontenac receive this Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve report; AND FURTHER, Council direct that a by-law be introduced later in the meeting to authorize the transfer of any surplus/deficit funds at the end of 2013 to the Reserve for Working Funds.

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Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 40-42

b) 2013-223

Financial Services 2014 Tax Ratios and Tax Rate Reductions (Deferred from the December 18, 2013 County Council meeting) Recommendation RESOLVED THAT Council of the County of Frontenac accept this Financial Services – 2014 Tax Ratios and Tax Rate Reductions report; AND FURTHER THAT Council consider a by-law, introduced later in the meeting, to re-confirm for 2014 the tax ratios and tax rate reductions currently in place. 43-49

c) 2013-225

Administrative Services Recruitment Policy Revision (Deferred from the December 18, 2013 County Council meeting) Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Recruitment Policy report for information; AND FURTHER THAT the Council of the County of Frontenac adopt the Recruitment Policy attached to this report as Exhibit A. 50-55

d) 2013-231

Sustainability PAPER/CHEERIO Update (Deferred from the December 18, 2013 County Council meeting) Recommendation RESOLVED THAT Council of the County of Frontenac accept the Sustainability - PAPER/CHEERIO Update report for information; AND FURTHER THAT staff be directed to discontinue work on developing a business case for PAPER/CHEERIO projects until further information is available regarding PAPER programs in other Ontario municipalities and the

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Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER Ontario government’s proposed on-bill financing of energy efficiency improvements. 56-57

e) 2013-238

Sustainability 2015 County Planners Conference (Deferred from the December 18, 2013 County Council meeting) Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Planners Conference report; AND FURTHER THAT Council consider endorse the County’s application to host this conference in 2015. 58-74

f) 2014-001

Sustainability Building Communities Through Arts and Heritage Funding Application Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Building Communities through Arts and Heritage Funding Application report; AND FURTHER THAT Council accept the draft 150th Anniversary Plan attached to this report as Appendix A; AND FINALLY THAT Council authorize staff to take the necessary steps (including seeking letters of support) to complete and submit an application to the Building Communities through Arts and Heritage Fund by the January 31, 2014 deadline. 75

g) 2014-005

Financial Services 2013 Fairmount Home Accounts Receivable Write-Offs Recommendation

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Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER RESOLVED THAT the Council of the County of Frontenac receive this Financial Services – 2013 Fairmount Home Accounts Receivable Write-Offs report;

AND FURTHER that Council authorize the Treasurer to write off accounts totalling $9,495.44. 11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter.

Recommendation RESOLVED THAT the following Information Reports a) through f) received from the Chief Administrative Officer (Consent) be received for information. 76-102

a) 2013-221

Fairmount Home 2013 3rd Quarter Consolidated Statistical Update (Deferred from the December 18, 2013 County Council meeting)

103-109

b) 2013-227

Emergency and Transportation Services Robertsville Station Construction Progress Report #2 (Deferred from the December 18, 2013 County Council meeting)

110-115

c) 2013-228

Fairmount Home Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 (Deferred from the December 18, 2013 County Council meeting)

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Page 11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter.

Recommendation RESOLVED THAT the following Information Reports a) through f) received from the Chief Administrative Officer (Consent) be received for information. 116-117

d) 2013-232

Sustainability Community Improvement Plans – Fall 2013 Update (Deferred from the December 18, 2013 County Council meeting)

118-119

e) 2014-003

Emergency and Transportation Services Wolfe Island Community Paramedicine Pilot Project Progress Report

120-126

f) 2014-004

Emergency and Transportation Services Robertsville Station Construction Progress Report #3

12. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL 127-134

a) Committee of the Whole Meeting Minutes from January 8, 2014

135-136

b) Report to County Council of the Committee of the Whole

All items listed on the Committee of the Whole Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Committee of the Whole Report to be separated from that motion and considered separately, whereupon the Committee of the Whole Report

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Page 12. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL without the separated item(s) shall be put to the vote and the separated item (s) shall be considered immediately thereafter.

Recommendations: a) Implementation of KPMG Report THAT the Corporate Services vehicle compliment be reduced to the 2 Prius vehicles, with the other vehicles to be disposed of accordingly. THAT Council seek a consultant for the work of two (2) lean6sigma process reviews for Procurement and the second to be brought forward by staff. THAT the CAO bring forward to County Council any policies of a significant nature for which there could be risks. b) Request to the City of Kingston Frontenac County Representation on Committees WHEREAS the City of Kingston is responsible, as the Municipal Service Manager, for services which fall under the Local Services Re-alignment formula, including the provisions of Housing and Homelessness for the City of Kingston and the County of Frontenac; AND WHEREAS the City of Kingston has a Housing and Homelessness Advisory Committee that is mandated to provide advice to Council on housing, publicly assisted affordable housing and homelessness policies, the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives that affect both the City of Kingston and the County of Frontenac; AND WHEREAS it has been identified through the Municipal Housing Strategy and the Homelessness Plan that the issues around housing and homelessness in urban and rural areas are diverse; AND WHEREAS the City of Kingston makes provisions to allow for technical representation on its Boards and Committees which are not required to meet the criteria to serve on a committee, including its Housing and Homelessness Advisory Committee THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac respectfully requests that the Council of the City of Kingston amend the Committee Composition of the Housing and Homelessness Advisory Committee to include two (2) representatives of the County of Frontenac;

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Page 12. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL

AND FURTHER THAT the composition of the Kingston & Frontenac Housing Corporation Board of Directors be amended to include one (1) Member of Frontenac County Council. AND FURTHER THAT a copy of this resolution be forwarded to both the City of Kingston and the Kingston & Frontenac Housing Corporation. 13. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES a) Kingston Frontenac Library Board Update - Councillor Purdon

b) KFL&A Public Health Board Update - Warden Clayton

c) RULAC, LSR and Other Updates

d) Algonquin Land Claim Update - Councillor Inglis

e) Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

f) Housing and Homelessness Committee Update - Councillor McDougall

g) Rideau Corridor Landscape Steering Committee Update - Councillor Jones

14. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL 137-143

a) 150th Anniversary Advisory Committee Meeting Minutes dated December

11, 2013

15. ACCOUNTS 144-152

a) Accounts for the Period of: December 12, 2013 to January 10, 2014

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Page 16. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a) Creation of a Seniors Housing Task Force

Moved by: Councillor McDougall Seconded by: Deputy Warden Doyle WHEREAS the Municipal Housing Strategy for the City of Kingston and the County of Frontenac indicated that there is a need for more affordable housing options for seniors living in the Frontenacs. AND WHEREAS the County of Frontenac completed a Seniors Housing Pilot Project Study in 2012 which provided detailed research and background information to assist in developing seniors housing pilot projects, including the formation of a Seniors Housing Task Force; AND WHEREAS the draft County Official Plan contains regional housing policies that support new seniors housing projects; AND WHEREAS interest has been recently expressed in seniors housing projects on Wolfe Island and in other parts of the County THEREFORE BE IT RESOLVED THAT a by-law be brought forward later in the meeting to amend Procedural By-law 2013-0020 to add Schedule B-6, Seniors Housing Task Force, to fall under the jurisdiction of the Sustainability Planning Department, with the goal of establishing small scale pilot projects to be located within the County, the first being considered on Wolfe Island; AND FURTHER THAT the Task Force consist of: (a) Two members of County Council, specifically: • One (1) member of County Council which sits on the City of Kingston Housing and Homelessness Advisory Committee • The Mayor of the Township in which the housing matter is being considered; and (b) One Township Council representative in which the housing matter is being considered AND FINALLY THAT Council direct staff to investigate other potential opportunities for seniors housing throughout the Frontenacs. 17. GIVING NOTICE OF MOTION 18. OTHER BUSINESS

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Page 18. OTHER BUSINESS a) Selection process for the hiring of a new Chief Administrative Officer (CAO)

for the County of Frontenac.

[Addenda] 19. PUBLIC QUESTION PERIOD 20. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 153

a) By-law No. 2014-0001

To Authorize Transfer of any Surplus or Deficit from 2013 Budget to Reserve for Working Funds

154-156

b) By-law No. 2014-0002

To set tax ratios and tax rate reductions for 2014

157-159

c) By-law No. 2014-0003

To Amend By-law 2013-0020 as it Relates to the Establishment of a Seniors Task Force (Council Procedural By-law)

160-161

d) By-Law No. 2014-0004

Confirmation of Proceedings for January 15, 2014

21. ADJOURNMENT

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AgendaItem#4a)

MINUTES OF THE REGULAR MEETING OF COUNCIL December 18, 2013 A regular meeting of the Council of the County of Frontenac was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, December 18, 2013 at 9:00 a.m. PRESENT:

Warden Janet Gutowski, Deputy Warden Bud Clayton, Councillors Gary Davison, David Jones, John Purdon, John McDougall, Denis Doyle and John Inglis

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Anne Marie Young, Manager of Economic Sustainability; Jannette Amini, Acting Clerk; Angelique Tamblyn, Acting Deputy Clerk/Executive Assistant Media: Jeff Green, The Frontenac News and Craig Backay, Frontenac EMC, Elliot Ferguson, The Kingston Whig-Standard

CALL TO ORDER

Warden Gutowski called the meeting to order at 9:11 a.m. 2.

ADOPTION OF AGENDA

Motion #: 435-13

Moved By: Seconded By:

Councillor Davison Deputy Warden Clayton

RESOLVED THAT the agenda for the December 18, 2013 meeting of the Council of the County of Frontenac be amended to have the presentation of the International Day of Persons with Disabilities Access Award presented at noon following the adoption of the By-laws and that clauses10 c), d), f), and h), clause 11 and clause 13 be deferred to the next meeting and clause 10 o) be considered after clause 14g) and as amended be adopted. CARRIED Motion #: 436-13

Moved By: Seconded By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Councillor Doyle Councillor Davison

Page 1 of 19

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AgendaItem#4a)

BE IT RESOLVED THAT clauses10 c), d), f), and h), clause 11 and clause 13 be deferred to the next meeting and clause 10 o) be considered after clause 14g). CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

The Warden requested the Clerk to record that in accordance with the Municipal Conflict of Interest Act no disclosures of pecuniary interest were declared. 4.

ADOPTION OF MINUTES

Motion #: 437-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Davison

RESOLVED THAT the minutes of the regular meeting of County Council held on November 20, 2013 be adopted as circulated. CARRIED 5.

DEPUTATIONS AND/OR PRESENTATIONS Ms. Denise Cumming, Executive Director, University Hospitals Kingston Foundation, provided County Council with updates on the development of Kingston’s hospitals and how the County of Frontenac’s generous support has been used to further these developments.

Motion #: 438-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Denise Cumming, Executive Director of University Hospitals Kingston foundation, regarding updates on the development of Kingston’s hospitals and how the County of Frontenac’s generous support has been used to further these developments. CARRIED Presentation of the County of Frontenac 2013 International Day of Persons with Disabilities Access Award Motion #: 477-13

Moved By: Seconded By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Deputy Warden Clayton Councillor McDougall

Page 2 of 19

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AgendaItem#4a)

RESOLVED THAT the Council of the County of Frontenac extend their congratulations to the following Nominees of the International Day of Persons with Disabilities Access Award: • Dr. Karin Steiner, New Leaf Link • Ms. Christina Bonner, RKY Camp • Ms. Rachelle Hardesty & Ms. Joann Cuddy, Land O’ Lakes Tourist Association • The Southern Frontenac Community Services; and The winner of the County of Frontenac 2013 International Day of Persons with Disabilities Access Award: • The Verona Lion’s Club CARRIED 6.

CLOSED MEETING As Authorized under Section 239 (2) of The Municipal Act, to consider: (b) personal matters about an identifiable individual, including municipal or local board employees - as it pertains to the KPMG Report on the Service Delivery and Organization Review Closed Meeting Minutes of Meeting held November 20, 2013 Closed Meeting Minutes of the Service Delivery and Organization Review Committee held December 9, 2013

Motion #: 439-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac enter into a closed meeting as authorized under Section 239 of The Municipal Act, to consider; (a) Personal matters about an identifiable individual, including municipal or local board employees - as it pertains to the KPMG Report on the Service Delivery and Organization Review (b) Closed Meeting Minutes of Meeting held November 20, 2013 (c) Closed Meeting Minutes of the Service Delivery and Organization Review Committee held December 9, 2013 CARRIED Motion #: 440-13

Moved By: Seconded By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Deputy Warden Clayton Councillor McDougall

Page 3 of 19

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AgendaItem#4a)

RESOLVED THAT County Council rise from the closed meeting without reporting. CARRIED 7.

BRIEFINGS

UNFINISHED BUSINESS

COMMUNICATIONS 2013-229 Communications of Interest to Council

Motion #: 441-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the items listed in the Communications of Interest to County Council report dated December 18, 2013 be received as circulated and filed for information purposes, including the: October 28, 2013 - Kingston Frontenac Housing Corporation Board Meeting Minutes Minutes November 25, 2013 meeting of the Rideau Valley Conservation Authority Re: Municipal Update CARRIED October 28, 2013 Kingston Board Meeting Minutes

Frontenac

Housing

Corporation

13-11-25 - Rideau valley Conservation Authority Re: Municipal Update Communications that Require Council Action: Request from Township of Frontenac Islands, December 11, 2013 to carry forward to 2014 monies allocated to the 18th Lines Road Boat Ramp Project, Wolfe Island Motion #: 442-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

BE IT RESOLVED THAT the Council of the County of Frontenac authorize monies allocated to the Township of Frontenac Islands for funding for the 18th Line Road Boat Ramp Project on Wolfe Island, which monies are in lieu of funding for the K & P Trail in other Municipalities in the County, be forwarded to 2014. Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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CARRIED Mr. Chris West, November 16, 2013, requesting County Council support in raising the issue to its MP’s and MPP’s regarding the Save VIA Rail Campaign Correspondence from Warden Janet Gutowski, December 10, 2013, advising of her resignation as Warden of the County of Frontenac effective January 1, 2013. Election of Warden Motion #: 443-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac resignation of Warden Janet Gutowski effective January 1, 2014;

accept

the

AND FURTHER THAT County Council proceed with the election of a new Warden effective January 1, 2014. CARRIED Election of Warden and Deputy Warden Motion #: 444-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

BE IT RESOLVED THAT Councillor Bud Clayton be nominated as Warden CARRIED Motion #: 445-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT nominations for Warden be closed. CARRIED Motion #: 446-13

Moved By: Seconded By:

Councillor Davison Deputy Warden Clayton

BE IT RESOLVED THAT Councillor Denis Doyle be nominated as Deputy Warden. CARRIED Motion #: 447-13

Moved By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Councillor McDougall

Page 5 of 19

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AgendaItem#4a)

Seconded By:

Councillor Jones

BE IT RESOLVED THAT nominations for Deputy Warden be closed. CARRIED 10.

RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 2013-219 Administrative Services Multi-Year Accessibility Plan 2013 Annual Status Report

Motion #: 448-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac approve the Multi-Year Accessibility Plan 2013 Annual Status Report attached to this report as Appendix A; AND FURTHER THAT staff be directed to post the Multi-Year Accessibility Plan 2013 Annual Status Report on the County website; AND FURTHER THAT a copy of the Multi-Year Accessibility Plan 2013 Annual Status Report be forwarded to the Townships of North, Central and South Frontenac and Frontenac Islands requesting that the Annual Status Report be posted to the Townships respective websites. CARRIED 2013-220 Emergency and Transportation Services County Emergency Response Plan - Revisions Motion #: 449-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – County Emergency Response Plan - Revisions; AND FURTHER THAT a by-law be introduced later in the meeting to rescind By-law 2009-0038 and to adopt the amended County Emergency Response Plan. CARRIED 2013-222 Financial Services 2013 Year-End Transfer of Excess Funds into Reserve Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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AgendaItem#4a)

This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-223 Financial Services 2014 Tax Ratios and Tax Rate Reductions This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-224 Financial Services Interim Approval of 2014 Expenditures Motion #: 450-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

RESOLVED THAT Council of the County of Frontenac receive the Financial Services – Interim Approval of 2014 Expenditures report; AND FURTHER THAT Council direct the Treasurer to continue to pay 2014 accounts and payroll in accordance with amounts approved for the 2013 budget until such time as the 2014 budget has been adopted. CARRIED 2013-225 Administrative Services Recruitment Policy This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-226 Emergency & Transportation Services Land Ambulance Services Grant (LASG) Transfer Payment Framework Agreement Motion #: 451-13

Moved By: Seconded By:

Councillor Davison Deputy Warden Clayton

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – Land Ambulance Services Grant (LASG) Transfer Payment Framework Agreement report for information; and Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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AgendaItem#4a)

FURTHER THAT the Council of the County of Frontenac authorize the Warden and Clerk to execute the agreement with the Ministry of Health and Long Term Care, Emergency Health Services Branch. CARRIED 2013-231 Sustainability PAPER/CHEERIO Update This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-233 Sustainability Kennebec Lake Draft Plan of Subdivision Approval – County File 10T2011/001 Motion #: 452-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Kennebec Lake Draft Plan of Subdivision Change of Conditions– County File 10T2011/001 report; AND FURTHER THAT condition 13 d) be deleted in its entirety and replaced with: “That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that all future landowners shall be required to maintain and install a septic system which utilizes soil with a minimum phosphorus retention capacity of 500 ug/g.” AND FURTHER THAT condition 14 a) be deleted in its entirety and replaced with: “That the following requirements with respect to the location and construction of wells and sewage systems are to be carried out to the satisfaction of the Township and the approval authority.” AND FURTHER THAT condition 14 c) be deleted in its entirety and replaced with: “That on-site sewage systems, for residences within the subdivision meet the requirements of the Ontario Building Code to the satisfaction of the Approval Authority. In order to maximize the protection of Kennebec Lake from the effects of phosphorus, leaching beds or disposal areas must incorporate a minimum amount of soil with Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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AgendaItem#4a)

phosphorus retentive qualities. Details of these requirements should be incorporated into the subdivision agreement.” AND FURTHER THAT condition 20 c) relating to Hydro One as a clearance agency be deleted in its entirety; AND FURTHER THAT the Manager of Sustainability Planning be delegated authority to make any further technical changes to the text of the draft conditions to implement Council’s decision; AND FINALLY THAT Council deems the change of conditions to be minor. CARRIED 2013-234 Administrative Services Ontario Municipal Internship Program Motion #: 453-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services - Ontario Municipal Internship Program report; AND FURTHER THAT the Council of the County of Frontenac instruct staff to proceed in making an application to the Ontario Municipal Internship Program for the placement of one intern; AND FURTHER THAT the Council of the County of Frontenac instruct the Treasurer to make the necessary provisions in the 2014 budget as indicated in this report; AND FINALLY THAT the Council of the County of Frontenac authorize the execution by Warden an Clerk of an agreement with the Association of Municipal Managers, Clerk’s and Treasurers (AMCTO) should the application be successful. CARRIED 2013-235 Financial Services Township of Frontenac Islands Financial Services Contract Extension Motion #: 454-13

Moved By: Seconded By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Deputy Warden Clayton Councillor McDougall

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AgendaItem#4a)

RESOLVED THAT Council of the County of Frontenac accept the Financial Services – Township of Frontenac Islands Financial Services Contract Extension report for information; AND FURTHER THAT Council pass a bylaw later in the meeting to authorize the execution of a contract by which the County will provide financial services to the Township of Frontenac Islands on an interim basis. CARRIED 2013-237 Administrative Services Non-Union Cost of Living Adjustment Motion #: 455-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Non-Union Cost of Living Adjustment report for information; AND FURTHER THAT the Council of the County of Frontenac authorize a non-union salary increase in accordance with the Non Union Salary Adjustment Policy, effective January 1, 2014 to be applied to all steps of the non-union staff salary schedule. DEFERRED (See Motion to Amend below which was CARRIED) (See motion to Defer below which was CARRIED) Motion #: 456-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

BE IT RESOLVED THAT the motion be amended to provide all non-union staff a specific dollar amount increase based on the average non-union salary. CARRIED Motion #: 457-13

Moved By: Seconded By:

Councillor Davison Councillor Purdon

BE IT RESOLVED THAT Report 2013-237, Administrative Services Non-Union Cost of Living Adjustment be deferred CARRIED 2013-238 Sustainability 2015 County Planners Conference Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-240 Administrative Services Mental Health Commission of Canada Psychological Safety Standards Case Study Research Project Motion #: 458-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Mental Health Commission of Canada-Psychological Safety Standards Case Study Research Project agreement for information AND FURTHER THAT the Council of the County of Frontenac authorize the Warden and Clerk to enter into an Agreement with the Mental Health Commission of Canada to allow for the County of Frontenac to participate in the Case Study Research Project, as attached to this report as Exhibit A; AND FINALLY THAT County Council authorize staff to proceed with participation in the research project. CARRIED 2013-241 Financial Services Service Delivery and Organizational Review Motion #: 470-13

Moved By: Seconded By:

Councillor Jones Deputy Warden Clayton

RESOLVED THAT Council of the County of Frontenac accept the Financial Services – Service and Organization Review report for information; AND FURTHER THAT Council direct staff to report to Committee of the Whole every other month on the progress of the implementation of the recommended opportunities in the KPMG report; AND FURTHER THAT Council include an allocation in the 2014 budget to undertake the research and processes required to facilitate some of the recommended opportunities in the KPMG report. REFERRED TO THE SDOR COMMITTEE (See Motion to Refer below which was CARRIED) Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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AgendaItem#4a)

Motion #: 471-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT Report 2013-241, Financial Services Service Delivery and Organization Review be referred to the SDOR Committee. CARRIED 2013-242 Award of Contract for the CAO Executive Search Firm Motion #: 459-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

THAT the Council of the County of Frontenac accept this Award of Contract for the CAO Executive Search Firm report for information; AND FINALLY THAT the Council of the County of Frontenac authorize the Warden and Acting Clerk, subject to the satisfaction of the Acting Clerk with the final negotiation of the contract, to enter into agreement with Ravenhill Group Inc. to undertake the executive search for a CAO for the County of Frontenac as recommended in the KPMG report attached to this report as Appendix A. CARRIED 11.

INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT)

This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 2013-221 Fairmount Home 2013 3rd Quarter Consolidated Statistical Update 2013-227 Emergency and Transportation Services Robertsville Station Construction Progress Report #2 2013-228 Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 2013-232 Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Page 12 of 19

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Sustainability Community Improvement Plans - Fall 2013 Update 12.

ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL December 4, 2013 Committee of the Whole Meeting Minutes

Motion #: 460-13

Moved By: Seconded By:

Councillor McDougall Councillor Doyle

RESOLVED THAT the minutes of the regular meeting of the Committee of the Whole held on December 4, 2013 be adopted as circulated. CARRIED Report to County Council of the Committee of the Whole Motion #: 461-13

Moved By: Seconded By:

Councillor McDougall Councillor Doyle

BE IT RESOLVED THAT staff be directed to submit the second draft of the County Official Plan to the Ministry of Municipal Affairs and Housing for comments. CARRIED 13.

REPORTS FROM EXTERNAL BOARDS AND COMMITTEES

This item was deferred to the January 15, 2014 County Council meeting at the adoption of the agenda. 14.

REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL November 18, 2013 Joint Accessibility Advisory Committee Meeting Minutes

Motion #: 462-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the minutes of the meeting of the Joint Accessibility Advisory Committee held on November 18, 2013 be received for information. CARRIED December Minutes

2,

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

2013

Sustainability

Advisory

Committee

Meeting

Page 13 of 19

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Motion #: 463-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the minutes of the meeting of the Sustainability Advisory Committee held on December 2, 2013 be received for information. CARRIED November 20, 2013 - Service Delivery & Organizational Review Committee Meeting Minutes Motion #: 464-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the minutes of the meeting of the Service Delivery and Organization Review Committee held on November 20, 2013 be received for information. CARRIED December 5, 2013 Trails Advisory Committee Meeting Minutes Motion #: 465-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the minutes of the meeting of the Trails Advisory Committee held on December 2, 2013 be received for information. CARRIED December 5, 2013 Trails Advisory Committee Recommendations to County Council Motion #: 466-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac approve the Frontenac K&P Trail Implementation Plan – Phase 2 (Tichborne to Sharbot Lake). DEFERRED TO THE 2014 BUDGET DELIBERATIONS (See Motion to Defer below which was CARRIED) Motion #: 467-13

Moved By: Seconded By:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

Councillor Davison Councillor McDougall

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BE IT RESOLVED THAT the approval of the Frontenac K & P Trail Implementation Plan - Phase 2 (Tichborne to Sharbot Lake) be deferred to the 2014 budget deliberations. CARRIED December 9, 2013 - Service Delivery & Organizational Review Committee Meeting Minutes Motion #: 468-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

RESOLVED THAT the minutes of the meeting of the Service Delivery and Organization Review Committee held on December 9, 2013 be received for information. CARRIED December 9, 2013 Service Delivery and Organization Review Committee Recommendations to County Council Motion #: 469-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

THAT County Council review and provide direction on the 30 Recommended Opportunities identified in the KPMG Frontenac County Comprehensive Review of Services and Organization Draft Final Report; AND FURTHER THAT By-law 0020 be amended to amend the Terms of Reference of the Service Delivery and Organization Review Committee to include the implementation and monitoring of the 30 KPMG recommendations. CARRIED 15.

ACCOUNTS Posted Cheque Listing for the Period of: November 13, 2013 to December 12, 2013

Motion #: 472-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of November 13, 2013 - December 12, 2013:

• Payroll dated between October 28, to December 8, 2013 in the amount of $1,129,622.35 and Cheque Listing in the amount of $1,530,828.74 CARRIED Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN Development of a New Long-Term Federal Plan to Fix Canada’s Housing Crunch

Motion #: 473-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

WHEREAS a stable and secure housing system that creates and maintains jobs and allows for a range of living options is essential to attracting new workers, meeting the needs of young families and supporting seniors and our most vulnerable citizens; and, WHEREAS the high cost of housing is the most urgent financial issue facing Canadians with one in four people paying more than they can afford for housing, and mortgage debt held by Canadians now standing at just over $1.1 trillion; and, WHEREAS housing costs and, as the Bank of Canada notes, household debt, are undermining Canadians’ personal financial security, while putting our national economy at risk; and, WHEREAS those who cannot afford to purchase a home rely on the short supply of rental units, which is driving up rental costs and making it hard to house workers in regions experiencing strong economic activity; and, WHEREAS an inadequate supply of subsidized housing for those in need is pushing some of the most vulnerable Canadians on to the street, while $1.7 billion annually in federal investments in social housing have begun to expire; and, WHEREAS the stakes are especially high for Ontario’s municipal governments as housing responsibilities have already been downloaded (unlike other provinces and territories) and this is not sustainable on the property tax base; and, WHEREAS, the Federation of Canadian Municipalities (FCM) has launched a housing campaign, “Fixing Canada’s Housing Crunch,” calling on the federal government to increase housing options for Canadians and to work with all orders of government to develop a long-term plan for Canada’s housing future; and, WHEREAS FCM has asked its member municipalities to pass a council resolution supporting the campaign; AND WHEREAS, our community has continuing housing needs, such as outlined in the City of Kingston and the County of Frontenac 10-Year Housing and Homelessness Plan and the Poverty Reduction Initiative of the Kingston Frontenac Lennox and Addington United Way, The City of Kingston, the Kingston Community Health Centres, the Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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Community Foundation for Kingston and Area and Sustainability Kingston, that can only be met through the kind of long-term planning and investment made possible by federal leadership; THEREFORE BE IT RESOLVED that council endorses the FCM housing campaign and urges the Minister of Employment and Social Development to develop a long-term plan for housing that puts core investments on solid ground, increases predictability, protects Canadians from the planned expiry of $1.7 billion in social housing agreements and ensures a healthy stock of affordable rental housing for Canadians; and, BE IT FURTHER RESOLVED that a copy of this resolution be sent to the minister noted above, to Ontario’s Minister of Municipal Affairs and Housing, Ted Hsu, MP, Kingston and the Islands, Scott Reid, MP, Lanark-Frontenac-Lennox and Addington, the Federation of Canadian Municipalities, the Association of Municipalities of Ontario, the City of Kingston, the Township of Frontenac Islands, the Township of South Frontenac, the Township of Central Frontenac, the Township of North Frontenac and to the United Way of Kingston, Frontenac, Lennox and Addington. CARRIED 2014 Budget Direction to Staff Motion #: 474-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

WHEREAS at recent Council meetings Councillors made the valid point that it is not appropriate for Council to sit in meetings arguing over how much money to include in every line of the budget. AND WHEREAS it is not the leading practice to develop budgets in this manner, for example over the past few years the practice of upper levels of government was to direct staff to find a specified percentage reduction in budgets year over year, and it then becomes staff’s responsibility to propose what cuts could be taken to achieve the requested percentage decrease, and then present recommendations for political consideration. AND WHEREAS staff have been asking for direction on how to proceed with the budget and other strategic matters. Given the Strategic Plan underway will not be completed in time for the 2014 budget discussions specific direction is needed to assist in expeditiously deciding on the 2014 budget. THEREFORE BE IT RESOLVED THAT Council directs Staff to prepare two versions of the 2014 draft budget for discussion in January: a) one that shows a 1% increase in the 2014 budget over 2013, b) and the second version of the draft budget shows a 1% reduction in expenses year over year. These budgets must find true expense savings and not be accomplished by transferring money from reserves to offset 2014 expenses. Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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Council also directs staff to first of all find savings to offset the approximate $150,000 that was transferred from the working capital reserve in the 2013 budget. It is suggested that the KPMG SDOR report be used to help identify savings to assist in meeting the above directions. It is further suggested that particular attention be given to areas that are expected to be under budget in 2013 and that the 2014 budget for those areas be 2013 actual expense as opposed to the traditional approach of using last year’s budget, and adding some percentage to account for inflation. CARRIED 17.

GIVING NOTICE OF MOTION

OTHER BUSINESS

PUBLIC QUESTION PERIOD

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW

Motion #: 475-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT leave be given the mover to introduce the following by-laws that have been circulated to all members of County Council and that these by-laws be read a first and second time:

• By-Law No. 2013-0042 - To Appoint LAS the Closed Meeting Investigator for the County of Frontenac
• By-Law No. 2013-0043 - Emergency Management Program; and
• By-Law No. 2013-0044 - Frontenac Islands Financial Agreement
• By-Law No. 2013-0045 -To Amend By-law 2013-0020 (Council Procedural By-law)
• By-Law No. 2013-0046- To Appoint Warden and Deputy Warden
• By-Law No. 2013-0047 - Confirmation of Proceedings CARRIED Motion #: 476-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the following by-laws be read a third time, signed, sealed and finally passed:

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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• By-Law No. 2013-0042 - To Appoint LAS the Closed Meeting Investigator for the County of Frontenac

• By-Law No. 2013-0043 - Emergency Management Program; and

• By-Law No. 2013-0044 - Frontenac Islands Financial Agreement

• By-Law No. 2013-0045 -To Amend By-law 2013-0020 (Council Procedural By-law)

• By-Law No. 2013-0046 - To Appoint Warden and Deputy Warden

• By-Law No. 2013-0047 - Confirmation of Proceedings CARRIED

ADJOURNMENT

Motion #: 478-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the meeting hereby adjourn at 12:37 p.m. CARRIED

Jannette Amini, Acting Clerk

Bud Clayton, Warden

Regular Meeting of Council Minutes December 18, 2013

Minutes of the December 18, 2013 Regular County

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Report 2014-002 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

January 7, 2014

Date of Meeting:

January 15, 2014

Re:

Administrative Services – Communications of Interest to Council

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative Services – Communications of Interest to Council report for information; AND FURTHER THAT the following communications of interest to Council listed under the headings A, B, and C be received and filed.

Background The following correspondence has been received that may be of interest to members of Council. Copies can be made available upon request.

Comment A

Ministries, Other Municipalities, etc:

1. Ministry of Agriculture and Food, January 7, 2014 – Correspondence and brochure from Kathleen Wynne, Minister of Agriculture and Food Re: 2014 Premier’s Award for Agri-Food Innovation Excellence program. The program recognizes up to 45 award winning innovations across the province valued at

Administrative Report Administrative Services - Communications of Interest to Council January 15, 2014

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$5,000 each. In addition, there is a Premier’s Award valued up to $75,000, a Minister’s Award valued at up to $50,000, and three Leaders in Innovation awards valued at $25,000 each. All award recipients receive a plaque, a gate sign and use of the Premier’s Award program workmark. Primary producers, processors and agri-food organizations are invited to submit applications beginning January 10, 2014. 2014 Program Guidebook and Application Form available at www.ontario.ca/agrifoodinnovation Deadline is 5 p.m. on February 28, 2014. For more information, please call 1-877-424-1300. 2. Ministry of Energy, December 19, 2013 – Correspondence from Minister Bob Chiarelli Re: Release of Ontario’s updated Long-Term Energy Plan, Achieving Balance. A copy of the report received with correspondence. A copy of the reports is available at www.Ontario.ca/emPOWERme 3. United Counties of Prescott Russell, December 18, 2013 – Correspondence from Justin Bromberg Re: News Release and Photos – Jean Paul St. Pierre acclaimed as 2014 UCPR Warden. Jean Paul St. Pierre, Mayor of Russell Township, was acclaimed as the 2014 Warden of the United Counties of Prescott and Russell (UCPR) at Council’s inaugural meeting on December 18, 2013. For more information, contact Justin Bromberg, 613-675-4661 ext. 2002. 4. Hastings Highlands Municipal Office, December 17, 2013 – Correspondence from Dennis Purcell, Bancroft and Hastings Highlands Disaster Relief Committee Chair Re: Donation for flood relief. Thank you for the recent donation to the disaster relief. 5. Municipality of East Ferris, December 17, 2013 – Correspondence from Nicky Kunkel, Deputy Clerk Re: Letter sent to Premier regarding Small Rural Northern Municipal Infrastructure Fund 6. Township of Mulmur, December 13, 2013 – Correspondence from Terry Horner, CAO/Clerk Letter and Resolution Re: Assessing of Properties, 7. Cheryl Gallant, MP and John Yakabuski, MPP (Renfrew-Nipissing-Pembroke), December 13, 2013 – Holiday Card Re: Invitation to the 2014 New Year’s Levee Sunday, January 26, 2014, Horton Community Centre, 1005 Castleford Road, Renfrew, 1:00 to 3:00 p.m. 8. County of Prince Edward, December 13, 2013 – Holiday Card from Mayor Peter Mertens and Council Re: Invitation to the New Year’s Levee on Sunday, January 5, 2014 1:00-3:00 p.m. Prince Edward Community Centre, 375 Main Street Picton. 9. Hon. Bob Chiarelli, Minister of Energy December 2013 – Holiday Card 10. Bill Dobson and Kurt Greaves, Lanark County, December 2013 – Holiday Card 11. Ministry of Training, Colleges and Universities, December 13, 2013 – Correspondence from Brad Duguid, Minister Re: Update on Ontario’s dealings with the federal government on a renewed Labour Market Agreement. The federal government is preparing to renegotiate the Labour Market Agreements with each province, and has proposed a Canada Job Grant to direct future skills training in Canada. Based on their shared views, all of Canada’s provinces and territories have released a report, “Building Skills Together”, a copy of the report was included with the letter and is available online at http://www.tcu.gov.on.ca/eng/labourmarket/BuildSkills.html Other Correspondence: Administrative Report Administrative Services - Communications of Interest to Council January 15, 2014

2014-002 Communications of Interest

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•

• •

OGRA, January 7, 2014 – Correspondence from J.W. Tiernay, Executive Director Re: Notice of Poll 2014-15 OGRA Board of Directors. An election will be held at the 2014/15 ROMA/OGRA Combined Conference to elect the representatives to the Ontario Good Roads Association Board of Directors for the Southwest Zone. All members of OGRA from all Zones are eligible to vote. Elizabeth Savill, December 2013 – Thank you card from Ms. Savill Re: Thank you to County of Frontenac Council for the frames and photographs presented to her prior to her departure. TransCanada, December 30, 2013 – Correspondence from TransCanada Re: TransCanada’s Public Awareness brochure “Pipeline Safety – Information for You Our Neighbour” This information is important to anyone engaging in any urban development or municipal excavation projects. Additional copies of the brochure are available by calling 1-800661-3805 or email public_awareness@transcanada.com

AMO Member Communications:

1. News Releases • Video demonstrates investment of Canada`s Gas Tax Fund in Goderich (November 4, 2013)
2. AMO Breaking News & Policy News • Special Purpose Business Property Assessment Review (December 20,

• Matters of Significance of All Municipalities (December 12, 2013) • Ombudsman Annual Report on Closed Meetings (December 12, 2013) 3. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • December 12, 19, 2013, January 9, 2014 FCM Member Communications:

1. News Releases • Statement by FCM President following Address by the Leader of Canada’s Official Opposition, Thomas Mulcair (November 28, 2013)
2. PCP News B

Eastern Ontario Wardens’ Caucus (EOWC) Meeting Minutes/News Releases: Nil

C

Agency/Board Minutes:

1. Kingston Frontenac Public Library Board Minutes

D

The following items of correspondence are requesting action from Council:

1. Town of Bancroft, January 9, 2014 – Correspondence from Robin Tait, Planning Coordinator/ Clerical Assistant Re: OPP Proposed Billing Model. Letter and resolution regarding the proposed new OPP Billing Model. The Town of Bancroft is requesting support of their enclosed resolution.

Administrative Report Administrative Services - Communications of Interest to Council January 15, 2014

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2. Township of Whitewater, January 9, 2014 – Correspondence from Christine Fitzsimons, CAO/Clerk Re: Opposition to OPP Billing proposal. At their regular Council held on January 8, 2014, the Council of the Township of Whitewater Region passed resolution #7 which opposed the Provincial Police new billing model. A copy of the letter sent to the Honourable Premier Wynne, the Honorable Madeleine Meilleur and a copy of the said resolution for County Council’s consideration and support.
3. Town of Tillsonburg, December 20, 2013 – Correspondence from Amber Zimmer, Deputy Clerk on behalf of Mayor John Lessif Re: Zone 4 letter to OAPSB, New OPP Billing Model.
4. Canton de Champlain Township, December 18, 2013 – Correspondence from Deputy Clerk, Alison Collard Re: OPP Proposed Billing Model. At the regular meeting of Council held December 11, 2013, the Council of the Township of Champlain passed resolution 2013-415 which opposed the Provincial Police new billing model. A copy of the letter addressed to the Honourable Premier Wynne and a copy of the resolution included for consideration and support.
5. Village of Oil Springs, December 18, 2013 – Correspondence from Jennifer Turk, Clerk-Treasurer Re: OPP Proposed Billing Model. At the regular meeting of Council held December 17, 2013, the Council of the Corporation of the Village of Oil Springs passed the following Motion: That Council support the resolutions from Township of Sequin, Township of The Archipelago, Municipality of McDougall, Township of Limerick, Tay Valley Township, and the Town of Fort Frances in regards to the new OPP Billing Model for Police Services requesting the Province of Ontario to step in and abolish the model. The Village is requesting consideration of this matter.
6. The Town of Fort Frances, December 13, 2013 – Correspondence from Kathryn Lawson, Deputy Clerk Re: Town of Fort Frances Resolution – Support for Proposed Billing Model for Police Services
7. Autism Ontario, December 6, 2013 – Correspondence from Natasha Bowes, Fundraising Coordinator Re: World Autism Awareness Day. Autism Ontario is requesting that April 2, 2014 be officially proclaimed as World Autism Awareness Day and participating in Autism Ontario’s “Raise the Flag” campaign. Autism Ontario is the leading source of information on autism and one of the largest collective voices representing the autism community in Ontario. Today, 1 in 94 children are diagnosed with autism in Canada. For more information visit www.autismontario.ca

E

County of Frontenac Outgoing Communications:

1. Media Releases: • Frontenac County Welcomes Bud Clayton (December 20, 2013) • Frontenac K&P Trail Reaches Verona (December 20, 2013)
2. E-Newsletters • December edition of Frontenac County Bytes (attached)

Administrative Report Administrative Services - Communications of Interest to Council January 15, 2014

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December Newsletter

Frontenac County Bytes Keeping you updated on Frontenac County’s 987,503 acres. December 2013 - Issue XXIII

A monthly newsletter from Frontenac County providing information and stimulating conversation on actions and activities in and around the County.

International Day of Persons with Disabilities Access Award Ceremony Congratulations to the Verona Lions Club, winners of the first-ever County of Frontenac, International Day of Persons with Disabilities Access Award. The winners were announced following the December 18th County Council meeting and were celebrated at a luncheon with County Council members.

Sign Up for Newsletter Reply to Newsletter Forward Newsletter www.FrontenacCounty.ca www.DirectionsforOurFuture.ca www.FrontenacMaps.ca Council Agendas & Minutes

Upcoming Events Frontenac Islands Wolfe Island Classic Hockey Tournament Sunday, January 5th 11:00 a.m. - 5:00 p.m. Community Centre Wolfe Island, ON

The Verona Lions Club was nominated for its renovations to the infrastructure of the Verona Lions Club Hall including; washrooms, storage areas, a fully accessible change room, electronic door openers, concrete sidewalks and pavilion, as well doors and hallways. In total, five nominations were received and the Committee had an extremely difficult time choosing a winner given the extensive work that has been done in Frontenac County to enhance the lives of individuals living with disabilities. Honourable mention goes out to all of our nominees including Southern Frontenac Community Services, R.K.Y. Camp, New Leaf Link, and the Land O’ Lakes Tourist Association.

OPP Hockey Tournament Sunday, January 11th Time T.B.D. Community Centre Wolfe Island, ON

Click here for more information on the award and the nomination process.

150th Anniversary Celebration Survey

Community Paramedicine Wellness Clinic Monday, January 6th 10:30 a.m. - 1:30 p.m. Wolfe Island Medical Clinic

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December Newsletter

In 2015, the County of Frontenac will celebrate its 150th Anniversary. County Council has tasked the 150th Anniversary Planning Advisory Committee to assist in the provision of a suitable community-wide celebration to mark the sesquicentennial. In order to ensure the commemoration is fitting of 150 years of our vast County’s colourful history, the Committee needs your input.

County Trivia: Did you know?

The first library in Frontenac County was the “First Concession Pittsburg Circulating Library” established in 1840.

Click here to complete the survey. Your time is appreciated.

South Frontenac Reveals New Website As part of the Township Strategic Plan, South Frontenac has unveiled their new website. The new site represents Township Council’s commitment to increasing accessibility and communication with stakeholders. Over the next few weeks more updates will be made to ensure that the site is meeting the needs of residents. Community groups are invited to submit items for the the calendar of events through the “submit an event” application on www.southfrontenac.net.

-from County of a Thousand Lakes: The History of the County of Frontenac, 1673 1973

To view South Frontenac’s new website click here.

CFDC Hosts Winter Workshops for Business Owners in the Frontenacs January 15: Business Basics Seminar January 21: Introduction to Social Media January 23: Co-operatives January 24: Effective Marketing for Rural Businesses January 30: Facebook Ads February 3 & 10: Marketing Workshop 2.0 February 24: Retailer’s Boot Camp February 26: SEO Seminar March 5: Twitter T.B.A. Starting A Craft Brewery Visit www.frontenaccfdc.com to register or to find information on these workshops.

Forward email

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County of Frontenac | 2069 Battersea Road | Glenburnie | Ontario | K0H 1S0 | Canada https://ui.constantcontact.com/visualeditor/visual_editor_preview.jsp?agent.uid=1116041374738&format=html&print=true

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December Newsletter

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Communications that require Council Action:

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REPORT 2013-222 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County Of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Date Prepared:

November 12, 2013

Date of Meeting:

December 18, 2013

Re:

Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve

Recommendation RESOLVED THAT Council of the County of Frontenac receive this Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve report; AND FURTHER, Council direct that a by-law be introduced later in the meeting to authorize the transfer of any surplus/deficit funds at the end of 2013 to the Reserve for Working Funds.

Background The 2013 revenues and expenditures continue to be monitored to ensure that these are within budget to the greatest extent possible. An opportunity is provided in the Municipal Act for municipalities to pass a by-law or resolution prior to year-end authorizing any year-end surplus or deficit to be added to or subtracted from reserves.

Comment The reserve for working funds is a reserve that allows for an adequate level of cash flow throughout the year and, if maintained, can significantly reduce and even eliminate the need for short-term borrowing. Council expressed concern about the working fund balance during the 2013 budget deliberations. The discussion of the working fund reserve is to be part of a Administrative Report Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve December 18, 2013

2013-222 Financial Services

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comprehensive review of reserves and reserve funds in the context of a strategic plan and long term financial plan. Council has expressed concern that annual surpluses are retained in perpetuity. To facilitate completing the budget in a timely manner it is suggested that the surplus from one year be brought forward to offset the levy in the year following the current budget year. ( 2013 surplus brought forward in 2015). In this manner Council can be assured that any surplus is not retained long term, but also can facilitate the timely completion of the budget. Council can direct that amounts be allocated from the Working Fund Reserve during budget deliberations.

Sustainability Implications Within Directions for Our Future, the vision statement associated with Capacity Building and Governance states that “Government decision-making processes are clear, forward thinking and focused on the longer term”. Working funds are utilized to appropriately sustain County operations.

Administrative Report Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve December 18, 2013

2013-222 Financial Services

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AgendaItem#10b)

REPORT 2013-223 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Date Prepared:

November 12, 2013

Date of Meeting:

December 18, 2013

Re:

Financial Services – 2014 Tax Ratios and Tax Rate Reductions

Recommendation RESOLVED THAT Council of the County of Frontenac accept this Financial Services – 2014 Tax Ratios and Tax Rate Reductions report; AND FURTHER THAT Council consider a by-law, introduced later in the meeting, to reconfirm for 2014 the tax ratios and tax rate reductions currently in place.

Background Under the Municipal Act, subsection 308 (2) requires that the County establish tax ratios. Tax ratios are defined in subsection 308 (3) as “the ratios that the tax rate for each property class must be to the tax rate for the residential property class where the residential property class tax ratio is 1”. The County is required under section 308 (5) of the Act to pass a by-law on or before April 30th each year to establish tax ratios for that year for the upper-tier municipality and its lower tiers. The tax ratio for the managed forests property class prescribed under the Assessment Act is 0.25. The tax ratio for the farm property class prescribed under the Assessment Act is 0.25 or such lower tax ratio as the upper-tier municipality or single-tier municipality may establish. Administrative Report Financial Services – 2014 Tax Ratios and Tax Rate Reductions December 18, 2013

2013-223 Financial Services

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Vacant commercial property is assessed at 70% of the commercial rate and vacant industrial property is taxed at 65% of the industrial as prescribed in the Act. In 1998 after consultation with elected representatives of the four Townships, the County deemed it expedient to establish tax ratios that are within the “range of fairness”.

Comment It is necessary to review the tax ratio by-law each year prior to the presentation of a new budget. In 1998 it was agreed that all assessment classes should be taxed equally, excluding those for which special consideration must be given according to legislation. At that time, and it continues, this acceptance of fair taxing practices can be implemented without having significant implications for any one property class. The current tax ratios and tax rate reductions are:

ASSESSMENT CLASS

TAX RATIO

Residential & Farm Residential 1.0000 Multi-Residential 1.0000 Commercial Occupied 1.0000 Industrial Occupied 1.0000 Pipeline 0.7000 Farmland 0.2500 Managed Forests 0.2500

SUBCLASSES Vacant Land, Vacant Units and Excess Land in the Commercial Property Class Vacant Land, Vacant Units and Excess Land Subclasses in the Industrial Property Class First Subclass of Farmland Awaiting Development for all Property Classes Second Subclass of Farmland Awaiting Development for all Property Classes

TAX RATE REDUCTION 30% 35% 65% 30%

Sustainability Implications Within Directions for Our Future, the vision statement associated with Capacity Building and Governance states that “Government decision-making processes are clear, forward Administrative Report Financial Services – 2014 Tax Ratios and Tax Rate Reductions December 18, 2013

2013-223 Financial Services

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thinking and focused on the longer term”. In 1998 County Council decided to tax all classes equally and maintain a competitive tax structure.

Organizations, Departments and Individuals Consulted and/or Affected Township of North Frontenac Township of South Frontenac Township of Central Frontenac Township of Frontenac Islands

Administrative Report Financial Services – 2014 Tax Ratios and Tax Rate Reductions December 18, 2013

2013-223 Financial Services

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AgendaItem#10c)

Report 2013-225 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared By:

Colleen Hickey Human Resources Labour Relations Specialist Krista Vandewal Human Resources Generalist/Researcher

Date Prepared:

November 13, 2013

Date of Meeting:

December 18, 2013

Re:

Administrative Services – Recruitment Policy - Revision

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Recruitment Policy report for information; AND FURTHER THAT the Council of the County of Frontenac adopt the Recruitment Policy attached to this report as Exhibit A.

Background In Section 270 (1) of the Municipal Act it requires municipalities to adopt policies on the hiring of employees. County Council adopted its Recruitment By-law 32-2004 on November 17, 2004, subsequently a revised Recruitment By-law was adopted on September 20, 2006 due to organizational changes. The Recruitment Policy now requires further revisions due to the implementation of the new Integrated Accessibility Standards Regulation (IASR), in which designated public sector organizations, including municipalities, are now required to implement and maintain policies governing how the organization achieves or will achieve accessibility through meeting its requirements referred to in the IASR. Administrative Report Administrative Services – Recruitment Policy December 18, 2013

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Comment The purpose of this report is for the County of Frontenac to adopt a revised Recruitment Policy for the County which is compliant with the IASR. A copy of the Policy is attached to this report as Exhibit A. There are four Standards within the IASR:

1. Information and Communication
2. Employment
3. Transportation
4. Design of Public Spaces The proposed Recruitment Policy encompasses all requirements of the new IASR Point

2 Employment Standards in relation to recruitment, which is required by January 2014.

The Employment Standard requires policies regarding recruitment, information for employees and processes to accommodate employees as well as external candidates when applying for positions, and IASR training for all employees, volunteers and members of Council. This Policy revision is required in order for the County of Frontenac to be in compliance with the IASR. An additional clause was added to provide for circumstances when concurrent internal and external notice of a position vacancy is undertaken. Sustainability Implications Creating barrier-free communities through accessibility planning will enhance the County’s move towards its goal of sustainability in both the social and economic pillars of the County’s sustainability plan. As stated in Directions for Our Future, social sustainability is based on equity, diversity, connectivity, democracy and a good quality of life. It further states that economic development takes health, community, education, and environmental and social objectives into account. Financial Implications There are no direct financial implications associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Policy Working Group Jannette Amini, Deputy Clerk

Administrative Report Administrative Services – Recruitment Policy December 18, 2013

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Corporate Policy & Procedure Manual Human Resources

Subject:

Recruitment

Approved:

Policy:

Index Number: HR-02-11 Replaces:

Page 1 of 5 Effective Date: November 1, 2006 Revised: December 1, 2013

The County of Frontenac adopts the following procedures for hiring to facilitate consistent and fair hiring practices. These procedures may only be bypassed where the operational or staffing needs of the County so require and where the Chief Administrative Officer (CAO) grants approval. The County reserves the right to appoint, on a temporary or permanent basis, employees to managerial or supervisory positions. This policy applies to all members of Council, departments, divisions or sections within the County and applies to the hiring of all employees. The County is an equal opportunity employer and does not discriminate in the hiring process based on the protected grounds, as defined in the Human Rights Code, subject to requirements, qualifications or factors that are reasonable and bone fide in the circumstances. The County of Frontenac complies with all applicable Provincial Legislation relations to employment and employment opportunities. Examples are: Accessibility for Ontarians with Disabilities Act (AODA), Integrated Accessibility Standards Regulation (IASR), Ontario Human Right Code and the Employment Standards Act.

Objective:

The County’s objective is always to hire the best qualified applicant. The selection process will be based on a number of factors, including qualifications, education, experience, skill, training, suitability and ability to perform the work.

Procedure: This Policy shall be applied to union or bargaining unit employees in accordance with the applicable Collective Agreement. Internal Search It is the County’s policy to make the best efforts to promote qualified internal candidates from within the organization when a vacancy or new position exists. No employee shall be promoted without his/her consent.

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Corporate Policy & Procedure Manual Human Resources

Subject:

Recruitment

Approved:

Index Number: HR-02-11 Replaces:

Page 2 of 5 Effective Date: November 1, 2006 Revised: December 1, 2013

Employees who are awarded and accept a promotion may be required to serve a six (6) month probationary period. All internal postings will include a statement about the availability of accommodation for applicants with disabilities during the recruitment process. External Search The County promotes hiring from within for all positions; however we maintain the right to concurrently advertise job competitions internally and externally to optimize every opportunity to acquire the best candidate(s). If qualified internal applicants apply during a concurrent posting, the County employee will be interviewed to determine suitability prior to any external interviews being conducted. Human Resources and the Department Head will determine the composition of a suitable advertisement, the market to be pursued and the carrier. All advertisements will include the County’s logo and the statements “An Equal Opportunity Employer”, “Only Those Applicants Selected for an Interview will be Contacted” and “Information collected will be used in accordance with the Municipal Freedom of Information and Protection of Privacy Act for the purpose of candidate selection.” All advertisements will carry a job reference number and applicants will be required to complete a County job application for submission if specified on the job posting along with their cover letter and resume. All County of Frontenac external competitions will be posted on the County’s website (www.frontenaccounty.ca). All external postings will include a statement about the availability of accommodation for applicants with disabilities during the recruitment process. All casual and seasonal positions will be posted externally using the resources available to the County. Unsolicited resumes will not be accepted unless an exception has been made, in writing, by the CAO.

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Corporate Policy & Procedure Manual Human Resources

Subject:

Recruitment

Approved:

Index Number: HR-02-11 Replaces:

Page 3 of 5 Effective Date: November 1, 2006 Revised: December 1, 2013

An external applicant or current employee will be considered for hiring or promotion in a department in which a relative of that person is a supervisor, or in circumstances where a relative of that person may be supervised by the applicant only after review by the CAO. The circumstances and other relevant information will be fully investigated and provisions may be put into place as necessary. For the purpose of this policy, a ‘relative’ is defined as a spouse, samesex partner, child, step-child, parent, step-parent or sibling of an employee. Human Resources staff will screen all applicants and develop a short list of qualified candidates for review by the Department Head. Only applicants meeting the position’s qualifications will be placed on the short list for further consideration. The County reserves the right to waive qualifications as it deems appropriate. Interview Format: Non-union positions: Will be conducted by an interview panel which includes: Human Resources and management representative(s). Unionized positions: Will be determined if an interview panel is required or if the position will be filled through the seniority process. At least one member of the panel will be a manager or member of the department where the vacancy occurs. The CAO reserves the right to substitute panel members where appropriate. Panel members whose participation in an interview could result in a conflict of interest must disclose the details of the conflict of interest to Human Resources prior to commencing in the interview process. Upon review of the disclosure a new member can be selected and a substitute panel member can be chosen. All conflicts and substitute panel members will be discussed with the CAO for approval.

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Corporate Policy & Procedure Manual Human Resources

Subject:

Recruitment

Approved:

Index Number: HR-02-11 Replaces:

Page 4 of 5 Effective Date: November 1, 2006 Revised: December 1, 2013

A conflict of interest may include, but is not limited to situations where a panel member’s personal and/or business activities and interest may be perceived to be in conflict with those of the County. From the short list of applicants, the Department Head will identify those candidates to be interviewed. Human Resources will schedule interviews with the selected candidates in consultation with the Department Head. An applicant who requests an accommodation relevant to their needs to participate fully in the selection process will be reviewed by Human Resources. Human Resources shall consult with the applicant and provide or arrange for the provisions of a suitable accommodation in a manner that takes into account the applicant’s accessibility needs due to disability. All candidates interviewed will be required to provide, at the time of their interview, a list of three (3) references. Reference checks must include:

1. one reference from the most current employer;
2. one from the most recent past employer;
3. a coworker who worked directly with the applicant is permissible;
4. Personal references will not be accepted. A reference check will not be conducted without first obtaining the written authorization of the applicant. Following the interview and selection of a preferred candidate, Human Resources staff or the Department Head, or designate, will contact the references of the preferred candidate and report the results to the Department Head before an offer of employment is made. Offers of Employment The Department Head, or designate, will make an offer of employment to the successful candidate. All offers will be conditional upon: a) provision of a valid Criminal Record Check which is acceptable and satisfactory to the County as per County policy A900-HR-02-13;

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Corporate Policy & Procedure Manual Human Resources

Subject:

Recruitment

Approved:

Index Number: HR-02-11 Replaces:

Page 5 of 5 Effective Date: November 1, 2006 Revised: December 1, 2013

b) successful completion of a pre-employment assessments at the designated provider of such services; c) provision of proof of any certification, registration, license, or training that may be required; d) any other considerations that may be appropriate. When making an offer of employment the employer will notify the successful applicant of its policies for accommodating employees with disabilities. Once the offer of employment has been accepted, and all conditions of employment have been met, the new employee will be referred for orientation.

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Report 2013-231 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Joe Gallivan Manager of Sustainability Planning Peter Young Community Planner

Date prepared:

December 6, 2013

Date of meeting:

December 18, 2013

Re:

Sustainability - PAPER/CHEERIO Update

Recommendation RESOLVED THAT Council of the County of Frontenac accept the Sustainability PAPER/CHEERIO Update report for information; AND FURTHER THAT staff be directed to discontinue work on developing a business case for PAPER/CHEERIO projects until further information is available regarding PAPER programs in other Ontario municipalities and the Ontario government’s proposed on-bill financing of energy efficiency improvements.

Background Local improvement charges (LICs) are a tool used by municipalities to recover the costs of capital improvements made on public or privately-owned land from property owners who will benefit from the improvement. These have been traditionally used for roads, sidewalks and other local projects that benefit a specific area. However in 2012 the Ontario government increased the flexibility of this tool and allowed projects such as green energy retrofits on private property through Property-Assessed Payments for Energy Retrofits (PAPER) projects.

Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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The intention of PAPER projects is that municipalities would provide the financing and set up the framework for these projects, such as a program for installing solar hot water heaters. The project cost would be applied to the individual’s municipal tax bill for a set time period, and property owners would be able to pay for the project using the increased savings on their utility bills. This type of program has been of increased interest in Ontario since the federal ecoENERGY program which provided financial incentives for green energy retrofits was discontinued in 2012. The County has been on the advisory committee for the Collaboration on Home Energy Efficiency Retrofits in Ontario (CHEERIO) group with a number of urban municipalities such as London, Guelph and Durham Region. The organization facilitating the project (the Clean Air Partnership, a non-profit advocacy group) contracted a number of companies to develop a model that could be used to set up a PAPER program for a typical municipality. The model is based on best practices from similar programs in other jurisdictions, working in the context of the new Ontario local improvement charge regulations allowing municipalities to use these charges for green energy. Legal, finance, and program design experts have been involved. The CHEERIO reports provide a comprehensive map toward implementation of PAPER projects. County Council authorized the following resolution from the Sustainability Advisory Committee at its April 17, 2013 meeting: Motion #: 200-13 Moved By: Deputy Warden Clayton Seconded By: Councillor McDougall RESOLVED THAT the Council of the County of Frontenac authorize staff to enter into discussions with the City of Kingston and other partners such as AMO and the EOWC on a possible collaboration for a PAPER Program and to report back to the Sustainability Advisory Committee on possible further steps. CARRIED Additionally, at its September 18, 2013 meeting, Council approved the following motion: Motion #: 364-13 Moved By: Deputy Warden Clayton Seconded By: Councillor McDougall THAT staff be directed to review actions of other municipalities involved with the CHEERIO project with the intent to develop a business plan to present to Council by the end of 2013. THAT Council approve a Sustainability Speaker Series that would take place every quarter (one in each township) at an approximate cost of $200 per event. AND FURTHER THAT Council approve an ICSP Workshop to be planned for September 20, 2013 at the Verona Free Methodist Church that would include a keynote speaker, catered lunch, and venue rental at an approximate cost of $1,400. Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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CARRIED Comment Staff have continued to research the implementation of PAPER projects through local improvement charges. At this time, staff are aware of two municipalities that have moved forward with this initiative formally. The most prominent program to date is planned for the City of Toronto, where their Council has approved a $20 million program pilot project using transfers from reserves. Durham Region’s investigation led to a recommendation that Council not move forward with this type of initiative. This recommendation has been sent to other Durham Region committees for input, but the report raises a number of concerns with implementation of this type of program. Inquiries with other counties have indicated that many are waiting until other municipalities set up their own program first. Based on the research to date, additional information on other Ontario municipalities’ experiences is recommended before the preparation of a business case requested by Council. However there are a number of potential issues that have been identified by staff to date based on review of the Durham Region and CHEERIO reports. Financing: Council would need to determine whether this type of program would be financed through borrowing or reserves. Based on the research done to date, it is not recommended that the program would be financed through borrowing as it could impact the credit rating and future borrowing abilities of the municipality for a project which is not under the County’s core legislative responsibilities. If Council chooses to dedicate part of the County reserves toward this project, the administrative costs charged to the applicant should take into account the interest rate the County would have received from having the money in a reserve. Costs: It should be noted that the program would be intended to be revenue neutral, and the cost of administration would be included in the total local improvement charge to be calculated for the homeowner. The CHEERIO report estimates program set-up costs for 100 participants a year of $150,000 and operating costs of $80,000, with total administration costs of $1,300 per participant based on a three year pilot project. This would give administrative costs of about 10%, which could be a barrier to the effectiveness of the project. Costs per application are projected to decrease as more participants sign up. Figure 1 provides a sample cost structure. Having lower than 100 participants would mean a higher cost per person due to the fixed costs built into the cost structure. A survey or market research study may be necessary to estimate the potential uptake, as the County could be left with budget shortfalls if the program participation is less than anticipated Figure 1: Table from CHEERIO Working Group: LIC Financing Pilot Program Design report – Dunsky Energy Consulting

Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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Administration and Staffing: Although it would be possible for the administration of the program to be done through a private contractor such as Hearthmakers Energy Cooperative, financial oversight of the design and administration of program would have an impact on staff resources. There would also be increased administrative costs to the Townships to implement local improvement charges through the tax bill, although these types of charges are used in other municipalities and a system could be developed to track the charges. If debentures were issued there would also be increased administration costs for the municipality. Legal: The legal analysis prepared by Aird & Berlis LLP as part of the CHEERIO project outlines potential legal issues with enforcement regarding registering private LICs on title as a way to better ensure enforcement. The report’s authors believe that further amendments to the Municipal Act would be required to implement this form of enforcement. There is also risk that the municipality could be sued if the work undertaken by a contractor is not sufficient. While the Aird & Berlis report offered a number of ways to mitigate this risk, Durham Region’s report stated that “from a risk management perspective, an LIC program would create a series of potential litigation issues for the Region,” such as contractor negligence or energy savings not materializing. Any design of the program and contracts should be reviewed extensively by the County’s solicitor. Duplication of Existing and Future Programs: The popular federal ecoENERY retrofit program was discontinued in 2012, leaving a large gap in the Ontario marketplace. However there are still a number of rebate, loan and incentive programs available through the federal and provincial governments, banks and certain utilities. There would Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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be potential that a County program could duplicate some of these efforts. While not all of these are available for Frontenac County residents, a new program recently announced by the Ontario government offers significant potential. On December 2, 2013, the Ontario government unveiled its Long-Term Energy Plan, a plan that Council had submitted comments on earlier in 2013. The new plan includes the commitment for making new financing tools available to consumers, including on-bill financing for energy efficiency retrofits, starting in 2015. According to the Toronto Star, further details will be available as part of the 2014 Ontario Budget this spring. Depending on the details, this program may be more effective and a better use of resources than starting a program at the County level. Provincial-level programs for energy retrofits are available in BC, Manitoba, Newfoundland, and other jurisdictions around the world. The CHEERIO report outlines a number of benefits to a provincewide approach in Ontario including significant economies of scale and a substantial mitigation or elimination of risk. While on-bill financing may not address all forms of energy efficiency, it offers a number of positive attributes according to analysis done as part of the CHEERIO project. This includes minimizing the debt of the owner, minimizing debt and resources of the municipality, and low interest rates. The program can be designed to be attached to the meter and stay on the property, or could be due upon change of owner/customer. Another advantage of on-bill financing is that it can address the rental market (business and residential) where the tenant pays utilities, unlike a PAPER project. Conclusion: Given the potential for a province-wide program for energy efficiency improvements and the lack of sufficient examples in Ontario of municipal PAPER programs to date, particularly for rural areas of the province, County staff are recommending that work on this project be discontinued until further information is available on the proposed Ontario program and on LICs being used by other Ontario municipalities.

Sustainability Implications This program supports the Energy and Infrastructure focus areas adopted in Directions for Our Future. There are benefits in Economic, Social and Environmental pillar; retrofit projects can support local businesses and contractors, energy costs can be lowered for homeowners, and greenhouse gas emissions and electricity use can also be reduced. Sustainability also involves the wise management of funds and any program design and use of funding will have to be justified with an analysis of the costs and benefits of the program.

Financial Implications Council could potentially authorize the use of funds from the working fund or other reserves to fund a PAPER program. Additional resources would be required for administration through additional staffing or contracting a private company to administer the program. The goal of the program would be that the costs to design and administer Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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the program would be revenue-neutral, however there would be risks that the program could lose money if uptake was less than projected. Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Treasury Clean Air Partnership Ministry of Energy Ministry of Municipal Affairs and Housing

Administrative Report Sustainability– PAPER/CHEERIO Update December 18, 2013

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Report 2013-238 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Joe Gallivan Manager of Sustainability Planning

Date prepared:

December 5, 2013

Date of meeting:

December 18, 2013

Re:

Sustainability – 2015 County Planners Conference

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Planners Conference report; AND FURTHER THAT Council consider endorse the County’s application to host this conference in 2015.

Background The County Planning Directors of Ontario hold an annual conference in May of each year. All Counties that have a planning department are invited and encouraged to attend. Frontenac County has been represented since 2010 by the Manager of Sustainability Planning. There is a possibility that Frontenac County could host this session in 2015 during the County’s 150th Anniversary celebrations.

Comment The County Planning Directors have established an annual meeting to have an opportunity to meet together and discuss regional planning issues, Provincial policy, Administrative Report Sustainability – 2015 County Planners Conference December 18, 2013

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and best practices. It is a valuable get together which allows for the sharing of advice on County planning issues. The conference is traditionally scheduled for two days in the latter half of May. Roundtables on current planning issues are held, the Ministry of Municipal Affairs and Housing is invited to provide an update on provincial planning priorities, and the host County also does a session on a unique or complex planning issue that has been recently dealt with. The conference is small in size. Usually attendance is between twenty to twenty-five persons. Each host County has a small budget to cover some costs. Efforts are also made to try to find a sponsor to cover these costs. Staff are requesting that Council consider hosting this conference in 2015 during the 150th anniversary celebrations. It is also the year when it is expected that the first County Official Plan will be in place for Frontenac County. Based on discussions with County Planning Directors who have recently held this session, a potential budget of approximately $3,000 may be necessary. Staff would also need to find a venue in the Frontenacs to host the group and that has not been determined at this time. The host County usually agrees at the end of the annual conference (i.e., May 2014), so there would need to be a budget confirmed for next year to start preparations for 2015. Sustainability Implications Frontenac County acting as host of the annual County Planning Directors Conference touches on the social and cultural pillars in the County’s Sustainability Plan. Financial Implications It is estimated that $3,000 may be required in 2015 if the County is successful in its bid to host the Planners Conference. Confirmation of the Frontenacs as the host County will not be known until May 2014.

Organizations, Departments and Individuals Consulted and/or Affected Finance

Administrative Report Sustainability – 2015 County Planners Conference December 18, 2013

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REPORT 2014-001 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/ Treasurer

Prepared by:

Anne Marie Young Manager of Economic Sustainability

Date prepared:

January 7, 2014

Date of meeting:

January 15, 2014

Re:

Sustainability – Building Communities through Arts and Heritage Funding Application Report

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Building Communities through Arts and Heritage Funding Application report; AND FURTHER THAT Council accept the draft 150th Anniversary Plan attached to this report as Appendix A; AND FINALLY THAT Council authorize staff to take the necessary steps (including seeking letters of support) to complete and submit an application to the Building Communities through Arts and Heritage Fund by the January 31, 2014 deadline.

Background The County of Frontenac will mark its sesquicentennial or 150th Anniversary, in 2015. This significant milestone presents an opportunity to celebrate the County’s colourful history, feature local heritage, artists and artistic culture, as well as engage and connect community residents around their common identity and cherished, rural way of life. At the regular meeting of County Council held in November 2013, County Council authorized the hiring of a consultant for the purposes of drafting a plan for the 150th Anniversary celebrations that could be used for funding applications.

Administrative Report Sustainability – Building Communities through Art and Heritage Funding Application Report January 15, 2014

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Comment Rob Wood of 8020 Info Inc. was hired to facilitate a day-long workshop with the 150th Anniversary Committee to lay out a draft plan for the upcoming activities in 2015. The aim of this plan is to craft an extraordinary celebration that will: • build a stronger sense of community and connection across the County •

celebrate the quality of life in the Frontenacs today and help people appreciate what’s “different, better and special” about the community

•

recognize past achievements and the pivotal contributions of various community builders over the years

•

engage youth as “guardians of the future” with a full appreciation of the community’s history and the fundamental values of the County lifestyle

•

encourage all residents to look to the County’s future

In addition to engaging residents across the community in this historic celebration, the program should encourage them to explore and better understand the full range, depth and breadth of the community. It is also expected to bring people back to the County (like a family reunion), support “buy local”, attract visits from those living outside the County, or even encourage former residents to move back. The following excerpt from the draft plan recommends a number of activities, events and programs to appropriately celebrate this important milestone: Frontenac County Showcase (a three-day celebration with a flavour much like a grand country fair, presented August 21-23, 2015, in a central location — in Centennial Park, South Frontenac; it would feature official ceremonies and recognition of community builders, accomplished local performers, social/food-oriented events, exhibitions and other events) County Plowing Match (in conjunction with the County Showcase) Frontenac Heritage Ball (part of the County Showcase, featuring costumes and a varied musical program related to the times and culture of the County) Historic Artifacts Exhibition (at Showcase/travelling to satellite locations) History Documentation Projects (producing themed videos that tell the County’s history; recording family stories; and archiving old photos) Community Quilt Initiative (a commemorative artwork created by artisans across the County) Frontenac Sesquicentennial Scholarship (to recognize a graduating student who has demonstrated outstanding leadership in at least one of the County’s sustainability pillars: social, cultural, economic or environmental) Passport/Poker Run Program (a community participation program that encourages residents to visit businesses in all four townships)

Administrative Report Sustainability – Building Communities through Art and Heritage Funding Application Report January 15, 2014

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Visual Profile: 150th Everywhere (encouraging community associations, event organizers and businesses across the County to feature the 150th logo/visual identity in their own activities and communications) A draft budget for the celebration was estimated at $265,000 with anticipated revenue to include Council’s 4-year commitment of $30,000 per year for a total of $120,000; an inkind contribution of $25,000 by the Township of South Frontenac; $80,000 funding from Building Communities through Arts and Heritage; and $40,000 from other funding sources. For specific details a copy of the complete draft plan is filed with this report..

Sustainability Implications Community-wide celebrations help to acknowledge the importance of and to strengthen both the cultural and social pillars of Frontenac’s sustainability. Financial Implications Draft Budget / Initial Cost Estimates for the 150th Anniversary Program: Sources of Revenue: County of Frontenac ($30,000 x 4 years) Township of South Frontenac (site improvements in-kind) Community Anniversaries Arts & Heritage Program Other (CFDC, The Great Waterway, sponsors etc) .. TOTAL PROJECT BUDGET

$ 120,000 $ 25,000 $ 80,000 $ 40,000 $ 265,000

Program Expenditures: Frontenac County Showcase Security/Health & Safety $ 10,000 Entertainment/Headliners $ 25,000 Production Expenses $ 15,000 Tents and Other Rentals $ 10,000 Operations and Overheads $ 10,000 Total Showcase Expenditure County Plowing Match Frontenac Heritage Ball Bus transportation provided to/from other townships Site improvements (paid by South Frontenac Twp. ) Historic Artifacts – Travelling Exhibition History Documentation Projects (video) Commemorative Quilt Initiative Frontenac 150th Scholarship Passport/Poker Run Program

$ $ $ $ $ $ $ $ $ $

Administrative Report Sustainability – Building Communities through Art and Heritage Funding Application Report January 15, 2014

2014-001 Sustainability

70,000 2,000 8,000 20,000 25,000 5,000 15,000 2,000 1,000 5,000

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Marketing (design, database, mailings, web etc) Event Admin & Marketing Coordination (intern) Visual Profile: 150th Everywhere (logo already paid) Volunteer Training & Expenses Unallocated & Contingency (5% of total budget) TOTAL PROJECT BUDGET

$ 50,000 $ 28,000 $ 5,000 $ 15,000 $ 14,000 $ 265,000

Organizations, Departments and Individuals Consulted and/or Affected Townships of Frontenac Stakeholders Residents Business Representatives

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 Frontenac County – 150th Anniversary Planning  Page 1 of 13

Review Draft Draft Plan – Dec. 11, 2013

Frontenac County — 150th Anniversary Plan The following draft plan was developed in a day-long planning workshop with the 150th Anniversary Planning Advisory Committee held in the Frontenac Boardroom of the County Administrative Office on December 11, 2013. Introduction The County of Frontenac will mark its sesquicentennial, or 150th anniversary, in 2015. This significant milestone presents an opportunity to celebrate the County’s colourful history, feature local heritage, artists and artistic culture, as well as engage and connect community residents around their common identity and cherished, rural way of life. The following plan recommends a number of activities, events and programs to appropriately celebrate this important milestone: Frontenac County Showcase (a three-day celebration with a flavour much like a grand country fair, presented Aug. 21-23, 2015, in a central location — in Centennial Park, South Frontenac; it would feature official ceremonies and recognition of community builders, accomplished local performers, social/food-oriented events, exhibitions and other events) County Plowing Match (in conjunction with the County Showcase) Frontenac Heritage Ball (part of the County Showcase, featuring costumes and a varied musical program related to the times and culture of the County) Historic Artifacts Exhibition (at Showcase/travelling to satellite locations) History Documentation Projects (producing themed videos that tell the County’s history; recording family stories; and archiving old photos) Community Quilt Initiative (a commemorative artwork created by artisans across the County) Frontenac Sesquicentennial Scholarship (to recognize a graduating student who has demonstrated outstanding leadership in at least one of the County’s sustainability pillars: social, cultural, economic or environmental) Passport/Poker Run Program (a community participation program that encourages residents to visit businesses in all four townships) Visual Profile: 150th Everywhere (encouraging community associations, event organizers and businesses across the County to feature the 150 th logo/visual identity in their own activities and communications)

For the Use of County of Frontenac ONLY 2013, 8020Info Inc. All rights reserved. help@8020info.com – http://www.8020info.com

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 Frontenac County – 150th Anniversary Planning  Page 2 of 13

Goals, Objectives and Outcomes The aim of this plan is to craft an extraordinary celebration that will: build a stronger sense of community and connection across the County celebrate the quality of life in the Frontenacs today and help people appreciate what’s ―different, better and special‖ about the community recognize past achievements and the pivotal contributions of various community builders over the years engage youth as ―guardians of the future‖ with a full appreciation of the community’s history and the fundamental values of the County lifestyle encourage all residents to look to the County’s future In addition to engaging residents across the community in this historic celebration, the program should encourage them to explore and better understand the full range, depth and breadth of the community. It is also expected to bring people back to the County (like a family reunion), support ―buy local‖, attract visits from those living outside the County, or even encourage former residents to move back. The 150th celebration is a platform to provide exposure to our particular way of life and champion the rich lifestyle the Frontenacs have to offer.

Primary Audiences: It is recommended that the 150th Anniversary program focus primarily on people with a direct connection of some type to the County. There are several components to this target audience: current residents/families in all parts (four townships) of the County family members with roots in the Frontenacs who have since moved away past residents of the County and school alumni friends and family members invited to visit from outside the County community groups (the agricultural community, local businesses, service clubs, lake associations, arts, heritage and cultural groups, environmental, recreation and sports groups, County/Township staff, seniors/youth, etc.)

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 Frontenac County – 150th Anniversary Planning  Page 3 of 13

Timeline for Planning and Events 2013 was a year of outreach and idea generation, as the planning committee reached out to the community to solicit suggestions for the anniversary celebration and test some initial concepts and proposed approaches. 2014 will be a year to get ready, and 2015 will be the year for implementation. The following is a draft timeline for activities over the next 24 months. Please note that the three-day Frontenac County Showcase (including the Heritage Ball and County Plowing Match) will be the highlight in August 21-23, 2015. Other activities will take place over a period of some months. It is anticipated that the 150th Anniversary visual identity/logo will be incorporated in community events to give the celebration profile throughout 2015. 2014 Jan Feb Mar Apr May

| | | | |

! Arts & Heritage funding application due – Planning continues – Planning continues – Planning continues – Planning continues

June July Aug Sept Oct Nov Dec

| | | | | | |

! Detailed plans developed and confirmed by committee – Planning continues; work on invitation/database under way – Marketing/publicity campaign starts rolling out ☺ Profile at community events ☺ Profile at community events ☺ Profile at community events

2015 Jan Feb Mar Apr May June July Aug Sept Oct Nov Dec

| | | | | | | | | | | |

 Heritage-themed videos/photos/stories start rolling out ☺ Profile at community events ☺ Profile at community events  Heritage artifacts exhibition starts touring  Commemorative Quilt Initiative under way  Scholarship Award Announced  Passport/Poker Run Program under way  Frontenac County Showcase Aug. 21-23 – Wrap up major event administration ☺ Profile at community events ☺ Profile at community events ☺ Profile at community events

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 Frontenac County – 150th Anniversary Planning  Page 4 of 13

Sesquicentennial Programming, Events and Activities The centrepiece of 150th anniversary celebrations will be the Frontenac County Showcase in August 2015 (including the Heritage Ball and County Plowing Match). Several other activities will occur at satellite locations, often in conjunction with other community events throughout the year. Frontenac County 150th Anniversary Showcase (main event celebrating the sesquicentennial and the ―Frontenac spirit‖) Dates: Location:

Friday, Aug. 21 through Sunday, Aug. 23, 2015 Centennial Park in Harrowsmith, Township of South Frontenac

Format: Services:

The flavour of presentation would be much like a grand country fair. Bus services running to the central location from other townships will enable easy participation by residents anywhere in the County.

Fri. Aug. 21

– Frontenac Sesquicentennial Parade and march-past/review – Barbecue or corn roast (local fundraiser staffed by volunteer org’n) – Anniversary exhibitions, vendor displays & food kiosks, beer tent – Family-oriented amusements and activities (runs throughout event)

(Aft/Evening)

(6pm)

– Official opening ceremonies/recognition of community builders – Live music with accomplished County headliner (Sarah Harmer?)

Sat. Aug. 22

– Anniversary exhibitions, vendor displays & food kiosks, beer tent – County Plowing Match (w/ celebrities; across from Showcase site) – Music stage with local performers (youth, fiddle, country etc.) – ―Sir John, Eh?‖ musical celebrating Sir John A. Macdonald’s story

(Afternoon) (Evening)

– Heritage Ball (featuring costumes and prizes, VIPs, a varied musical program related to the times and culture of the County; estimated attendance of 200/100 couples; presented on site under a tent or, in case of rain, in the North Frontenac Arena) Sun. Aug. 23 – Sunday brunch (11am–1pm; fundraiser staffed by volunteer org’n) – Anniversary exhibitions, vendor displays & food kiosks, beer tent (1pm) – Buzz event: Live music with top local headliners (Abrams Brothers?) – Official closing ceremonies concluding at 3pm Heritage displays: would include old tractors, farm machinery, tools & antique cars. Anniversary exhibitions: refer to travelling displays of historic Frontenac artifacts as well as presentations of County history documentation (videos, photos, stories).

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 Frontenac County – 150th Anniversary Planning  Page 5 of 13

Other notes on the Frontenac County 150th Anniversary Showcase: Centennial Park in Harrowsmith offers a 12-acre site for Showcase activities and currently has a double soccer pitch, ball diamond, tennis courts, parking and canteen. About 4-5 acres of the site are not ―manicured‖ but will be improved. The Township of South Frontenac has committed to an investment of $25,000 for overall site upgrades. The North Frontenac Arena has been booked as a back-up in case of rain. It offers a 10-acre site. It is hoped that the associated County Plowing Match would be presented close by, on private land right across from the park. Official Ceremonies would feature components somewhat similar to an Olympic opening: a parade/march-past, music, hoopla, the ―official opening‖ ceremony, promotion of key messages and high profile for the anniversary’s visual identity. The event would be expected to include representation from three levels of government, past wardens and other VIPs. This would provide an important platform to recognize key community builders from past and present, announce the anniversary scholarship winner, and communicate key themes celebrating the County’s way of life and values, its colourful stories and significant arts, heritage and culture. Security, health and safety will be a key focus of attention (and cost item). Police/OPP Auxiliary services, EMS, St. John Ambulance and/or Red Cross, parade marshals and corresponding service facilities/emergency routes must be carefully planned. Volunteer organizations across the County are expected to play a key role, particularly fire departments, the Legions and service clubs like the Lions who could showcase their own fundraising projects at the social/ food-oriented events like the Friday night barbecue and Sunday morning brunch. The estimated volunteer requirement for the Showcase alone would be a minimum of 50 volunteers x 3 days = ~150 volunteers. Efforts will be needed to engage volunteers from across the County, not just those situated near the site or in South Frontenac.

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 Frontenac County – 150th Anniversary Planning  Page 6 of 13

Historic Artifacts Exhibition This program involves working with local historical groups to curate and exhibit a travelling show of historic artifacts, photos and commentary that would tell the colourful story of Frontenac County. Material would be incorporated from all four townships in the County to represent the community’s collective history. While this program might be expected to appeal primarily to older residents, it will help to address an anniversary goal of helping youth and other residents, of all ages, to more fully appreciate the County’s history, those who built the community, and its fundamental values. The exhibition would be featured at community events and venues throughout the anniversary year as well as at the highlight event, the Frontenac County 150th Anniversary Showcase. There may also be opportunities to coordinate the artifact exhibition with productions of the musical about Canada’s first Prime Minister (―Sir John, Eh?‖) and with videos from the history documentation initiative. It is expected that the 150th Anniversary Advisory Committee would provide general direction for the exhibition, with specifics developed by the volunteer groups involved. Some resources may also be required to support their efforts as they assess requirements for transportation, presentation/display cabinets, storage and security. History Documentation Projects This project would be anchored by the professional production of two or three short videos focused on themes central to Frontenac County’s history and traditions such as the evolution of agriculture, the railway, logging and mining activities, notorious politicians and colourful community characters. It is expected that an RFP would be issued once funding is confirmed. A companion program would be mounted with volunteers, particularly the students and teachers in media programs at Sydenham and Sharbot Lake secondary schools. This could include documenting Anniversary events. This program would build on the Kingston Frontenac Public Library’s Story Me initiative to record individual/family stories and photos that are part of Kingston Frontenac’s history. Individual stories are presented together online to tell a bigger tale by sharing this collection of local memories with other Canadians and with the world.

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 Frontenac County – 150th Anniversary Planning  Page 7 of 13

Community Quilt Initiative This quilting project would bring together volunteer artisans from across the County to produce a special quilt to commemorate the 150th Anniversary. Blocks would be produced by volunteers to reflect historical traditions from all four townships and the aboriginal community in the Frontenacs. The design concept is to be juried and finalized in June 2014. The final product would be unveiled at the 150th Anniversary Showcase and thereafter be displayed prominently at a public location in the community (e.g. Fairmount Auditorium). Professional expertise and volunteer leadership/coordination would be provided by Shelly Lacelle from Wilton Creek Fabrics in Harrowsmith.

Frontenac Sesquicentennial Scholarship The general criteria for this proposed $1,000 150th Anniversary award would be: Eligibility: any secondary school student, resident in the County, who will be pursuing further post-secondary education and who has demonstrated leadership in one or more of the four pillars of the County’s Integrated Community Sustainability Plan: social, cultural, environmental or economic. Application process and evaluation of candidates: An application process must be designed to solicit nominations from all secondary schools that service students resident in Frontenac County (which may include city schools) and from the community generally. A jury panel to evaluate the candidates should represent a range of perspectives – school-based staff such as guidance counsellors together with community leaders and champions in the four areas known as pillars of the sustainability plan. Funding: For 2015, it is recommended that $1,000 for the award be funded through money already designated in the County of Frontenac 2013 Youth Fund. For the longer term, any surplus funds remaining from sesquicentennial activities (and/or annual County allocations in future) might be used to continue this award in subsequent years. If a fund were to be established, it might be administered professionally by a foundation like the Limestone Board Foundation or Community Foundation of Kingston & Area. Timeline: To be confirmed by June 2014.

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 Frontenac County – 150th Anniversary Planning  Page 8 of 13

Passport/Poker Run Program The goal for this initiative is to create a fun promotion that would drive traffic to businesses across/throughout the County (specifically, all four townships). This would build better public awareness and understanding of what local businesses have to offer, encourage residents to visit other parts of the County, as well as generate some trade for participating businesses. A work group has been set up with representation from all four townships on the committee. At least 20 businesses are expected to participate, with a wide range in pricing of products/services offered to visiting customers. In addition to marketing support, the menu of incentives for business participation might include prizes such as an expense-paid costume to attend the Frontenac Heritage Ball. The group aims to attract a couple hundred shopping participants, with the promotion/contest running through to August 2015 (end of the Showcase). While the exact concept is still being developed (i.e. either a passport stamp program or a ―poker run‖ format), the program would involve active marketing to local consumers with incentives to encourage them to visit 20 businesses across the County and make a purchase to get a stamp or poker card to qualify to win prizes.

Legacy Projects The committee has discussed a variety of potential legacy projects for each of the four areas (townships) in the County, including trailhead facilities, public art, a war memorial, museum projects, the oldest log cabin, waterfront pavilions, the canal, and something to highlight the Dark Skies designation. Early deadlines for funding applications in January 2014, however, do not permit enough time for consultation with townships to develop and secure local approval of proposed legacy projects.

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 Frontenac County – 150th Anniversary Planning  Page 9 of 13

Visual Profile: 150th Everywhere To kick-start community involvement, the Committee held a contest in 2012 for the creation of a logo to visually identify and promote the celebratory events of 2015. Donna Larocque, a graphic designer and owner of Donna Larocque’s Sign Shoppe in Sharbot Lake, was awarded the $1,000 prize for her winning design, which emphasizes the association of four people/four townships. During the 150th Anniversary year, this visual identity and related key messages and themes would be featured prominently at community events throughout the year, including: Frontenac Heritage Festival and other arts events Snowmobile Runs Volunteer Firefighters ATV Ride for Dad Canada Day Celebrations Verona Lions Jamboree Blue Skies Festival Plowing Match Frontenac Essential Services Fair Annual Workshop for the Integrated Community Sustainability Plan Remembrance Day Celebrations Christmas Parades Local businesses, non-profit and community service groups, public sector organizations and municipalities will also be encouraged to feature the logo/anniversary theme prominently in their advertising, marketing and communications during 2015.

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 Frontenac County – 150th Anniversary Planning  Page 10 of 13

Marketing Communications Program The structure of the marketing communications program is determined by primary audiences, defined as those with a direct connection to the County, including current residents/families, former residents and family members with roots in the Frontenacs who have since moved away, visiting friends and family, local businesses and community groups. The Advisory Committee does not recommend focusing or spending time and money on advertising to those not having some existing connection to the County (such as tourists from distant locations). Direct contact is the best way to get people engaged and a letter should be developed and sent out to County ―alumni‖. (Past examples locally indicate this would involve mailing to a database of 4,000+ addresses.) It is recommended that a electronic/direct mailing database (a single ―monster list‖) be compiled and verified by a central co-ordinator working with local community groups, clubs, associations, schools, churches, municipalities, event organizers and members of the public with contact information, addresses and email lists. Given that the celebratory 150th Anniversary events are ―one-time‖ rather than annual events, early and repeated advance notice will be important. While the key strategy is regular one-to-one contact with residents and other participants/visitors, a full range of communications tools may be employed to promote the 150th Anniversary including presentations, media relations and advertising, on-site presence at community events, electronic content (website/social media/video/email), print materials and municipal mailings. Many top VIPs and high-profile celebrities (such as the Lieutenant Governor of Ontario or Don Cherry) are booked a long time in advance. Any VIPs to be invited to attend official ceremonies and play other roles in the 150th Anniversary program should be identified and invited as soon as possible. New accessibility standards will come into effect in 2015 and should be taken into account for communications (e.g. font size and format) as well as for transportation and design of public spaces.

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 Frontenac County – 150th Anniversary Planning  Page 11 of 13

Governance, Resources and Operations The successful implementation of the 150th Anniversary celebrations will depend substantially on volunteers, and further discussions with service clubs, community organizations and other volunteers are planned. It is expected that as many as 150-250 active volunteers will be needed. In addition to the County’s support, government grants, local in-kind donations, sponsorships and other sources of funding, the 150th Anniversary Celebration will depend on significant volunteer support from local groups including: Committee volunteers and champions County and township staff, schools and the library Fire departments, Legions, Lions and other service clubs, historical societies and arts groups Plowing match volunteers Volunteers from each township for the Passport/Poker Run program The general structure for leadership, management and accountability involves a community-based approach with coordination led by the 150th Anniversary Advisory Committee, which has representation from the four areas of the County.

A variety of organizational capabilities will be required to achieve future goals — some provided by volunteers, some through contracted services, and some contributed through active financial and staffing support from municipalities. In particular, the plan calls for a dedicated resource such as an intern to provide continuity and sustained effort if this plan is to be implemented successfully.

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 Frontenac County – 150th Anniversary Planning  Page 12 of 13

Draft Budget / Initial Cost Estimates for the 150th Anniversary Program: Sources of Revenue: County of Frontenac ($30,000 x 4 years) …………….. Township of South Frontenac (site improvements) .. Community Anniversaries Arts & Heritage Program . Other (CFDC, The Great Waterway, sponsors etc) .. TOTAL PROJECT BUDGET ………………………………

$ 120,000 $ 25,000 $ 80,000 $ 40,000 $ 265,000

Program Expenditures: Frontenac County Showcase Security/Health & Safety …………. Entertainment/Headliners ……….. Production Expenses ……………… Tents and Other Rentals ………… Operations and Overheads …….. Total …………………………………….

$ 10,000 $ 25,000 $ 15,000 $ 10,000 $ 10,000 $ 70,000

County Plowing Match ……………………………………… Frontenac Heritage Ball …………………………………….. Bus transportation provided to/from other townships Site improvements (paid by South Frontenac Twp. )

$ 2,000 $ 8,000 $ 20,000 $ 25,000

Historic Artifacts – Travelling Exhibition ……………….. History Documentation Projects (video) ………………. Commemorative Quilt Initiative …………………………… Frontenac 150th Scholarship ………………………………. Passport/Poker Run Program …………………………….

$ 5,000 $ 15,000 $ 2,000 $ 1,000 $ 5,000

Marketing (design, database, mailings, web etc) ….. Event Admin & Marketing Coordination (intern) ……. Visual Profile: 150th Everywhere ………………………… Volunteer Training & Expenses…………………………… Unallocated & Contingency (5% of total budget) ……

$ 50,000 $ 28,000 $ 5,000 (logo already paid) $ 15,000 $ 14,000

TOTAL PROJECT BUDGET ………………………………

$265,000

□ Social/food events like the Showcase barbecue or breakfast are fundraisers where costs are recovered through the purchases made by event attendees. □ Advisory Committee travel/incidental expenses are covered in a separate budget.

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 Frontenac County – 150th Anniversary Planning  Page 13 of 13

Notes on Funding: Initial planning work indicates that there is limited capacity among County businesses to undertake sponsorship of major events and programs. Many are small operations (few have 10 or more employees), and they also face weekly requests for financial support from other organizations. The recommended approach is to simply ask local businesses for their support — through whatever means they are able and comfortable with (financial, in-kind goods or services, participation in programs, providing profile for anniversary marketing materials, logo, flyers/signage or other communications). They should not feel ―badgered‖ by demands for support. A half-dozen potential sponsors will be identified and approached with a request for support, tailored to fit their capacity, needs and desired benefits. The committee will assess potential opportunities for financial support or sponsorships from outside corporate sources — particularly those with commercial operations or a business stake in the County. These opportunities must offer real value to the potential sponsor. An effective presentation(s) will be required to explain the 150th Anniversary plan, sponsorship opportunities, and the benefits to them.

Next Steps for Follow-up and Implementation: — Circulate draft plan to the Committee electronically for review by early January — Final report to be distributed Jan.10th for Jan. 15th County Council meeting — Complete the Arts & Heritage grant application (Anne Marie taking the lead) — Letters of support needed for the application (e.g. from South Frontenac, Lions Club, legions, firefighters and so on) — Investigate pricing for the tents, video & other items to confirm budget estimates — Follow up on funding for the proposed 18-month intern/coordinator position — Identify steps to engage/secure community partners and volunteer resources — Identify any areas where further research/information will be required — Further development of a marketing/communications plan — Confirm recommended timelines for development and implementation, and any approvals that may be required. — Confirm the final plan of recommended 150th Anniversary initiatives — major decisions must be made before June 2014.

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2014-005

ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/ Treasurer

Date prepared:

January 9, 2014

Date of meeting:

January 15, 2014

Re:

Financial Services – 2013 Fairmount Home Accounts Receivable Write-Offs

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Financial Services – 2013 Fairmount Home Accounts Receivable Write-Offs report; AND FURTHER that Council authorize the Treasurer to write off accounts totalling $9,495.44. Background The Ministry of Health and Long Term Care provides funding to Long Term Care Facilities and sets standard rates for resident payments. Residents are billed monthly for their share of the rent and any other miscellaneous expenditures that have occurred in that month. Overdue accounts are assessed regularly and payment notices forwarded to residents and responsible family members. When the overdue amount exceeds $5,000 legal action is taken to recoup funds. Comment Having pursued legal action in all 3 overdue accounts that exceed $5,000, at this time one account is deemed to be uncollectible. Financial Implications At this time, the Treasurer is requesting Council approval to write off those revenues deemed to be uncollectible in the total amount of $9,495.44.

Organizations, Departments and Individuals Consulted and/or Affected Julie Shillington, Administrator Fairmount Home

Administrative Report 2014 Financial Services – 2013 Fairmount Home Accounts Receivable Write-Offs January 15, 2014

2014-005 Financial Services

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Report 2013-221 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Marian VanBruinessen Action CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

November 27, 2013

Date of Meeting:

December 18, 2013

Re:

Fairmount Home – 2013 3rd Quarter Consolidated Statistical Update

Recommendation THAT Council of the County of Frontenac receive the Fairmount Home – 2013 3rd Quarter Consolidated Statistical Update report for information only.

Background As the “licensee” of the home under the Long-Term Care Homes Act and as a requirement for Accreditation, Council needs to be aware of the performance measures that are being collected at Fairmount, the results of those measures and any action plans that may be developed as a result. The home also has a responsibility under the Quality Improvement section of the Act to report our quality improvement activities to our residents, staff, volunteers and family members. With this in mind, Fairmount’s Quality Assurance and Assessment Committee (QAAC) has developed a Quality Improvement Consolidated Statistical Report (Appendix A). This report contains information on all of the performance measures that were being collected in the home in the first, second and third quarters of 2013 and includes information such as goals (if established) and comments about the information collected.

Administrative Report Fairmount Home – 2013 3rd Quarter Consolidated Statistical Update December 18, 2013

2013-221 Fairmount Home

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Comment There is an increase in the number of programs offered to residents as a result of the exercise program funding provided by the Ministry of Health & Long-Term Care. Housekeeping staff conducted a trial on a new type of portascrubber. Staff completed new equipment feedback sheets and through that process the decision was made not to purchase that type of scrubber. Please note that the Fire Inspector conducted her annual inspection and we are compliant. There has been an increase in resident aggression, particularly on our secure unit. We continue to meet our goal of ensuring the employee and management workplace health and safety inspections are completed 100% on time. We will be sharing these results with Residents’ Council, family members and staff in the coming months.

Sustainability Implications Measuring performance is essential to providing a high quality service. It allows an organization to identify areas where improvement is needed and triggers discussion as to how this can be done.

Financial Implications Measuring performance is a part of the home’s risk management and compliance processes. Failure to manage risk and assess compliance can lead to financial implications.

Organizations, Departments and Individuals Consulted and/or Affected Fairmount Management Team Staff Residents Volunteers

Administrative Report Fairmount Home – 2013 3rd Quarter Consolidated Statistical Update December 18, 2013

2013-221 Fairmount Home

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2013-221 Fairmount Home FAIRMOUNT HOME QUALITY ASSURANCE & ASSESSMENT COMMITTEE (QAAC)

Quality Improvement (QI) Consolidated Statistical Report 2013

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PROGRAMMING Statistic / Audit

Measurement

Program Attendance: First floor

residents

attending at least one program

Goal

4th Quarter Results

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

62/64

61/64

62/63

60/64

61/63

62/64

63/64

63/64

61/64

59/63

60/64

63/64

47/64

58/64

46/64

62/64

59/63

59/64

2nd quarter stats 2nd fl. incomplete

18/18

23/15

18/20

18/19

19/18

19/13

24/24

28/24

27/23

Feb – 8 on Mondays 1st fl – 0 on 2nd – otherwise relatively equal Overall increase in # of programs includes exercise classes 3rd quarter on.

Oct

Nov

Dec

Comments Enteric Outbreak 1st fl in March – all large group activities cancelled for both floors

(monthly) / # total residents Program Attendance: Second floor

residents

attending at least one program

(monthly) / # total residents Activity Calendar (monthly)

1st floor

programs & # 2nd floor programs (to ensure equitable)

Activity Calendar

/ # total weekends

QAAC – QI Consolidated Statistical Report 2013 Page | 1

46/13

38/13

44/13

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weekend

programs in the quarter

2013-221 Fairmount Home

8/12.5

9/13.7

8/13.1

3rd quarter = 5 in Sept; Aug=1; July=2

100%

N/A

N/A

100%

New indicator - not collected until 3rd quarter

100%

N/A

N/A

Process for recording minutes revised and meets MDS requirements without need for a progress note each time.

evening

programs in the quarter / # weeks in the quarter NEW – Program Descriptions

completed

program descriptions /total # programs

Documentation for 1:1’s

Documented progress notes /total # 1:1’s facilitated by Recreationists

New indicator - not collected for 1st quarter – still not collected for 2nd quarter – will meet with Recreationists to determine process (decided to record on attendance sheets). Attendance forms were revised to include 1:1 section on the back. All 1:1’s are being recorded here and minutes reflected so available for MDS 7-day look back. Form allows for progress notes but minutes recorded so not always need for PN.

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QAAC – QI Consolidated Statistical Report 2013 Page | 2

N/A

2013-221 Fairmount Home

NEW - Large group activity evaluations

large group

activity evaluations completed

100%

100%

N/A

N/A

Process and forms evaluated and revised Oct/Nov. To be used for coffee break in Oct. Octoberfest evaluated with departmental form only.

/total # large group activities

VOLUNTEERS Measurement

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

Volunteer Hours

volunteer hours

6500

1151 (Some lrg programs cancelled-outbreak)

1729.5

1422.5 (VC off – some hrs not captured)

Volunteer Survey (annual)

of surveys

returned

Statistic/Audit

4th Quarter Results

Comments

35% return rate

QAAC – QI Consolidated Statistical Report 2013 Page | 3

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/ # surveys issued

2013-221 Fairmount Home

of satisfied

volunteers

95% satisfaction rate

/ #of volunteers surveyed Volunteer Program Review

of programs

reviewed

4 programs / 12+ programs

April –Meeting with General Store Volunteers

/ # of volunteer assisted programs June –Pet Therapy Program reviewed

100% of volunteer suggestions to improve programs considered Quarterly enewsletter

volunteer enewsletters

distributed

4 e-newsletters per year

1 in February

1 in May

/4 quarters

methods used to

ensure communication of volunteer contributions each quarter

NEW – Volunteer Education

of in-services

held for volunteers/

1 per quarter / 8 attendees

QAAC – QI Consolidated Statistical Report 2013 Page | 4

• Road sign of total volunteer hours

• Newsletter produced highlighting appreciation night

• 3 in-services

• 4 attendees Jan

• 14 attendees Feb

• 1 in-service

• 4 attendees

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Recognition of volunteer contributions

• Article in the County newsletter – hours + contributions in 2012
• Nominations for Ontario Vol Awards
• Year in Review brochure produced

2013-221 Fairmount Home

of volunteers

attended

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QAAC – QI Consolidated Statistical Report 2013 Page | 5

• 10 attendees March

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DIETARY Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

Daily Food Temperature Audit

Weekly audit of individual meals where food temperature was taken and documented

100%

84.5%

78%

82%

Daily Café Fridge and Freezer Temperature Audit

Monthly audit of days temperatures were taken and documented

100%

TBA

89%

94%

Weekly BBQ Food Temperature Audit

Weekly audit of individual BBQs where food temperature was taken and documented

100%

N/A

N/A

N/A

Refrigerator & Freezer Temperature Log

Monthly audit of days temperatures were taken and documented

100%

91.50%

75%

80%

Daily Warewashing Sanitation Logs

Monthly audit of days sanitation logs information was documented

100%

74.50%

77%

81%

NEW – Dietary referrals

dietary referrals

completed as legislated.

100%

100%

100%

QAAC – QI Consolidated Statistical Report 2013 Page | 6

4th Quarter Results

Comments

AgendaItem#11a)

Page 84 of 161

Measurement

Statistic/Audit

2013-221 Fairmount Home

NEW – Quality initiatives

new quality

initiatives undertaken

3

3*

75%

n/a

*Results of Dietary Workflow project.

(annual) NEW - % of dietary staff rating their shifts as a good or great day

65%

Overarching aim for dietary workflow project – data collection starts 2nd quarter

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 7

38%

2013-221 Fairmount Home

HOUSEKEEPING Statistic/Audit Goldcheck

New - Routine Cleaning Audit

NEW – New products & processes testing

Measurement

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

Weekly audits, monthly and quarterly reports indicating % of perceived cleanliness

90%

1N – 84% 1S – 85% 2N – 91% 2S – 89%

1N – 83% 1S- 85% 2N – 92% 2S- 90%

Not available

87.25% Avg.

87.5% Avg.

Routine cleaning of resident rooms as recorded by staff. % calculated on number of opportunities vs. completed

92%

1N – 94% 2N – 89% 1S – 88% 2S – 87%

1S – 88.4% 2S – 95.8% 1N – 75.3% 2N – 92.9%

1N – 78% 1S – 71% 2N – 89% 2S – 77.6%

Avg. = 89.5%

Avg. 88.1%

Avg. 78.9%

new product &

processes tested

100%

100% - new lighting in 1N staff washroom tested -locking door carts trialed Sheets offered no feedback received

No support services trials in this quarter

100% - housekeeping trialed a new porta scrub. Although all believed it was a good unit input was that it was too large for here.

/total number of new products & processes implemented

Comments

4th Quarter Results

Comments

LAUNDRY Statistic/Audit

Measurement

Goal

QAAC – QI Consolidated Statistical Report 2013 Page | 8

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

AgendaItem#11a)

Page 86 of 161

4th Quarter Results

2013-221 Fairmount Home

Laundry Poundage

Measured daily compiled monthly

NEW - Lost Clothing

lost clothing

found

90%

64000 lbs

64000lbs

64000lbs

1 item lost to date not recovered

No reports of missing items

No reports this period

0%

/total # lost clothing forms submitted

MAINTENANCE Statistic/Audit Work Orders

Measurement

completed

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

100%

1223 issued 1183 completed

1343 issued 1222 completed

1298 issued 1209 completed

96.7% completed

90.9% completed

93.1% completed

100%

100% 10 of 10 complete 7 - 6 week follow up inspections done 3 pending

100% 9 of 9 complete, all follow up inspections done.

N/A

100%

100%

100%

100% - fire marshals inspection, fire panel annual testing

/total # work orders Electrical Inspection Admission

of inspections

completed / # of new inspections

NEW – Regulatory Testing

regulatory

testing completed

QAAC – QI Consolidated Statistical Report 2013 Page | 9

4th Quarter Results

Comments

AgendaItem#11a)

Page 87 of 161

/total # regulatory testing scheduled

st

2013-221 Fairmount Home

NURSING Statistic/Audit Restraint Use (monthly)

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Average # of restraints used (excluding bedrails)

12

12

11

13

16

24

20

21

18

17

Average # of restraints used (including bedrails)

23

21

25

24

28

33

30

32

31

27

of residents

using a restraint

17

17

20

19

21

25

25

25

24

21

100%

1/3

33%

0/2 = 0%

0/1= 0%

2/3 = 66%

0/2 = 0%

2/2 = 100%

N/A

1/1= 100%

2/3 = 66%

N/A

100%

19/ 57= 66%

93/ 124= 75%

65/97 = 68%

152/ 182

84%

77%

39/74

53%

16/ 43= 62%

77/12 3= 62%

113/ 138= 81%

176/ 198= 86%

100%

Labeling 72% done VRE/MRSA 36% done on time and indicated done in computer PRN 45% 1st Mantoux done

Measurement

residents with

complete restraint documentation

Goal

Comments

N/A = none new

/ # resident charts audited

residents entries

with complete flow sheet documentation / # resident entries audited

QAAC – QI Consolidated Statistical Report 2013 Page | 10

VRE/MRSA 71% done on time 1st Mantoux and 2nd Mantoux 100% on time

VRE/MRSA 86% done on time 1st Mantoux 86% done on time and 2nd Mantoux 100% on time

AgendaItem#11a)

Page 88 of 161

PostAdmission Audit

2013-221 Fairmount Home

on time but 2nd Mantoux 81% on time

Medication Reconciliation Verified

of time

admission meds are reconciled/# of admissions

100%

Medication Sign-off (MDSRAI audits)

% assessments with all meds signed in 7days

100%

65%

60%

68%

Do Not Use List (MDS-RAI audits)

% assessments with acceptable abbreviations

100%

100%

99%

100%

N/A

N/A

Completed in Aug but stats not compiled yet

MSSA (completed annually)

100%

Out of the 5 personal items to label, 72-86% were labeled

100%

100%

CIHI measures

Medication Incidents

medication

incidents

0

8

2

12

3rd quarter – 1 RPN had 5 of the errors 1 pharmacy error

medication

incidents resulting

0

0

0

1

Resident OK after 24 hours

QAAC – QI Consolidated Statistical Report 2013 Page | 11

AgendaItem#11a)

Page 89 of 161

CIHI Statistics

2013-221 Fairmount Home

in harm to resident

discrepancies in

count of narcotic & controlled drugs

0

0

0

0

0

0

0

0

completed

79

102

90

charts lacking

f/u progress notes

N/A

22%

25%

N/A

38%

15%

159

195

236

/ # time counted

adverse drug

reactions Chart Audits

/# chart audits completed

charts lacking

progress notes in general /# chart audits completed Quarterly reports for trending

Palliative Care

Number of

QAAC – QI Consolidated Statistical Report 2013 Page | 12

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

An increase in resident aggression incidents in first and second quarter and third quarter (56 incidents in 3rd quarter); near miss elopements in first quarter related to several residents Sep

Oct

Nov

Dec

No meetings in

AgendaItem#11a)

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Resident Incident Reports

2013-221 Fairmount Home

residents with PPS 30% or less monthly

0

0

0

1

0

2

No data

No data

1

0

of compliments,

donations and deaths from Memory Book quarterly

Jan

Feb

Mar

Apr

May

Jun

Oct 1/1/4

2/1/2

1/1/1

1/2/2

2/1/2

2/1/2

Aug No data

Sept *4/4/8

0/3/7

Jul No data

90%

N/A

7 admissions - 98%

7 admissions - 72%

NEW – Incidence of Decline in all ADLs

Below 32%

37%

No data

No data

NEW – Improved Locomotion on Unit

Above 10%

5.8%

No data

No data

NEW - Resident Personal Items Labeling

% admission assessments & labeling completed on time

Nov

Dec

No meetings in summer *data since June meeting

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 13

summer

2013-221 Fairmount Home

INFECTION PREVENTION & CONTROL Statistic/Audit Symptoms

Measurement

Goal

residents

displaying symptoms resulting in an infection

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

39 (32 r/t enteric & respiratory outbreaks; 1 MRSA; 1 VRE; 1 Cdiff)

7 (3 respiratory/1 enteric/ 2 C-diff/2 VRE (post admission swabs)

8 (8 respiratory 1N – no outbreak)

0

1 (C-diff)

1 (MRSA urine)

4th Quarter Results

Comments

/ 128

nosocomial

infections

0

Wheelchair Cleaning

wheelchairs

cleaned

100%

(monthly)

/ # scheduled

Hand Hygiene (JCYH audits x2/yr)

compliant/total

opportunities observed

Hand Hygiene (Bi-weekly Nursing Audit) Handling Dirty Linen

65%

378/ 477= 80%

277/ 467= 59%

341/ 515= 66%

341/ 486= 70%

346/ 507= 60%

316/ 502= 62%

364/ 519= 70%

336/ 495= 68%

330/ 480= 69%

N/A

60%

N/A

compliant/total

opportunities observed

21/26 = 81%

11/19 = 58%

• Snack time identified as problem time

37/43 = 86%

carts on unit/#

staff assignments

11/15 = 73% (r/t 1N)

13/18 = 72% (r/t 1N except x1 on 1S)

23/31 = 74% (1 week r/t 1N before increasing to 4 carts)

QAAC – QI Consolidated Statistical Report 2013 Page | 14

C-diff admitted to previous infected resident’s room – was terminally cleaned but will look at process when this resident discharged. Feb dates wrong on sign off sheet

1N = 11/23 1S = 22/26 2S = 20/21 2N = 17/20

AgendaItem#11a)

Page 92 of 161

MRSA/CDif

2013-221 Fairmount Home

AgendaItem#11a)

Page 93 of 161

QAAC – QI Consolidated Statistical Report 2013 Page | 15

2013-221 Fairmount Home

FALLS Statistic/Audit Falls

Measurement

of falls

1st Quarter Results

Goal 30

(monthly)

residents who

have fallen

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

31

34

22

26

48

37

35

29

33

46

25

19

18

24

25

20

22

23

32

25

2

2

0

1

6

2

0

1

2

1

1

3

0

0

2

0

0

3

3

1

2/2

6/7

N/A

N/A

6/6

5/5

4/4

1/1

N/A

2/2

Nov

Comments

Dec

/ 128 Severity of falls

1

of near miss

falls

of residents who

have fallen 2 or more times in a week on whom falls round were conducted

100%

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 16

6/6

2013-221 Fairmount Home

1 resident did not have formal falls rounds, but we were constantly assessing how to care for her to meet her needs

/ # of residents who have fallen 2 or mores times in a week where falls rounds were not conducted

falls prevention

education opportunities offered to staff, residents & family members

At least once per year to each group

0

1– Gazette – all

1– RNs on Beers list meds

1– Reg staff

0

0

1 – all in Gazette

0

0

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 17

10 – staff

2013-221 Fairmount Home

INCONTINENT & BOWEL MANAGEMENT Statistic/Audit

Measurement

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

Voiding record

residents with

completed 3d voiding record on admission

100%

9/11=82%

7/7 = 100%

7/7 = 100%

4th Quarter Results

Comments

Comments

/ #admissions

SKIN & WOUND MANAGEMENT 1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

N/A

N/A

N/A

Statistic/Audit

Measurement

Goal

Pressure Ulcer Prevalence

of residents with

pressure ulcers

5%

5.5%

of residents with

new pressure ulcers

5%

.7%

5.5%

3.1%

3.5%

3.9

1.5%

5.4%

3.1%

6.2%

1.5%

Wound Care Sheets

treatments

completed

100%

No data

45/47= 96%

On hold

On hold

On hold

On hold

On hold

D/C

n/a

n/a

(monthly)

/ # treatments scheduled

(annually) Pressure Ulcer Incidence (monthly) n/a

No need to measure at present

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 18

n/a

2013-221 Fairmount Home

HEALTH & SAFETY / RISK MANAGEMENT Statistic/Audit Fire Drill Attendance (annually)

Measurement

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

staff attending at

least one fire drill per year

100%

N/A

N/A

N/A

100%

100%

100%

100%

100%

100%

100%

100%

0

69%

0%

6%

100%

N/A

13/13=100%

4th Quarter Results

Comments

/ total # of staff Employee Workplace Inspections

inspections

completed on time / # of inspections scheduled

Management Workplace Inspections

inspections

completed on time / # of inspections scheduled

lost time injuries

High Risk Activity Verification Process

staff knowing 1

identifier

Hazards

Quarterly hazard reports for trending

/ # of total injuries

/ # staff knowing 2 identifiers

QAAC – QI Consolidated Statistical Report 2013 Page | 19

Several related to ergonomics and lifting; resident personal products not

29 claims related to outbreak first quarter

13/15 = 86%

10/13 = 76%

11/15 = 73%

Several related to slippery floors on 1N

One related to slippery floors on 1N; two related to equipment maintenance in the

Air balancing to identify air flow problems on 1N scheduled for

AgendaItem#11a)

Page 97 of 161

Employee Incident Reports (from OHN quarterly updates)

2013-221 Fairmount Home

labeled Floor to Ceiling Poles

compliant/#

rooms checked

100%

main kitchen

17/20 = 85%

24/25 = 96%

QAAC – QI Consolidated Statistical Report 2013 Page | 20

32/37 = 86%

AgendaItem#11a)

Page 98 of 161

EDUCATION &TRAINING

September

2013-221 Fairmount Home

Statistic/Audit Inservice Attendance

Measurement

1st Quarter Results

2nd Quarter Results

218

228

26

70%

This measure has been discontinued as we have the mandatory training program now

NA

NA

75%

18/22 = 82%

7/7 = 100%

Goal

staff in

attendance at all inservices

of staff that

attend at least one inservice per year / 185 (total # of staff)

3rd Quarter Results

4th Quarter Results

Comments

NA

(annual) Inservice Evaluations

inservices

evaluated

8/13 = 61%

/ # inservices offered Topics (annual)

of educational

needs addressed / # of educational needs identified (annual)

100%

of staff attended

sessions on mandatory topics

100%

137

N/A

N/A

106

6

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 21

N/A

2013-221 Fairmount Home

GENERAL Statistic/Audit Family/Resident Satisfaction Survey (annual) Staff Satisfaction Survey (annual) NEW - Staff Absenteeism Rate

Measurement

respondents

satisfied

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Issued in May

95%

n/a

80%

83.7%

n/a

n/a

3%

5.3%

3.2%

8.5%

Average 522 shifts/3918 hrs per week

2

5

7

2 terminations; 11 resignations; 1 retirement

Comments

/ total # respondents

respondents

satisfied / total #respondents

sick days taken

/average # shifts scheduled

(not including full 15 week leaves) NEW - Staff Turnover

staff leaving

employment /total # staff

Complaints

Bed Occupancy

0

5

3

3

written

complaints

0

0

0

0

98%

99.3%

99.5%

99.7%

days bed

actually occupied / total number of

QAAC – QI Consolidated Statistical Report 2013 Page | 22

AgendaItem#11a)

Page 100 of 161

(trended quarterly)

verbal

complaints

2013-221 Fairmount Home

days

PAIN & SYMPTOM MANAGEMENT

3rd Quarter Results

4th Quarter Results

Statistic/Audit

Measurement

Goal

1st Quarter Results

2nd Quarter Results

Prevalence of Daily ModerateSevere Pain scores

of residents with

moderate-severe daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

Incidence of new Daily ModerateSevere Pain scores

of new resident

with moderatesevere daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

New measures being discussed at pain & symptom management team

100%

N/A

N/A

N/A

To date – 5/6

Dec 2nd

Comments

/ 128 residents

/ 128 residents Admission pain screen done

of admission

residents with pain screen completed/# of admissions

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 23

2013-221 Fairmount Home

RELIGIOUS & SPIRITUAL CARE Statistic/Audit NEW - Pastoral Visiting

(monthly) NEW - Multifaith Services provided

Measurement

resident

receiving a pastoral visit

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Jan

Feb

Mar

Apr

July

Aug

Sep

Oct

100%

100%

100%

100% 100% 100%

100%

99%

99%

May

June

Nov

Comments

Dec

/ total # respondents

weeks with at

least one multifaith service provided

80%

77%

100%

100%

1st quarter – 3 services cancelled due to outbreak

/ total # weeks

AgendaItem#11a)

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QAAC – QI Consolidated Statistical Report 2013 Page | 24

AgendaItem#11b)

Report 2013-227 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services

Date prepared:

December 4, 2013

Date of meeting:

December 18, 2013

Re:

Emergency and Transportation Services - Robertsville Station Construction Progress Report #2

Recommendation That the Council of the County of Frontenac accept this Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 report for information only.

Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – No change orders are being brought forward. Other Matters – See attached.

Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Project Manager, TCMS

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 1 of 7

Page 103 of 161

AgendaItem#11b)

CONSTRUCTION OF THE ROBERSTVILLE LAND AMBULANCE

PROGRESS REPORT # 2

Prepared by TCMS

December 4, 2013

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 2 of 7

Page 104 of 161

AgendaItem#11b)

NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT #2

INDEX PROGRESS SUMMARY…………………………………………………………………4, 5, 6 CONTRACT CHANGE SUMMARY…………………………………………………..attached PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION …………………….attached

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 3 of 7

Page 105 of 161

AgendaItem#11b)

NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT #2 PROGRESS SUMMARY

The following construction activities have been completed during the current report period. • • • • • • • •

Granular sub base material has been placed and compacted in the parking lot and driveway areas. An Ecoflo septic system, consisting of a septic and filter tank, has been installed on the south end of the building site. Underground plumbing piping has been installed and tested by the contractor. The Township of North Frontenac building inspector has reviewed and approved this phase of the work. The vehicle bay trench drain has been set in place. A concrete floor slab for the trench box was placed, side walls were formed and the galvanized grate frame was installed. Under slab rigid insulation was placed on top of compacted granular sub base. In-floor radiant heat tubing was secured to the insulation and pressure tested. Welded wire mesh reinforcing for the concrete floor was installed prior to concrete placement. Building framing will start in early December, 2013.

Additional Notes • •

The contractor’s first progress draw is pending and expected to be received in early December, 2013. Good progress has been made during this fall season despite some cold and wet weather. The project is on schedule to be completed in March, 2014.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 4 of 7

Page 106 of 161

AgendaItem#11b)

Ecoflo septic system has been set in place on the south end of the site.

Underground plumbing piping has been installed and granular sub base materials have been compacted.

Sub base depression for the new trench drain located in the vehicle bay.

Under slab rigid insulation has been placed on the compacted granular sub base

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 5 of 7

Page 107 of 161

AgendaItem#11b)

In-floor radiant heat tubing secured to the underfloor insulation.

Ready for concrete floor slab to be placed.

Trench drain cover in place after new floor has been placed.

Building framing will start in early December, 2013.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 6 of 7

Page 108 of 161

AgendaItem#11b)

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #2 December 18, 2013

2013-227 Emergency and

Page 7 of 7

Page 109 of 161

AgendaItem#11c)

Report 2013-228 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Julie Shillington Administrator – Fairmount Home

Date prepared:

December 4, 2013

Date of meeting:

December 18, 2013

Re:

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2

Recommendation That the Council of the County of Frontenac accept this Additions and Alterations to Fairmount Home Auditorium Construction Progress Report #2 report for information only.

Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – No change orders are being brought forward. Other Matters – See attached.

Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Project Manager, TCMS Marian VanBruinessen, County Treasurer Administrative Report

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 December 18, 2013

2013-228 Fairmount Home

Page 1 of 4

Page 110 of 161

AgendaItem#11c)

Additions and Alterations Fairmount Home Auditorium

PROGRESS REPORT # 2

Administrative Report

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 December 18, 2013

2013-228 Fairmount Home

Page 2 of 4

Page 111 of 161

AgendaItem#11c)

Prepared by TCMS 2013

Decemebr 4,

Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT #2

INDEX PROGRESS SUMMARY………………………………………………………………………4 CONTRACT CHANGE SUMMARY…………………………………………………..attached PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION …………………….attached

Administrative Report

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 December 18, 2013

2013-228 Fairmount Home

Page 3 of 4

Page 112 of 161

AgendaItem#11c)

Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT #2 PROGRESS SUMMARY

The following activities have been completed during the current report period. • •

• •

The construction contract has been awarded to Emmons & Mitchell Construction Ltd. of Kingston, for the amount of $1,796,000. This award value included an option cost to construct a greenhouse addition. A pre-construction start meeting was held at the site on November 27, 2013. Representatives from both the Owner’s project team and the Contractor’s project team were present. Among the various project issues discussed was the key element of how to implement the project without adversely affecting the ongoing long term care facility. A number of measures have been put in place to minimize the impact on Fairmount Home. On December 4, 2013, the Contractor’s management team, including the project supervisor and electrical project manager, were on site to meet with Fairmount Home residents to officially “launch” the project. Work on site will commence December 9, 2013. Exterior excavation works will commence on January 6, 2014.

Administrative Report

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 December 18, 2013

2013-228 Fairmount Home

Page 4 of 4

Page 113 of 161

2013-228 Fairmount Home

Proposed and Actual Cash Flow Auditorium - Construction Only $2,000,000

Cumulative Bill (P) Cumulative Bill (A)

Cumulative Bill

$1,600,000 $1,400,000

$400,000

Monthly Bill (P)

$350,000

Monthly Bill (A)

$300,000

$1,200,000 $250,000 $1,000,000 $200,000 $800,000 $600,000 $400,000 $200,000 $0

$150,000

Monthly Bill

$1,800,000

$450,000

$100,000 $50,000 $0

04-12-2013

AgendaItem#11c)

Page 114 of 161

2013-228 Fairmount Home

ADDITIONS AND ALTERATIONS TO FAIRMOUNT HOME AUDITORIUM Proposed and Actual Cash Flow - Construction Only

Month 31-Oct-13 30-Nov-13 31-Dec-13 31-Jan-14 28-Feb-14 31-Mar-14 30-Apr-14 31-May-14 30-Jun-14 31-Jul-14

Proposed Proposed Actual Actual Monthly Bill (P) Cumulative Bill (P) Monthly Bill (A) Cumulative Bill (A) $25,000 $25,000 $50,000 $75,000 $75,000 $150,000 $150,000 $300,000 $200,000 $500,000 $250,000 $750,000 $400,000 $1,150,000 $350,000 $1,500,000 $250,000 $1,750,000 $50,000 $1,800,000

04-12-2013

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Report 2013-232 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Anne Marie Young Manager of Economic Sustainability Peter Young Community Planner

Date prepared:

December 6, 2013

Date of meeting:

December 18, 2013

Re:

Sustainability – Community Improvement Plans – Fall 2013 Update

Recommendation RESOLVED THAT the Council of the County of Frontenac receive for information the Sustainability – Community Improvement Plans Update report. Background Community Improvement Plans (CIPs) were identified as a community priority in Sustainable Actions, adopted by Council in September 2009, and have continued to be a priority identified in each new Sustainable Actions document. The County funded a CIP for the community of Verona in the Township of South Frontenac as a pilot project in 2010 and a second CIP in 2011 for Sharbot Lake in the Township of Central Frontenac. A third CIP began in 2012 in Marysville in the Township of Frontenac Islands and was recently approved. It is anticipated that a CIP proposal will be brought forward for North Frontenac in early 2014. The purpose of this report is to provide Council with a status update on each community improvement plan in the County. Comment Verona CIP: The Verona CIP launched in March 2012 and is currently being implemented by South Frontenac staff. The plan includes a series of incentive programs designed to stimulate development and improve the look of the main street (Road 38) in Verona. As of September 2013, 25 projects were underway or completed, with $60,050 in grants and $66,069 in loans provided through the plan. The County has provided $70,000 overall, with the Township Administrative Report Sustainability – Community Improvement Plans – Fall 2013 Update December 18, 2013

2013-232 Sustainability

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funding an additional $10,000 per year for four years (2011-2014). The total value of the work for projects that have applied for CIP grants and loans is $719,453. Sharbot Lake CIP: The Sharbot Lake CIP launched in September 2012 with incentive programs for facade improvements, accessibility, and increased commercial space. Although the initial uptake was slow, Township staff have begun to receive applications and inquiries more frequently recently. To date $5,295 has been spent on private projects and $3,334 on public projects for a total of $8,629. The total value of projects funded through the CIP is $25,924 ($22,590 excluding public projects). Marysville CIP: The Frontenac Islands CIP was approved in October 2013. It contains programs for facade improvement, increased commercial business space, and seniors housing. Additional zoning and site plan proposals are anticipated to help encourage development in the village. North Frontenac CIP: It is anticipated that each Township will eventually have a CIP for one or more of its settled areas. On this basis, the 2013 County budget includes a fourth CIP to target North Frontenac Township. County staff will be working with Township staff on a proposed workplan to present to Township Council on February 24, 2013.

Sustainability Implications CIPs are a key planning tool used to encourage redevelopment and investment in a community. They can also be used for cultural, social, economic and environmentally-related projects such as enhancing heritage resources, the creation of affordable housing, and the promotion of green buildings. The process to develop a CIP takes principles from the Integrated Community Sustainability Plan and from local residents and business owners in order to develop a plan that incorporates all four pillars of sustainability.

Financial Implications Council’s 2013 budget includes funding for the preparation of the Marysville CIP (continued from 2012) and the North Frontenac CIP. These funds ($5,000 for each CIP) are being used as required for advertising the plan and for streetscape renderings. The County has also committed $70,000 to each CIP toward incentive program funding, with Central and South Frontenac Townships also contributing to the program funding as their CIPs are being implemented.

Organizations, Departments and Individuals Consulted and/or Affected All Townships in Frontenac County Ministry of Municipal Affairs and Housing

Administrative Report Sustainability – Community Improvement Plans – Fall 2013 Update December 18, 2013

2013-232 Sustainability

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Report 2014-003 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Gale Chevalier Deputy Chief of Performance Standards

Date prepared:

December 15, 2013

Date of meeting:

January 15, 2014

Re:

Emergency and Transportation Services – Wolfe Island Community Paramedicine Pilot Project Progress Report

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services –Wolfe Island Community Paramedicine Pilot Project Progress Report for information only.

Background At the meeting dated October 17, 2012, County Council received an information report entitled “Emergency and Transportation Services – Community Paramedicine”; the following motion was introduced: Motion #: 292-12 RESOLVED THAT the Council of the County of Frontenac receive the Emergency and Transportation Services – Community Paramedicine report for information and: FURTHER THAT the Council of the County of Frontenac approve a pilot project for Wolfe Island only, at this time. CARRIED Administrative Report Emergency and Transportation Services – Wolfe Island Community Paramedicine Pilot Project Progress Report January 15, 2014 Page 1 of 2

2014-003 Emergency and

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Comment Six (6) Wellness Clinics have been held between May and November 2013, with paramedics performing basic assessments including pulse, blood pressure, blood sugar, temperature and SPO2. Attendance has been consistently been between 9 and 11 citizens per clinic, with approximately 70% being return visits. Surveys have been distributed to attendees and the feedback is very positive. Results show that 100% of respondents feel that the clinics are beneficial and will assist their physician with their ongoing care. Ninety-three percent indicated they feel that a 911 call or hospital visit could be averted by attending the clinic. The current frequency of every six weeks was felt to be sufficient by 79%, with the remaining 21% indicating they would like to see the Clinics held monthly. Sustainability Implications Good stewardship of the County’s financial resources by investigating creative and alternative activities to support our residents’ effort to stay in their homes longer can, in this case, impact the number of emergency calls and the demands placed on the ERs of the region’s hospitals contributing to the containment of costs throughout the health care system. Financial Implications Clinics are staffed by two Wolfe Island volunteers at a cost of $150 per Clinic.

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Emergency and Transportation Services – Wolfe Island Community Paramedicine Pilot Project Progress Report January 15, 2014 Page 2 of 2

2014-003 Emergency and

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Report 2014-004 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services

Date prepared:

December 30, 2013

Date of meeting:

January 15, 2014

Re:

Emergency and Transportation Services - Robertsville Station Construction Progress Report #3

Recommendation THAT THE Council of the County of Frontenac accept this Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 report for information only.

Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – No change orders are being brought forward. Other Matters – See attached.

Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Project Manager, TCMS

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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CONSTRUCTION OF THE ROBERSTVILLE LAND AMBULANCE

PROGRESS REPORT # 3

Prepared by TCMS

December 4, 2013

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT #3

INDEX PROGRESS SUMMARY…………………………………………………………………4, 5, 6 CONTRACT CHANGE SUMMARY…………………………………………………..attached PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION …………………….attached

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT #3 PROGRESS SUMMARY

The following construction activities have been completed during the current report period. • • • • • • • •

Granular sub base material has been placed and compacted in the parking lot and driveway areas. An Ecoflo septic system, consisting of a septic and filter tank, has been installed on the south end of the building site. Underground plumbing piping has been installed and tested by the contractor. The Township of North Frontenac building inspector has reviewed and approved this phase of the work. The vehicle bay trench drain has been set in place. A concrete floor slab for the trench box was placed, side walls were formed and the galvanized grate frame was installed. Under slab rigid insulation was placed on top of compacted granular sub base. In-floor radiant heat tubing was secured to the insulation and pressure tested. Welded wire mesh reinforcing for the concrete floor was installed prior to concrete placement. Building framing will start in early December, 2013.

Additional Notes • •

The contractor’s first progress draw is pending and expected to be received in early December, 2013. Good progress has been made during this fall season despite some cold and wet weather. The project is on schedule to be completed in March, 2014.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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Ecoflo septic system has been set in place on the south end of the site.

Underground plumbing piping has been installed and granular sub base materials have been compacted.

Sub base depression for the new trench drain located in the vehicle bay.

Under slab rigid insulation has been placed on the compacted granular sub base

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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In-floor radiant heat tubing secured to the underfloor insulation.

Ready for concrete floor slab to be placed.

Trench drain cover in place after new floor has been placed.

Building framing will start in early December, 2013.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report #3 January 15, 2014

2014-004 Emergency and

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AgendaItem#12a)

MINUTES OF THE COMMITTEE OF THE WHOLE January 8, 2014 A regular meeting of the Committee of the Whole was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, January 8, 2014 at 9:00 a.m. PRESENT:

Warden Bud Clayton, Deputy Warden Denis Doyle, Councillors Gary Davison, David Jones, John Purdon, John McDougall, John Inglis and Janet Gutowski

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Treasurer; Jannette Amini, Acting Clerk; Joe Gallivan, Manager of Sustainability Planning Media: Jeff Green, The Frontenac News and Elliot Ferguson, The Kingston Whig-Standard

CALL TO ORDER

Councillor McDougall called the meeting to order at 9:08 a.m. and proceeded to the election of a new Chair and Vice-Chair. Moved by: Councillor Purdon Seconded by: Councillor Inglis THAT Councillor McDougall be elected Chair of the Committee of the Whole for the year 2014. CARRIED Moved by: Councillor Davison Seconded by: Deputy Warden Doyle THAT Councillor Jones be elected Vice-Chair of the Committee of the Whole for the year 2014. CARRIED Councillor Jones noted personal issues at this time and advised that he may not be able to attend every Committee of the Whole meeting; however will stand as Chair if called to do so. Moved by: Councillor Davison Seconded by: Warden Clayton THAT nominations for Chair be closed. CARRIED Councillor McDougall called the vote Councillor McDougall – 8 Committee of the Whole Meeting Minutes January 8, 2014

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Councillor Jones – 0 Councillor McDougall was elected as the Chair of the Committee of the Whole for the year 2014. Moved by: Deputy Warden Doyle Seconded by: Councillor Davison THAT Councillor Jones be nominated as the Vice-Chair of the Committee of the Whole for the year 2014. CARRIED Moved by: Deputy Warden Doyle Seconded by: Councillor Davison THAT nominations for Vice-Chair be closed. CARRIED Councillor Jones was elected as Vice-Chair of the Committee of the Whole for the year 2014. 2.

ADOPTION OF AGENDA

Motion #: COW1-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the agenda for the January 8, 2014 Committee of the Whole Meeting be adopted. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

The Chair requested the Recording Secretary to make note in the minutes that no members of the committee disclosed any pecuniary interests. 4.

DEPUTATIONS AND/OR PRESENTATIONS i.

FCM Focus and Discussions regarding Housing in Canada

Kingston City Councillor Dorothy Hector, FCM Board Member provided the Committee of the Whole with a PowerPoint presentation on FCM’s Federal Housing Campaign with the Federal Government. A copy of the presentation is attached to the record in the Clerk’s Office. As part of Councillor Hector’s presentation, she noted the slides which outline what municipalities, including the County of Frontenac, can do to assist in the FCM Campaign.

Committee of the Whole Meeting Minutes January 8, 2014

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ii.

The Future of Housing Growth in the County of Frontenac

Ms. Mary Lynn Cousins Brame, Executive Director, Kingston & Frontenac Housing Corporation (KFHC) provided the Committee of the Whole with an update regarding the future housing growth in Frontenac County. She noted that 3% of the KFHC portfolio is located in the County of Frontenac at McMullen Manor. Ms. Cousins Brame updated the Committee regarding the fire that took place on Monday at McMullen Manor due to hydro line burst. She thanked the Fire Services of South Frontenac for expert handling of the incident as well as the Verona Free Methodist Church which took in the residents of the Manor and provided all meals at no cost. Power has been restored and all tenants were able to return to the Manor by 4 p.m. With respect to McMullen Manor, it is a 28 unit 2 storey walk up building that at one time was seniors housing. In 2000 during the provincial downloading of housing, there was a vacancy in seniors housing and a greater need for additional social housing. As well, there is no funding for seniors housing. There are currently 27 people on the waiting list for McMullen Manor and of those 27, only 9 are from the County of Frontenac, with 16 being from the City of Kingston and 2 from Toronto. Of the 27 on the list, only 3 are seniors and are not part of those from the County. One of the reasons for the wait list being so small is that it is difficult to live in the building due to the lack of amenities and transportation. In 2011, there was a 50% turnover in residents, a 20% turnover in 2012, and a 36% turnover in 2013. In order to house people successfully in Verona, residents must have their own transportation. She advised that any new social housing will not be built by KFHC as the typical cost per unit is $175,000 to construct. McMullen Manor was built in 1980 and with the aging population and those with disabilities; it does not work as it is a 2 storey walkup. Ms. Cousins Brame overviewed the capital upgrades to McMullen Manor as well as the capital improvements planned over the next 3 years including the replacement of balconies, air and heating units in the hallways and stairwells in 2014, kitchen replacements in 2015 and soffit/fascia and roof replacement in 2016. She concluded by advising the Committee that growth in social housing for this area will not happen through KFHC; however KFHC would be willing to enter into partnerships regarding property management issues. To questions raised of if the building could be either returned to seniors housing or be reassessed, Ms. Cousins Brame advised that the building was legislated as an adult building and cannot be changed and suggested that seniors should contact the housing registry and have their names placed on the waiting list for this building. She cannot speak to re-assessment of the building as this was done by the province during amalgamation.

Committee of the Whole Meeting Minutes January 8, 2014

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iii.

10 Year Municipal Housing & Homelessness Plan • Housing Affordability in Frontenac County • Strategic Direction #11 - Developing a Rural Homelessness Strategy Municipal Housing Strategy Final Summary Report • Recommendations 1, 3, 4, 13, 14, 16, 19, 21, 24, 31, 32, 35 and 36

Mr. Sheldon Laidman, Director, Housing, City of Kingston provided the Committee of the Whole with a PowerPoint presentation regarding the 10 Year Municipal Housing and Homelessness Plan, including the Municipal Housing Strategy which has been incorporated into that Plan. A copy of the presentation is attached to the record in the Clerk’s Office. To the question if consideration has been given to turning McMullen Manor into mixed housing with the lower floor being dedicated to seniors housing, Mr. Laidman noted that the Municipal Housing and Homelessness Plan indicates that mixed housing is an important issue in order to prevent ghettoization which is currently being done in Rideau Heights in Kingston. The issue regarding KFHC and McMullen Manor is that it has an obligation to keep a certain number of units as rent geared to income so if a portion of the building is not RGI then KFHC would need to find units elsewhere to make up for this. iv.

Review of the Kingston Frontenac Renovates Program

Mr. Sheldon Laidman, Director, Housing, City of Kingston provided the Committee of the Whole with a handout that indicates the funding of the Kingston Renovates Program and where the funding dollars are allocated. A copy of the handout is attached to the record in the Clerk’s Office. v.

Mr. Wayne Robinson will address the Committee of the Whole regarding Elder Care for Northern Portion of Frontenac County

Mr. Robinson provided an overview of his correspondence regarding the Elder Care for Northern Portion of Frontenac County, a copy of which was attached to the agenda. He also provided some of his background and his involvement with Dr. Bell. He is looking to the County of Frontenac to place this on its agenda with respect to Planning. He suggested that the property in Sharbot Lake could be repurposed as it currently stands empty; however will require some form of subsidy. It was noted that Economic Development in Central Frontenac have discussed this matter and have a number of recommendations that will come forward to Central Frontenac Council that will require the support of the County. Mr. Robinson advised that the building is a fair size with 34 units. vi.

County of Frontenac Seniors Community Housing Pilot Project Final Summary Report Recommendations

Mr. Joe Gallivan provided the Committee of the Whole with a PowerPoint presentation on the Seniors Community Housing Pilot Project. A copy of the presentation is attached to the record in the Clerk’s Office.

Committee of the Whole Meeting Minutes January 8, 2014

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vii.

County Official Plan - Section 5 Housing and Social Services

Mr. Gallivan provided an overview of Section 5 – Housing and Social Services of the County’s Official Plan. He did note that the Official Plan does support Housing as a regional issue. viii.

County of Frontenac Financial Contribution to Social Housing

Ms. VanBruinessen provided the Committee of the Whole with a handout which overviewed the County of Frontenac Financial Contribution to Social Housing. A copy of the handout is attached to the record in the Clerk’s Office. She clarified that while most housing managers retain reserve funds for capital replacement, KFHC does not have a reserve for those capital costs and as such, the County is 100% responsible for McMullen Manor. The Committee agreed that a “Thank You” letter should be sent to the Verona Free Methodist Church on behalf of Council for taking in the residents of McMullen Manor during Monday’s fire. 5.

CLOSED MEETING As authorized under Section 239 of the Municipal Act to consider: (d) Labour Relations and Employee Negotiations - as it relates to the organizational review of municipal employees’ responsibilities

Motion #: COW2-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

RESOLVED THAT the Committee of the Whole enter into a closed meeting as authorized under Section 239 of the Municipal Act, to consider: (d) Labour Relations and Employee Negotiations - as it relates to the organizational review of municipal employees’ responsibilities CARRIED Motion #: COW3-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the Committee of the Whole Council rise from closed session; AND FURTHER THAT the report of the Committee of the Whole closed session be forwarded to County Council for Adoption. CARRIED

Committee of the Whole Meeting Minutes January 8, 2014

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REPORTS i.

Committee Briefing: Mr. Walter Knott, Chair, Service Delivery and Organization Review Committee

Mr. Knott briefed the Committee of the Whole with respect to the recommendations and actions stemming from the January 6, 2014 SDOR meeting. He noted the KPMG Implementation Plan included high and low level recommendations, with the recommendations addressing administrative issues already underway by staff. He noted the various recommendations in the report and provided an overview of the Committee discussions. A copy of the January 6, 2014 SDOR minutes was attached to the agenda. He noted recommendation 18 of the KPMG Report and the Summary Report are different and through discussions with Mr. Peever, it was noted that recommendation 18 in the Summary Report is correct. To questions asked regarding whether staff were provided sufficient time in advance of the meeting to provide reports on the recommendations, Mr. Knott indicated that staff were not provided enough time or detail to respond to these recommendations; however he did note, with respect to the recommendation to reduce the number of vehicles, that one vehicle is being sold and one is a large, uneconomical vehicle. Ms. VanBruinessen advised that staff have not prepared an assessment of the value of retaining a County owned vehicle vs. mileage vs. a new vehicle and anticipates that there will be additional costs for mileage. One of the vehicles is dedicated to IT for Frontenac Paramedic Services and the other will be shared between Planning for the Official Plan work and other County staff attending meetings. The current vehicles are used quite well and staff have been asked to log mileage which is allocated to the appropriate departments. It was noted that staff responded well at Monday’s meeting with many recommendations well in hand and the GIS work which used one vehicle once complete will be done by the townships. The SDOR Committee did recognize that some mileage would need to be paid; however it was felt that this would be less than the cost of keeping and replacing a vehicle. ii.

Report of the Service Delivery and Organizational Review Committee from meeting held January 6, 2014

Motion #: COW4-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the Corporate Services vehicle compliment be reduced to the 2 Prius vehicles, with the other vehicles to be disposed of accordingly. THAT Council seek a consultant for the work of two (2) lean6sigma process reviews for Procurement and the second to be brought forward by staff. THAT the CAO bring forward to County Council any policies of a significant nature for which there could be risks. CARRIED

Committee of the Whole Meeting Minutes January 8, 2014

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MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN Request to the City of Kingston Frontenac County Representation on Committees

Motion #: COW5-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

WHEREAS the City of Kingston is responsible, as the Municipal Service Manager, for services which fall under the Local Services Re-alignment formula, including the provisions of Housing and Homelessness for the City of Kingston and the County of Frontenac; AND WHEREAS the City of Kingston has a Housing and Homelessness Advisory Committee that is mandated to provide advice to Council on housing, publicly assisted affordable housing and homelessness policies, the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives that affect both the City of Kingston and the County of Frontenac; AND WHEREAS it has been identified through the Municipal Housing Strategy and the Homelessness Plan that the issues around housing and homelessness in urban and rural areas are diverse; AND WHEREAS the City of Kingston makes provisions to allow for technical representation on its Boards and Committees which are not required to meet the criteria to serve on a committee, including its Housing and Homelessness Advisory Committee: THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac respectfully requests that the Council of the City of Kingston amend the Committee Composition of the Housing and Homelessness Advisory Committee to include two (2) representatives of the County of Frontenac; AND FURTHER THAT the composition of the Kingston & Frontenac Housing Corporation Board of Directors be amended to include one (1) Member of Frontenac County Council. AND FURTHER THAT a copy of this resolution be forwarded to both the City of Kingston and the Kingston & Frontenac Housing Corporation. CARRIED WITH AGREED TO AMENDMENTS 8.

RISE AND REPORT

Motion #: COW6-14

Moved By: Seconded By:

Warden Clayton Deputy Warden Doyle

THAT the Committee of the Whole Council rise; AND FURTHER THAT the report of the Committee of the Whole Council be forwarded to County Council for Adoption. CARRIED Committee of the Whole Meeting Minutes January 8, 2014

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COMMUNICATIONS i.

Minutes of Committee of the Whole Meeting held December 4, 2013.

NOTICE OF MOTION – Nil

OTHER BUSINESS

Councillor Doyle expressed that Deputations and Presentations be given the Committees fullest attention when they speak. Councillor Jones asked for confirmation of budget dates which were noted as follows: Budget – January 29, 30, 31 and February 5, 6, 7, 2014. These dates were indicated in a report to Council but not confirmed. This will be formally confirmed at the next Council meeting. The Strategic Planning Session is scheduled for January 28, 2014. Councillor Inglis asked for the procedure of the Strategic Planning session which the Clerk confirmed will be an open meeting. 12.

PUBLIC QUESTION PERIOD – Nil

ADJOURNMENT

Motion #: COW7-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the meeting be hereby adjourned at 11:35 a.m. CARRIED

Jannette Amini, Acting Clerk

Councillor McDougall, Chair

Committee of the Whole Meeting Minutes January 8, 2014

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COMMITTEE OF THE WHOLE REPORT TO COUNTY COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Acting Clerk

Date prepared:

January 9, 2014

Date of meeting:

January 15, 2014

Re:

Committee of the Whole Report to County Council

All items listed on the Committee of the Whole Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Committee of the Whole Report to be separated from that motion and considered separately, whereupon the Committee of the Whole Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. Recommendations a) Implementation of KPMG Report THAT the Corporate Services vehicle compliment be reduced to the 2 Prius vehicles, with the other vehicles to be disposed of accordingly. THAT Council seek a consultant for the work of two (2) lean6sigma process reviews for Procurement and the second to be brought forward by staff. THAT the CAO bring forward to County Council any policies of a significant nature for which there could be risks. b) Request to the City of Kingston Frontenac County Representation on Committees WHEREAS the City of Kingston is responsible, as the Municipal Service Manager, for services which fall under the Local Services Re-alignment formula, including the provisions of Housing and Homelessness for the City of Kingston and the County of Frontenac; Committee of the Whole – Report to County Council January 15, 2014

Report to County Council of the Committee of the

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AND WHEREAS the City of Kingston has a Housing and Homelessness Advisory Committee that is mandated to provide advice to Council on housing, publicly assisted affordable housing and homelessness policies, the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives that affect both the City of Kingston and the County of Frontenac; AND WHEREAS it has been identified through the Municipal Housing Strategy and the Homelessness Plan that the issues around housing and homelessness in urban and rural areas are diverse; AND WHEREAS the City of Kingston makes provisions to allow for technical representation on its Boards and Committees which are not required to meet the criteria to serve on a committee, including its Housing and Homelessness Advisory Committee THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac respectfully requests that the Council of the City of Kingston amend the Committee Composition of the Housing and Homelessness Advisory Committee to include two (2) representatives of the County of Frontenac; AND FURTHER THAT the composition of the Kingston & Frontenac Housing Corporation Board of Directors be amended to include one (1) Member of Frontenac County Council. AND FURTHER THAT a copy of this resolution be forwarded to both the City of Kingston and the Kingston & Frontenac Housing Corporation.

Committee of the Whole – Report to County Council January 15, 2014

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Minutes of the 150th Anniversary Planning Advisory Committee Meeting December 11, 2013 A meeting of the 150th Anniversary Planning Advisory Committee was held in the Frontenac Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, December 11, 2013 at 9:00 AM In attendance: • Marcel Giroux, Chair • Councillor Gary Davison • Barbara Sproule • Warden Janet Gutowski, Ex-Officio • Jim Vanden Hoek • Phil Leonard – regrets sick Staff: • Kristin Mullin, Communications Officer • Anne Marie Young, Manager of Economic Sustainability

Call to order

Mr. Giroux, Chair, called the meeting to order at 9:0 a.m. 2.

Adoption of the agenda

Moved By: Seconded By:

Ms. Gutowski Ms. Sproule

THAT the agenda for the December 11, 2013 150th Anniversary Planning Advisory Committee be adopted as circulated. CARRIED 3.

Disclosure of pecuniary interest and general nature thereof

The Chair instructed the recording secretary to record that, in accordance with the Municipal Conflict of Interest Act, no disclosures of pecuniary interest were declared. 4.

Adoption of minutes

150th Anniversary PAC Meeting Minutes December 11, 2013

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Moved By: Seconded By:

Mr. Davison Ms. Gutowski

THAT the minutes of the 150th Anniversary Planning Advisory Committee meeting held October 30, 2013 be approved as circulated. CARRIED 5.

Deputations and/or presentations – Nil

Briefings

Ms. VanBruinessen provided the 150th Anniversary Planning Advisory Committee with a briefing on its 2014 proposed budget and looked for specific direction regarding where these funds will be dispersed. Ms. VanBruinessen asked the committee to over the course of the day decide what money they need for promotion, catering, and other expenses for 2014. Also to clarify if the money allocated to reserves each year was to be drawn on for expenses or if the money was to be saved for the major event. 7.

150th Anniversary Advisory Committee (AAC) Work Plan a) Frontenac County Advisory Committees – Code of Conduct Moved by : Ms. Gutowski Seconded by: Ms. Sproule THAT the 150th Anniversary Planning Advisory Committee receive the Frontenac County Advisory Committees – Code of Conduct.

b)

Report No. 2013-215 Frontenac County Advisory Committees – Mandatory Integrated Accessibility Standards Regulation Training

Moved By: Seconded By:

Mr. Davison Ms. Sproule

THAT the 150th Anniversary Planning Advisory Committee receive the Frontenac County Advisory Committees – Mandatory Integrated Accessibility Standards Regulation Training Report for information. CARRIED 150th Anniversary PAC Meeting Minutes December 11, 2013

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Ms. Amini provided a brief overview of the report and requested that each member sign the Training Record acknowledging that they have received and understood the training. b)

150th Anniversary Planning Session

Mr. Rob Wood, 8020 Info Inc. facilitated this planning session. • Mr. Wood provided an overview of the agenda Lightning Round: Reactions to Advance Input Mr. Wood provided each member with an opportunity to provide his or her reactions to the advanced input which was attached to the agenda. The key themes included: • Ms. Gutowski noted that most comments focused on the same priorities • Mr. Giroux stressed that all major decisions must be made before June 2014 • Ms. Sproule asked about Centennial Park’s capacity, Mr. Davison provided the specs mentioning that the area has about 12 acres. Mr. Giroux has booked North Frontenac Arena as a back-up in the case of rain. • Mr. Vanden Hoak mentioned that the probability of funding partners is not likely and suggested that the committee should not ask private local businesses for funding • The committee identified opportunities for corporate sponsorship as well as in kind sponsorship. Decided to make sponsorship have real value, inform local business of opportunities but not badger them for financial assistance, identify opportunities outside of the County. Session #1 (Big Picture): Goals, Objectives & Desired Outcomes Goals, Objectives and Outcomes • Celebrate present • Recognize achievements • Look to future • Bring people to the County (like a family reunion) • Brag about rich lifestyle • Young people learn history • Exposure of way of life • Young people guardians of future – learn value of lifestyle • •

The committee decided not to spend time/money advertising to those not connected to the County. The committee decided that direct contact is the way to get people engaged and a letter should be developed to send out to County Alumnni

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• • • • • •

The committee decided to investigate CFDC funding to get an intern to do the legwork for the committee Invite VIP list asap Approx. 150 volunteers needed Transportation strategy to and from event Approx $250 investment in event (including gov’t funding) Security will need to be hired for event

The Committee recessed at 11:08 a.m. The Committee reconvened at 11:28 a.m. Session #2 (Initiatives): Proposed Programming, Events & Activities ƒ ƒ ƒ

ƒ ƒ ƒ ƒ

Central Celebration (exhibition, food, live music, heritage displays, children’s activities) Add date of central celebration to advertising Aug 21-23rd Representation from 3 levels of government, past wardens, olympic opening ceremonies, opening band, parade, food element, invite fire department, ems, police, continuous local music (Sarah Harmer) Saturday – plowing match , headliners, historic artifacts, antique car/tractor club, “Sir John Eh”, Saturday night – costume ball – North Frontenac Arena – Christina witherspoon music teacher, orchestra music, square dancing, prize for best costume, VIP’s, Food, breakfast 2 days, corn roast, Beer gardens at Central celebration – Barley Days, Dan’s Brewery, Sunday Closing Ceremonies – Abrams Brothers, Sarah Harmer – child youth activities Plowing Match – across street on Saturday – private land Historic Artifacts Displays (travelling museum, volunteer curator) copying of photos, each township provide a sample, security, safe transport, housing for items/staff, transportation? Get historical societies to talk and work things out on their own. County to provide tent and security as well as money for cabinet/display case

The Committee recessed for lunch at 12:33 p.m. The Committee reconvened at 1:10 p.m. ƒ ƒ

Passport Stamp Program (involving businesses from all 4 townships) Drive traffic to townships, to encourage residents to travel throughout the County, work group has been set up and are meeting on Dec 16th, marketing and incentives, 20 places to get stamp, 1 year duration, range of opportunities ($$),

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ƒ ƒ ƒ

Community Quilt (created by volunteers in all four townships) Harrowsmith, Shelley quilting store owner. Displayed at Fairmount Auditorium when complete. Reveal at Central Celebration. Inclusion of aboriginal community. Design finalized in June 2014. Scholarship program (gift/continuing program to recognize a County sec. school grad) Secondary school student, living in the County, pursuing further education, demonstrating leadership in one of the pillars of the county’s ICSP. Judging of award. $1000 investment out of already designated money, interest given to recipient. Mr. Davison recommended that the committee advise all of county council the committees intention to set up the scholarship fund.

Recommendation The 150th Anniversary Committee recommends that the amount of $1000 the of County of Frontenac 2013 Youth Fund be re-allocated to a one time scholarship award to be given to a secondary school student living in the County of Frontenac during the 150th Anniversary Year. Moved by: Mr. Vanden Hoak Seconded By: Ms. Sproule ƒ

ƒ ƒ ƒ

Documentation of working history (Story Me: Library program) (record individual/family stories; old photos) The County decided to determine what funding was available for video projects once the funding was decided on. Also to utilize the local high school video programs to provide coverage of the events. Costume Ball (featuring period costumes and classical music) Attracting participants – Lions, OPP auxiliary, St. Johns ambulance, Legacy Projects (one project for each township) The committee decided that there was not time to consider the legacy project funding at this time. Total Event Projected Costs: Central $80,000 Plowing Match $2000 Heritage Ball $8000 Passport $5000 Scholarship $1000 Quilt $2000 Historical Doc. $15,000 Artifacts $5000 Bussing $20,000 Marketing $50,000 Volunteer Train. $5000

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Central Celebration Projected Costs Security 10,000 Entertainment 25,000 Production 15,000 Tent Rentals 10,000

The Committee recessed at 2:52 p.m. The Committee reconvened at 3:00 p.m. Session #3 (Initiatives): Enhancing and Confirming the Plan ƒ Elaborate and confirm final proposed initiatives — Review the pros/cons of proposed initiatives & develop a better understanding of options/alternative approaches. Confirm recommended initiatives. — Confirm the enabling strategies: funding, engagement and communications. — Discussion of organizational capabilities required to achieve future goals. — Structure for leadership, management, governance and accountabilities. — Confirm recommended timelines for development and implementation — Confirming the final plan of recommended 150th Anniversary initiatives. Mr. Wood went over the event activities in order to ensure that all committee members were satisfied with the event plan. Recommendation The committee recommends that in order to ensure the success of the 150th Anniversary Celebration, that council provide staffing support through a CFDC intern position or equivalent County position. Moved by: Mr. Davison Seconded By: Ms.Sproule

Session #4 (Implementation): Follow-up on Today’s Work ƒ Plans for securing funding, resources and approvals: — What approvals are (or may be) required? — Steps to engage/secure community partners and volunteer resources? 150th Anniversary PAC Meeting Minutes December 11, 2013

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— Request for support/resources from the County and/or townships? — Ideas/direction for the January 30th funding application to Canadian Heritage? ƒ

What further detail, research & follow-up is needed over the next month? — In what areas, if any, will further research/information be required? — Are there any conditions/barriers to implementation to be addressed? — How best to pursue more detailed event planning and liaison with community groups? — Further development of a marketing/communications plan? Heritage grant application Report goes to County Council Letter of support from South Frontenac Letters of support from Lion’s Club, Fire fighters, etc. Pricing tents/video Intern position 18 months

Wrap-up, Takeaways and Next Steps 8.

Other business

Next meeting date

The next 150th Anniversary Planning Advisory Committee meeting is scheduled for Wednesday, February 26, 2014 at 10:00 a.m. at the County Administrative Building. 10.

Adjournment

Moved by: Seconded by:

Mr. Davison Mr. Vanden Hoek

THAT the meeting hereby adjourn at 4:26 p.m. CARRIED

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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Accounts for the Period of: December 12, 2013 to

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BY-LAW NO. 2014-0001 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to authorize the transfer of any surplus or deficit from the 2013 budget to the Reserve for Working Funds WHEREAS Sections 5 of the Municipal Act, 2001, as amended (hereinafter the Act) provides that a municipal power, including a municipality’s capacity, rights, powers and privileges, shall be exercised by its council by by-law, unless the municipality is specifically authorized to do otherwise; AND WHEREAS Section 11 of the Act provides that an upper-tier municipality may pass by-laws respecting the financial management of the municipality; AND WHEREAS Section 289 of the Act provides that in preparing the budget for a year, the upper tier municipality shall treat any operating surplus of any previous year as revenue that will be available during the year and shall provide for any operating deficit of any previous year; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC deems it expedient to enact as follows: 1.

That any surplus or deficit from the 2013 budget accumulated at year end shall be transferred to the Reserve for Working Funds.

That this by-law shall come into force and take effect as of the date of final passing. Read a first and second time this 15th day of January, 2014. Read a third time, signed, sealed and finally passed this 15th day of January, 2014. The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk By-law No. 2014-0001 – To Authorize the transfer of any surplus or deficit from the 2013 budget to the Reserve for Working Funds January 15, 2014 Page 1 of 1

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BY-LAW NO. 2014-0002 OF THE CORPORATION OF THE COUNTY OF FRONTENAC Being a by-law to set tax ratios and tax rate reductions for prescribed property sub-classes for County of Frontenac purposes and Local Municipal purposes for the taxation year 2014. WHEREAS the County of Frontenac deems it expedient for the County, pursuant to Section 308 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, (“Municipal Act”) to establish the tax ratios for 2014 for the County of Frontenac and the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac; and, WHEREAS the tax ratios establish the relative amount of taxation to be borne by each property class; and, WHEREAS the property classes have been prescribed by the Minister of Finance pursuant to Section 7 of the Assessment Act, R.S.O. 1990, Chapter A.31 and amendments thereto (“Assessment Act”); and, WHEREAS the County of Frontenac after consultation with the elected representatives of the four Townships, in order to achieve real property tax reform, deems it expedient to establish tax ratios that are within the “range of fairness” prescribed by the Minister of Finance under Ontario Regulation 386/98 as amended by O. Reg. 212/05 for purposes of subsection (8) of Section 308 of the Municipal Act; and, WHEREAS it is necessary for the County of Frontenac, pursuant to Section 362 of the Municipal Act, to establish tax reductions for prescribed subclasses for 2014 for County of Frontenac and Local Municipal purposes; and WHEREAS the property subclasses for which tax reductions are to be established are in accordance with Section 8 of the Assessment Act; and, WHEREAS the tax rate reductions reduce the tax rates that would otherwise be levied for municipal purposes; NOW THEREFORE, the Council for the Corporation of the County of Frontenac enacts as follows:

1. THAT for the taxation year 2014, tax ratios for indicated property classes shall be as follows:

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ASSESSMENT CLASS

TAX RATIO

Residential & Farm Residential 1.0000 Multi-Residential 1.0000 Commercial Occupied 1.0000 Industrial Occupied 1.0000 Pipeline 0.7000 Farmland 0.2500 Managed Forests 0.2500 2. THAT for the taxation year 2014, the tax reduction for indicated property classes shall be as follows: SUBCLASSES Vacant Land, Vacant Units and Excess Land in the Commercial Property Class Vacant Land, Vacant Units and Excess Land Subclasses in the Industrial Property Class First Subclass of Farmland Awaiting Development for all Property Classes Second Subclass of Farmland Awaiting Development for all Property Classes 3.

TAX RATE REDUCTION 30% 35% 65% 30%

THAT for the purposes of this by-law: a)

the commercial property class shall include all commercial office property, shopping centre property and parking lot property;

b)

the industrial property class shall include all large industrial property; and

c)

the first subclass of farmland awaiting development and the second subclass of farmland awaiting development shall consist of land as defined in accordance with Regulations passed under the Municipal Act.

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THAT this by-law shall come into force and take effect on the 1st day of January, 2014.

Read a first and second time this 15h day of January, 2014. Read a third time and finally passed, signed and sealed this 15th day of January, 2014. The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

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BY-LAW NO. 2014-0003 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law No. 2013-0020 (to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings) WHEREAS Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended (the Act) provides that Council shall pass a procedure by-law for governing the calling, place and proceedings of meetings; AND WHEREAS By-law No. 2013-0020, being a bylaw to provide for governing the proceedings of the Council and its committees, the conduct of members and the calling of meetings, was adopted by the Council of the Corporation of the County of Frontenac on May 15, 2013; AND WHEREAS By-law No. 2013-0020 allows Council to establish Committees, their memberships, mandates and reporting practice, with said committees forming part of By-law 2013-0020 as Schedule B; AND WHEREAS The Corporation of County of Frontenac deems it expedient to amend By-law No. 2013-0020 as it relates to the establishment of a Seniors Housing Task Force; NOW THEREFORE BE IT RESOLVED THAT the Council for The Corporation of the County of Frontenac hereby enacts as follows:

1. THAT Schedule B to By-law 2013-0020 be amended to add Schedule B-6: SCHEDULE B-6 - ADVISORY COMMITTEES COMMITTEE NAME:

Seniors Housing Task Force

ESTABLISHMENT OF THE COMMITTEE (I)

The County of Frontenac Seniors Housing Task Force shall be comprised of three (3) members as follows: (a) Two members of County Council, specifically: • One (1) member of County Council which sits on the City of Kingston Housing and Homelessness Advisory Committee • The Mayor of the Township in which the housing matter is being considered; and

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(b) One Township Council representative in which the housing matter is being considered (ii)

The members of the County of Frontenac Seniors Housing Task Force shall hold office from the date of their appointment, at the pleasure of the Council of the County of Frontenac, not to extend past the term of Council.

(iii)

The Committee shall hold meetings as required.

TERMS OF REFERENCE: The vision of the County of Frontenac stated in Directions for Our Future is that “government decision making processes need to be clear, transparent, forward thinking and focused on the longer term, all of which depend on a strong organizational structure. There is a clear direction for land use planning, economic development, physical, social and cultural infrastructure and investment in community capacity.” The Mission and Vision Statements, adopted by County Council in January 2013 read: Mission:

The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens

Vision:

The County of Frontenac is recognized for its unique pristine natural environment and lifestyle choices and commitment to - and promotion of strong, resilient, diverse, rural communities

The Seniors Housing Task Force will be guided by these statements during its deliberations and subsequent recommendations to County Council on Seniors Housing. Mandate: Members of the Committee will work to ensure that there is a comprehensive understanding of affordable housing and appropriate forms of housing in the County of Frontenac as it relates to seniors housing, with a mandate to: • • • •

Provide information and advice to Council on seniors housing; Provide advice regarding the implementation of the Municipal Housing Strategy for the City of Kingston and the County of Frontenac with respect to the need for more affordable housing options for seniors living in the Frontenacs; Provide advice regarding the Seniors Housing Pilot Project Study carried out by the County of Frontenac in 2012 which provided detailed research and background information to assist in developing seniors housing pilot projects; Provide advice regarding the draft County Official Plan regarding the regional housing policies that support new seniors housing projects;

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2. THAT this amending by-law shall come into force and take effect on the date of final passing. Read a First and Second Time this 15th day of January, 2014. Read a Third Time, Signed, Sealed and Finally Passed this 15th day of January, 2014.

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

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BY-LAW NO. 2014-0004 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on January 15, 2014 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:

1. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 15th, 2014 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
2. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 15th, 2014 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
3. THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on January 15th, 2014 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.

By-law No. 2014-0004 – To confirm all actions and proceedings of County Council on January 15, 2014

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4. THAT this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 15th day of January, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 15th day of January,

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0004 – To confirm all actions and proceedings of County Council on January 15, 2014

By-Law No. 2014-0004 Confirmation of Proceedings

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