Regular Council - 15 May 2013

Body: Council Type: Agenda Meeting: Regular Date: May 15, 2013 Collection: Council Agendas Municipality: Frontenac County

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County Council Meeting – Regular Meeting May 15, 2013 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page

1. CALL TO ORDER

2. ADOPTION OF THE AGENDA a) To Adopt the May 15, 2013 Regular Council Meeting Agenda as Circulated

3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

4. DEPUTATIONS AND/OR PRESENTATIONS 7-51

a) Mr. John A. Whitesell, Founding Partner & COO, OrgCode Consulting, Inc. will address County Council regarding the results of the Homelessness Plan and what it means for the County of Frontenac. b) Mr. Howard Allan, Allan and Partners, will provide County Council with an overview of the County’s audited financial statements.

[Addenda] 5. CLOSED MEETING a) As Authorized under Section 239 of The Municipal Act, to consider: Adoption of Closed Meeting Minutes Personal matters about an identifiable individual, including municipal or local board employees

6. ADOPTION OF MINUTES 52-72

a) Adoption of April 17, 2013 Public and Regular Council Meeting Minutes

73-79

b) Adoption of May 2, 2013 Council Special Budget Meeting Minutes

7. BUSINESS ARISING FROM THE MINUTES
8. COMMUNICATIONS FOR INFORMATION

Page 1 of 325

Page 8. COMMUNICATIONS FOR INFORMATION 80-94

a) 2013-099 Communications of Interest to Council

95-97

b) March 27, 2013 - Kingston, Frontenac Public Library Board Meeting Minutes

98-99

c) March 19, 2013 - Kingston, Frontenac Housing Corporation Meeting Minutes

100-101

d) April Edition of Frontenac County Bytes

9. COMMUNICATIONS FOR ACTION 102 103

a) April 30, 2013 - Spina Bifida and Hydrocephalus Association of Ontario Proclaimation Request b) May 9, 2013 - Township of Frontenac Islands request that the County of Frontenac waive the Frontenac-Howe Islander Ferry fees for those vehicles transacting business for the Township of Frontenac Islands.

10. REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 10.1. Administrative Services Administration 104-116

a)

2013-094 Code of Conduct for County Council and Committee Members County Solicitor Tim Wilkin will provide County Council with a briefing on this matter.

117-146

b)

2013-087 Establishment of a Records Retention Schedule

147-148

c)

2013-093 Vehicle Usage

149-151

d)

2013-095 Security Requirements for the County of Frontenac Administration Offices

152-161

e)

2013-096 Arterial Roads Agreement

162-165

f)

2013-098 Establishment of a Service and Organization Review Committee

Sustainability Human Resources

Page 2 of 325

Page Human Resources 166-172

a)

2013-084 2012 Staff Conference, Training and Other Travel Expenses

10.2. Financial Services 173-202

a)

2013-085 2012 Audited Financial Statements

203-205

b)

2013-086 Termination of Contract to Provide Financial Services to the Township of Frontenac Islands

206-210

c)

2013-091 2013 1st Quarter Financial Summary

211-212

d)

2013-097 2013 Temporary Borrowing Bylaw

10.3. Emergency and Transportation Services 213-216

a)

2013-089 Ambulance Vehicle Remount versus New Purchase

217-218

b)

2013-090 Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services

10.4. Fairmount Home 219-226

a)

2013-092 Attendance Management

b)

May 2013 Fairmount Grapevine Gazette

11. COMMITTEE OF THE WHOLE 227-238

a) Referred from the March 20 and May 2, 2013 County Council Meetings 2013-056 Reserve and Reserve Funds b) Referred from the May 2, 2013 Special County Council Meeting WHEREAS the Council of the County of Frontenac, at its meeting held January 16, 2013 passed the following Mission and Vision Statements: Mission Statement “The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens” Vision Statement “The County of Frontenac is recognized for its unique pristine natural environment and

Page 3 of 325

Page 11. COMMITTEE OF THE WHOLE lifestyle choices and commitment to - and promotion of - strong, resilient, diverse, rural communities” AND WHEREAS the County of Frontenac and its Townships have a goal to provide safe, sustainable and fully accessible senior friendly communities; AND WHEREAS this goal would see a much higher success rate if there were collaboration between the County of Frontenac, its Townships and potentially the provincial and federal governments as well as the CFDC; AND WHEREAS the County of Frontenac currently has sufficient funds in its Federal Gas Tax Reserve and its Working Fund Reserve: THEREFORE BE IT RESOLVE THAT $1,500,000 of the Federal Gas Tax or Working Fund Reserves be earmarked over five years to support the development and implementation of a plan done collaboratively between the County of Frontenac and its Townships that would see the County of Frontenac supporting seniors and their continued independent living by providing safe, sustainable, fully accessible senior friendly communities, to include but not limited to: The support of one new Seniors Housing development in each Township; Fulfil the County’s responsibilities as noted in the Municipal Housing Strategy and the Ten Year Homelessness Plan; ● Increase community consultation on accessibility and how to better create barrier free communities; ● Make better use of Community Improvement Plans to better assist local business and promote pedestrian friendly community development; ● Support local health care support services; ● Improve rural transportation; ● ●

AND FURTHER THAT this plan be incorporated into the draft proposed Sustainable Actions Directions for our Future 2013

12. ACCOUNTS 239-244

a) Posted Cheque Listing for the Period of: April 11 - May 6, 2013

13. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a) Moved by Councillor Doyle Seconded by Councillor Jones WHEREAS in the Township of Frontenac Islands debate on a By-law is always allowed after it is read, however at the County of Frontenac May 2nd Budget meeting when the Budget By-law was originally read we were advised that it could not be debated due to a resolution passed earlier. It is our understanding that a resolution is

Page 4 of 325

Page 13. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN mandatory to pass a budget thus any resolution on a budget matter cannot restrict debate when the By-law is read. THEREFORE BE IT RESOLVED that the Council of the County of Frontenac requests an outside opinion on the accuracy of advice given to Council at the May 2nd Council Meeting.

14. GIVING NOTICE OF MOTION
15. OTHER BUSINESS 15.1. External Boards and Committees a)

Kingston Frontenac Library Board Update - Councillor Purdon

b)

KFL&A Public Health Board Update - Councillor 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 The Rideau Corridor Landscape Strategy Steering Committee and Parks Canada have now released the Rideau Corridor Landscape Character Assessment & Planning and Management Recommendations Report and may be viewed at http://www.rclssacr.ca/en_report.html.

15.2. Advisory Committees of County Council

245-249

a)

Sustainability Advisory Committee

b)

Green Energy Task Force

c)

150th Anniversary of County Advisory Committee Minutes of Meeting held April 24, 2013 150th Anniversary of County Advisory Committee recommendations to County Council

d)

Trails Advisory Committee

e)

Accessibility Advisory Committee

f)

Finance Committee

15.3. Other Updates a)

Out of Province Travel Paramedic Chiefs of Canada Annual General Meeting - St. John, New Brunswick, June 14, 2013

16. PUBLIC QUESTION PERIOD

Page 5 of 325

Page 17. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 250-251

a) By-law No. 2013-0019 - 2013 Property Tax Capping

252-284

b) By-law No. 2013-0020 - County Procedural By-Law

285-318

c) By-law No. 2013-0021 - To Provide a Schedule of Retention Periods

319-320

d) By-law No. 2013-0022 - To Change the Term of Warden

321-322

e) By-law No. 2013-0023 - To Authorize Temporary Borrowing for 2013

323 324-325

f) By-law No. 2013-0024 - To Appoint Members to the Service and Organization Review Committee g) By-law No. 2013-0025 - Confirmation of Proceedings

18. ADJOURNMENT

Page 6 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Kingston g & Frontenac Housing & Homelessness Plan Presentation to

Frontenac County Council May 15, 15 2013

OrgCode Consulting, Consulting Inc. Inc

AgendaItem#4a)

Page 7 of 325

Presented by

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Kingston required to have a housing and homelessness plan

“A Place First” United Way community plan on homelessness

Housing Services Act created Municipal Housing Strategy

2009

2010

2011

2012

2013

2014

AgendaItem#4a)

Page 8 of 325

Background

Major funding changes, Housing Services Act comes into effect

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Background † The Problem: Housing g Services Act requires q ap plan to address housing and homelessness † The Solution: OrgCode creates a new plan focused on ending di h homelessness l and d updates d t existing i ti Municipal M i i l Housing Strategy

AgendaItem#4a)

Page 9 of 325

† The Result: A five five-part part plan that addresses both homelessness and housing brings strategies into alignment and adheres to provincial requirements

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

City C y of o Kingston gs o & Cou County y of o Frontenac o e ac

Housing & Homelessness Plan

Part 1: Housing & Homelessness Plan Summary Part 2: 10 Year Plan to End Homelessness Part 3: Compendium of Possible Approaches to Implementation Part 4: Municipal Housing Strategy AgendaItem#4a)

Page 10 of 325

Part 5: 2013 Update to Municipal Housing Strategy

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Today’s Topic: Introducing the

10 Year Plan to End Homelessness, City of Kingston & County of Frontenac

AgendaItem#4a)

Page 11 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Key Messages † There is homelessness in Frontenac County y and it is mostly y invisible or “hidden” † Using proven, evidence-based practices, it is possible to reduce d h homelessness l iin FFrontenac t b by more than th 60% iin ten years at no additional cost † Housing is the only known cure to homelessness

AgendaItem#4a)

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Mr. John A. Whitesell, Founding Partner & COO, OrgCode

May 15 Presentation to Council †A snapshot of homelessness in Frontenac †About rural homelessness †Evidence-based practices †The Plan AgendaItem#4a)

Page 13 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

AgendaItem#4a)

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A Snapshot of Homelessness in Frontenac County

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Where Are We Now?

400

homeless people p p

AgendaItem#4a)

Page 15 of 325

in Kingston & Frontenac

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Where Are We Now?

89%

in Kingston

AgendaItem#4a)

in Frontenac

Page 16 of 325

11%

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Estimating Rural Homelessness

AgendaItem#4a)

Page 17 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Estimating Rural Homelessness

AgendaItem#4a)

Page 18 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

AgendaItem#4a)

Page 19 of 325

About Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Coping With Rural Homelessness †Move in with friends or relatives †Move out of permanent housing and into temporary accommodation (i.e. (i e motel) †Move on to more urban areas AgendaItem#4a)

Page 20 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Challenges of Rural Homelessness † Access barriers. Even when services are available, due to the geography of a rural area, it is often difficult to access these services, particularly among low- income groups. † Solutions: † Mobile services, such as a Health Bus † Rural public transit system, such as TROUT (Hastings County)

AgendaItem#4a)

Page 21 of 325

† Remote access to services, such as internet or telephone

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Challenges of Rural Homelessness † Low p public awareness. Homelessness is p perceived as an urban issue, so rural residents are often unwilling to believe that homelessness is an issue in their community. This lack of awareness makes action difficult. † Raise awareness to: † increase community support for programs and initiatives

† combat stigma associated with asking for help

AgendaItem#4a)

Page 22 of 325

† improve knowledge about the services available for those who will need them in the future

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Challenges of Rural Homelessness † Lack of ownership. In some rural areas, there is a level of denial about homelessness in their community community. This can be combated by promoting local leadership † Promote local leadership by:

AgendaItem#4a)

Page 23 of 325

† Identifying Id tif i a “glue “ l person”” who h understands d t d the th universe i off service provision throughout the region and is able to provide a top-level perspective † Identifying a “champion” for ending homelessness, who is a respected and well-known well known member of the community, community whose role is to build trust and relationships † Involving local agencies in the planning process and strong grassroots leadership † Focusing on strategies that promote inclusion, inclusion integration, integration and collaboration between different stakeholders

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Challenges of Rural Homelessness † Lack of funding. g Due to low p public awareness and smaller population, proportionally fewer funds are available for services related to homelessness in rural areas. † Solutions: S l ti † Raise public awareness to increase donations † Create partnerships to make money go further

† Provide committed political leadership to solve a problem th t is that i reall but b t largely l l “unseen” “ ”

AgendaItem#4a)

Page 24 of 325

† Participate in data collection methods consistent with the City of Kingston to demonstrate need

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Challenges of Rural Homelessness † Low density. It is estimated that in Frontenac County, there may be one homeless h l person per 100 square kil kilometers. t This Thi level l l off density d it does not support fixed-location facilities to address the needs of homeless persons. † Solutions:

AgendaItem#4a)

Page 25 of 325

† a “host homes” program involves volunteers opening their homes to a homeless guest for a short while † a motel voucher system allows homeless persons and families to have a short hotel stay paid for by an agency † a bus system that collects homeless persons and brings them to shelters † dual-purposing a building (or buildings) such as a church to act as a mat program during extreme weather or other means to address the needs of people experiencing episodic homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

AgendaItem#4a)

Page 26 of 325

Evidence-Based Practices

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Evidence-Based Practices

AgendaItem#4a)

Page 27 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Evidence-Based Practices Housing First †Assists chronically homeless individuals with the highest acuity y move q quickly y into p permanent supportive pp housing g † Supports and treatment are provided after the person is housed, there is no such thing as “ready for housing” † Different levels of supports pp for different clients

† Similar to the highly g y successful Hostels to Homes program p g in Kingston — 2007

AgendaItem#4a)

Page 28 of 325

† Individuals are assessed and prioritized, those with the highest needs are served first. Not first come, first served

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Evidence-Based Practices Rapid Re Re-Housing Housing † Assists episodically homeless individuals and families with moderate acuity y move q quickly y into p permanent housing g † Time-limited supports are provided after move-in † Different levels of supports for different clients † Almost exclusively scattered scattered-site site housing

AgendaItem#4a)

Page 29 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Evidence-Based Practices Prevention

Diversion

† Assists at-risk households with the highest acuity retain their housing

† Assists first-time homeless households who present at shelters to find alternate solutions to ending their homelessness † For example, example finding relatives they can stay with or seeing if they have enough money for a motel room

AgendaItem#4a)

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† Targets those households who most closely resemble the existing chronically homeless population

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

How It All Comes Together

AgendaItem#4a)

Page 31 of 325

42 homeless persons in Frontenac County

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

How It All Comes Together

AgendaItem#4a)

Page 32 of 325

15% receive Housing First

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

How It All Comes Together

AgendaItem#4a)

Page 33 of 325

20% receive Rapid Re-Housing

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

How It All Comes Together

AgendaItem#4a)

Page 34 of 325

25%-30% receive Prevention

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

How It All Comes Together

AgendaItem#4a)

Page 35 of 325

Other people receive minimal assistance

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2023 — 10 Years From Now

AgendaItem#4a)

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80% of Housing First clients stably housed

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2023 — 10 Years From Now

AgendaItem#4a)

Page 37 of 325

85% Rapid Re-Housing clients stably housed

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2023 — 10 Years From Now

AgendaItem#4a)

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25%-30% never become homeless

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2023 — 10 Years From Now

AgendaItem#4a)

Page 39 of 325

Small decrease in treatment-as-usual group

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2023 — 10 Years From Now

AgendaItem#4a)

Page 40 of 325

60% reduction in homelessness in Frontenac

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

AgendaItem#4a)

Page 41 of 325

The Plan

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

Seven Themes

1. Systems y Reorientation
2. Prevention & Diversion 3 Shelters
4. Housing Options 5 Housing

H i Stability St bilit

7. Data & Outcomes

AgendaItem#4a)

Page 42 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

1. Systems Reorientation
2. Systems y Reorientation

• Promoting local leadership • Service Ser ice integration

2. Prevention & Diversion 3 Shelters
4. Housing Options 5 Housing

H i St Stability bilit

7. Data & Outcomes

AgendaItem#4a)

Page 43 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

2. Prevention & Diversion
3. Systems y Reorientation
4. Prevention & Diversion

• Focusing on targeted, effective prevention

3 Shelters 3. 4. Housing Options 5 Housing 5. H i St Stability bilit

7. Data & Outcomes

AgendaItem#4a)

Page 44 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

3. Shelters
4. Systems y Reorientation
5. Prevention & Diversion 3 Shelters

• Shelters in Kingston to be service hubs

4. Housing Options 5 Housing

H i St Stability bilit

7. Data & Outcomes

AgendaItem#4a)

Page 45 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

4. Housing Options
5. Systems y Reorientation
6. Prevention & Diversion 3 Shelters
8. Housing Options

• Build more affordable housing

5 Housing 5. H i St Stability bilit

7. Data & Outcomes

AgendaItem#4a)

Page 46 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

5. Housing Stablility
6. Systems y Reorientation
7. Prevention & Diversion 3 Shelters
9. Housing Options 5 Housing

H i Stability St bilit

7. Data & Outcomes

AgendaItem#4a)

Page 47 of 325

6. Rural Homelessness

• Provide supports to those who struggle to maintain their housing

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

6. Rural Homelessness
7. Systems y Reorientation
8. Prevention & Diversion 3 Shelters
10. Housing Options 5 Housing

H i St Stability bilit

7. Data & Outcomes

• Improve access to services • Ensure adequate funding

AgendaItem#4a)

Page 48 of 325

6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

7. Data & Outcomes
8. Systems y Reorientation
9. Prevention & Diversion 3 Shelters
11. Housing Options 5 Housing

H i St Stability bilit

7. Data & Outcomes

• Use common databases • Point-in-time counts every 2 years

AgendaItem#4a)

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6. Rural Homelessness

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

The Cost † Budget remains constant through 2017 † Requires re-allocation of existing funds and re-structuring re structuring of many existing programs AgendaItem#4a)

Page 50 of 325

Mr. John A. Whitesell, Founding Partner & COO, OrgCode

AgendaItem#4a)

Page 51 of 325

Questions?

AgendaItem#6a)

MINUTES OF O THE PUBLIC MEET TING OF CO OUNCIL April 17, 2013 A Public Meeting of the Council of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administtrative Office e, 2069 Batttersea Road, Glenburn nie on Wedn nesday, Aprril 17, 2013 at 1:00 1 p.m. NT: PRESEN

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Davison, D D Denis Doyle e, David Jones, J John Purdon, John McDoug gall, and Joh hn Inglis

ALSO PR RESENT:

County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillingtton, Adminis strator of Fairmount; Anne Marie Yo oung, Manag ger of Econom mic Sustainability; Joe e Gallivan, Manager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Green n, The Fron ntenac News s; Craig Ba ackay, Fronttenac EMC

C CALL TO OR RDER

Warden Gutowski G ca alled the mee eting to orde er at 1:05 p.m m. 2.

D DISCLOSUR RES OF PEC CUNIARY IN NTEREST AN ND GENERA AL NATURE E THEREOF F

The Warrden reques sted the Cle erk to record d that in accordance with w the Mun nicipal Conflict of Interest Act A no disclo osures of pecuniary interrest were de eclared. 3.

R REPORTS FROM THE CHIEF C ADMINISTRATIV VE OFFICER R 2013-073 3 Change in Term of Warden W and d Deputy Warden W

Motion #: 175-13

Moved By y: Seconded d By:

ouncillor Inglis Co De eputy Warde en Clayton

BE IT RESOLVED R THAT Rep port 2013-07 73, Adminis strative Serv vices – Cha ange in Terrm of Warden and a Deputy Warden be received as information; AND FUR RTHER THA AT a By-law w to amend Procedural P B By-law 2010–0028 to cha ange the Term of Warden and Deputy y Warden frrom a 4 yea ar term to a 1 year term be prepared by sta aff for considera ation at the May 15, 201 13 County Council C meeting. CARR RIED Special Me eeting of Counc cil Minutes April 17, 20 013

Adoption of April 17, 2013 Public and Regular Council Meeting

Page 1 of 3

Page 52 of 325

AgendaItem#6a)

Warden Gutowski explained the procedure of the public meeting and outlined the requirements under the Municipal Act associated with the Notice of Passing in this matter. Ms. Savill explained the purpose of the public meeting. Pursuant to the requirements of the Municipal Act, a notice of the statutory Public Meeting was provided by a “Notice of Public Meeting” being posted to the County of Frontenac website in accordance with Schedule “A” to County of Frontenac By-law No. 2007-0040, Public Notice Minimum Requirements. A “Notice of Public Meeting” was also sent by regular mail to the Frontenac Townships of South, Central, North and Frontenac Islands requesting that it be posted to the Townships’ respective websites. No persons spoke in support of the proposed amendments No persons spoke in opposition to the proposed amendments. Ms Savill read for County Council correspondence receive from Mr. Mike Kennedy who advised that he is in opposition to the proposed By-law. Councillor Davison obtained the floor to speak to the rationale for the changes; however Warden Gutowski ruled Councillor Davison out of order, citing that the purpose of a Public Meeting to hear comments and concerns from the public and not members of Council. 4.

PUBLIC QUESTION PERIOD

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW By-Law No. 2013-0013 to Confirm Proceedings of Public Special Meeting

Motion #: 176-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

RESOLVED THAT leave be given the mover to introduce the following by-law that has been circulated to all members of Council and that this by-law be read a first and second time: By-law No. 2013-0013 - a by-law to confirm the proceedings of County Council at the public meeting of Council held on April 17, 2013. CARRIED Motion #: 177-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Inglis

RESOLVED THAT the following by-law be read a third time, signed, sealed and finally passed: By-law No. 2013-0013 - a by-law to confirm the proceedings of County Council at the public special meeting of Council held on April 17, 2013. CARRIED

Special Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

Page 2 of 3

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AgendaItem#6a)

ADJOURNMENT

Motion #: 178-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Inglis

RESOLVED THAT the Public Meeting hereby adjourn at 1:16 p.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

Special Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

Page 3 of 3

Page 54 of 325

AgendaItem#6a)

MINUTES M O THE REG OF GULAR MEE ETING OF COUNCIL C April 17, 2013 A regularr meeting of the Council of the Coun nty of Fronte enac was held in the Fro ontenac Room of the Coun nty Administrrative Office, 2069 Batte ersea Road, Glenburnie on Wednesday, April 17 7, 2013 at 9:00 9 a.m. NT: PRESEN

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Davison, D D Denis Doyle e, David Jones, J John Purdon, John McDoug gall, and Joh hn Inglis

ALSO PR RESENT:

County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillingtton, Adminis strator of Fairmount; Anne Marie Yo oung, Manag ger of Econom mic Sustainability; Joe e Gallivan, Manager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Green, The Fronte enac News and a Craig Ba ackay, Fronttenac EMC

C CALL TO OR RDER

Warden Gutowski G ca alled the mee eting to orde er at 9:00 a.m m. 2.

ADOPTION OF A O THE AGENDA A April 17, 2013 County of o Frontenac c Council Meeting M Age enda

Motion #: 164-13

Moved By y: Seconded d By:

ouncillor Doy yle Co Co ouncillor Jones

VED THAT the agenda and a addend dum for the April A 17, 201 13 meeting of the Coun ncil of RESOLV the Coun nty of Fronte enac be adop pted as ame ended. CARRIED D AS AMEN NDED (See Motion n to Amend below which h was CARR RIED) Motion #: 165-13

Moved By y: Seconded d By:

ouncillor Jones Co Co ouncillor Doy yle

THAT Re eport 2013-0 065, 2013 Draft D Budgett be removed from the agenda a to be forwarded d to a Special Meeting M as soon s as poss sible. CARR RIED

Regular Me eeting of Council Minutes April 17, 20 013

Adoption of April 17, 2013 Public and Regular Council Meeting

Page 1 of 18

Page 55 of 325

AgendaItem#6a)

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.

DEPUTATIONS AND/OR PRESENTATIONS a)

Ms. Shauna Dunn, OPSEU Local 462 Chief Steward, addressed County Council on behalf of OPSEU Local 462 paramedics with respect to concerns regarding the ambulance service reductions slated for May 20, 2013.

Motion #: 166-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Ms. Shawna Dunn, OPSEU Local 462 Chief Steward, providing an overview of the effect that cuts to the Ambulance service will have on the citizens of Kingston and Frontenac County. CARRIED b)

Ms. Dorothy Hector, Councillor City of Kingston and Federation of Canadian Municipalities (FCM) Board Member updated County Council on the work of the FCM.

Motion #: 167-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Ms. Dorothy Hector, Councillor City of Kingston and Federation of Canadian Municipalities (FCM) Board Member, regarding the work of the FCM. CARRIED 5. CLOSED MEETING Motion #: 168-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

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: Adoption of Closed Meeting Minutes dated March 20, 2013; and c) Proposed Land Acquisition. CARRIED Motion #: 169-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT County Council rise from the closed meeting; AND FURTHER that the direction provided within the closed meeting be confirmed. CARRIED Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

Council recessed at 10:05 a.m. Council reconvened at 10:21 a.m. 6.

ADOPTION OF MINUTES

Motion #: 170-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the minutes of the regular meeting of County Council held on March 20, 2013 be adopted as required. CARRIED It was questioned by a member of Council if Report 2013-053, 2013 Revised Draft Budget Presentation was lost on a recorded vote. The Clerk will review the resolution sheets and amend the minutes accordingly if required. 7.

BUSINESS ARISING FROM THE MINUTES – Nil

COMMUNICATIONS FOR INFORMATION

Motion #: 171-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the items listed in the Communications of Interest to County Council report dated April 20, 2013 be received as circulated and filed for information purposes, including: •

Kingston & Frontenac Public Library Board meeting minutes dated February 27, 2013;

•

Kingston & Frontenac Housing Corporation Board meeting minutes dated February 14, 2013; and

•

March 2013 edition of Frontenac County Bytes. CARRIED

COMMUNICATIONS FOR ACTION a)

United Way - Request April 21st to 27th, 2013 be Proclaimed National Volunteer Week across Canada

Motion #: 172-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the correspondence from the United Way requesting that April 21st to 27th, 2013 be declared Volunteer Week in the County of Frontenac;

Regular Meeting of Council Minutes April 17, 2013

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AgendaItem#6a)

AND WHEREAS the role of volunteers is critical in providing much needed resources to the voluntary sector and community. Without their help, many organizations would not be able to operate and serve the members of the community who desperately need their services; AND WHEREAS April 21-27 is National Volunteer Week across Canada and is about inspiring, recognizing and encouraging people to seek ways to engage with others. It’s about working together as members of a community towards a common good; NOW THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac hereby proclaims the week of April 21 to 27, 2013 to be Volunteer Week in the County of Frontenac. CARRIED 10.

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

10.1.

Administrative Services

10.1.1. a)

Administration 2013-064 2013 1st Quarter Activity Update

Motion #: 173-12

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac accept the Administrative and Financial Services – 2013 1st Quarter Activity Update report for information only. CARRIED b)

2013-066 Review of Procedure By-law

Motion #: 174-12

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Review of the Procedure By-law report for information; AND FURTHER THAT Council approve the recommended amendments to By-law No. 20100028, as amended by By-law No. 2011-0026 as outlined in this report; AND FINALLY THAT staff be directed to bring forward for adoption a by-law to pass a procedure by-law for governing the calling, place and proceedings of meetings for the County of Frontenac and rescind by-law 2010-0028 to the next regular meeting of County Council. CARRIED The following changes were suggested to be incorporated into the new Procedural By-law being brought forward to the May 15th Council Meeting: Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

Section 5.1 – change the word “elected” to “re-elected” Section 9.1 – after “5” add the word “members” Section 9.2 – amend to 15 minutes Section 11.1 – Leave Closed Meeting in its current location on the agenda after Deputations and/or Presentations 5. Section 12.2 – add a sentence, “Members of County Council may ask questions of clarification of the minutes.” 6. Section 13.4 – change to 15 minutes 7. Section 16.6 – limit speaking time to 10 minutes 8. Section 16.7 – limit number of Deputations to 2 per meeting 9. Section 25.3 – add at the end of the last sentence, “and do not abide by the County’s Procedural By-law 10. Section 25.6 – section c) remove the word “standing” 11. Section 25.6 – section d) add at the end of the sentence, “if re-elected.” 12. Section 6.4 – clarify that if required, Committee of the Whole will meet on the 1st Wednesday of the Month Council recessed for lunch at 12:12 p.m. Council reconvened at 12:52 p.m. 13. Section 25.9 – after the work Clerk add “or designate” 14. Section 10.2 – change to 12 days prior to the date of the meeting 15. Incorporate into the By-law that County Council Meetings are limited to 4 hours and will conclude at 1:00 p.m. Staff will include language that would ensure that all time sensitive matters and adoption of the By-laws. Council recessed at 1:08 p.m. to move into a Public Meeting of Council and reconvened at 1:16 p.m. (Motion # 175-13 to Motion # 178-13) c)

2013-072 AMCTO and MISA Annual Conferences

Motion #: 179-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – AMCTO and MISA Annual Conferences report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the Deputy Clerk to attend the annual AMCTO Conference in Blue Mountain, Ontario from June 9 to June 12, 2013; AND FINALLY THAT the Council of the County of Frontenac authorize one of the Information Services staff members to attend the annual MISA Conference in Waterloo, Ontario from June 2 to June 5, 2013. CARRIED d)

2013-080 Monthly E-Newsletters: Frontenac County Bytes

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

Motion #: 180-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac accept the Administrative Services – Monthly E-Newsletters: Frontenac County Bytes report for information; AND FURTHER the Council of the County of Frontenac support the continuation of this monthly e-newsletter. CARRIED e)

2013-081 Draft RFP for a Services Review and Organizational Study

Motion #: 181-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Draft RFP for a Services Review and Organizational Study report; AND FURTHER THAT the Council of the County of Frontenac authorize the CAO/Clerk to issue a Request for Proposal (RFP) for a Service Review and Organization Study, the terms of which have been authorized by Council as discussed and directed. CARRIED Motion #: 182-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

BE IT RESOLVED THAT staff prepare a Terms of Reference for the establishment of a Committee to oversee the RFP for the Service Delivery and Organizational review; AND FURTHER THAT Councillors Doyle, Davison and Clayton be appointed to this Committee; AND FURTHER THAT Mr. Gordon Burns be appointed to this Committee as a community member; AND FURTHER THAT if Mr. Burns is unavailable, that another member of the community be appointed. CARRIED 10.1.2. a)

Sustainability 2013-077 Pitch - In Canada Week

Motion #: 183-13

Moved By: Seconded By:

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

Councillor Doyle Councillor Jones

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AgendaItem#6a)

RESOLVED THAT the Council of the County of Frontenac receive this Sustainability - PITCH-IN CANADA WEEK report for information; WHEREAS hundreds of thousands of Canadians show their concern for the environment and their communities each year by participating in PITCH-IN CANADA projects to: refuse, reuse, reduce, recycle and properly dispose of waste; clean up and rejuvenate local neighbourhoods, green spaces, ravines, waterways and illegal dump sites; restore habitats; and to establish composting and recycling projects; AND WHEREAS PITCH-IN CANADA, a national, community-based, organization comprised of eco-action and community volunteers, believes that maintaining a quality environment and encouraging civic pride is everyone’s responsibility; AND WHEREAS PITCH-IN CANADA encourages voluntary action to: keep communities clean and beautiful and restore and maintain a healthy environment; NOW THEREFORE, The County of Frontenac declares the week of April 21-27, 2013 as “PITCH-IN CANADA Week” and invites all citizens in our community to actively participate in PITCH-IN CANADA’s OPERATION: Clean Sweep. CARRIED b)

2013-078 KFL & A Food Charter

Motion #: 184-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Kingston, Frontenac, Lennox & Addington Food Charter report for information purposes. CARRIED 10.1.3. 10.2. a)

Human Resources Financial Services 2013-071 2013 Property Tax Capping

Motion #: 185-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

WHEREAS the County of Frontenac adopted tax ratios of 1.0 for the Multi-residential, Commercial and Industrial Classes in 1998 thereby providing a fair and equitable property tax environment for the business sector; AND WHEREAS property taxation at Current Value Assessment (CVA) is considered fair and equitable; AND WHEREAS the property taxation at CVA has been the goal since its implementation in 1998; Regular Meeting of Council Minutes April 17, 2013

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AgendaItem#6a)

AND WHEREAS property tax decreases continue to fund the claw-back resulting from capped properties; AND WHEREAS under the Municipal Act S.O. 2001, Chapter 25 as amended (the Act), Subsection 329.1 (1), upper tier and single tier municipalities have the opportunity to select from prescribed options the calculation of the amount of taxes for municipal and school purposes payable in respect of property in the commercial class, industrial class or multi-residential property class for 2005 or a subsequent taxation year; AND WHEREAS County Council has reviewed the provisions of Section 329.1(1) of the Act and hereby deems it necessary and appropriate to adopt optional tools for the purpose of providing minimum amounts for properties subject to the provisions of Section 331 for the Commercial, Industrial and Multi-residential property classes; NOW THEREFORE, Council of the County of Frontenac accepts this Financial Services – 2013 Property Tax Capping report; AND FURTHER THAT Council of the County of Frontenac shall adopt a bylaw setting the 2013 capping adjustment at 10% of the previous year’s annualized tax or 5% of CVA tax, whichever is greater and a threshold of $250 for increasing and decreasing properties for properties in the Commercial, Industrial and Multi-residential Classes to which Part IX of the Act applies; AND FURTHER THAT properties that were at CVA tax in 2012 are excluded from the capping and claw-back calculation in 2013; AND FURTHER to exclude properties that would move from being capped in 2012 to being clawed back in 2013 or from being clawed back in 2012 to being capped in 2013 as a result of the changes to the CVA tax caused by the 2013 reassessment; AND FURTHER that for all properties that become eligible within the meaning of subsection 331(20) of the Act, the taxes for municipal and school purposes for the year or portion of the year shall be the greater of: a) the amount of the taxes determined for the property for 2013 under subsection 331(2), and b) the amount of the uncapped taxes for the property multiplied by one hundred per cent (100%) where “uncapped taxes” means the taxes for municipal and school purposes that would have been imposed for the taxation year but for the application of the cap. CARRIED b)

2013-065 2013 Draft Budget

This report was removed from the agenda and referred to a Special County Council meeting. c)

2013-083 2013 Unfunded Liability and Reserve Allocations

Motion #: 186-13

Moved By: Seconded By:

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

Councillor Jones Councillor Doyle Page 8 of 18

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AgendaItem#6a)

RESOLVED THAT County Council accept this Financial Services – 2013 Unfunded Liability and Reserve Allocations report; AND FURTHER that County Council acknowledge that $567,647 of liabilities are unfunded in the 2013 budget, the County’s share of which is $194,687. CARRIED 10.3. a)

Emergency and Transportation Services 2013-067 2013 Emergency Medical Services (EMS) Week Proclamation, May 26th to June 1st

Motion #: 187-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

WHEREAS each year the paramedics of Frontenac Paramedic Services will respond to approximately 22,000 calls for assistance from the public; AND WHEREAS the paramedics of emergency medical services are ready to provide lifesaving care to those in need 24 hours a day, 7 days a week, 365 days a year; AND WHEREAS access to quality emergency medical care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; AND WHEREAS the members of emergency medical services teams, whether career or volunteer, engage in thousands of hours of specialized training and continuing education to enhance their life saving skills; AND WHEREAS the members of emergency medical services teams often find themselves in dangerous and traumatic situations requiring spontaneous decision-making; AND WHEREAS the members of emergency medical services teams provide a vital pre-hospital service to the residents of the geographic area of the County of Frontenac and the City of Kingston; NOW THEREFORE BE IT RESOLVED the Council of the County of Frontenac receive this Emergency and Transportation Services – 2013 Emergency Medical Services (EMS) Week, May 26th to June 1st, report; AND FURTHER that the week of May 26 to June 1, 2013 be proclaimed EMS WEEK in the County of Frontenac. CARRIED b)

2013-068 2013 Emergency Preparedness (EP) Week Proclamation, May 5th to 11th

Motion #: 188-13

Moved By: Seconded By:

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

Councillor Jones Councillor Doyle Page 9 of 18

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AgendaItem#6a)

WHEREAS the Council of the County of Frontenac recognizes the importance of everybody being prepared for emergencies; AND WHEREAS the goal of Emergency Preparedness Week is to raise community awareness and the need to prepare for the possibility of an emergency; AND WHEREAS the safety of our community is the responsibility of each and every one of us, we must prepare now and learn how to secure a strong and healthy tomorrow; NOW THEREFORE Council of the County of Frontenac accept this Emergency and Transportation Services – 2013 Emergency Preparedness Week, May 5th to 11th report for information; AND FURTHER Council of the County of Frontenac hereby proclaim the week of May 5th to 11th, 2013, to be EMERGENCY PREPAREDNESS WEEK throughout the County, and encourage all citizens to participate in educational activities on emergency preparedness. CARRIED (With Agreed to Amendments) c)

2013-069 2013 1st Quarter Activity Update

Motion #: 189-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – 2013 1st Quarter Activity Update report for information only. CARRIED d)

2013-070 National Emergency Medical Services (EMS) Database – Data Sharing Agreement

Motion #: 190-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – National Emergency Medical Services (EMS) Database – Data Sharing Agreement report for information; AND FURTHER the Council of the County of Frontenac authorize the CAO/Clerk and Warden to execute the Data Sharing Agreement between the County of Frontenac and the Emergency Medical Services Chiefs of Canada (EMSCC). CARRIED e)

2013-079 2012 Year in Review

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

Motion #: 191-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

That Council of the County of Frontenac receives this Emergency and Transportation Services – 2012 Year in Review report for information only. CARRIED

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

10.4. a)

Fairmount Home 2013-063 2013 1st Quarter Activity Update

Motion #: 192-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – 1st Quarter Activity Update for information only. CARRIED 11.

ACCOUNTS March 13, 2013 to April 10, 2013 Accounts Listing

Motion #: 193-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of March 13 – April 10, 2013:

• Payroll dated between March 13 to April 10, 2013 in the amount of $866,081.75 and Cheque Listing in the amount of $1,248,655.49 CARRIED

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a)

Motion by Councillor Doyle

Motion #: 194-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

WHEREAS the County of Frontenac has made a commitment, through Directions for our Future to a sustainable future throughout the County of Frontenac; AND WHEREAS St. Lawrence College Kingston will be hosting an Alliance of Rural Colleges North American Advanced Skills Energy Symposium and a Sustainable Energy Symposium from April 29 – May 1, 2013 that will showcase St. Lawrence College’s ability to engage the sustainable energy industry in the development of innovative technology solutions and knowledge transfer for regional economic enhancement on climate change solutions including key note thinkers and inventors who are working to find possible ways out of the energy crisis; AND WHEREAS Schedule “A”, Section 1(a) of Bylaw 2010-0011, a Bylaw for reimbursement, clearly states that to be eligible for reimbursement for attendance at conferences by Frontenac County, that Council permission by resolution must be granted to attend such conferences; THEREFORE BE IT RESOLVED THAT Council of the County of Frontenac authorize Councillors John Inglis and McDougall to attend the St. Lawrence College Sustainable Alliance Regular Meeting of Council Minutes April 17, 2013

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AgendaItem#6a)

of Rural Colleges North American Advanced Skills Energy Symposium and the Sustainable Energy Symposium from April 29 – May 1, 2013 at a cost of $450 per person. CARRIED (With Agreed to Amendments) b)

Motion by Councillor Jones

Motion #: 195-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

WHEREAS the Federation of Canadian Municipalities has scheduled it’s 2013 Annual Conference and Trade Show from May 31st – June 3rd 2013 in Vancouver; AND WHEREAS program topics such as Asset Management for Small and Rural Municipalities, Healthy Communities, Environmental Issues and Sustainable Development, Strengthening Local Partnership in Local Communities: Pathways to a Stronger Canada, Municipal Finance and Intergovernmental Arrangements, Social Economic Development and, Intelligent Citizen Service Delivery are of particular interest to Councillors Doyle and Jones; BE IT RESOLVED THAT Councillors Doyle and Jones be appointed delegates to attend on behalf of the County the FCM 2013 Annual Conference and Trade Show from May 31st – June 3rd 2013 in Vancouver; AND FURTHER THAT all their reasonable expenses be reimbursed accordingly. CARRIED c)

Motion by Councillor McDougall

Motion #: 196-13

Moved By: Seconded By:

Councillor McDougall Councillor Inglis

WHEREAS the Council of the County of Frontenac, at its meeting held January 16, 2013 passed the following Mission and Vision Statements: Mission Statement “The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens” Vision Statement “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” AND WHEREAS the County of Frontenac and its Townships have a goal to provide safe, sustainable and fully accessible senior friendly communities; AND WHEREAS this goal would see a much higher success rate if there were collaboration between the County of Frontenac, its Townships and potentially the provincial and federal governments as well as the CFDC;

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

AND WHEREAS the County of Frontenac currently has sufficient funds in its Federal Gas Tax Reserve and its Working Fund Reserve: THEREFORE BE IT RESOLVE THAT $1,500,000 of the Federal Gas Tax or Working Fund Reserves be earmarked over five years to support the development and implementation of a plan done collaboratively between the County of Frontenac and its Townships that would see the County of Frontenac supporting seniors and their continued independent living by providing safe, sustainable, fully accessible senior friendly communities, to include but not limited to: • The support of one new Seniors Housing development in each Township; • Fulfill the County’s responsibilities as noted in the Municipal Housing Strategy and the Ten Year Homelessness Plan; • Increase community consultation on accessibility and how to better create barrier free communities; • Make better use of Community Improvement Plans to better assist local business and promote pedestrian friendly community development; • Support local health care support services; • Improve rural transportation; AND FURTHER THAT this plan be incorporated into the draft proposed Sustainable Actions Directions for our Future 2013. REFERRED TO THE SPECIAL BUDGET MEETING (See motion to refer below which was CARRIED) Motion #: 197-13

Moved By: Seconded By:

Councillor McDougall Councillor Doyle

BE IT RESOLVED THAT the motion by Councillor McDougall be tabled to the Special Budget meeting. CARRIED 13.

GIVING NOTICE OF MOTION

OTHER BUSINESS

Motion #: 198-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT County Council direct staff to seek a legal opinion on whether members of Council are permitted to speak at Public Meetings. CARRIED 14.1. a)

External Boards and Committees Kingston Frontenac Library Board Update - Councillor Purdon

Councillor Purdon advised that the Kingston Frontenac Library Board’s annual meeting took place in March and that the report has been published, a copy of which he provided to the Clerk. The report indicates that the use of the Libraries is down overall; however the circulation of Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

books is up. Councillor Purdon also advised that the Board’s Strategic Plan has started and working sessions have been scheduled. b)

KFL&A Public Health Board Update - Councillor Clayton

Deputy Warden Clayton noted that the last meeting of the KFL&A Public Health Board was an educational session for the Board members and provided an overview of the key note speakers that provided presentations. c)

RULAC, LSR and Other Updates – Nil

d)

Algonquin Land Claim Update - Councillor Inglis

Councillor Inglis indicated that no meetings have taken place since his last report. e)

Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

Councillor Davison indicated that no meetings have taken place since his last report. f)

Housing and Homelessness Committee Update - Councillor McDougall

Councillor McDougall advised that the April meeting was cancelled. g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones

Councillor Jones indicated that the Rideau Corridor Landscape report will be released in May. 14.2. a)

Advisory Committees of County Council Sustainability Advisory Committee a) Minutes of Meeting held April 3, 2013 b)April 3, 2013 Sustainability Advisory Committee Recommendations to County Council

Motion #: 199-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac accept the Sustainability Advisory Committee meeting minutes dated April 3, 2013. CARRIED Motion #: 200-13

Moved By: Seconded By:

Deputy Warden Clayton 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. Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

CARRIED

Regular Meeting of Council Minutes April 17, 2013

Adoption of April 17, 2013 Public and Regular Council Meeting

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AgendaItem#6a)

Motion #: 201-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

RESOLVED THAT Council authorize staff to investigate ways in which a recognition program for employees who act sustainably in the workplace might be implemented at the County of Frontenac, including any associated costs; AND FURTHER THAT a copy of the correspondence from the Town of Halton Hills on recognizing employees who act sustainably in the workplace be forwarded to the Townships and included in the County newsletter. CARRIED Motion #: 202-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

RESOLVED THAT Frontenac County Council authorize the Sustainability Advisory Committee to hold the Annual Integrated Sustainability Planning Celebration Breakfast on May 24, 2013 at an approximate cost of $1,000. CARRIED b)

150th Anniversary of County Advisory Committee – Nil

c)

Trails Advisory Committee a) Minutes of Meeting held April 5, 2013

Motion #: 203-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

RESOLVED THAT the Council of the County of Frontenac accept the Trails Advisory Committee meeting minutes dated April 5, 2013. CARRIED d) 14.3. a)

Accessibility Advisory Committee – Nil Other Updates Update by Councillor Doyle Summary of the SWITCH Green Profit Conference

Motion #: 204-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive for information the update by Councillor Doyle of the SWITCH Green Profit Conference. CARRIED 15.

PUBLIC QUESTION PERIOD – Nil

Regular Meeting of Council Minutes April 17, 2013

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AgendaItem#6a)

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

Motion #: 205-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

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. 2013-0014 - To Amend By-law No. 2011-0004 (payment of remuneration);
• By-Law No. 2013-0015 - To Appoint the Deputy Clerk; and
• By-Law No. 2013-0016 - Confirmation of Proceedings. CARRIED Motion #: 206-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

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

• By-Law No. 2013-0014 - To Amend By-law No. 2011-0004 (payment of remuneration);
• By-Law No. 2013-0015 - To Appoint the Deputy Clerk; and
• By-Law No. 2013-0016 - Confirmation of Proceedings. CARRIED

ADJOURNMENT

There will be a Special Meeting of Council on Thursday, May 2, 2013 for the purpose of hearing the 2013 Draft Budget Report. The next regular meeting of County Council is scheduled for Wednesday, May 15, 2013. Motion #: 207-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Jones

RESOLVED THAT the meeting hereby adjourn at 2:35 p.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk Regular Meeting of Council Minutes April 17, 2013

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AgendaItem#6b)

MINUTES OF O THE SPE ECIAL MEET TING OF CO OUNCIL Ma ay 2, 2013 A special meeting off the Councill of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administtrative Office e, 2069 Batttersea Road d, Glenburnie e on Thursd day, May 2, 2013 at 9:00 a.m. a NT: PRESEN

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Denis Doyle, Ga ary Davison n, David Jones, J John Purdon, John gall and Joh hn Inglis McDoug

ALSO PR RESENT:

County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillingtton, Adminis strator of Fairmount; Anne Marie Yo oung, Manag ger of Econom mic Sustainability; Joe e Gallivan, Manager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Green n, The Fron ntenac News s; Craig Ba ackay, Fronttenac EMC

C CALL TO OR RDER

On the advice a of Warden W Gutowski and an nticipating her h late arriv val, Deputy Warden Cla ayton called the e meeting to o order at 9:0 00 a.m. A ADOPTION OF O THE AGENDA

Motion #: 208-13

Moved By y: Seconded d By:

Co ouncillor McD Dougall Co ouncillor Purd don

RESOLV VED THAT th he agenda fo or the May 2, 2 2013 Spec cial meeting g of the Coun ncil of the Co ounty of Fronte enac be adop pted. CARR RIED D DISCLOSUR RES OF PEC CUNIARY IN NTEREST AN ND GENERA AL NATURE E THEREOF F

The Deputy Warden requested the Clerk to record r that in accordanc ce with the Municipal M Co onflict of Interes st Act no dis sclosures of pecuniary in nterest were declared. 4.

DEPUTATIONS AND/OR D R PRESENT TATIONS – Nil N

C COMMUNICA ATIONS a)

Correspondence re eceived from m the Town nship of Central Fronte enac reques sting

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that the County of Frontenac finalize its budget as soon as possible so that County tax rates may to be incorporated in the next tax bill. Motion #: 209-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

THAT the communications from the Township of Central Frontenac requesting that the County of Frontenac finalize its budget as soon as possible so that County tax rates may to be incorporated in the next tax bill be received for information. CARRIED 6.

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 2013-065 Financial Services – 2013 Draft Budget (Deferred from the April 17, 2013 Regular County Council Meeting)

Motion #: 210-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT County Council accept the Financial Services – 2013 Draft Budget report; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. CARRIED Council proceeded to Motions 211-13 – 216-13 being Motions, Notice of Which has been Given, and the first and second reading of the By-laws. (See pages 3 to 5) During the first and second reading of the By-laws, the vote on Motion #210-13 was reconsidered and subsequently carried as amended. See motions below which place Motion #210-13 back on the floor. Motion #: 217-13

Moved By: Seconded By:

Councillor McDougall Councillor Doyle

RESOLVED THAT County Council accept the Financial Services – 2013 Draft Budget report; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended that additional $130,350 be allocated from the Working Fund Reserve to be levied against the 2013 budget. CARRIED AS AMENDED (7:2) (See Recorded Vote) (See motion to amend below which was CARRIED) A Recorded Vote was requested by Councillor Jones. YEAS:

Warden Gutowski, Councillor Inglis, Councillor Davison (count 2), Deputy Warden Clayton, Councillor McDougall, Councillor Purdon (7)

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NAYS: Councillor Doyle, Councillor Jones (2) Motion #: 218-13 Moved By: Councillor Doyle Seconded By: Councillor Jones BE IT RESOLVED THAT an additional $130,350 be allocated from the Working Fund Reserve to be levied against the 2013 budget. CARRIED Council now proceeded to the reading of the By-laws. (See page 5) 7.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN Referred from the April 17, 2013 Regular County Council Meeting Motion by Councillor McDougall

Motion #: 211-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

WHEREAS the Council of the County of Frontenac, at its meeting held January 16, 2013 passed the following Mission and Vision Statements: Mission Statement “The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens” Vision Statement “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” AND WHEREAS the County of Frontenac and its Townships have a goal to provide safe, sustainable and fully accessible senior friendly communities; AND WHEREAS this goal would see a much higher success rate if there were collaboration between the County of Frontenac, its Townships and potentially the provincial and federal governments as well as the CFDC; AND WHEREAS the County of Frontenac currently has sufficient funds in its Federal Gas Tax Reserve and its Working Fund Reserve: THEREFORE BE IT RESOLVE THAT $1,500,000 of the Federal Gas Tax or Working Fund Reserves be earmarked over five years to support the development and implementation of a plan done collaboratively between the County of Frontenac and its Townships that would see the County of Frontenac supporting seniors and their continued independent living by providing safe, sustainable, fully accessible senior friendly communities, to include but not limited to: • •

The support of one new Seniors Housing development in each Township; Fulfill the County’s responsibilities as noted in the Municipal Housing Strategy and the Ten Year Homelessness Plan;

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• • • •

Increase community consultation on accessibility and how to better create barrier free communities; Make better use of Community Improvement Plans to better assist local business and promote pedestrian friendly community development; Support local health care support services; Improve rural transportation;

AND FURTHER THAT this plan be incorporated into the draft proposed Sustainable Actions Directions for our Future 2013. DEFERRED (See motion to DEFER below which was CARRIED) Motion #: 212-13

Moved By: Seconded By:

Councillor Doyle Councillor Inglis

BE IT RESOLVED THAT the motion by Councillor McDougall be deferred to the Committee of the Whole. CARRIED Motion #: 213-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

BE IT RESOLVED THAT the May 15, 2013 County Council meeting include going into Committee of the Whole to discuss Reserve Funds. CARRIED Motion #: 214-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Council of the County of Frontenac, at its June 2013 meeting, set targets for staff to reduce absenteeism issues; AND FURTHER THAT staff be directed to provide monthly reports on these targets. CARRIED 8.

GIVING NOTICE OF MOTION – Nil

PUBLIC QUESTION PERIOD – Nil

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW By-law No. 2013-0017 - To Adopt the 2013 Budget By-law No. 2013-0018 - To Confirm the Proceedings of County Council

Motion #: 215-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

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: Special Meeting of Council Minutes May 2, 2013

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• By-Law No. 2013-0017 - To Adopt the 2013 Budget; and
• By-Law No. 2013-0018 - Confirmation of Proceedings. LOST

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Motion #: 216-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

BE IT RESOLVED THAT County Council reconsider the vote on Report 2013-065, 2013 Draft Budget. CARRIED County Council re-opened debate on Report 2013-065, 2013 Draft Budget at this time. (See Motions 217-13 to 218-13 which were CARRIED) (See pages 2 and 3) Motion #215-13, being the first and second reading of the by-laws was reconsidered at this time. (See motion to Reconsider below which was CARRIED) Motion #: 219-13

Moved By: Seconded By:

Councillor Davison Councillor Inglis

BE IT RESOLVED THAT the vote on the First and Second reading of the By-laws be reconsidered. CARRIED Motion #: 220-13

Moved By: Seconded By:

Councillor Davison Councillor Purdon

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. 2013-0017 - To Adopt the 2013 Budget; and
• By-Law No. 2013-0018 - Confirmation of Proceedings. CARRIED Motion #: 221-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

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

• By-Law No. 2013-0017 - To Adopt the 2013 Budget; and
• By-Law No. 2013-0018 - Confirmation of Proceedings. CARRIED

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ADJOURNMENT

Motion #: 222-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the meeting hereby adjourn at 10:20 a.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

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Report 2013-099 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Angelique Tamblyn Executive Assistant Alison Vandervelde Communications Officer

Date Prepared:

May 8, 2013

Date of Meeting:

May 15, 2013

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 Citizenship and Immigration, May 6, 2013 - Correspondence from Minister Michael Coteau Re: Ontario Medal For Good Citizenship. Established in 1973, the Ontario Medal for Good Citizenship honours Ontarians who, through exceptional, longterm efforts, have made outstanding contributions to community life. For further information, contact Ontario Honours and Awards Secretariat at 1-877-832-8622. Nomination can be made at www.ontario.ca/honourand awards. Nominations must be received by July 17, 2013.

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2. Ministry of Economic Development, Trade and Employment, May 3, 2013 Correspondence from new Assistant Deputy Minister Ann Hoy of the Accessibility Directorate of Ontario. Re: Introduction to the new Minister and she is looking forward to working with you on this very important portfolio. The Accessibility Directorate recently moved to the Ministry of Economic Development, Trade and Employment. This will reinforce the government’s message to the private sector to help promote the employment potential of those living with a disability, and further advance economic benefits for businesses and communities. accessibility@ontario.ca
3. County of Renfrew, May 1, 2013 - Correspondence from Director of Development and Property Re: Request for Support for the Proposed Amendment to the Endangered Species Act and letters from County of Renfrew Warden Peter R Emon to the Honourable Wynne and the Honourable Orazietti. See Appendix A.
4. The Corporation of the City of Brampton, April 30, 2013 - Correspondence from Mayor Susan Fennell addressed to all Ontario municipal Heads of Council, Clerks and CAOs regarding the Veteran Affairs Canada - Hire a Veteran Program, an initiative which will see more jobs directed to Canadian Veterans transitioning from military careers to the civilian workforce. A new email address (jobs-emplois@vac.acc.gc.ca maintained by Veterans Affairs Canada) will accept employment opportunities and job notifications and redistribute these to releasing Canadian Forces members and Veterans.
5. Ontario Ministry of the Environment, April 24, 2013 - Re: Property Entry and Risk Management Official/Risk Management Inspector Training Course under the Clean Water Act. The Ministry is offering these 5-day courses from June 3 to June 7, 2013, 8:30 to 4:30 p.m. in Toronto at no cost to participants.
6. Parks Canada, April 24, 2013 - The Rideau Corridor Landscape Strategy Steering Committee and Parks Canada released the Rideau Corridor Landscape Character Assessment & Planning and Management Recommendations Report. The report identifies key features and visual values along the Rideau Canal and includes recommendations for future planning and actions to protect the visual setting of the Rideau Canal and its 13 municipalities, from Ottawa to Kingston. The report is available online at www.rcls-sacr.ca. Members of the Rideau Corridor Landscape Strategy will use the report as a guide in the development and implementation of tools and strategies for responsible planning and management along the Rideau Corridor.
7. Ministry of Economic Development, Trade and Employment, Ministry of Research and Innovation, April 15, 2013 - Correspondence from Assistant Deputy Minister Alfred Spencer Re: Reminder of the Accessibility Advisory Committee Forums 2013. Six regional forums for the municipal Accessibility Advisory Committees are being hosted by the Accessibility Directorate of Ontario. Theme of the forums is “Engaging Effectively with your Community”. The Accessibility Directorate now falls under the Ministry of Economic Development, Trade and Employment to reinforce the government’s message to the private sector to help promote the employment potential of those living with a disability, and further advance economic benefits for businesses and communities. A forum will be held in Ottawa on June 20, 2013 at the Delta Ottawa City Centre.
8. Ministry of Energy, April 15, 2013 - Correspondence from Director, Energy Efficiency and Innovative Technology Branch Re: Broader Public Sector (BPS) Reporting Template Goes Live. The web portal and template are now available. BPS organizations will be required to report on their 2011 data by July 1, 2013. Resources to help public sector agencies report on energy use and GHG emissions include the reporting template, guides, quick tips and Q&As. If you have any questions about the regulation email bpssupport@ontario.ca
9. City of Kingston, April 8, 2013 - Correspondence from Calvin Chan, Senior Planner Re: Proposed Road Name Change - Highway 2, Highway 15, and Highway 38. The City of Kingston Council is proposing to re-name portions of Highway 2, Highway 15, and Highway 38 through a motion on January 22, 2013. As a result, the City wishes to Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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discuss with all affected municipalities, technical agencies, and relevant stakeholders about this proposed change. Other Correspondence:

1. KFL&A Public Health, May 2, 2013 - Correspondence from Rachael Goodmurphy Re: KFL&A Public Health update on KFL&A Healthy Eating Working Group. Thanks were offered to all those who participated in the March 21, 2013 session - Moving forward with the Food Charter-Putting Words into Action. The session generated great discussions and they received excellent feedback on the proposed Food Policy Council model for the KFL&A area. The Food Policy Council report, which outlines the purpose, roles and structure, has been finalized. Council members are being sought the deadline for which is May 31, 2013 by 4:30 p.m. To apply for the KFL&A Food Policy Council http://www.kflahealthycommunitiespartnership.com/food-policy-council.html
2. United Way serving KFL&A, May 2, 2013 - Correspondence from Bhavana Varma thanking the County of Frontenac for proclaiming the week of May 4, 2013 as United Way Success By 6 Week.
3. Residents – Ambulance Write-In/Call-In Campaign. Since the March 20, 2013 announcement of the Land Ambulance Budget Mitigation Strategy, County, Township and City Councillors and County staff have received correspondence and calls from the public outlining concerns regarding the strategy. Following Council’s regular meeting in April, union activities and public opinion/comment to the “layoff” of paramedics in the County of Frontenac Paramedic Services began. OPSEU Local 462 placed several ads in local newspapers, posted flyers at businesses around the County and in the City of Kingston, conducted media interviews and encouraged citizens to contact the Warden or their local politician to express concerns regarding this budget mitigation strategy. Thirty-four (34) emails have been received, five phone calls have been answered, and a number of social media mentions have been posted. The emails included a form letter received 19 times by multiple Councillors of both the County and City and by staff members. A number of the emails and social media mentions were sent by FPS paramedic staff (see Appendix B). AMO Member Communications:
4. News Releases • Ontario Budget Delivers Infrastructure Investment; Silent on Tools to Manage Costs (May 2, 2013) • New Infrastructure Funding Will Help Address Critical Roads and Bridges Needs for Small, Rural and Northern Municipalities (April 26, 2013)
5. AMO Breaking News & Policy News • 2013 Urban Symposium Presentations • MEPCO Update on OMERS (April 25, 2013) • Ontario Government Responds to Infrastructure Needs for Small, Rural and Northern Municipalities • Remarks by AMO President Powers at OSUM • 2013 Provincial Budget Released • Ontario PC’s Interest Arbitration Private Members’ Bill Lost on Vote (April 12, 2013)
6. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • April 11, 18, 25 and May 2, 2013 Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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FCM Member Communications:

1. News Releases • Statement by FCM president Karen Leibovici on the election of Justin Trudeau as Leader of Liberal Party of Canada (April 15, 2013)
2. PCP News • Climate Reality Leadership Corps training in Chicago and Istanbul in 2013 (April 30,

• Town Hall Challenge 20 by ‘15 (April 23, 2013) B

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

C

Agency/Board Minutes:

1. Kingston Frontenac Public Library Board Minutes • Minutes of March 27, 2013
2. Kingston Frontenac Housing Corporation Board Minutes • Minutes of March 19, 2013

D

The following items of correspondence require action: • Township of Frontenac Islands, May 9, 2013 – Correspondence from Carol Dwyer. Township of Frontenac Islands passed the following resolution: That Council request the County of Frontenac waive the fees for those vehicles transacting business for the Township of Frontenac Islands that they are currently charging us for. • Spina Bifida and Hydrocephalus Association of Ontario (SB&H), April 30, 2013 Correspondence from Joan Booth, Executive Director, SB&H Re: Request to proclaim June as Spina Bifida and Hydrocephalus Awareness Month, to help raise awareness of these life long, neurological conditions. The Spina Bifida and Hydrocephalus Association of Ontario (SB&H), is a registered charitable organization and is a proud of its 40 year history of delivering programs and services that improve the quality of life of children, youth and adults with spina bifida and/or hydrocephalus through research, awareness, care and advocacy.

E

County of Frontenac Outgoing Communications:

1. Media Releases: • 5th Annual Trail Clean Up Day (April 15) • Federal Funding Will Improve County’s Information Management during Emergency Situations (April 26) • Residents and Businesses in the Quinte-Loyalist Area Now Have Improved HighSpeed Internet Access (April 26)
2. E-Newsletters • April edition of Frontenac County Bytes (attached)

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APPENDIX A Resolution of Support Requested from the County of Renfrew: WHEREAS the Endangered Species Act (ESA) calls on the Province of Ontario to undertake measures to protect species listed as threatened or endangered; AND WHEREAS regulatory decisions under the ESA are often made without a sound scientific basis or adequate data; AND WHEREAS as a result of inadequate data the Ministry of Natural Resources have tended to designate broad areas of land as critical habitat instead of narrowing the designation to those areas that are truly “essential” as required by the ESA; AND WHEREAS the Ontario Species at Risk legislation as written: * created an Act that does not achieve recovery of endangered species; * imposes an Act that will not be supported by landowners, stewards, employers, or developers; * creates a further disincentive to invest in Ontario; * results in a loss of jobs; * results in a loss of economic opportunity; and * adds a new and costly layer of bureaucracy and regulatory burden; AND WHEREAS the costs associated with preserving a particular species fall disproportionately on rural communities to cope with the resulting economic disruption and financial burden; AND WHEREAS implementation of the ESA causes landowners to unfairly assume the burden for protecting listed species and their habitat; NOW THEREFORE BE IT RESOLVED that the County of Renfrew requests the Province of Ontario to adopt tools that will allow the Endangered Species Act to advance the goal of preserving species without adverse effects on local, Provincial or national economies; AND BE IT FURTHER RESOLVED that the County of Renfrew requests the Province of Ontario to amend the Endangered Species Act (ESA) and/or implementation regulations as follows: 1. Reform the listing process to ensure that all ESA decisions - such as listing, delisting, designation of critical habitat and recovery planning - are supported by sound science. Require that the listing process be subject to review by duly elected Members of Parliament. 2. Balance the needs of property owners and a growing population with the need to protect endangered species, including enhanced opportunities for property owners and the public to participate in the process. 3. Ensure that the burden of proving a species’ existence on private property is placed on the Provincial government, and public participation and comments are provided on any survey protocols produced by the Ministry of Natural Resources. 4. Ensure the social and economic implications of listing a species are clearly understood and mitigated. 5.

Ensure that the designation of critical habitat:

a. is as precise as possible using a map-based approach that incorporates sufficient points of reference to locate critical habitat boundaries; b.

is limited to areas currently occupied by the species;

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c. excludes areas where the costs of designation outweigh the benefits, based on an assessment of the full direct, indirect and cumulative economic and social effects; d. excludes areas where adequate protection is already in place and addressed through other legislation e.g. Crown Forest Sustainability Act, Planning Act; and, e. creates an impartial appeal process for landowners or proponents to the Minister of Natural Resources. AND FURTHER THAT this resolution be forwarded to local municipalities in the County of Renfrew, MPP John Yakabuski, Association of Municipalities of Ontario, Northwestern Ontario Municipal Association and members of the Eastern Ontario Wardens’ Caucus.

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Appendix B As of May 9, 2013 County staff has been made aware of 34 emails received by multiple Councillors and staff members, nine of which were sent by FPS paramedics. Of the emails received, 19 include exactly the following content: To All councillors, I am writing to inform you, and Frontenac County council, that I do NOT support the cuts to front-line ambulance resources as a budget mitigation strategy. Public safety should be a top priority and should not be compromised because of budget problems. Cutting an ambulance because paramedics’ overtime and/or sick time is “too high” makes no sense at all. High levels of overtime/sick time would seem to suggest that the ambulance service is already operating with insufficient resources, or perhaps that the management of their current resources is ineffective. My understanding is that EMS call volumes have been steadily increasing. So, what justification is there then to reduce the number of ambulances, and paramedics, when demand for their services is rising? As a resident of this community, I am also very concerned that this decision was made without public consultation. This decision is not in the public’s best interest, and I assure you, that this council will be held accountable for its’ actions. I, therefore, urge County council to STOP the cuts to front-line ambulance resources, and find savings elsewhere; savings which do not affect front line EMS delivery in the City of Kingston, and Frontenac County. Sincerely, Received from:

1. Chris Wight
2. George Conboy
3. Louise Snider
4. Scott and Louise Snider
5. Ryan Conboy
6. Andrea vanDincten
7. Andrew Gagnon
8. Erik Snider
9. Lise-Anne Lepage-McBain
10. Rita Fournier

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2013-099 Communications of Interest to Council

11. Shari Lake
12. Stephanie Wight
13. Kevin McKee
14. Matt Kirkham
15. Heather Wilkes
16. John Vince
17. Chris Rostant
18. Jonathan Andreozzi
19. Lynda Lackey

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The following 15 customized emails were also received: 20. Dear Warden Gutowski, I write this email to express my concerns regarding the latest announced cuts to this vital service. The economic climate that all paramedic services in Ontario are operating under is similar, yet other EMS organizations are able to add frontline staff, add frontline vehicles and add new response stations. The County of Frontenac politicians seem to not realize the valuable service that paramedics provide to this community, as shown through budget cuts resulting in the loss of four full time positions. Paramedics are not simply a cost in a budget, they are the professionals that will come to the aid of yourself or a loved one experiencing a medical emergency. The removal of these four paramedic positions will save roughly $220,000 from the EMS budget, and will result in increased response times to those in need (as Chief Paul Charbonneau states in a quote to the Whig Standard). Can you put a price tag on the pain, suffering, and potential harm that one of your family members could experience due to a delay in paramedic response times caused by these cuts? A Concerned Kingston resident, Eric Gagnon 21. To Warden Gutowski and Mayor Jones, I am a resident of Frontenac County and as a member of the public who was at the council meeting on April 17th, I would like to say that your behavior today was disrespectful, rude and unbecoming of elected representatives in your position. Ms. Shawna Dunn, representing the Paramedic’s of Frontenac County, was presenting a very interesting, well spoken presentation to council. Yet, Mayor Jones did nothing but roll his eyes and tap his watch and the Warden rudely interrupted Ms. Dunn’s presentation twice. As I overheard members of the public, who where timing Ms. Dunn’s presentation, you short changed her by about two minutes. However, you allowed Ms. Hector’s presentation to go over by two minutes. I guess that was just another symbolic and metaphorical cut to ambulance by council again. As a member of the County and a voter, I am very concerned that council has lost interest in promoting the needs of it citizens and is more concerned with their own self-serving needs. As a simple reminder, you are elected to represent the interests of your constituents not your personal interests. Please note this disrespectful behavior by the Warden and Mayor Jones will not be forgotten and will be passed on to many other citizens of the County. Kyra Glabb Kingston, Ontario 22. Dear Warden Janet Gutowski, Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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I would like to send you this email to clearly state that the reducation in ambulance hours in the County of Frontenac concerns me greatly. With an increase in need for ambulances, how is it that hours are being cut? Kingston’s population alone has increased greatly in just a few years, so much so that the city plans on building a multi-million dollar bridge to connect the East side with the rest of Kingston. Why would the County of Frontenac decide to decrease emergency services care and potentially put its citizens in a situation where their health and lives are in danger? Please explain to me how my life, my family, my neighbours, my friends’ lives are worth the money you are going to save from cutting ambulance hours. Maria 23. Dear Warden Janet Gutowski, I am sending you this email to express to you my utter disgust concerning the County of Frontenac reducing ambulance hours. With several major highways, increasing populations, and an overall increase in service within the county, I cannot understand nor fathom why my anyone wants to decrease emergency services hours and put me and my family at risk. Renee 24. Hi Janet, my name is Ross and I worked as a paramedic in Kingston for over twenty years before an injury forced me into early retirement. Many years ago Kingston City council voted against a proposal that would provide advanced life support training to the paramedics of Kingstons. The training costs were being provided through the provincial government via OPALS (Ontario Paramedic Advanced Life Support). The city was asked to provide ongoing training costs for first responder defibrillation. Without assurance of first responder defib training and ongoing support, the ALS training program opportunity would be lost. After being initially voted down, council had a second vote and the training cost proposal was approved. The paramedics of Kingston, myself included, trained all of the firefighters (professional and volunteer) in automated defibrillation. We did this for free on our days off while the full-time firefighters were at work being paid. The quality of patient care improved dramatically from that point forward, with Kingston being one of the most sought after places to work as a paramedic. In the ensuing years we trained dozens of medics from around the province. Those medics went on to train other medics and so on. We trained or precepted these students for a $1.00/hour stipend. During those early days it was not uncommon to respond to fifteen or more calls in a twelve hour shift. Every medic who worked during that period will recount stories of working 12-15 hours a day without a break…for days on end. This is a fact!!! The Ministry of Labour enventually was called in and the adminstration was put on notice. Gradually things began to improve. We cannot go back to the old days. Please reconsider the staffing cuts. Regards, Ross Brown 25. Dear Janet Please do not let the County of Frontenac reduce the emergency medical services. Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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IT WILL COST LIVES My son is a paramedic and I know how much this reduction will effect the service in this area. The paramedics wil get burnt out and that will lead to more sick time- not less. Please do all you can to avoid this reduction in ambulance services to this area Regards Dee Riddell Sharbot Lake resident 26. Apparently the wrong email address was put in the paper regarding cuts to ambulance services in the counties for Kingston etc. I strongly disagree with any such cuts on what SHOULD ALWAYS REMAIN ‘ESSENTIAL SERVICES’. It is a no-brainer to realize that a life so often depends on the minutes it takes to get a person to a hospital. Where in the world has the social obligation gone when it comes to the common sense of maintaining something as important as a welltrained and well-staffed ambulance service??? sincerely, Eleanor Stuart 27. Dear Warden, I have been reading in the newspaper the proposed cuts. I am not in favor of them, and whats more sad, we as Kingstonions do not even have a say. Please remember if ANY of my friends or family our involved in a situation that there is a delay in Paramedic services I will be holding you personally responsible. Truly, Gregory T. Allan 28. Thank you for your response, Warden. Many citizens of the County that I have spoken to share my concerns. I’m surprised how many are aware of the proposed service/budget cuts. This is a service that everyone can identify with, and these cuts are definitely having an effect on service levels, as outlying ambulances must come to the city to provide coverage, leaving outlying areas under-serviced. Eric Gagnon 29. I am in favor of saving money. Cutting costs. However, some areas are life and death. The ambulance is one. I have needed an ambulance 3 times in my life. Had they not been available, I would not be penning this message. However, I think ambulances are misused to a great extent. i believe there are people, mostly elderly, who view them as taxis to take them to medical appointments. Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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I also saw misuse of people brought from nursing homes when they could have been examined where they were. About ten years ago, I took my wife to Hotel Dieu Hospital with a severe abdominal pain. It was determined she had to go to KGH for emergency surgery. We waited three hours for the ambulance! When we got to KGH the surgeon was annoyed asking, “What kept you? We cleared the operating room two hours ago!” I said, “No ambulance.” I should have bundled her into my car and taken her myself! The surgeon said the delay could have been fatal. I learned later that all the ambulances available had been shuttling people to and from nursing homes. Cut elsewhere. Not ambulances. Steven Spetz Kingston 30. Warden Janet Gutowski, I am very concerned about the plan to reduce ambulance services. I have had past experience waiting for an ambulance to arrive and know it can be life or death. We need to know this is a service we can depend on for safety and dependability. Sincerely Claire Jones 31. Dear South Frontenac Councillors, Could you please take the time to review this letter as we have a few questions that we would like answered surrounding the elimination of a 12 HR Ambulance and the layoff of four paramedics. Thanks you for your time, TERRY BAKER President OPSEU Local 462 Paramedics/Communication Officers Ambulance Division 32. Good Afternoon, I am writing to express my deep concern with the imminent cuts being made to the Frontenac County Paramedic Services. May 20th, 2013 is going to be a dark day in the County of Frontenac, and the City of Kingston, as you all know, the decision has been made to cut one twelve hour ambulance from the road out of the Palace road ambulance station. I must say, that I work closely and enjoy a life outside of work with many of those effected by this decision. I understand their concerns with hours of work being cut down, and stress going up. I firmly believe that they will also be on the receiving end of any dissatisfaction brought up by the citizens for not bringing their loved ones to a trauma centre on time, only because, it has been made COMPLETELY IMPOSSIBLE to respond at a satisfactory level. I’m saying this leaving out the “standard” set by the Ministry of Health, I believe standards are set to be exceeded, this just barely meets it. Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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I have a knowledge of the deployment of the Frontenac County Paramedic Service. I understand that stationary deployment requires ambulances to standby when others are dispatched to a call, either by staying at their own base, or covering off at another base. I also have a knowledge of where the stations are located, and just how busy they can be. Summer is coming, and that means the Parham, Sydenham, and Snow Road bases will be increasingly busy, with longer scene time, and much longer transport time. On average, when Snow Road does a call, from departure from the base, to return to the base, it takes three hours. When they’re out, Parham must cover, or a neighbouring county which has their own volume to monitor. On the flip side, when city vehicles are out, there needs to be standbys for their bases as well, and I’m not sure that other counties can increase their cooperation in covering off Frontenac’s shortcomings. As a citizen, forgetting being friends with all these great people who are effected, I think of it like this: What if my best friend, my brothers and sisters, my parents… anyone… was involved in a serious car accident somewhere, and I lost someone that I love dearly chiefly because the Paramedic service could not respond in time to save them? I would be absolutely devastated. At that point, Ministry standard goes completely down the drain, and nothing you, as council members could explain to me would ever bring them back. I firmly believe that this is the direction being travelled by council in this case. Another mention I must make is the utter disrespect Ms. Gutowski had in addressing Ms. Shauna Dunn during her presentation. I have worked with Ms. Dunn and her partner on plenty of calls, and I know that she is professional, experienced, and a caring medic. Her colleagues are no different, and DO NOT deserve to be addressed by council in a rude and unprofessional manner. As a very concerned citizen, I ask you, with all my being, please reconsider. Residents of such a beautiful city deserve all the care they can get when the worst day of their lives approaches, and they have to be picked up by the Frontenac Paramedic Service. I don’t know when that day will come for me, nor do you, for you, but you can guarantee that these people will be there… with this kind of service that council is implementing, they’ll be there… eventually. Sick time and stress will increase for the medics, they will be blamed by uninformed citizens for a bad move on council’s behalf, which council will not hear of, with summer coming, as mentioned, the North Frontenac bases will be busier, and the citizens of this beautiful area will be the ones who ultimately suffer… How would you feel? This is ALL IN YOUR HANDS! Thank you for your time, and I hope that the plan is reconsidered. Josh Coakeley 33. As residents of Kingston, and the former Pittsburgh Township and as someone whose had two family members lives saved by an ambulance ride and the swiftness of care by paramedics, please reconsider you plan to cut their funding. Lauren Wale 34. Ms. Gutowski, Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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Your apology does not go unnoticed; however, until a change is made, I, primarily as a resident of this area, won’t be satisfied until our emergency resources are made fully available and exceed the standard of the residents of Frontenac County and The City of Kingston, not the Ontario Government. The generic response that everyone is receiving in this case still shows the fact that council still doesn’t want to address this issue at a satisfactory level. We know that you will ensure that FPS management and council is aware of our concerns, but I am sure they are as aware as they are going to be with media, social media, and email overflowing with messages strongly urging council to reconsider. I am sure that there are plenty of cuts that can be made or considered rather than cutting front line services. We need these resources to exceed standards, with a growing city and growing elderly population. As I said in my previous email, with summer quickly approaching, north, south and central Frontenac paramedic stations will see an increase in call volume, with extended periods away from their stations. When that period ends, the students from three major post secondary institutions will return, causing a vast rise in our population in the city. Just based on my observations and experience alone, the city should be in demand for more front line services, not cutting down on them. By doing this, you are wasting the valuable skills of very professional and compassionate paramedics, who care about their job, and the communities they serve. Until this is resolved and the decision is reversed, I will not be satisfied, and anyone directly involved, including yourself, has completely lost my vote. I urge you to reverse the decision or present a suitable alternative to the paramedic union, that doesn’t effect the front line services. Yours with great concern, Josh Coakeley

County Staff has received the following five phone calls regarding this issue:

1. Strongly against paramedic job losses. (Linda Russell)
2. I strongly object to reducing ambulance services because senior citizens and sick people need the service. (Evelyn Bishop and Sonya Chaplinski)
3. Disagree with cutting ambulance services. It is getting ridiculous. There are a lot of other places to cut costs, but the essential services isn’t one of them. When it comes to life or death sometimes minutes count. (Ellen Stuart)
4. Would like to protest paramedic cut-backs. Minutes mean lives. Has used ambulance services two times and both times he feels that if the ambulance had taken any longer, he wouldn’t be here today. (Robert Saul)
5. With growing seniors, we need all the ambulance service – should be increased, not taken away. (Mrs. Johnston)

Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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Though it is impossible to track all of the public comments made online through social media and news media message boards, following are the comments made on social media that have mentioned Frontenac County: Twitter: March 22, by Frédéric Pepin, @f_pepin No part-time paramedics will be laid off according to @FrontenacCounty chief of paramedic #ygk re: job reductions at EMS Twitter: March 29, by @X2Bear Looks like Belleville cares about their citizens and paramedics unlike #ygk @MayorOfKingston and @FrontenacCounty http://www.intelligencer.ca/2013/03/28/county-budget-manageable-helpsparamedics Twitter: March 29, by @X2Bear Now we know why @FrontenacCounty is cutting an ambulance and 4 full time EMS in #ygk. Too much waste at the top! pic.twitter.com/JQLeuAQV5n Twitter: March 29, by @X2Bear Does everyone who works for @FrontenacCounty get a fancy SUV for personal use?? No wonder they cut ambulance in #ygk pic.twitter.com/TgFvq0RiVo Twitter: March 30, by Heather Garrett, @heathergarret15 @x2bear @FrontenacCounty yikes! Facebook: May 3, by Dave Parkhill “In the County, or in the City, it’s important that you forward this letter to your councillor and the Mayor, especially Mayor Janet Gutowski https://www.facebook.com/MayorJanet. Poor budget choices are going to affect ambulance services. In the city, you might also ask if, with the reduction in services, there will be a commensurate reduction in the City’s portion of ambulance expenses! Please take a minute & do a quick copy, paste, & send.” See the post <http://www.facebook.com/n/? dave.parkhill.7%2Fposts%2F10151603019450050&mid=7edb159G5af38887b9d 6G51b94faG52&bcode=1.1367585837.AbnRQSZEgn3eh7A& n_m=cfmayor%40frontenaccounty.ca> Twitter: May 4, by Lindsay, @EssieL84 The citizens of #ygk and .@FrontenacCounty need to be worried about cuts to your EMS service. Fully staff this weekend and we can’t keep up Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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Twitter: May 4, by Ryan Conboy, @ConboyRyan Retweeted: The citizens of #ygk and .@FrontenacCounty need to be worried about cuts to your EMS service. Fully staff this weekend and we can’t keep up Twitter: May 9, by Ryan Conboy, @ConboyRyan @FrontenacCounty Hopefully they get high speed internet. Then residents can stream live video while waiting for an ambulance to show up. (In reply to @FrontenacCounty tweet: Learn about High Speed Internet in northern Frontenacs: May 10, 3pm, Clar-Mill Hall, Plevna. Contact Anita: aposser@eorn.ca or 613-925-7010)

Administrative Report Administrative Services - Communications of Interest to Council May 15, 2013

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MINUTES Regular Meeting #2013-03 Kingston Frontenac Public Library Board March 27, 2013 - 4:20 PM (following the AGM) Delahaye Room, Central Library

Present: Patricia Enright (Chief Librarian/CEO), Wilma Kenny, Erik Knutsen, Councillor Jim Neill, Councillor John Purdon, Floyd Patterson, Claudette Richardson (Chair), Somnath Sinha, Monica Stewart Staff Present: Laura Carter (Manager, Branch Operations) Mary Glenn (Recording Secretary), Shelagh Quigley (Director, Human Resources), Chris Ridgley (Budget / HR Analyst), Kimberly Sutherland Mills (Manager, Programming and Outreach), Lester Webb, (Director, Outreach and Technology) Others present: Dorothy Dickson, CUPE 2202 Regrets: Barbara Aitken, Paige Cousineau, Ralph Gatfield

1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:20 PM, following the AGM.
2. ADOPTION OF THE AGENDA The agenda was accepted as distributed.
3. DECLARATIONS OF CONFLICT OF INTEREST There were no declarations of conflict of interest.
4. ACCEPTANCE OF MINUTES 4.1 Kingston Frontenac Public Library Meeting #2013-02 held February 27, 2013 2013- 16 KENNY – KNUTSEN That the minutes of Regular Meeting #2013-02 of the Kingston Frontenac Public Library Board held February 27, 2013 be approved as circulated. CARRIED
5. Re-visit Consent Agenda There were no issues brought up with the Consent Agenda format. CONSENT AGENDA
6. INFORMATION ITEMS 6.1 Correspondence / Information Received and Sent 6.1.1 From the Minister Responsible for Seniors, a letter encouraging us to participate in the 2013 Senior Achievement Award program by nominating a deserving Senior. The deadline is June 15.
7. MONITORING REPORTS 7.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) 7.2 Annual Report (report attached) The Annual Report was presented during the AGM.

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Minutes of Regular Meeting #2013-03 held March 27, 2013 Kingston Frontenac Public Library Board

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8. Motion to Accept Consent Agenda 2013-17 KENNY – STEWART To accept the Consent Agenda, thereby accepting the materials on the consent agenda. CARRIED ACTION AGENDA
9. Business Arising from the Minutes There was no business arising from the minutes.
10. Action Items 10.1

Page Wage Report

2013- 18 STEWART – NEILL That the Board go In Camera to discuss a personnel issue (4:25 PM) CARRIED Ms. Dickson left the meeting room at this time. 2013- 19 PATTERSON – PURDON That the Board rise from In Camera. (5:00 PM) CARRIED 2013-20 SINHA – PATTERSON That the page wages remain as they are, currently. CARRIED Ms. Dickson returned to the meeting. 2013- 21 SINHA – PATTERSON That the page position be evaluated as part of the non-union pay equity process when the CUPE 2202 process has been completed. That the wages for pages be reviewed as part of the pay equity process. CARRIED 10.2

City of Kingston Resolution to limit the term of committee members

Ms. Enright reported that we have been asked to respond to a motion passed by City of Kingston council to limit the term of a committee member (including Library Board members) to six years. Discussion ensued. The Board falls under the Public Libraries Act which does not set a term limit and which is very explicit. To limit the term to six years would be contrary to the Act. Another consideration is the fact that the 4-year term runs concurrently with the term of council. Additionally, this is a library board comprised of members from both the City of Kingston and the County of Frontenac, and falls under the Amalgamation Agreement. 2013- 22 PURDON - PATTERSON That the report be received for information. That the Chief Librarian respond to the City of Kingston Nominations Committee outlining the term and conditions of board membership as per the Public Libraries Act R.S.O. 1990, c. P.44 CARRIED

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Minutes of Regular Meeting #2013-03 held March 27, 2013 Kingston Frontenac Public Library Board

Page 3

11. OTHER BUSINESS 11.1

Strategic Planning Update

Ms. Enright provided an update and reported that the Planning meeting dates are on the board portal. The new Strategic Plan is scheduled to be completed by June. 12. NEXT MEETING DATE AND ADJOURNMENT The next regular Board Meeting will be held at 4:00 PM, Wednesday, April 24, 2013, Delahaye Room, Central Library. The regular Board meeting will be followed by a Strategic Planning working session. There being no further business, the meeting was adjourned at 5:15 PM.

Claudette Richardson, Chair

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Mary Glenn, Recording Secretary

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Frontenac County [talktous@frontenaccounty.ca] Monday, April 22, 2013 4:21 PM talktous April Newsletter

From: Sent: To: Subject:

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

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

Complete our survey on Community Sustainability Information Sessions The County of Frontenac’s Sustainability Advisory Committee (SAC) is looking for ways to engage with you, the residents of the Frontenacs on subjects that matter to you. The committee is looking for your feedback on a proposed series of Information Sessions on topics that impact the sustainability of our life in this region. Click here to access the short survey. It will only take a few minutes, and your input is greatly appreciated.

Major Job Fair in Kingston: May 3rd & 4th The Kingston Economic Development Corporation (KEDCO) and HGS Canada Inc will host a Job Fair at St. Lawrence College where HGS Canada will evaluate the local employment market. The event is part of the site selection process for the global company who is looking at a potential new 500-employee site in the area. Anyone qualified as Customer Support Agents, Supervisors, Trainers, Recruiters, HR, IT support and site management is encouraged to apply in advance and attend the job fair. Click here to visit HGS’s website. Click here to apply online.

Bring us your e-waste on June 15th and we will turn it into food! When: Saturday, June 15th, between 11:00 a.m. and 2:00 p.m. Where: 2069 Battersea Rd (rear parking lot), click here for map STOP Hunger is a worldwide Sodexo initiative to combat hunger wherever it exists. With your help, we will raise 5 cents for every kilogram of e-waste collected. Stop by our fully sponsored BBQ and enjoy lunch, where your donations will be gratefully accepted. All funds raised will be donated to South Frontenac Community Services to help STOP Hunger!

Caught You Green Handed! A program developed by the Town of Halton Hills, Caught You Green Handed, is an easy way to encourage and recognize sustainable practices within a workplace. Employees who get “caught green handed” acting sustainably (i.e., biking to work, bringing a garbage-free lunch, using scrap paper, etc) are nominated and eligible to win a bi-monthly prize. Click here for a PDF outline of the Halton Hills’ program. As a small step toward becoming more sustainable, we encourage you to adopt a similar program within your organization.

Looking for Childcare? The new Centralized Child Care Registry and Information Services (CCRIS) tool on the City of Kingston’s website allows parents to search for childcare providers in their area, register on a central waiting list and review and apply for childcare assistance of their choice. This tool includes all registered childcare providers in the County as well as those in the City. Click here to visit the CCRIS.

Accessibility News The Joint Accessibility Advisory Committee needs members representing the Township of North Frontenac and the Township of Frontenac Islands. If you are interested in learning more, please contact Deputy Clerk, Jannette Amini at 613-548-9400 ext 302 or jamini@frontenaccounty.ca. Click here for more information on the committee’s mandate.

Emergency Preparedness Week: May 5-11 At its April 17th meeting, County Council proclaimed May 5-11, 2013 as Emergency Preparedness Week in the County of Frontenac. Emergency Preparedness Week is a national event coordinated by Public Safety Canada. Click here to visit the Emergency Management Ontario website and learn more about preparing for an emergency.

Fairmount Volunteers to be recognized during National Volunteer Week April 21-27 is National Volunteer Week across Canada and at its regular April meeting, County Council proclaimed April 21-27 as Volunteer Week in the County of Frontenac. Fairmount Home will host its annual Volunteer Appreciation Dinner during National Volunteer Week to recognize the 100+ volunteers who contributed nearly 7,400 hours in 2012. If you are interested in volunteering at Fairmount, contact Lynda Laird at 613-546-4264 ext 581 or llaird@frontenaccounty.ca.

file://S:\Communications\E-newsletters\April Newsletter.htm

April Edition of Frontenac County Bytes

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

Upcoming Events North Frontenac Ompah Volunteer Firefighter Spring ATV Ride April 27, 9:00 a.m. start at Double S Sports in Ompah doubles211@gmail.com Central Frontenac Local Food Workshop Sharbot Lake Farmers Market May 11, 7-9:30 p.m. Soldiers Memorial Hall See website for more Business over Breakfast May 2, 8:00 a.m. start - Maples Restaurant, Sharbot Lake All Welcome! Contact Mayor Janet Gutowski 613-374-1355 South Frontenac Sydenham Giant Yard & Sidewalk Sale Day May 25, 2013 8:00 a.m. to 2:00 p.m. A community-wide event Inquires: 613-376 -3519 Frontenac Islands Annual Fish Fry & Plant Sale May 18, 4:30 p.m. start at Wolfe Island United Church Hall. Bring your plants to sell! Pitch-In Canada Week! April 21-27 Trail Clean Up April 27 Bellrock Rd, 10 a.m. start Please Register: tjones@frontenaccounty.ca

County Trivia: Did you Know? In 1920, a Frontenac County Baseball League was formed and Wolfe Island, in competition with Verona, Parham and Sydenham, won the championship three out of the first five years. Baseball was still king-pin in some Frontenac centres in the 1930’s but softball, with its

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smaller playing area and cheaper equipment, began to take over during and after World War II. Parham installed floodlights in the post-war period and sent several teams to the Ontario playdowns.

• from County of a Thousand Lakes: the History of the County of Frontenac, 1673 - 1973 Forward email

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County of Frontenac | 2069 Battersea Road | Glenburnie | Ontario | K0H 1S0 | Canada

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April 30, 2013

Warden Gary Davison County of Frontenac 2069 Battersea Road Glenburnie, ON K0H 1S0 Dear Warden Davison, We are requesting the County of Frontenac consider proclaiming June, Spina Bifida and Hydrocephalus Awareness Month, to help raise awareness of these life long, neurological conditions. Enclosed please find a sample proclamation for your convenience. The Spina Bifida and Hydrocephalus Association of Ontario (SB&H), a registered charitable organization is proud of its 40 year history of delivering programs and services that improve the quality of life of children, youth and adults with spina bifida and/or hydrocephalus through research, awareness, care and advocacy. SB&H is working to inform the public through our education campaigns: Folic Acid It’s Never Too Early, an important message for all women of child bearing age and women in high risk groups. SB&H promotes the benefits of folic acid in reducing the incidence of neural tube defects, such as spina bifida, by as much as 70%. Normal Pressure Hydrocephalus (NPH), a neurological condition that affects adults 55 and older. This little known form of hydrocephalus is often misdiagnosed as Alzheimer’s or Parkinson’s Disease. When NPH is detected early symptoms may be partially or fully reversed. Thank you for considering our request. Sincerely,

Joan Booth Executive Director Encl.

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May 9, 2013 - Township of Frontenac Islands request that the County of

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Report 2013-094 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Jannette Amini Deputy Clerk

Date Prepared:

May 7, 2013

Date of Meeting:

May 15, 2013

Re:

Administrative Services – Code of Conduct for County Council and Committee Members

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Code of Conduct for County Council and Committee Members report; AND FURTHER THAT the Council of the County of Frontenac adopt the Code of Conduct for County Council and Committee Members, attached as Exhibit A to this report; AND FINALLY THAT County Council authorize staff to proceed with the issuance of a Request for Expressions of Interest for the appointment of an Integrity Commissioner to be approved by Council.

Background In 2007, additions to Part VI of the Municipal Act, 2001 create a mandatory requirement for an accountability and transparency policy. Part VI provides that Council shall adopt and maintain a policy with respect to: The manner in which the municipality will try to ensure that it is accountable to the public for its actions, and the manner in which the municipality will try to ensure that its actions are transparent to the public. Part V.1 of the Municipal Act, 2001, as amended by Bill 130, also creates new options for municipalities regarding accountability and transparency. The changes provide the authority, but not the requirement, for County Council to:

Administrative Report Administrative Services – Code of Conduct for County Council and Committee Members May 15, 2013

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     

Establish a code of conduct for County Council Appoint an Integrity Commissioner Appoint a Meetings Investigator (Provincial Ombudsman can be utilized) Appoint an Auditor General Appoint an Ombudsman Establish a Lobbyist Registry and appoint a Lobbyist Registrar

These provisions were proclaimed and came into force on January 1, 2008. In 2013, the LHIN L-SAA agreement executed following Council’s direction at the regular Council meeting in April requires a code of conduct to be in place covering Fairmount’s directors. Council is, under the Long Term Care Act, the board of directors for Fairmount. The L-SAA states: The representations and warranties for governance have been updated as follows: (a)

The HSP represents, warrants and covenants that it has established, and will maintain for the period during which this Agreement is in effect, policies and procedures: (i) That set out a code of conduct for, and that identify the ethical obligations of HSP’s Personnel 1;

1

Please note that HSP’s Personnel is defined as “The controlling shareholders (if any), directors, officers, employees, agents, volunteers and other representatives of the HSP. In addition to the foregoing HSP’s Personnel shall include the contractors and subcontractors and their respective shareholders, directors, officers, employees, agents, volunteers or other representatives”.

Comment In November 2007, County Council passed a by-law to adopt an accountability and transparency policy for the County of Frontenac and in November 2009, County Council passed a by-law to appoint a Closed Meetings Investigator for the County of Frontenac. These were done pursuant to the above noted amendments to the Municipal Act as a result of the passage of Bill 130. Additional work was anticipated to take place with respect to reviewing the provisions of Bill 130 relating to potential guidelines for councillor conduct. However, the adoption of a Code of Conduct is now required by the additional obligation imposed under the L-SAA agreement just executed between the County and the South East Local Health Integration Network (LHIN). Further to this, a Code of Conduct can be effective only when an Integrity Commissioner is appointed under the Municipal Act. The Act permits penalties to be imposed on a member of council or a local board only if the Commissioner reports to the municipality that, in his or her opinion, the member has contravened the Code of Conduct. Council may impose as a penalty either a reprimand, a suspension in office or remuneration for a period up to 90 days or a removal from Committees of Council. An Integrity Commissioner is not required to be an employee of the municipality and Council may appoint an Integrity Commissioner either directly or jointly with its respective townships.

Administrative Report Administrative Services – Code of Conduct for County Council and Committee Members May 15, 2013

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Guidelines for Councillor Conduct  Section 223.2(1) of the Municipal Act authorizes Council to establish codes of conduct for the members of the County Council, as well as the members of its Committees.  Currently, the County of Frontenac does not have conduct guidelines for the members of County Council or its Committees.  A set of guidelines is intended to provide County Council and Committee members with assistance in determining appropriate behaviour and conduct that meet the highest ideals of public service. It provides guidelines on ensuring openness, transparency and equity in the County’s processes. Such guidelines also serve to distinguish the roles and responsibilities between Council and staff and to determine a benchmark for optimal council/staff relations. Staff has benchmarked with other municipalities, including the County of Lennox and Addington, the United Counties of Stormont, Dundas and Glengarry, the Municipality of Brighton, the Municipality of Port Hope, the Town of Aurora, the Town of Huntsville, Northumberland County, Lanark County, the City of Barrie, and the City of Kingston, all of whom have passed a Code of Conduct for Council and Committee members within the last 3 years. Staff is recommending the attached Code of Conduct for County Council and Committee members to ensure the County of Frontenac continues to be accountable and transparent to its citizens and meets the obligations placed by the LHIN. Sustainability Implications Good governance is critical to the sustainability of a community. As stated in Directions for Our Future government decision-making processes are clear, transparent, forward thinking and focused on the longer term. Financial Implications There are no financial considerations associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team Colleen Hickey, Human Resources Specialist/Labour Relations Kieran Williams, Municipal Intern

Administrative Report Administrative Services – Code of Conduct for County Council and Committee Members May 15, 2013

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DRAFT County of Frontenac Code of Conduct for Members of County Council and Committees Draft 1: May 7 2013

2013-094 Code of Conduct for County Council

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1.0

Application

1.1

This Code of Conduct applies to all Members of Council, being the Warden and each Councillor. It also applies to all members of the public appointed to committees by Council.

1.2

As Council Chair, the Warden has additional responsibilities and, accordingly, must: i. uphold and promote the purposes of the municipality; ii. promote public involvement in the municipality’s activities; iii. act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and iv. participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents The principles set out in this Code of Conduct apply to the distinct role of the Warden as the context requires

. 1.3

All Members of Council and members of the public appointed to a County committee are expected to follow this Code, the Council Procedural Bylaw and other sources of applicable procedural law. They are also subject to other sources of law such as: • • • • •

Municipal Act, 2001 Municipal Conflict of Interest Act Municipal Elections Act Municipal Freedom of Information and Protection of Privacy Act The Criminal Code of Canada

2.0

Responsibilities of Council, the Warden and Councillors

2.1

Council as a whole has the authority to approve budget, policy or processes, including the structures and procedures for committees. Authority to act on behalf of Council, including through a committee, can only be delegated by Council or through law.

2.2

Council is responsible for and dedicated to providing good and effective government for the public in an open, accountable and transparent manner.

2.3

A fiduciary relationship exists between the Council and inhabitants of the municipality.

2.4

Members of Council: i. ii. iii. iv. v.

when appointed to committees and other bodies as part of their duties must make every effort to participate actively in these bodies with good faith and care, must uphold the law and conduct themselves with the highest degree of ethical behaviour and integrity, must avoid conflict of interest, must seek to advance the public interest with honesty and treat members of the public with dignity, understanding and respect, and may not make statements known to be false or make a statement with the intent to mislead Council or the public.

1

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3.0

Members of Council and the Role of Staff

3.1

Mutual respect and cooperation are required to achieve the Council’s corporate goals and implement the Council’s strategies through the work of staff. The role of Council is to lead through setting policy and budget. It is not to manage or administer.

3.2

Staff members serve Council and work for the municipal corporation under the direction of the chief administrative officer. Council directs staff through its decisions as recorded in the minutes and resolutions of Council. Members of Council have no individual capacity to direct members of staff to carry out particular functions.

3.3

Inquiries of staff from Members of Council should be directed to the chief administrative officer or the appropriate senior staff as directed by the chief administrative officer.

3.4

Members of Council must respect that: i.

ii.

staff provide advice and make policy recommendations in accordance with their professional ethics, expertise and obligations. They must not willfully injure the reputation, impugn the integrity or question the capabilities or performance of staff in a manner that is inappropriate. staff undertake their duties based on political neutrality without undue influence. Members may not invite or pressure any member of staff to engage in partisan political activities.

4.0

County Assets and Gifts

4.1

Council is the custodian of the assets of the municipality. The community places its trust in Council and those it appoints to make decisions for the public good in relation to these assets

4.2

Members of Council and members of the public appointed to committees must not use municipal assets for personal convenience, for profit or to assist during an election or in relation to a nomination, except where such privileges are granted to the public or provided by law.

4.3

Members of Council and members of the public appointed to committees must not accept gifts and benefits except as provided for under law and in the course of their duties. They may accept gifts of token value only but should be aware that even these may place them in a position where their actions are open to serious question.

5.0

Confidentiality

5.1

Members of Council have a duty to hold information received at closed meetings in strict confidence for as long and as broadly as the confidence applies. They must not, either directly or indirectly, release, make public or in any way divulge any such information or any confidential aspect of the closed deliberations to anyone, unless authorized by Council or required by law.

5.2

Members of Council must not disclose, use or release information in contravention of applicable privacy law. They are only entitled to information in the possession of the municipality that is relevant to matters before the Council or a committee. Otherwise, 2

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they enjoy the same level of access rights to information as any other member of the community and must follow the same processes as any private citizen. 5.3

Members of Council must not release information subject to solicitor-client privilege, unless expressly authorized by Council or required by law.

6.0

Committees and Members of Committees

6.1

Members of the public appointed to committees are appointed at the pleasure of Council. They do not hold office as elected officials nor do they represent either Council or the committee unless mandated to do so. Members of the public appointed to committees must respect both the word and spirit of this Code as it applies to them and also as it applies to Members of Council.

6.2

Committees operate only within meetings for which proper notice has been given or as a matter duly added to an agenda.

6.3

Committee work often depends on the specific expertise of members of the public appointed to committees, including their employment or business interests. Interests relating to expertise, knowledge or acquaintance of a topic or an individual does not necessarily constitute a pecuniary interest. Such an interest should still be declared, however, for the purposes of openness.

6.4

If a pecuniary interest or an appearance of such arises in relation to any matter, members of the public appointed to a Committee must declare the pecuniary interest in a matter being discussed. The member may participate in the discussion but may not vote on the matter.

6.5

Committee work is part of the public record. Committees must ensure that their recommendations are sufficiently detailed and recorded clearly so that they can be relied upon by Council or the standing committee acting upon them.

6.6

The minutes of a committee meeting must record when any member has declared an interest or a pecuniary interest well as the circumstances in which the member left the room, the times at which the person left and returned to the meeting.

6.7

In addition to the recording of minutes as required by section 6.6, where a member of a committee has declared a pecuniary interest, the declaration as well as the nature of the pecuniary interest must be recorded as part of the recommendation to Council so that Council may be aware of the declaration when making its decision.

7.0

Compliance with the Code – Complaint

7.1

Where an alleged contravention of any provision of this Code of Conduct occurs, the following procedures will be adhered to.

7.2

Individuals (i.e. Municipal employees, members of the public or Members of Council) or organizations who believe they have identified or witnessed behaviour or an activity by a Member of Council that they believe is in contravention of the Code of Conduct for Members of Council, may wish to address the prohibited behaviour or activity themselves as follows:

3

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i.

advise the Member of Council that the behaviour or activity contravenes the Code of Conduct; ii. encourage the Member of Council to stop the prohibited behaviour or activity; iii. keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information; iv. advise someone else (for example, another Member of Council or a senior staff member of the Municipality) about their concern, their comments to the Member of Council and the response of the Member of Council; v. if applicable, confirm to the Member of Council their satisfaction with the response of the Member of Council or, if applicable, advise the Member of Council of their dissatisfaction with the response: and vi. consider the need to pursue the matter in accordance with the formal complaint procedure outlined in Part B, or in accordance with an applicable judicial or quasijudicial process. Individuals and organizations are encouraged to initially pursue this informal complaint procedure as a means of stopping and remedying a behaviour or activity that they believe to be prohibited by the Code of Conduct. However, it is not a precondition or a prerequisite that they pursue the informal complaint procedure prior to pursuing the formal complaint procedure in 8.2. 8.0 Formal Complaint Procedure - Integrity Commissioner 8.1

A Member of Council, Municipal staff or member of the public who has reasonable and probable grounds to believe that a member of Council has contravened the Code of Conduct for Members of Council, may request that the matter, or complaint be reviewed.

8.2

The complaint shall be in writing and shall be signed by the complainant(s).

8.3

A complaint shall set out the grounds for the belief and the contravention alleged and include a supporting affidavit that sets out the evidence in support of the complaint. For example, facts should include the name of the alleged violator, the provision allegedly contravened, facts constituting the alleged contravention, the names and contact information of witnesses, and contact information respecting the complainant during normal business hours.

9.0 Initial Classification by Integrity Commissioner 9.1

The complaint shall be filed with the Chief Administrative Officer/Clerk who shall forward the matter to the Integrity Commissioner for initial classification to determine if the matter is, on its face, a complaint with respect to non-compliance with the Code of Conduct and not covered by other legislation or other Council policies.

9.2

If the complaint does not include a supporting affidavit, the Integrity Commissioner may defer the classification until an affidavit is received.

9.3

If the complaint, including any supporting affidavit, is not, on its face, a complaint with respect to non-compliance with the Code of Conduct or the complaint is covered by other legislation or a complaint procedure under another Council policy, the Integrity Commissioner shall advise the complainant in writing as follows:

4

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i.

if the complaint on its face is an allegation of a criminal nature consistent with the Criminal Code of Canada, the complainant shall be advised that if the complainant wishes to pursue any such allegation, the complainant must pursue it with the Ontario Provincial Police; ii. if the complaint on its face is with respect to non-compliance with the Municipal Conflict of Interest Act, the complainant shall be advised to review the matter with the complainant’s own legal counsel; iii. if the complaint on its face is with respect to non-compliance with the Municipal Freedom of Information and Protection of Privacy Act, the complainant shall be advised that the matter will be referred to the Privacy Commissioner for review; iv. if the complaint on its face is with respect to non-compliance with a more specific Council policy with a separate complaint procedure, the complainant shall be advised that the matter will be processed under that procedure: and v. in other cases, the complainant shall be advised that the matter, or part of the matter, is not within the jurisdiction of the Integrity Commissioner to process, with any additional reasons and referrals as the Integrity Commissioner considers appropriate. 10

Integrity Commissioner Investigation

10.1

If a complaint has been classified as being within the Integrity Commissioner’s jurisdiction, the Commissioner shall investigate and may attempt to settle the complaint.

10.2

The Integrity Commissioner will proceed as follows: i. serve the complaint and supporting material upon the member whose conduct is in question with a request that a written response to the allegation be filed within ten days; and ii. serve a copy of the response provided upon the complainant with a request for a written reply within ten days.

10.3

If necessary, after reviewing the written materials, the Integrity Commissioner may speak to anyone relevant to the complaint, examine any other documents relevant to the complaint and may enter any County office relevant to the complaint for the purposes of investigation and settlement.

10.4

The Integrity Commissioner may make interim reports to Council as required to address any instances of interference, obstruction or retaliation encountered during the investigation.

10.5

The Integrity Commissioner shall submit a final report on the complaint to Council, no later than 90 days after the making of the complaint, outlining the findings, the terms of any settlement, or recommended corrective action.

10.6

Any recommended corrective action must be permitted in law and shall be designed to ensure that the inappropriate behaviour or activity does not continue.

11.0

Refusal to conduct inquiry

11.1

If the Integrity Commissioner is of the opinion that the referral of a matter to him or her is frivolous, vexatious or not made in good faith, or that there are no grounds or insufficient grounds for an inquiry, the Integrity Commissioner shall not conduct an inquiry and shall state the reasons for not doing so in the report. 5

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11.2

If the Integrity Commissioner determines that there has been no contravention of the Code of Conduct or that a contravention occurred although the Member took all reasonable measures to prevent it, or that a contravention occurred that was trivial or committed through inadvertence or an error of judgment made in good faith, the Integrity Commissioner shall so state in the report and shall recommend that no penalty be imposed.

12.0

Reporting

12.1

The Integrity Commissioner shall file a copy of the final report with Chief Administrative Officer who will then provide a copy of the report to the complainant and the Member of Council whose conduct is concerned.

12.2

The Chief Administrative Officer shall process the report to the next meeting of Council.

12.3

Council shall consider and respond to the report within 90 days after the day the report is laid before it.

12.4

The Integrity Commissioner shall report annually to Council on complaints affecting the Council of the County of Frontenac, filed with the Integrity Commissioner.

13.0

Municipal Support for Members of Council

13.1

In the case of a Formal Complaint, the municipality will provide up to $1,000. to the Council member to obtain professional advice or assistance. Reimbursement will be made upon provision of original invoices marked paid in full to the Chief Administrative Officer, and processed through regular accounts payable procedures.

14.0

Non-Compliance

14.1

The following measures may be instituted and applied to any member of Council under Section 223.4(5) of the Municipal Act: i. ii. iii.

a reprimand; suspension of the remuneration paid to the member in respect of his or her services as a member of Council or the local board, as the case may be, for a period of up to ninety (90) days, and/or censure including removal from appointed Committees, Boards and/or liaison roles.

Signature The undersigned hereby acknowledges that they have read, understood and accept this Code of Conduct.

Signature of Member

Date

Printed Name of Member 6

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Appendix A – Integrity Commissioner Duties of the Integrity Commissioner 1.0

The Integrity Commissioner shall:

1.1

Conduct inquiries and investigations into alleged contraventions of the Code of Conduct for Members of Council.

1.2

Make the decisions, including the imposition of penalties with regards to the alleged contraventions of the Code of Conduct for Council Members. Penalties may include, but are not limited to: i. Reprimand in Open Council (Censure) ii. Suspension of office for a period of not more than 90 business days; iii. Suspension of honorariums for a period of not more than 90 business days; iv. Removal from committees of Council v. Any combination of the above. A penalty imposed by the Integrity Commissioner takes effect immediately upon the receipt by Council of the report of the Integrity Commissioner regarding the alleged contravention.

1.3

Prepare and deliver an annual report to Council containing a summary of the activities of the office of the Integrity Commissioner during the calendar year.

1.4

Detailed responsibilities of the office of the Integrity Commissioner will be outlined with the appointment of the position.

2.0

The Integrity Commissioner may, at the request of Council: i.

Prepare written materials for distribution to and use by members of Council regarding the role of the Integrity Commissioner and ethical obligations and responsibilities of members of Council under the Code of Conduct for Members of Council and any other procedures, rules or policies governing their ethical behaviour.

ii.

Prepare written materials for distribution to and use by the public to aid in their understanding of the role of Integrity Commissioner and ethical obligations and responsibilities of members of Council under the Code of Conduct for Members of Council and any other procedures, rules or policies governing their ethical behaviour.

iii.

Deliver an oral presentation to members of Council regarding their ethical obligations and responsibilities of members of Council and any other procedures, rules or policies governing their ethical behaviour.

iv.

Provide advice and recommendations to Council regarding amendments to the Code of Conduct for Members of Council and in respect of any other procedures, rules or policies governing their ethical behaviour.

7

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3.0

Procedure to Submit a Complaint to the Integrity Commissioner i.

Council members, employees or members of the public may submit complaints to the Integrity Commissioner relating to compliance with the Code of Conduct for Members of Council.

ii.

All complaints will be treated as confidential at all times.

iii.

Complaints shall be submitted on the established Complaint Request Review Form, attached hereto. The Complaint Review Request Form is also available on the County website or from the Clerk’s office.

iv.

All complaints must contain the following information: a. Name of Municipality; b. Complainant’s name, mailing address, telephone number and e-mail address (if applicable); c. Nature and background of the complaint; d. Any activities undertaken (if any) to resolve the concern; e. Any other relevant information; f. Original Signature; and a g. Cheque in the amount of $125.00 made payable to the County of Frontenac

v.

The Complaint Review Request form, accompanied by the prescribed fee, shall be dated and submitted to the Clerk by mail or personal delivery.

vi.

Upon receipt of a complete Complaint Review Request the Clerk shall prepare a package to be forwarded to the Integrity Commissioner that will include the following: a. The Complaint Review Request Form; b. A certified true copy of the Code of Conduct for Members of Council; and c. Any and all such other information or documentation supplied by the complainant that is deemed relevant.

vii.

The information package referred to above shall be forwarded to the Integrity Commissioner in hard copy format by courier or regular mail, whichever is deemed appropriate.

8

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Appendix B – Code of Conduct Complaint Form County of Frontenac Integrity Commissioner Complaint Review Request Form Section 223 – Municipal Act, 2001, as amended COMPLAINANT NAME ADDRESS TELEPHONE E-MAIL

HOME

WORK

PLEASE NOTE: PERSONAL INFORMATION IS COLLECTED UNDER THE AUTHORITY OF SECTION 239 OF THE MUNICIPAL ACT AND WILL BE USED BY THE INTEGRITY INVESTIGATOR TO CARRY OUT AN INVESTIGATION UNDER THE ACT. BACKGROUND

ACTION

This should provide as much information as is required to explain the nature and background of the particular occurrence. (i.e.) timing, contact and explanation. Please attach applicable documents. Attach additional sheets as needed.

Activities that the complainant has undertaken to resolve the matter; if applicable. Attach additional sheets as needed.

SUMMARY / COMMENTS Attach additional sheets as needed.

Date of Signature

Signature of Complainant

9

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Report 2013-087 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk

Date prepared:

April 20, 2013

Date of meeting:

May 15, 2013

Re:

Administrative Services – Establishment of a Records Retention Schedule

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Records Retention Schedule report; AND FURTHER THAT Council adopt By-law No. 2013-0021, being a By-law to Establish a Schedule for Records Retention; AND FURTHER THAT Council of the County of Frontenac delegate authority to the CAO/Clerk to set administratively a retention schedule for the County of Frontenac; AND FURTHER THAT By-law 30-1990 be and is hereby repealed.

Background In October 1990, County Council adopted By-law No. 30-1990, being a By-law to establish retention periods for certain documents and records to be kept by the Corporation of the County of Frontenac, in accordance with Section 116 of the former Municipal Act, R.S.O. 1980, Chapter 302. The Municipal Act, 2001 is now in effect and determines how a municipality may destroy records as well as establish retention periods.

Comment The purpose of this report is to adopt a By-law that would establish a records classification scheme in order to provide for a standardized method of organizing files within the County of Administrative Report Administrative Services – Establishment of Records Retention Schedule May 15, 2013

2013-087 Establishment of a Records

Page 1 of 2

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Frontenac and to establish records retention periods for records created on and after January 1, 2001. Section 255 of the Municipal Act provides that a record of a municipality may be destroyed if a retention period for the record has been established and the retention period has expired; or the record is a copy of the original record. The municipality may, subject to the approval of the Municipal Auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved. It is necessary to establish a standardized policy and practice regarding the application of the Records Retention Program to ensure that the County of Frontenac is meeting its legislative requirements. Further to this, the County of Frontenac currently has a contract in place with The Ontario Municipal Records Management System (TOMRMS) that provides yearly updates to the County’s retention schedule. Each year, TOMRMS reviews changes in legislation that directly affects municipal operations and provides its clients with updated retention schedules based on any changes in the legislation. Because these changes to the retention schedule would be a result of legislative changes to which the County must adhere, it is also being recommended that County Council provide delegated authority to the CAO/Clerk to set administratively a retention schedule for the County of Frontenac as provided for by the yearly TOMRMS update which would remain subject to the approval by the County auditor. This will ensure that the County of Frontenac is meeting its legislated requirements in a timely manner with respect to records retention.

Sustainability Implications Good governance is critical to the sustainability of a community. As stated in Directions for Our Future government decision-making processes are clear, transparent, forward thinking and focused on the longer term.

Financial Implications There are no financial implications directly associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected Paul Charbonneau, Chief/Director of Emergency & Transportation Services Marian VanBruinessen, Treasurer Julie Shillington, Administrator, Fairmount Home Kieran Williams, Municipal Intern Anne Marie Young, Manager of Economic Sustainability Joe Gallivan, Manager of Sustainability, Planning Colleen Hickey, Human Resources Specialist/Labour Relations Bonnie Carter, Occupational Health Nurse David Millard, Manager of Information Systems

Administrative Report Administrative Services – Establishment of Records Retention Schedule May 15, 2013

2013-087 Establishment of a Records

Page 2 of 2

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AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

1 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Administration Primary Heading: A - Administration Class Code County Code

Secondary Heading TOMRMS Code

Subject

Responsible Dept.

Keep*

Off Site

Total Ret.

Responsible Department

Active

InActive

Total Ret.

Dept.

Remarks Remarks

Citation Table Method of Destruction

A00

Administration ‐ General

Originating

1

‐

1

A100

A01

Associations and Organizations

Originating

1

‐

1

A200

A02

Staff Committees and Meetings

Originating

1

3

4**

303, 305

A300

A03

Computer Systems and Architecture Information

IT

S

6

S+6

2, 39, 515, 516

A04

Conferences and Seminars

Originating

1

‐

1**

A05

Consultants

Originating

2

‐

2**

A500

N/A

Committees

Originating

P

P

P

Shred

N/A

A06

Inventory Control

Originating

1

5

6

2, 7, 8, 17, 19, 20, 21, 22, 23, 24, 25, 26, 28, 190, 196, 197

A600

N/A

Annual Reports

A700

A07

Office Equipment and Furniture

Originating

E

‐

E

N/A

A08

Office Services

Originating

1

‐

1

A900

A09

Policies and Procedures

Originating

S

P

P**

33, 34, 35, 499

Fairmount

S+2 P

A400

Back-Up Media

Only those sponsored by the Municipality are subject to archival review.

‐

Shred E= Disposal of item

A2100

A10

Records Management

Clerk’s

S

‐

S

388, 462, 463, 465, 466

NA

A11

Records Disposition

Clerk’s

P

‐

P

388, 462, 463,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

2 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Administration Primary Heading: A - Administration Class Code County Code

Secondary Heading TOMRMS Code

Subject

Responsible Dept.

Keep*

Responsible Department

Active

Dept.

Off Site

Total Ret.

InActive

Total Ret.

Remarks Remarks

Citation Table Method of Destruction 465, 466

NA

A12

Telecommunications Systems

Originating

S

‐

S

NA

A13

Travel and Accommodation

Originating

1

‐

1

NA

A14

Uniforms and Clothing

Originating

S

‐

S**

NA

A15

Vendors and Suppliers

Originating

2

‐

2

A1600

A16

Intergovernmental Relations

Originating

1

4

5**

A1700

A17

Accessibility of Records (F.O.I.)

Clerk’s

1

‐

1

NA

A18

Security

Originating

2

3

5

A1900

A19

Facilities Construction and Renovations

Originating

E

1

E+1**

A2000

A20

Building and Property Maintenance

Originating

2

3

5

N/A

A21

Facilities Bookings

Originating

1

‐

1

A2200

A22

Accessibility of Services

Clerk’s

2

3

5

NA

A23

Information Systems Production Activity & Control

Treasury

2

‐

2

39, 515, 516

NA

A24

Access Control & Passwords

Treasury

2

‐

2

39, 515, 516

ETS: City of Kingston correspondence. ETS: Min. of Labour ETS: MOHLTC FMT: Min. of Labour FMT: K100 MOH 220, 465

E = project finished

306, 368, 369, 372, 406 172, 244, 245, 398. 399, 400, 401, 402, 403, 406

No retention requirements

493, 494, 495, 496, 498

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

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Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

3 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Council and By‐Laws Primary Heading: C – Council, Boards, and By-Laws Class Code

Secondary Heading

County Code

TOMRMS Code

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

Responsible Department

Subject

C00

Council and By‐Laws – General

Originating

1

‐

1

C200

C01

By‐Laws

Clerk’s

P

‐

P**

N/A

C02

By‐Laws ‐ Other Municipalities

Clerk’s

S

‐

S

C100

C03

Council Agenda

Clerk’s

S

5

S+5

C100

C04

Council Minutes

Clerk’s

P

‐

P**

C500

C05

Council Committee Agenda

Clerk’s

S

‐

S

462, 466

C600

C06

Council Committee Minutes

Clerk’s

6

‐

6**

109, 110, 111, 112, 246

C700

C07

Elections

Clerk’s

E+4

‐

E+4

Copy retention S

246

Copy retention 2 years Working notes 6 years

109, 110, 111, 112, 462, 466

E= day action took effect or voting day

297, 412 to 450

Ballots E= 120 days after voting or resolution of recount

N/A

C08

Goals and Objectives

Originating

S

‐

S**

NA

C09

Motions and Resolutions

Clerk’s

P

‐

P**

A1600’ s

C10

Motions and Resolutions ‐ Other Municipalities

Clerk’s

S

‐

S

C1100

C11

Reports to Council

Clerk’s

1

P

P**

C1200

C12

Appointments to Boards and Committees

Clerk’s

1

P

P**

Copy retention 1 year

246

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

4 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Development and Planning Primary Heading: D Development and Planning County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

D00

Development and Planning ‐ General

Originating

1

‐

1

D100

D01

Demographic Studies

Planning

5

5

10**

D200

D02

Economic Development

Sustainability

5

5

10**

NA

D03

Environment Planning

Sustainability

E+2

‐

E+2**

D300

NA

Strategic Planning

Originating

5

15

20

ICSP

50

P

P

5

5

10**

Remarks

E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5.

NA

D04

Residential Development

Planning

D400

NA

Studies and Policies

Land‐Use Planning

10

P

P

NA

D05

Natural Resources

Planning

2

‐

2**

NA

D06

Tourism Development

Planning

5

5

10**

NA

D07

Condominium Plans

Planning

5

P

P

Applications can be destroyed 2 years after final decision.

D500

D08

Official Plans

Clerk’s

S

P

P**

Copy retention S

D600

D09

Official Plan Amendment Applications

Planning

E+1

4

E+5

E= Final decision.

NA

D10

Severances

Planning

E+1

4

E+5

E= Final decision.

NA

D11

Site Plan Control

Planning

5

P

P

Application 2 years after final decision

Citation Table

155, 158

Natural Heritage Study, Official Plan 309

312

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

5 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Development and Planning Primary Heading: D Development and Planning County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

D12

Subdivision Plans

Planning

5

P

P

D1200

NA

Land Use Planning

Land‐Use

P

‐

P

NA

D13

Variances

Planning

E+2

P

P

E= Final decision

D1400

D14

Zoning

Planning

E+2

‐

E+2

E= Final decision

NA

D15

Easements

Planning

E+1

5

E+6**

E= Termination of right

D1500

NA

Consents

Land‐Use Planning

NA

D16

Encroachments

Planning

E+1

5

E+6**

E= Termination of right

D1600

NA

Minor Variances

Land Use Planning

NA

D17

Annexation/Amalgamati on

Clerk’s

1

P

P**

D1800

D18

Community Improvement Projects

Planning

E+1

5

E+6**

NA

D19

Municipal Addressing

Planning

S

10

S+10**

D2000

D20

Reference Plans

Planning

S

P

P

NA

D21

Industrial/Commercial Development

Planning

5

5

10**

D2100

NA

GIS Mapping

Originating

P

P

P

E

Excludes the actual data residing on these systems.

Citation Table

Application 2 years after final decision.

E= Completion of project

Maps produced as a result of public requests

D2100

D22

Digital Mapping

Planning

S

‐

S

NA

D23

Agricultural Development

Planning

5

5

10**

NA

D24

Background Reports for Official Plan

Planning

E+1

4

E+5

E= Final Decision

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 123 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

6 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

E00

Environmental Services

Originating

1

‐

1

NA

E01

Sanitary Sewers

Works

E+1

‐

E+1

Remarks

Citation Table

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing. Specifications are kept permanently

E100

NA

Environmental Monitoring

Land‐Use Planning

5

15

20

Legislative Reference

NA

E02

Storm Sewers

Works

E+1

‐

E+1**

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing. Specifications are kept permanently

E200

NA

Septic System

Originating

P

‐

P

NA

E03

Treatment Plants

Works

2

‐

2

Trees

Works

2

3

5

E04 NA

E05

Air Quality Monitoring

Engineering

E+2

‐

E+2**

E400

E06

Utilities

Works

2

3

5**

Specifications are kept permanently

459 460, 461, 467, 468

E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5

158, 220, 376, 377

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Page 124 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

7 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

E07

Waste Management

Works

2

8

10**

E600

E08

Water Works

Works

1

14

15

Specifications are kept permanently

NA

E09

Drains

Works

E+1

‐

E+1**

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing.

Citation Table 220, 234, 235, 236, 237, 238, 239, 240, 241, 328, 329, 330, 331, 332, 333, 334, 335 159, 467, 468, 469, 470, 475, 476, 477, 486

Specifications P

E10

Pits and Quarries

Works

2

3

5**

E11

Nutrient Management

Works

2

3

5**

NA

E12

Private Sewage Disposal Systems

Works

2

3

5**

NA

E13

Water Monitoring

Engineering

2

13

15

NA

Specifications are kept for the life of the pit or quarry.

Specification are kept permanently 158, 220, 309, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Page 125 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

8 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

NA

E14

Water Sampling

Engineering

2

13

15

158, 220, 309, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

NA

E15

Chemical Sampling of Water

Engineering

2

13

15

158, 220, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

NA

E16

Backflow Prevention and Cross Connection Control

Engineering

2

13

15

158, 220, 309, 469, 470, 471, 473, 474, 475, 477, 481, 482, 483, 484, 486, 487, 488, 489, 490

NA

E17

Energy Management

E+1

6

E+7

E = End of reporting period to which relates

517, 518

NA

E18

Natural Heritage

E+1

2

E+3

E = end of designated year

519, 520, 521, 522, 523

NA

E19

Renewable Energy

2

48

50

524, 525, 526, 527, 528, 529, 530, 531,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Page 126 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

9 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table 532, 533, 534

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 127 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

10 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

F00

Finance and Accounting – General

Originating

1

‐

1

Do not file accounting records required for tax purposes

F100

F01

Accounts Payable

Treasury

E+1

6

E+7

Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance. Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance.

Citation Table

2, 3, 4, 5, 9, 16, 17, 108, 149, 150, 151, 173, 174, 186, 198, 247, 254, 255, 256, 390, 410, 439

An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject‐matter of the information or complaint arose.

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 128 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

11 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

F200

F02

Secondary Heading Accounts Receivable

Responsible Dept. Treasury

Keep* Dept.

Off Site

Total Ret.

E+1

6

E+7

Remarks Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance.

Citation Table 2, 3, 4, 5, 16, 17, 173, 174, 186, 189, 198, 247, 410

Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance. An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject‐matter of the information or complaint arose.

F300

F03

Audits

Treasury

1

5

6

439

F400

F04

Banking

Treasury

1

5

6

3, 4, 16, 17, 149, 247

F500

F05

Budgets and Estimates

Treasury

1

5

6**

NA

F06

Assets

Treasury

E+1

5

E+6**

F600

NA

Provincial/Federal Funding

Originating

2

5

7

NA

F07

Cheques

Treasury

1

5

6

181 E= Disposal of asset

2, 4, 5, 16, 30, 149, 189, 247, 391, 392

3, 16, 17, 30, 149, 173, 186, 198, 247

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 129 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

12 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

F1200

F08

Debentures and Bonds

F800

NA

NA

Keep* Dept.

Off Site

Total Ret.

Treasury

E+1

5

E+6

Insurance

Finance

T+1

5

T+6

F09

Employee and Council Expenses

Treasury

E+1

6

E+7

F900

NA

Charitable Campaigns & Fundraising

Originating

T

P

P

NA

F10

Financial Statements

Treasury

2

P

P**

F1000

NA

Fixed Assets

Finance

S

P

Secondary Heading

Responsible Dept.

P T+7

Remarks E= Debentures surrendered for exchange/cancellati on

Citation Table 3, 16, 17, 30, 149, 247

3, 4, 16, 17, 30, 149, 174, 189, 198, 247 Concern re history of fundraising 247, 439 Fixed assets will be a permanent file, kept indefinitely with all applicable documents and/or copies kept in a perpetual file. Disposing/selling assets: record retained 7yrs after disposal/sale. **Louise via KPMG recommendations

F700

F11

Grants and Loans

Treasury

E+1

5

E+6

E = the end of the fiscal year

3, 4, 6, 16, 174, 186, 247,

F1100

NA

Cheques

Finance

2

5

7

NA

F12

Investments

Treasury

E+1

5

E+6

E= Closure of account

3, 5, 16, 149, 247, 439

NA

F13

Journal Vouchers

Treasury

E+1

5

E+6

E = the end of the fiscal year

2, 3, 16, 17, 149, 173, 174, 186, 189, 198, 247

NA

F14

Subsidiary Ledgers, Registers, and Journals

Treasury

E+1

6

E+7**

Permission to destroy C.P.P. and Employment Insurance records

1, 2, 3, 5, 9, 10, 11, 12, 13, 14, 16, 17, 30,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 130 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

13 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks prior to the expiration of their retention period must be obtained from the Minister of Revenue.

Citation Table 149, 173, 174, 186, 189, 198, 247, 439

NA

F15

General Ledgers and Journals

Treasury

1

P

P

3, 4, 16, 17, 149, 173, 186, 189, 198, 247, 439

NA

F16

Payroll

Treasury

1

5

6

1, 3, 9, 10, 11, 12, 13, 14, 16, 17, 30, 149, 186, 198, 220, 247, 355, 357, 358

NA

F17

Purchase Orders and Requisitions

Treasury

E+1

5

E+6

E = the end of the fiscal year

F1300

F18

Quotations and Tenders

Treasury

1

5

6**

Unsuccessful bids ‐ retain for 1 year from contract award

NA

F19

Receipts

Treasury

1

5

6

NA

F20

Reserve Funds

Treasury

1

5

6

2, 3, 5, 16, 17, 30, 149, 174, 198, 247

2, 3, 16, 30, 186, 189, 198, 247 439

NA

F21

Revenues

Treasury

1

5

6

Records related to mortgages must be kept for 10 years.

NA

F22

Taxes and Records

Clerk’s

S

P

P

The sections of the Education Act related to Protestant and Roman Catholic School Board Index Books have been repealed.

NA

F23

Write Offs

Treasury

1

5

6

NA

F24

Trust Funds

Originating

E

6

E+6

2, 4, 6, 17, 149, 173, 186, 239, 390, 391, 392, 439 3, 6, 16, 30, 101, 408

2, 16, 17 E= Closure of account

178, 219, 439

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 131 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

14 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

F25

Security Deposit

Treasury

E

6

E+6

E= Closure of account

NA

F26

Working Papers

Treasury

E+1

‐

E+1

E= After completion of audit

Citation Table

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 132 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

15 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

H100

H00

Human Resources – General

NA

H01

NA

Keep* Dept.

Off Site

Total Ret.

Originating

1

‐

1

Attendance and Scheduling

Personnel

2

‐

2**

183, 220, 461

H02

Benefits

Personnel

S

‐

S

9, 150

H200

NA

Payroll Records

Financial Serv. & HR

1

6

7

H300

H03

Employee Records

Personnel

E+3

‐

E+3**

Secondary Heading

Responsible Dept.

Remarks

E = date employee ceased to be employed by employer

Citation Table

220, 355, 357, 381, 382, 383, 406, 462, 466

Every licensee of a long‐term care home shall ensure that the record of every former staff member of the home is retained by the licensee for at least seven years after the staff member ceases working or being employed at the home.

H400

H04

Health and Safety

Personnel

1

1

2

NA

H05

Human Resource Planning

Personnel

1

‐

1**

NA

H06

Job Descriptions

Personnel

S

‐

S**

H700

H07

Labour Relations

Personnel

E

10

E+10**

NA

H08

Organization

Originating

S

‐

S**

167, 187, 220, 243, 303, 304, 305, 306, 328, 376, 377, 406 220

E= Expiry of contract period

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 133 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

16 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

H09

Salary Planning

Personnel

5

‐

5

NA

H10

Pension Records

Personnel

E+6

‐

E+6

Remarks

E= Termination of employee/ beneficiary

Citation Table

1, 311, 462, 466

Pension plans, annual information returns are kept permanently

H800

H11

Recruitment

Personnel

1

‐

1**

NA

H12

Training and Development

Personnel

E+2

‐

E+2**

220 Only courses developed and presented by the Municipality are subject to archival selection

38, 458

E = Date employee ceases to perform activity that has risk of work place violence associated with it; in paper or electronic form

NA

H13

Claims

Personnel

E+1

1

E+2

E = Resolution of claim. Records related to exposure to airborne Acrylonitrile, benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the longer of (a) 40 years from the time such records were first made with respect to the worker; or (b) 20 years from the time the last of such records were made with respect to the worker.

167, 187, 220, 243, 303, 304, 305, 306, 328, 376, 377

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 134 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

17 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

H14

Grievances

Personnel

E+1

6

E+7

NA

H15

Harassment And Violence

Personnel

1

2

3

NA

H16

Criminal Background Checks

Personnel

E+2

5

E+7

NA

H17

Employee Medical Records – Hazardous Materials

Personnel

E+2

38

E+40

NA

H18

Employee Medical Records

Personnel

E+1

1

E+2

NA

H19

Disability Management

Personnel

E+2

3

E+5

NA

H20

Confined Spaces

Personnel

E+1

‐

E+1

Remarks E = Resolution of claim.

Citation Table 406 36, 37

E = date of conviction, or where conviction resulted in imprisonment, date of release or parole) Later of: Event + 40 years (Event = Date first record created in personal exposure record) And: Event + 20 years (Event = Date last record added to personal exposure record) E = When STD/LTD claims are resolved Employee medical records are retained for 10 years after the last encounter E = day issued or earlier as may be specified by Commission Longer of: Event + 1 year (Event = Document created) Or:

535

536, 537, 538, 539

167, 243, 304, 305

167, 243, 540, 541, 542

545, 546, 547, 548, 549

Event = Period necessary to ensure 2 most recent records retained

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

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Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

18 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Justice County has no J Files County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

J00

Justice General

Originating

2

2

4

NA

J01

Certificates of Offence (Part I)

Originating

3

5

8

From date of completion

NA

J02

Control Lists Informations (Part III)

Originating

3

5

8

From date of completion

NA

J03

Control Lists

Originating

2

2

4

NA

J04

Court Dockets

Originating

2

6

8

NA

J05

Transcripts and Records of Court Proceedings

Originating

2

6

8

NA

J06

Enforcements & Suspensions

Originating

2

6

8

NA

J07

Appeals & Transfers

Originating

3

4

7

NA

J08

Statistics

Originating

2

6

8

NA

J09

Disclosure

Originating

2

4

6

Citation Table

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 136 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

19 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Legal Affairs Primary Heading: L – Legal Affairs County Code

TOMRMS Code

L100

L00

Legal Affairs – General

L200

L01

NA

Keep* Dept.

Off Site

Total Ret.

Originating

1

‐

1

Appeals and Hearings

Clerk’s

E

P

P

E= Resolution of appeal

L02

Claims Against the Municipality

Clerk’s

E

1

E+1

E= Resolution of claim and all appeals

NA

L03

Claims By the Municipality

Clerk’s

E

1

E+1

E= Resolution of claims and all appeals

L400 & LC600

L04

Contracts and Agreements ‐ Under By‐ Law

Clerk’s

E+2

13

E+15**

E= act or omission on which claim is based took place

407

NA

L05

Insurance Appraisals

Clerk’s

E+1

‐

E+15

E= act or omission on which claim is based took place

407

L600

L06

Insurance Policies

Clerk’s

E+1

14

E+15

E= Expiry of policy

107, 259, 261, 263, 407

L700

L07

Land Acquisition and Sale

Clerk’s

E

10

E+10**

E= Property disposition

392, 393, 397, 422, 408,

NA

L08

Opinions and Briefs

Clerk’s

S

‐

S**

NA

L09

Precedents

Clerk’s

S

‐

S**

NA

L10

Federal Legislation

Originating

S

‐

S

L900

L11

Provincial Legislation

Originating

S

‐

S

NA

L12

Vital Statistics

Clerk’s

2

P

P

Marriage licences 2 years

276, 277, 349, 462, 466

NA

L13

Prosecutions

Originating

E

7

E+7

E= Delivery of judgement

NA

L14

Contracts and Agreements – Simple

Clerk’s

E+1

1

E+2**

E= Expiry of contract

Secondary Heading

Responsible Dept.

Remarks

Citation Table

252, 401, 406

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 137 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

20 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Media and Public Records Primary Heading: M – Media and Public Relations County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Na

M00

Media and Public Relations ‐ General

Originating

1

‐

1

NA

M01

Advertising

Originating

1

‐

1**

NA

M02

Ceremonies and Events

Originating

1

4

5**

NA

M03

Charitable Campaigns/Fund Raising

Originating

1

‐

1

M400

M04

Complaints, Commendations and Inquiries

Originating

1

‐

1**

M500

M05

News Clippings

Originating

1

‐

1**

M600

M06

News Releases

Originating

1

‐

1**

M700

M07

Publications

Originating

S

‐

S**

NA

M08

Speeches and Presentations

Originating

1

2

3**

M800

M09

Visual Identity and Insignia

Clerk’s

S

5

S+5**

M900

M10

Website & Social Media Content

Originating

S

‐

S

Remarks

Citation Table

515, 516

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 138 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

21 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Protection and Enforcement Services Primary Heading: P – Protection and Enforcement Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

NA

P00

Protection & Enforcement Services – General

Originating

1

‐

1

NA

P01

By‐law Enforcement

Originating

2

4

6**

P200

P02

Daily Occurrence Logs

Originating

1

4

5**

P300

P03

Emergency Planning

Originating

S

‐

S**

177, 191, 193

NA

P04

Hazardous Materials

Originating

S

‐

S

328

P400

NA

Dress Uniforms

ETS

T+1

‐

T+1

Dress Uniforms ‐‐ records include ‐‐‐‐ quantity, issued date, sizes, and item (jacket, shirt, cap, gloves, belt, etc)if employee is active (on the payroll, )then keep the documents so we have the current sizes , just in case we need to order again. After employee not active, then 1 year.. – Dave G.

P500

P05

Incident/Accident Reports

Originating

E

1

E+1

E= One year or such longer period as is necessary to ensure that the two most recent reports or records are on file

NA

P06

Building and Structural Inspections

Building

S

‐

S

E+2 for inspections, maintenance and testing related to the fire code

NA

P07

Health Inspections

Public Health

S

‐

S

NA

P08

Investigations

Originating

2

8

10**

171, 243, 462, 466

370, 371, 500‐512

370, 371, 376, 377 316

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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Page 139 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

22 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Protection and Enforcement Services Primary Heading: P – Protection and Enforcement Services County Code

TOMRMS Code

P900

P09

Licences

NA

P10

NA

Keep* Dept.

Off Site

Total Ret.

Remarks

Clerk’s

E

2

E+2

E= Expiry of licence

Building Permits

Building

2

P

P

5 years off‐site for residential permits

P11

Permits, Other

Originating

E

2

E+2

E= Expiry of permit

NA

P12

Warrants

Police

E+1

‐

E+1

E= Execution of warrant

220

NA

P13

Criminal Records

Police

E

5

E+5

E= Occurrence/ investigation closed or disposition of charge

220, 317

NA

P14

Animal Control

Originating

E+2

‐

E+2

E = date animal was last in the pound

320, 321

NA

P15

Community Protection Programs

Originating

S

2

S+2**

NA

P16

Emergency Services

Originating

S

2

S+2

NA

P17

EMS Incident & Impact Reports

S

2

S+2

NA

P18

EMS Accident Reports

S

2

S+2

NA

P19

EMS Accident Statistics

S

2

S+2

Secondary Heading

Responsible Dept.

Citation Table

Ambulance Call Reports 7 years

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 140 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

23 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Recreation and Culture Primary Heading: R – Recreation and Culture County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

NA

R00

Recreation and Culture ‐ General

Originating

1

‐

1

R100

R01

Heritage Preservation

Sustainability

E

‐

E**

R500

R02

Library Services

KFPL

2

3

5

322, 463

NA

R03

Museum and Archival Services

Clerk’s

1

‐

1**

220

NA

R04

Parks Management

Parks & Recreation

2

3

5**

NA

R05

Recreational Facilities

Parks & Recreation

2

3

5

325

NA

R06

Recreational Programming

Parks & Recreation

1

‐

1**

220

E= Removal of designation

307

Playground equipment maintenance records are retained permanently

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 141 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

24 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Social and Health Care Services Primary Heading: S – Social and Health Care Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

S00

Social and Health Care Services ‐ General

Originating

1

‐

1

S100

S01

Children’s Day Nursery Services

City of Kingston

2

3

5

S200

S02

Elderly Assistance

Fairmount

2

3

5

S300

S03

Homes for the Aged Residents

Fairmount

E+2

8

E+10

S700

S04

Social Assistance Programs

City of Kingstont

2

3

5

S400

NA

Nursing Equipment Inventory

Originating

Commen ts Julie for retention

NA

S05

Ontario Works Case Records

Comm Service

E+1

‐

E+1

NA

S06

Medical Case Records

Public Health

E+1

‐

E+1

Remarks

Not a County Record as such retention limits are reduced

Fire drills 2 years

E= Date of last entry. Records pertaining to a resident can be destroyed 5 years after the death of the resident.

Citation Table

171, 175, 176, 179, 180, 182, 184, 187, 188, 192, 193, 194, 220, 380 380, 451, 452, 453, 454, 455, 456, 457 220, 380, 462, 466, 513

380

Preventative maintenance records are kept electronically for all equipment in Goldcare. We have a contract with Motion Specialties that are here weekly and carry out different work, etc. on equipment and there would be records of that. – Mary’s comments E=1 year or shorter “as set out in by‐law or resolution made by the institution. . .” or on consent E=1 year or shorter “as set out in by‐law or resolution made

220, 308, 462, 466

102, 220, 257, 462, 466

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 142 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

25 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Social and Health Care Services Primary Heading: S – Social and Health Care Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

S600

NA

Health and Safety

Originating

T

5

T+5

NA

S07

Children’s Services

Comm Service

2

‐

2

S500

S08

Public Health

Public Health

2

3

5

S800

NA

Social Housing Programs

City of Kingston

2

3

5

NA

S09

Cemetery Records

Clerk’s

2

P

P**

NA

S10

Day Nursery Case Records

Comm Service

E+2

‐

E+2

Remarks

Citation Table

by the institution. . .” or on consent ETS: Health & Safety Records of handicapped children are kept for at least 2 years after discharge.

171, 175, 192 195, 380

FMT: PDA Initiative FMT: E‐Health ETS: Influenza information and outbreak advisory, infectious disease notifications, heat and cold weather advisories

462, 466 E= Every operator shall ensure that the records required to be maintained under this section with respect to a child are retained for at least two years after the discharge of the child

102, 178, 192, 195, 220, 325

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 143 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

26 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Transportation Primary Heading: T – Transportation Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

T00

Transportation ‐ General

Originating

1

‐

1

NA

T01

Illumination

Works

E

6

E+6

E= Completion of project specifications P

NA

T02

Parking

Works

E

6

E+6

E= Closure of lot or space

NA

T03

Public Transit

Works

E

1

E+1**

E= Closure of route/shelter/stop

T300

NA

Emergency Vehicles/Transportation

FPS/ETS

T+1

3

T+4

Citation Table

233

ETS/FPS Vehicle general, surplus vehicles (ETS) maintenance, licence Incidents – categorize under protection services

NA

T04

Road Construction

Works

E

1

E+1**

E = project finished

368, 369, 372

Specifications are kept permanently.

T400

NA

Non‐Emergency Vehicles/Fleet Management

FPS/ETS

T+1

3

T+4

FMT: red van, blue access van, Prius, Exlorer

NA

T05

Road Design and Planning

Works

E

1

E+1**

E = project finished

Road Maintenance

Works

NA

T06

Specifications are kept permanently. E

1

E+1

E = project finished

368, 369 , 370, 371, 372

368, 369, 372

Specifications are kept permanently.

T07

Signs and Signals

Works

E

1

E+1

E= Removal of sign/signal

373, 374, 375

T08

Traffic

Works

E

1

E+1**

E = project finished

373, 374, 375

Temporary road closures 2 years

T800

NA

Notices of Traffic

Originating

1

6

7

Insurance Claims?

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 144 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

27 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Transportation Primary Heading: T – Transportation Services County Code

TOMRMS Code

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Disruption

Used ticket stubs

2

‐

2

Traffic

Record of Ferry pass applications

Secondary Heading

Remarks

Citation Table

7

NA

T09

Roads and Lanes Closures

Works

E

1

E+1**

Event = project finished

NA

T10

Field Survey/Road Survey Books

Works

E

1

E+1

E = project finished

NA

T11

Bridges

Works

E

1

E+1

E = project finished

373, 374, 375

368, 369, 372

Specifications are kept permanently.

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 145 of 325

AgendaItem#10101b)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

28 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Vehicles and Equipment Primary Heading: V – Vehicles and Equipment County Code NA

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

V00

Vehicles and Equipment ‐ General

Originating

1

‐

1

V01

Fleet Management

Originating

E+1

‐

E+1

Certification of Ambulances

FPS/ETS

T+1

3

T+4

Ambulance Vehicle certification. When we receive a new vehicle, the letter of MOH certification is placed into the vehicle maintenance / certification binder. This binder is located in the Supervisors office for viewing at any time by us or the MOH Inspectors. We store this certification in the office until the vehicle is sold / disposed of, which is usually 6 years and then the binder is placed into the Operations Archive files in the basement for another ten years.

V100

E = termination of lease)

NA

V02

Mobile Equipment

Originating

E+1

5

E+6

E=As long as the device is in service.

NA

V03

Transportable Equipment

Originating

E+1

5

E+6

E = Disposal of equipment

NA

V04

Protective Equipment

Originating

E+1

5

E+6

E = Disposal of equipment

Citation Table

18, 220, 248, 249, 250, 251, 252, 253, 409

166

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

2013-087 Establishment of a Records

Page 146 of 325

AgendaItem#10101c)

Report 2013-093 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

April 30, 2013

Date of meeting:

May 15, 2013

Re:

Administrative Services - Vehicle Usage

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative Services – Vehicle Usage report for information.

Background At its meeting on March 20, 2013, Council passed the following resolution: Motion #: 151-13 Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report detailing the usage of all County of Frontenac vehicles, showing what department they are assigned to, who uses them and what is the age and mileage on each vehicle excluding the 15 ambulances. CARRIED

Comment The following table provides the detailed information requested by Council with respect to the vehicles utilized by Corporate Services, Frontenac Paramedic Services (FPS) and Fairmount Home.

Administrative Report Administrative Services – Vehicle Usage May 15, 2013

2013-093 Vehicle Usage

Page 1 of 2

Page 147 of 325

AgendaItem#10101c)

County of Frontenac Vehicle Inventory DEPARTMENT

TYPE

Corporate

Toyota Prius - Hybrid

Corporate

Ford Explorer

FPS FPS FPS

Ford Expedition - ERV Ford Expedition - ERV Ford Expedition - ERV

FPS FPS FPS FPS

Ford Expedition - ERV Ford Escape - Hybrid Toyota Highlander Hybrid Toyota Highlander Hybrid International

FPS FPS FPS FPS

Dodge Sprinter International Toyota Prius – Hybrid (in use from mid-August)

USED FOR Off site visits - all Corporate, FPS & FMT staff Off site visits - all Corporate, FPS & FMT staff

YEAR

KM TOTAL

KM ANNUAL (AVG)

2010

67,564

33,782

2003

261,645

29,072

Paramedic Response Unit Operations Supervisor Operations Supervisor Performance Standards Supervisor Paramedic Command Vehicle Paramedic Command Vehicle Paramedic Command Vehicle Emergency Support Unit logistics supply for major incidents Inventory supply and maintenance Human patient simulator paramedic training Off site visits - FPS and all Corporate

2011 2011 2012

61,477 106,821 12,304

61,477 106,821 12,304

2007

179,802

35,960

2009

66,262

22,087

2009

79,533

26,511

2010

49,185

24,593

2005

10,454

1,493

2006

129,563

21,594

2010

6,841

3,421

2012

5,741

5,741

Fairmount

VW - Fully Accessible (donated)

Resident outings

2000

59,281

4,940

Fairmount

Dodge Caravan

Resident outings, picking up items, staff travel

2008

30,702

7,676

Sustainability Implications The complement of vehicles owned by the County ensures that resources are utilized effectively.

Financial Implications As a component of our asset management plan, Council allocates funds to reserve to replace vehicles. However no funds are being allocated to replace the Fairmount donated accessible van.

Organizations, Departments and Individuals Consulted and/or Affected All County Departments Administrative Report Administrative Services – Vehicle Usage May 15, 2013

2013-093 Vehicle Usage

Page 2 of 2

Page 148 of 325

AgendaItem#10101d)

Report 2013-095 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services Bonnie Carter Occupational Health Nurse Colleen Hickey Human Resources – Labour Relations Specialist

Date prepared:

April 26, 2013

Date of meeting:

May 15, 2013

Re:

Administrative Services – Security Requirements for the County of Frontenac Administration Offices

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative Services – Security Requirements for the County of Frontenac Administration Offices report for information.

Background At its meeting on March 20, 2013, the following resolution was passed: Motion #: 150-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report on the security requirements for the County of Frontenac Administrative Offices. CARRIED

Administrative Report Administrative Services – Security Requirements for the County of Frontenac Administration Offices May 15, 2013

2013-095 Security Requirements for the County

Page 1 of 3

Page 149 of 325

AgendaItem#10101d)

Comment Over the past decade, the need to increase security measures at the County’s Administration Offices has occurred twice, to address very specific threats. The first threat, in the fall of 2004, involved a verbal threat by an employee to shoot and kill the CAO and a paramedic supervisor. This threat was substantiated and the employee was arrested by the Kingston Police Force’s Emergency Response Team and subsequently charged. The employee was dismissed and security measures including the “lockdown” of the Corporate Services Offices were implemented for the protection of all employees. The removal of the “lockdown” of the offices occurred approximately two (2) years later, following confirmation that the individual had left the area. The second incident, in August 2010, involved the departure of an employee. Due to the nature of the departure, security consultants recommended that security measures including the “lockdown” of the Corporate Services Offices were to be implemented for the protection of all employees. Since 2010 there have been two additional occasions to those cited above when the “lockdown” process was implemented. An assessment was undertaken after each incident that concluded individual employees were unstable and posed a potential threat to staff. Additionally, there was a prior incident involving a potentially volatile member of the public who was successful in gaining access to staff. Had the current controls been in place at that time this potentially dangerous situation could have been avoided. Legislative Framework and the County’s Obligations In 2010 the Workplace Violence legislation came into effect through an amendment to the Occupational Health & Safety Act which dictates that all workplaces must complete physical risk assessments of their work environments on an annual basis. Section 32.0.3 (1) reads: Assessment of risks of violence – An employer shall assess the risks of workplace violence that may arise from the nature of the workplace, the type of work or the conditions of work. These assessments are standardized forms provided by and audited by the Ministry of Labour. The assessments are a compiled list of recognized risk factors and recommended safety measures. The results are analyzed based on frequency (historical data/likelihood) and severity which are combined to produce a risk level. Employers are expected to implement corrective action for any identified risk factors resulting from the physical risk assessments. The additional security measures providing controlled access at the County’s Administration Offices were augmented in response to the results of these physical risk assessments. Identified in those assessments was: there was opportunity for someone intending to do harm to enter and access numerous staff with no way of containing their movement through the buildings. This was further confirmed through the emergency exercise conducted in December 2011 which simulated a potential hostage taking at Fairmount Home. Based on the frequency of actual and potential threats to the staff safety over the last few years, the most effective safety measure as recommended on the physical risk assessments was to implement controlled access.

Administrative Report Administrative Services – Security Requirements for the County of Frontenac Administration Offices May 15, 2013

2013-095 Security Requirements for the County

Page 2 of 3

Page 150 of 325

AgendaItem#10101d)

Additionally, it was identified that many offices in the Corporate and FPS administration suites are very self contained and lack interior windows so each employee is essentially working alone with no means of summoning help should they require it. In response to this risk factor, the installation of panic buttons is being trialed for all computer workstations. If accepted this will enable staff to summon immediate help should they feel at risk. In contrast to buildings designed for office use, the County’s Administration Offices was designed for use as a private residence. Office buildings generally have thin walls or walls which do not extend fully to the ceiling, large windows on the office interior walls to facilitate auditory privacy but two way visibility between those in and out of the office. In addition to the controlled entrance to the business, there may be additional contained and staffed waiting areas for specific departments. By contrast, the Corporate Services building has just one single control point area at main Reception. The offices are largely separate without shared walls, have no interior windows in the walls or doors and have thick walls which extend to the ceiling. There is no visibility or auditory sharing of space between them. The 2nd floor offices of Corporate Services are also very self contained and accessible through the passageway to Fairmount on that level. In an office building, the stairwells are frequently secured for staff only access. Shared buildings between separate businesses are usually key locked from both sides or utilize security services. The County’s Administration Offices also shares a basement with the Fairmount/FPS building which is accessible from both sides. The Frontenac Paramedic Services offices are completely isolated from staff in all other areas of the County. Staff members working alone are not visible or within hearing distance of anyone and the office suite is situated closely to several exterior access doors. The safety of the County Receptionist is enhanced with the implementation of the controlled entry. The physical environment of the County Reception area does not afford the use of a protective barrier such as a plexiglass wall or window as used in some of the township offices. The following changes have been made to the security measures: • The original front door to the Old House has been secured and the new main entrance created. • The Receptionist has been re-located to the “link” where the new main entrance is located. • The east and west doors of the “link” are unlocked and open during normal business hours • The main door to the FPS Suite is unlocked during normal business hours The security, at the front entrance, is maintained and the addition of a door release button will allow the receptionist to open the door remotely for visitors.

Sustainability Implications Protection of workers and assessment of risk are mandated under the Occupational Health & Safety Act and these measures assist in the compliance to all such legislated requirements.

Financial Implications None Organizations, Departments and Individuals Consulted and/or Affected All County staff Administrative Report Administrative Services – Security Requirements for the County of Frontenac Administration Offices May 15, 2013

2013-095 Security Requirements for the County

Page 3 of 3

Page 151 of 325

AgendaItem#10101e)

Report 2013-096 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk

Date prepared:

May 8, 2013

Date of meeting:

May 15, 2013

Re:

Administrative Services – Arterial Roads Funding Agreement

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Arterial Roads Funding Agreement report; AND FURTHER THAT Council of the County of Frontenac authorize the Warden and Clerk to enter into agreement with the City of Kingston, the Township of South Frontenac and the Township of Frontenac Islands to support the negotiated settlement for the 5-year Arterial Roads compensation package to be paid by the City of Kingston.

Background In January of 1997, an Order was made under Section 25.2 of the Municipal Act to Implement the Proposal for the Restructuring of the County of Frontenac, Its Constituent Municipalities and the City of Kingston which provided compensation to be paid by the City of Kingston relating to Arterial Roads. The Order required that the Councils of the City of Kingston and the Council of the Frontenac Management Board, now the County of Frontenac, reconsider the annual contribution on or after January 1, 2013. County Council, at its regular meeting held November 21, 2012 delegated its authority jointly to the Township of South Frontenac and the Township of Frontenac Islands to reconsider the annual contribution with the City of Kingston through the following resolution: Motion #: 316-12 B

Moved By: Seconded By:

Councillor Davison Deputy Warden Doyle

WHEREAS the Order Made Under Section 25.2 of the Municipal Act to Implement the Proposal for the Restructuring of the County of Frontenac, Its Constituent Municipalities and the City of Kingston was signed on January 7, 1997; Administrative Report Administrative Services – Arterial Roads Funding Agreement May 15, 2013

2013-096 Arterial Roads Agreement

Page 1 of 3

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AgendaItem#10101e)

AND WHEREAS the Order requires the City of Kingston to provide compensation in the form of an annual contribution to be used for the reconstruction, resurfacing and other capital expenditures related to arterial roads set out in Schedule “2” of the Order; AND WHEREAS the arterial roads set out are all located within the boundaries of the Township of South Frontenac and the Township of Frontenac Islands; AND WHEREAS the Order provides that the City of Kingston and the County of Frontenac shall, on or after January 1, 2013, reconsider the annual contribution; NOW THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac deems it appropriate to delegate its authority jointly to the Township of South Frontenac and the Township of Frontenac Islands to reconsider the annual contribution with the City of Kingston; AND FURTHER the Council of the County of Frontenac will revoke its delegation of authority to reconsider the annual contribution only upon the request by Councils´ resolutions of both the Township of South Frontenac and the Township of Frontenac Islands; AND FINALLY the Council of the County of Frontenac directs that a copy of this resolution be circulated to the City of Kingston, the Township of South Frontenac and the Township of Frontenac Islands. CARRIED

Comment The City of Kingston, the Township of South Frontenac and the Township of Frontenac Islands have reconsidered and reached an agreement on the annual contribution to be made by the City Kingston on or after January 1, 2013. The Agreement was presented and adopted by the Councils of the City of Kingston, the Township of South Frontenac and the Township of Frontenac Islands. Although the County of Frontenac had delegated its authority jointly to the two townships to reconsider the annual roads contribution, it is the County of Frontenac to which the Amalgamation Order directs the payment and is also the party to reconsider the payment. As such, the County of Frontenac needs to execute this Agreement also. The provisions of the agreement are outlined in the following resolution passed by the City of Kingston on April 23, 2013: Moved by Councillor Scott Seconded by Councillor Reitzel THAT the City of Kingston enter into an agreement with the Townships of South Frontenac and Frontenac Islands and County of Frontenac for a period of 5 years (2013-2017) for the allocation of funds in the aggregate amount of $1,619,458 with payments as follows:

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Year

Negotiated Agreement $

1-2013 2-2014 3-2015 4-2016 5-2017 Total

539,819 431,855 323,892 215,928 107,964 1,619,458

Split South Frontenac $ 469,643 375,714 281,786 187,857 93,929 1,408,929

Frontenac Islands $ 70,176 56,141 42,106 28,071 14,035 210,529

And, THAT this agreement represents the final conclusion to the City’s responsibilities under the 1997 Amalgamation Order Section 7.2 “Compensation” (County Arterial Roads); and THAT the Mayor and Clerk be authorized to sign an agreement, in a form satisfactory to the City Solicitor. CARRIED A copy of the Agreement is attached to this report as Exhibit A which identifies the fixed annual payments to be made by the City of Kingston for use by the Township of South Frontenac and the Township of Frontenac Islands for the reconstruction, resurfacing and other capital expenditures related to the Arterial Roads which were set out in Schedule 2 of the Order noted above, including the specific annual payment allocations to be paid to South Frontenac and to Frontenac Islands.

Sustainability Implications Good governance is critical to the sustainability of a community. As stated in Directions for Our Future government decision-making processes are clear, transparent, forward thinking and focused on the longer term. Further, investing in infrastructure, good roads and bridges, is a key component of the vitality of the County’s communities.

Financial Implications There are no financial implications directly associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected Township of South Frontenac Township of Frontenac Islands City of Kingston

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Report 2013-098 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk

Date prepared:

April 20, 2013

Date of meeting:

May 15, 2013

Re:

Administrative Services – Establishment Organization Review Committee

of

a

Services

and

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Establishment of a Services and Organization Review Committee report; AND FURTHER THAT By-law 2013-0020, being a by-law to govern the proceedings of County Council and its Committees include Schedule B-5 - Advisory Committee to County Council Services Delivery and Organization Review Committee, attached as Exhibit A to this report; AND FINALLY THAT Council of the County of Frontenac adopt By-law No. 2013-0024, being a By-law to appoint members to various Committees of County Council (Services and Organization Review Committee).

Background County Council, at its regular meeting held April 17, 2013, received report 2013-081 Draft RFP for a Services Review and Organizational Study, which included a recommendation that authorized the CAO/Clerk to issue a Request for Proposal (RFP) for a Services Review and Organization Study, the terms of which had been authorized by Council. As part of the draft RFP reviewed by Councillors involved in the process, it was determined by County Council that 3 members of County Council and one community member would be appointed by County Council to oversee the RFP process. As noted by staff, such a process would constitute a Committee under the Municipal Act and staff was directed at that time to bring back to County Council a Terms of Reference for this Committee.

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Comment The Terms of Reference, attached as Exhibit A was developed by staff based on the language contained in the Request for Proposal with respect to reporting requirements by the successful consultant. Further to the resolution which received report 2013-081 Draft RFP for a Services Review and Organizational Study, the following motion was passed: Motion #: 182-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

BE IT RESOLVED THAT staff prepare a Terms of Reference for the establishment of a Committee to oversee the RFP for the Service Delivery and Organizational review; AND FURTHER THAT Councillors Doyle, Davison and Clayton be appointed to this Committee; AND FURTHER THAT Mr. Gordon Burns be appointed to this Committee as a community member; AND FURTHER THAT if Mr. Burns is unavailable, that another member of the community be appointed. CARRIED Both the proposed Terms of Reference and draft By-law 2013-0024 are recommending that the Committee be comprised of Councillors’ Doyle, Davison and Clayton and Mr. Gordon Burns.

Sustainability Implications Good governance is critical to the sustainability of a community. As stated in Directions for Our Future government decision-making processes are clear, transparent, forward thinking and focused on the longer term.

Financial Implications There are no financial implications directly associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected

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Exhibit ‘A’ SCHEDULE B-5 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Services Delivery and Organization Review Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac Services Delivery and Organization Review Committee shall be comprised of four (4) members appointed by County Council as follows: ƒ three (3) members of County Council; and ƒ one (1) community representative. (ii) The members of the County of Frontenac Services Delivery and Organization Review Committee shall hold office from the date of their appointment, at the pleasure of this Council, until the final report is presented to Council. (iii) The Committee shall hold meetings as required. (iv) The County of Frontenac Services Delivery and Organization Review Committee shall adhere to the County’s Procedural By-law No. 2013-0020 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. 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 Services Delivery and Organization Review Committee will be guided by these statements during its deliberations and subsequent recommendations to County Council on the acceptance a proposal and the interim and final reports. (i) Mandate • To receive proposals, evaluate proposals and make recommendations to Council on the acceptance of a proposal for the Comprehensive Review of Services and Organization • To receive an interim report submitted midpoint by the consultant(s) • To report periodically to County Council on the progress of the Services Delivery and Organization Review • To receive an executive summary prepared by the consultant(s) of all reports and findings of the consultant(s) • To provide a final report to County Council on the Comprehensive Service and Organization Review at its completion Administrative Report Administrative Services – Establishment of a Services and Organization Review Committee May 15, 2013

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SCHEDULE B-5 ADVISORY COMMITTEE TO COUNTY COUNCIL continued COMMITTEE NAME: Services Delivery and Organization Review Committee COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Service Delivery and Organization Review Committee: Three (3) Member of County Council: ƒ ƒ ƒ

Councillor Denis Doyle Councillor Gary Davison Deputy Warden Bud Clayton

One (1) Community Representatives: ƒ

Gordon Burns

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Report 2013-084 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Colleen Hickey Human Resources Specialist – Labour Relations Marian VanBruinessen Treasurer

Date prepared:

May 1, 2013

Date of meeting:

May 15, 2013

Re:

Human Resources – 2012 Staff Conference, Training and Other Travel Expenses

Recommendation That Council of the County of Frontenac receives these Human Resources – 2012 Staff Conference, Training and Other Travel Expenses report for information.

Background At the March 20, 2013 meeting of Council, the following resolution was passed: Moved By: Councillor Davison Seconded By: Councillor Jones RESOLVED THAT staff be directed to bring forward a report to County Council itemized by staff member, on all costs associated with staff Conference, Training, and Travel Expenses for 2012. CARRIED

Comment Conferences and training have been an approved and ongoing method for staff to enhance their skills, obtain valuable insight on best practices in other municipalities and organizations and to learn and gain knowledge from peers, colleagues and subject matter experts. From time to time County staff members have been facilitators to these events as well. Some senior staff Administrative Report Human Resources – 2012 Staff Conference, Training and Other Travel Expenses May 15, 2013

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participates in provincial and national committees which usually schedule their meetings to coincide with conferences. The AMCTO Executive Diploma in Municipal Management Program is a key component of the County’s succession planning strategy. As presented to Council in 2010, this training program is developed by The Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) in cooperation with the University of Western Ontario Continuing Studies and Seneca College’s Centre for Financial Services. This is a municipally-focused, practical management development program for all levels of management to position them to effectively manage in the complex and ever evolving municipal environment. The final cohort of 8 staff completed this program in 2012. An asterisk has been included to aid Council with the identification of these allocations. Under Fairmount, Sodexo mandates that its employees attend specific training. This is required under our contract. Two asterisks have been included to identify the inclusion of these costs. Other travel expenses are incurred as staff attends meetings to deal with Council priorities, conducts County business, participates with peer groups, attends meetings with provincial and federal representatives – both elected and appointed, etc. From a Human Resource perspective training/conferences and development programs have a major influence with organizational behaviours in two aspects. The first aspect is that training and development allows the employee to effectively perform his or her job and motivates employees to develop positive relationships both internally and externally which enhances organizational success. The second aspect is that conferences, training and develop programs increase employees capacity, lead to more effective decisions and a greater confidence to accept responsibility for their decisions. It can also enhance employee commitment to organizational objectives. Conference and training offer development opportunities for staff leading to a positive work environment, support recruitment, further retention strategies and are a critical part of effective succession planning. Through these opportunities, staff members are able to remain current with changes in their sector-related business practices, legislation, technology, etc. Encouraging staff to participate in committees and working groups, etc., is another way the County ensures staff remains current and also in a position to influence provincial policy. As quarterly activity reports to Council reflect, several staff members have been and continue to be involved in these meetings. Numerous studies indicate employees who receive training and development opportunities albeit through conferences, training programs or day training, and committee involvement are more effective and they provide a higher value to organizations. County staff values training and assess the relevance and importance of each training event with their manager to ensure the event is a valid opportunity to enhance skill sets before any authorization is provided. The information requested by Council for 2012 is itemized by employee and found in Appendix A. Although the County’s general ledger does not capture expense information details according to these three categories of conference, training and other travel expenses, staff has balanced this information with audited actuals and is confident with this presentation.

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Sustainability Implications A well-trained and knowledgeable workforce is a prerequisite to achieving the County’s mission of exceptional service delivery. Attendance at conferences and training sessions ensures that County staff develops the skills and competencies needed to perform their duties and achieve overall success for the municipality.

Financial Implications All conference, training and other travel expenses incurred in 2012 were provided for in the year’s approved budget.

Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team Finance Staff Municipal Management Intern

Appendices Appendix A – 2012 Staff Conference, Training and Other Travel Expenses

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AgendaItem#10101a) Appendix A Employee Summary of 2012 Conferences, Training and Other Travel Expenses Administration All Staff - webinars, joint presentations Training

3,134.35

Beckel, Susan

Conference Training Travel Other

1,330.84 228.61 87.67

Savill, Liz

Conference Training Travel Other

8,128.51 929.23 1,692.17

Tamblyn, Angelique

Training

249.31

Vandervelde, Alison

Conference Training

669.31 179.20

Brant, Susan

Conference Training Travel Other

1,319.25 3,274.64 * 21.61

Malette, Nancy

Travel Other

32.42

Elliott, Nancy

Travel Other

21.61

VanBruinessen, Marian

Conference Training Travel Other

1,319.25 869.03 227.57

Finance

Human Resources Carter, Bonnie

Training

75.00

Hickey, Colleen

Conference Training Travel Other

1,067.90 249.31 249.98

Vandewal, Krista

Training

3,173.89 *

Information Services Dixon, Ryan

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Travel Other

105.72

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AgendaItem#10101a) Appendix A Employee Summary of 2012 Conferences, Training and Other Travel Expenses Millard, David

Conference Training Travel Other

1,617.95 101.76 228.65

Farrell, Kevin

Training Travel Other

151.61 280.70

All Staff

Training

205.00

Beaubiah, John

Travel Other

19.02

Beaubiah, Melvin

Travel Other

Bryne, Ron

Travel Other

Chamberlain, Williams

Travel Other

19.02

Coyne, Jordan

Travel Other

19.02

Dailey, Campbell

Training Travel Other

3,173.90 * 333.34

Deveau, Randy

Travel Other

19.02

Feeney, Robert

Travel Other

19.02

Hartley, Mark

Travel Other

19.02

All Staff FMT

Training

412.28

Broeders, John

Training

77.05

Clarry, Katherine

Training

400.00

Clyde, Mellissa

Training

223.30

Hazlett, Cara

Training

400.00

Jones, Rosemarie

Training

1363.82 **

Kirkpatrick, Dianne

Conference

Ferry

2,549.90 includes km between County offices and ferry 19.02

Fairmount

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AgendaItem#10101a) Appendix A Employee Summary of 2012 Conferences, Training and Other Travel Expenses Laird, Lynda

Training

568.35

Lake, Mary

Conference Training

973.45 442.50

Mercer, Tom

Training

Shillington, Julie

Conference Training Travel Other

862.00 112.50 7.40

Williams, Gail

Conference Training

862.00 3,190.16 *

Yovanovich, Violet

Conference Training

307.91 593.30

1,600.21 **

Frontenac Paramedic Services All Staff FPS

Training

Bourgon, Andrew

Travel Other

405.00

Brown, Ross

Travel Other

202.50

Burgess, Jeff

Travel Other

15.31

Charbonneau, Paul

Conference Travel Other

9,513.47 643.98

Chevalier, Gale

Conference Travel Other

5,376.78 * 241.32

Chourney, Rhianna

Training

Cooper, Deborah

Travel Other

6.75

Dawson, Jennifer

Training Travel Other

3,073.14 * 18.01

Devries, Tamara

Travel Other

405.00

Dunn, Shauna

Training

161.80

Freitag, Ingmar

Conference Training

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23,703.05

139.94

735.72 3,173.88 *

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AgendaItem#10101a) Appendix A Employee Summary of 2012 Conferences, Training and Other Travel Expenses Gemmill, Dave

Conference Training Travel Other

Graham, Steve

Training

161.80

Heintz, Kenny

Training

161.80

Herrington, Dave

Conference Travel Other

Hurtubise, Jeremie

Training

19.81

LeBlanc, Tommy

Training

169.00

MacDonald, Brian

Training

135.00

McBain, Chris

Training

3,173.88

Parkhill, Dave

Training

22.74

Podgers, Mark

Conference

100.94

Russell, Richard

Training

Stinson, Dave

Travel Other

80.39

Taggart, John

Training

416.71

Wall, Megan

Training

161.80

Sustainabilty Planning Economic Development Young, Anne Marie Conference Travel Other Gallivan, Joe Conference Travel Other Young, Peter Conference Travel Other

3,127.50 283.91 41.77

2,302.25 29.56

3,385.55 *

1,807.90 1,797.46 includes all km costs to attend meetings 773.37 1,557.28 includes all km costs to attend meetings 498.62 29.11

• includes Executive Diploma in Municipal Management Program ** includes SODEXO required training

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ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

May 4, 2012

Date of meeting:

May 15, 2012

Re:

Financial Services – 2012 Audited Financial Statements

Recommendation RESOLVED that the Council of the County of Frontenac receive this Financial Services - 2012 Audited Financial Statements report; AND FURTHER that the Council of the County of Frontenac accept the 2012 Audited Financial Statements of the Corporation of the County of Frontenac.

Background The County is required to prepare financial statements, comprising a Financial Report and a Financial Information Return, on an annual basis. These financial statements are to be audited. Allan Chartered Accountant Professional Corporation was appointed as the County auditors for 2012. For 2012, municipalities are required to present financial statements which comply with the requirements of the Public Sector Accounting Board Standards (PSAB). These standards require a presentation that reflects full accrual accounting.

Comment PSAB reporting introduced a couple of key changes in the presentation of the municipality’s financial statements. The first is the ongoing valuation of depreciation. This is the third year that depreciation has been shown on municipal financial statements. This expense reflects the use of the County’s assets during the year but is not an expense that is funded through the tax levy. Rather County Council, recognizing the need to provide for asset replacement, makes reserve allocations annually. In a report dated April 17, 2013, County Council was apprised of Administrative Report Financial Services – 2012 Audited Financial Statements May 15, 2013

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the implication of the unfunded liability related to the difference between depreciation expensed through the financial statements and the amounts allocated to reserve for asset replacement. The other significant issue as a result of PSAB to be highlighted revolves around reserves and reserve funds. Ontario municipal financial statements no longer provide for reserves and reserve funds to be shown on the balance sheet. Instead, the statements show accumulated surplus which includes reserve and reserve fund balances plus the net book value of County assets, less the amount of debt outstanding and any unfunded employee benefit obligation. The following table reports the composition of the 2012 consolidated accumulated surplus showing it to be representative of a combination of assets offset by the debenture and the unfunded employee obligation. It is not simply available spending money. 2012 Consolidated Schedule of Accumulated Surplus Reserve funds Reserves

2,742,485 11,410,776

Total reserves and reserve funds

14,153,261

Surpluses Invested in tangible capital assets

22,615.129 Debenture Net

(11,163,466) 11,451,644

Unfunded employee benefit obligation

(35,713)

Accumulated surplus

25,569,750

Working fund reserve transfer: The 2012 Budget provided for the use of non-revenue contributions from reserve and a drawdown from the EORN prepayment for the broadband project ($328,140). As a result, the net impact on the Working Fund through the budget allocations was a net reduction of $175,155. Further, the budget provided for inter-reserve transfers of $61,000 from the Working Fund to the GIS Reserve ($11,000), the 150th Anniversary Reserve ($30,000) and the Land Acquisition Reserve ($20,000). In 2012 the payment from the City of Kingston with respect to its share of the broadband project ($344,839) was booked as a receivable and appears as income allocated to the Working Fund Reserve. The net impact on the Working Fund Reserve is an increase of $153,686. The County does not have control over the realization of parts of its budget.

Provincial Offences Social Services Social Housing

Responsibility

2012 Budget variance

City of Kingston City of Kingston City of Kingston

-$22,000 98,000 58,300 $134,300

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The surplus related to the City of Kingston shared services was $134,300. The City of Kingston is responsible for Provincial Offences, a shortfall of $22,000, Social Services and Social Housing which resulted in surpluses of $98,000 and $58,300 respectively. Supplementary taxation Interest revenue

Townships

$166,628 $39,350

The County’s share of supplementary taxation revenue was $166,628. Favourable interest revenue and cash flow resulted in $39,350 more interest revenue than budgeted. General Government and Planning ($147,152): Under expenditure in Warden and Council expenses ($103,317) relate to an under utilization of monies budgeted for committee activity in 2012. Corporate administration ($25,762) was under budget due to staff turnover. General Sustainability Planning was over-budget ($18,073) as the anticipated funding from Ontario Trails to assist with the bridge development was not realized. Project timing accounts for the net impact (capital less reserve transfers) of under expenditure in County capital ($63,966) and the Emergency Management JEPP project ($7,884). Fairmount Home was slightly over budget ($10,200) primarily as a result of the implementation of the contract settlement which exceeded allocations accrued in prior years. Land Ambulance was slightly over budget ($34,400) as a result of the change in weighted assessment allocation which required the County to shoulder a greater share of the overall Land Ambulance budget than had been anticipated and budgeted. Consolidated Statement of Financial Position: Short Term Investment: The County is involved in a multi-year project to provide enhanced broadband capacity throughout the Eastern Ontario Region. The County provided its full share of the EORN project as a short term investment with an interest rate of 5%. This investment is reduced annually by the County’s contribution to the multi-year project, hence the reduction in the short term investment. Accounts Receivable: The decrease in accounts receivable comparative to 2011 is a combination of decreases related to municipal transfers (-$132,000), GST claimed (-$226,000), and funds expected for the 2011 Build Canada project ($124,000) versus increases related to the anticipated contribution from the City of Kingston re the broadband project ($344,000) and monies owed from the Ministry of Health and Long Term Care related to the offload nursing project ($174,000). Accounts Payable: In 2012, accounts payable were lower for the City of Kingston ($341,000) and for general trade ($495,000). Accrued liabilities in 2011 included an amount for estimated retroactive wages for the Fairmount contract settled in 2012. Deferred Revenue: In 2012, deferred revenue includes a contribution to the Frontenac K&P Trail and prepaid ferry passes. Tangible Capital assets: The reduction in the net book value of tangible assets is primarily in buildings (-$443,000), bridges (-$9,000) vehicles (-$335,000), and equipment ($-165,000) while land improvements increased ($205,000) and work in progress increased ($64,000). Two vehicles were purchased for Land Ambulance. Administrative Report Financial Services – 2012 Audited Financial Statements May 15, 2013

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Equipment purchased included defibrillators, heat exchanger, Kubota tractor, steamer, electric beds, etc. Work-in-progress is a category of projects which will be completed or put in use in 2013. These include work on the Fairmount well project, costs related to land acquisition for the Frontenac K&P Trail, the completion of the County entrance work, various IS projects (implementation of the eACR system, the full domain upgrade and the website) and initial work to develop the plans for the Fairmount Auditorium project. Consolidated Statement of Changes in Net Financial Assets: The 2012 budget provided for asset acquisition that was not fully realized in 2012. County: • MicroFit project $70,000: anticipated to be completed in conjunction with North Frontenac Land Ambulance project in 2013. • Storage units $25,000: a more detailed investigation revealed that this amount was not adequate to provide for the storage requirements. As Land Ambulance had rented additional space, this investment was not required. • Building exterior work $60,000: project will be completed in 2013. • Accessibility door openers $6,000: delayed pending outcome of application to the Enabling Accessibility Fund. Work will move forward in 2013. • Websites $15,000: project will be completed in 2013. • Alarm system and panic button projects: modified based on contractor input resulting in a saving of $26,000. Land Ambulance: • North Frontenac Base Project $329,000: work delayed until 2013. Fairmount Home: • Well and Septic upgrades $230,000: work continues with all billings anticipated in 2013. • Building Automation Project $90,000: delayed to ensure coordination with the Fairmount Home Auditorium Renovation Project. Planning: • Trails Project $31,000: work came in under-budget.

Sustainability Implications Audited financial reporting confirms for the residents, businesses and visitors of the County that the financial resources are being utilized appropriately. It also offers the necessary transparency and assurances to our community of the high level of stewardship being achieved.

Organizations, Departments and Individuals Consulted and/or Affected Allan Chartered Accountant Professional Corporation

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2013-085 2012 Audited Financial

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Report 2013-086 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

April 12, 2013

Date of meeting:

May 15, 2013

Re:

Financial Services – Termination of Contract to Provide Financial Services to the Township of Frontenac Islands

Recommendation WHEREAS the County of Frontenac approved the completion of a contact with the Township of Frontenac Islands in July 2008 for the provision of Financial services on a cost recovery basis; AND WHEREAS the contract staff position originally provided for in the 2013 budget was removed as the representatives of the Township of Frontenac Islands indicated that the Township does not require the financial services provided by the County under the contract as of July 1, 2013; NOW THEREFORE Council of the County of Frontenac accept this Financial Services – Termination of Contract to Provide Services to the Township of Frontenac Islands report; AND FURTHER THAT the Council of the County of Frontenac shall direct staff to prepare an agreement to terminate the contract for financial services with the Township of Frontenac Islands as of June 30, 2013; AND FURTHER THAT the agreement to terminate the contract for financial services be forwarded to the Council of the Township of Frontenac Islands for execution; AND FINALLY THAT the Council of the County of Frontenac authorize the CAO and Warden to execute the termination agreement.

Background In July 2008, County Council approved the provision of contracted financial services to the Township of Frontenac Islands on a cost recovery basis. Administrative Report Financial Services – Termination of Contract to Provide Financial Services to the Township of Frontenac Islands May 15, 2013 Page 1 of 3

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It was understood at that time that most of the transactional and payroll activity could be reasonably accommodated through the regular workload of County clerical staff. However, this was also the period during which municipalities were required to transition to PSAB compliance and the workload implications had not yet become clear. Further, during the course of the contract, a greater time commitment than anticipated has been required to provide support to the senior staff of the Township by County management staff.

Comment In 2012, the additional County tasks not being addressed as a result of work done for Frontenac Islands was completed through a budget approved allocation of $25,000 which was offset by the recoveries provided through the Frontenac Islands contract. This work was comprised of tasks that would normally be undertaken by management staff, including a capital replacement schedule review and update, research related to the best options for fuel purchase, an assessment of the County’s WSIB NEER premium, and a review of the contract management process. Prior to the 2013 budget deliberations, consultations were undertaken with Frontenac Islands Township staff and Council members. At the time, it was suggested that to provide a transition to fully supporting its financial activity at the Township office in 2014, that an interim contract position be established in 2013. It was proposed that this position would be funded 60% by Frontenac Islands. Approximately 40% of that contract position would have provided support for ongoing County activities, similar to the contract activity budgeted and undertaken in 2012. In particular, it was anticipated that the County portion of the contract position in 2013 would support the development of the asset management plan for which no additional funds were provided, other than the MIII funding of $21,251 which has been included in the 2013 capital budget. The County Council representatives from the Township of Frontenac Islands have indicated that the Township will be managing its transition and its financial activities through the Township office and have indicated that the services of the County will not be required after June 2013. As a result, the transitional position originally provided for in the budget was removed. As there is no facility within the current contract with the Township of Frontenac Islands to terminate before December 2013, a new agreement is required to provide for early termination. With the understanding that the Township contract will be terminated at the end of June, the County no longer has the additional resources it anticipated (a percentage of the contract position) to maintain County service while continuing to deliver service to the Township of Frontenac Islands past the end of June. As a result, staff cannot continue to complete the work of the County, including the mandatory preparation of the County’s asset management plan, and provide service to the Township for the full year.

Sustainability Implications Governance – appropriate stewardship of County resources.

Financial Implications The contract termination will result in a reduction in revenue of about $25,000. Administrative Report Financial Services – Termination of Contract to Provide Financial Services to the Township of Frontenac Islands May 15, 2013 Page 2 of 3

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

Administrative Report Financial Services – Termination of Contract to Provide Financial Services to the Township of Frontenac Islands May 15, 2013 Page 3 of 3

2013-086 Termination of Contract to Provide

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AgendaItem#10102c)

ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

April 25, 2013

Date of meeting:

May 15, 2013

Re:

Financial Services – 2013 1st Quarter Financial Summary

Recommendation RESOLVED THAT Council of the County of Frontenac receive this Financial Services – 2013 1st Quarter Financial Summary report for information.

Background The County of Frontenac Financial Summary for the 1st Quarter of 2013 is attached.

Comment At the time of preparation of this report the County did not have a budget for 2013. As a result, the information provided is simply a reflection of the actuals to the end of March.

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”. By reviewing quarterly financial statements, Council can assure itself that the direction given through the 2012 budget is being carried out. At the same time, this information is being shared publicly.

Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team

Administrative Report Financial Services – 2013 1st Quarter Financial Summary May 15, 2013

2013-091 2013 1st Quarter Financial

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AgendaItem#10102c) COUNTY OF FRONTENAC for period ending March 31, 2013

2013 Budget $

2013 Budget 1st Qtr $

to date Actual

Variance

% Total Annual

$

$

Budget

REVENUES Requisition on Municipalities Provincial/Federal Funding Investment Income User Fees Other Revenue City of Kingston Contribution Recoveries

2,057,311 3,384,119 35,202 876,017 112,818 1,658,357 26,681

Subtotal Revenue before Requisition

6,093,194

Subtotal Revenue With Requisition

8,150,505

Transfer From Reserves/Reserve Funds

0

TOTAL REVENUE

8,150,505

EXPENSE General Government Less: Non-Cash Items Net: General Government Protection to Persons and Property Transportation Services Land Ambulance Less: Non-Cash Items Net: Land Ambulance Health Services Fairmount Home Less: Non-Cash Items Net: Fairmount Home Fairmount Home Debenture Social and Family Services Social Housing Recreation and Cultural Services Less: Non-Cash Items Net: Recreation and Cultural Services Planning and Development Other Expenditures

566,662 -47,828 518,834 22,878 218,019 3,685,279 -141,430 3,543,849 225,886 2,659,346 -135,090 2,524,256 -36,276 189,814 245,076 192,232 -11,488 180,744 107,857 -509

TOTAL EXPENSE

7,740,428

Accumulated Net Revenue (Deficit)

Administrative Report Financial Services – 2013 1st Quarter Financial Summary May 15, 2013

2013-091 2013 1st Quarter Financial

410,077

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COUNTY OF FRONTENAC for period ending March 31, 2013

2013 Budget $

2013 Budget 1st Qtr $

to date Actual

Variance

% Total Annual

$

$

Budget

LAND AMBULANCE SERVICES REVENUE Provincial Subsidy - Ministry of Health Diagnostic Medical Equipment Funding Special Projects Revenue Sale of Vehicle/Defibs Recoveries Other

1,851,376 0 0 0 2,488 993

TOTAL REVENUE

1,854,857

EXPENSE Salaries Benefits Office Supplies and Repair Medical Supplies and Repair Equipment Supplies and Repair Public Relations Travel, Training, Conference fees Professional, Contracted Service, Insurance Building Mainenance Communications Supplies, Service and Equipment Vehicle Service and Suppllies Rentals, Leases, Penalties and Interest Utility Costs External Transfers Internal Transfers Prior Year projects committed Other Depreciation Current Expenditures Subtotal Less: Non Cash Items Net: Service Delivery Cross Border Reserve for Vehicle, Equipment Replacement & Other Projects

2,267,652 747,851 28,681 56,804 11,795 322 4,483 128,124 29,733 50,506 118,486 51,300 28,597 19,481 0 0 35 141,430 3,685,280 -141,430 3,543,850 0 0

TOTAL EXPENSE

3,543,850

Net Operating Expenditure

1,688,993

City Of Kingston

1,342,903

Frontenac

Administrative Report Financial Services – 2013 1st Quarter Financial Summary May 15, 2013

2013-091 2013 1st Quarter Financial

346,090

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AgendaItem#10102c) COUNTY OF FRONTENAC for period ending March 31, 2013

2013 Budget $

2013 Budget 1st Qtr $

to date Actual

Variance

% Total Annual

$

$

Budget

LAND AMBULANCE SERVICES Ambulance Capital Revenue Provincial Stimulus Funding From Reserves

0 0

Total revenue and reserve transfers

0

Expenditure Vehicle New Vehicle Replacement Equipment New Equipment Replacement Building

0 0 0 0 0

Total expenditure

0

Net Capital Cost

0

Administrative Report Financial Services – 2013 1st Quarter Financial Summary May 15, 2013

2013-091 2013 1st Quarter Financial

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AgendaItem#10102c) COUNTY OF FRONTENAC for period ending March 31, 2013

2013 Budget $

2013 Budget 1st Qtr $

to date Actual

Variance

% Total Annual

$

$

Budget

FAIRMOUNT HOME FOR THE AGED REVENUE Provincial/Federal Funding Investment Income User Fees Other Revenue Recoveries Internal Transfers

1,383,137 0 697,922 213 18,082 0

TOTAL REVENUE

2,099,354

Transfer from Reserves TOTAL REVENUE AND RESERVE TRANSFERS

0 2,099,354

EXPENSE Program and Support Services Direct Nursing and Personal Care Nurse Practitioner Nursing and Personal Care Administration Raw Food Dietary Services Housekeeping Services Laundry and Linen Services Building and Property Facility Costs General and Administrative Less: Non-Cash Items Net: General and Administrative Other Non-Subsidized Expenditures Reserve transfer Prior Year Adjustment

94,100 1,081,673 37,166 289,210 87,663 231,815 152,138 58,006 114,838 131,200 358,315 -135,090

TOTAL EXPENSE

2,501,034

Capital Improvements City Share of Surplus Retained County Share of Surplus Retained TOTAL EXPENSE AND RESERVE TRANSFER

23,223 0 0 2,524,257

Municipal Contribution City of Kingston Share County of Frontenac Share Administrative Report Financial Services – 2013 1st Quarter Financial Summary May 15, 2013

2013-091 2013 1st Quarter Financial

223,225 0 0 0

424,903 288,934 135,969

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AgendaItem#10102d)

2013-097 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

May 2, 2013

Date of meeting:

May 15, 2013

Re:

Financial Services – 2013 Temporary Borrowing Bylaw

Recommendation RESOLVED THAT Council of the County of Frontenac accept the Financial Services – 2013 Temporary Borrowing Bylaw report; AND FURTHER direct the Clerk to introduce a by-law later in the meeting to authorize current borrowings from time to time during 2013.

Background On an annual basis, the Municipal Act, Chapter 25 of the Statutes of Ontario 2001, permits a council to pass a by-law authorizing the head and treasurer to borrow, from time to time by way of promissory note or banker’s acceptance, such sums as the council considers necessary to meet current expenditures during the year. These provisions read as: 407(2) Except with the approval of the Ontario Municipal Board, the total amount borrowed at any one time plus any outstanding amounts of principal borrowed and accrued interest shall not exceed, (a) from January 1 to September 30 in the year, 50 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year; and (b) from October 1 to December 31 in the year, 25 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year. 407(3) Until the budget is adopted in a year, the limits upon borrowing under subsection (2) shall temporarily be calculated using the estimated Administrative Report Financial Services – 2013 Temporary Borrowing Bylaw May 15, 2013

2013-097 2013 Temporary Borrowing Bylaw

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revenues of the municipality set out in the budget adopted for the previous year.

Comment Based on our 2013 estimates, unpaid temporary borrowings should not exceed $18,136,270 for the first three-quarters of the year and $9,068,135 for the final quarter of 2013.

Sustainability Implications Governance – appropriate stewardship of County resources.

Financial Implications The County rarely requires borrowing to cover ongoing operating expenses, but the provision should be available if required to provide for short term cash flow requirements.

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Financial Services – 2013 Temporary Borrowing Bylaw May 15, 2013

2013-097 2013 Temporary Borrowing Bylaw

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AgendaItem#10103a)

Report 2013-089 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

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

Date prepared:

April 26, 2013

Date of meeting:

May 15, 2013

Re:

Emergency and Transportation Services – Ambulance Vehicle Remount versus New Purchase

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Ambulance Vehicle Remount versus New Purchase report; AND FURTHER the Council of the County of Frontenac give direction to staff: Option #1 – To implement a remount program for one (1) unit, or Option #2 – To purchase a new ambulance unit.

Background At a previous meeting, Councillor Doyle informed Council of a conversation he had with the Intern President/CAO of Crestline Coach, the County’s provider of ambulances, regarding remounting ambulances versus purchasing new ambulances. British Columbia’s Ambulance Service follows such a program. The Chief of Paramedic Services acknowledged that he was aware of the program. He is also bound by Ontario’s regulator, Emergency Health Services Branch (EHSB), which issues updates and amends the “Ontario Provincial Land Ambulance & Emergency Response Vehicle (OPLAERV) Standard” on a regular basis.

Administrative Report Emergency and Transportation Services – Ambulance Vehicle Remount versus New Ambulance May 15, 2013

2013-089 Ambulance Vehicle Remount

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These updates and amendments require a remounted ambulance to follow a new “Compliance Documentation” process to ensure the unit meets all current Standards, at the time of remounting. (Remounting refers to the replacement of the chassis but the preservation of the existing box.)

Comment The Chief met with the sales team representative from Crestline Coach to discuss the process for remounting a vehicle and requested the preparation of a quotation for one of the current vehicles that is due to be replaced in 2014. Detailed information and specifications for remounting an older Commander ambulance and the work required to bring them back to “almost new” condition, including the required work to achieve compliance with the current MOHLTC EHSB OPLAERV Standard 5.0 dated September 2012 is: • • • • • • • • • • • • • • • • • • • • • • • • • •

•

Crestline to supply new 2014 Chevrolet Gas G3500 chassis, as per Crestline ambulance specifications Chassis Prep Chassis pre-delivery inspection Inspect ambulance upon arrival Perform full functions/systems test prior to work proceeding and report any concerns to customer Remount existing body onto new chassis Chassis Exterior Alternator and HVAC Modification ECC board layout update Supply and install new cab mirrors Supply and install siren speakers in front bumper Re and Re intersection lights & Grill Lights Supply and install cab running boards with mud flaps Supply and install new front mud flaps included in above Supply and install new rear bumper Supply and install cab to body seal Supply and install new conversion heater hoses, clamps, etc. Supply and install new conversion AC hoses, clamps, etc. Supply and install new vacuum shutoff valve for HVAC system Void and recharge AC system fluid Supply and install cab interior decals, CMVSS compliance sticker Remove and re-install driver’s console c/w existing switching, gauges, lighting, & Siren, Map Light etc. Remove and Reinstall Storage Console / map bins New Chevrolet body pucks, body to frame Supply and install new matching cab filler panels Supply and install new cab to body electrical harnesses. Supply and install new clearance lights Supply and install new seat belts, all module seating positions and secondary cot location

Administrative Report Emergency and Transportation Services – Ambulance Vehicle Remount versus New Ambulance May 15, 2013

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• • • • • • • • • • • • • • • • • • • • • • • • • •

Remove and Replace flooring material Replace rear facing attendant seat Replace squad backrest and bottom cushion Replace rear facing Jumpseat Replace all cushions and upholstery Replace Stat Trac Utilize Chevrolet Auto Throttle and indicator on cab dash (if so equipped) Test and recertify oxygen and suction systems Update original vehicle manuals with any remount related changes Supply and install new auto eject shoreline, test inverter and duplex outlets Supply and install new fender flares Fill unit with tank of fuel Wheel Alignment Supply and install Wig-Wag Lights Supply and install new Frontenac decal package, as per FM-8317 Repaint exterior ambulance body, remove and re-install lights, doors etc Repair ‘popped’ rivets at drip rail (welds). Replace rear kick plate (damaged by gravel) Replace door seals, all module doors Supply and install new battery slider trays Supply and install components, testing requirements to comply to MOHLTC LAERVPS 5.0 versus 4.0 repair side entry step Supply and install new hour meter Supply and install LED cot lights and LED cabinet lights Perform final quality assurance inspection Take file reference photos and weigh vehicle

•

Perform final detailing

The price to remount one vehicle is $101,282; this is an estimate that is subject to change, dependant on the condition of the used ambulance when arriving at the facility in Saskatoon. Included are the following: • • •

Delivery from Kingston to Saskatoon Delivery of the remounted vehicle to Kingston New compliance documentation supplied at time of delivery for the remounted ambulance

One of the challenges to a remount program is the issue of time required to perform the remount; the estimated time is four to five months. This requires an additional spare vehicle be added to the fleet to ensure, while the vehicle being remounted is away, that ongoing repairs and maintenance to the fleet are not affected by the removal of a unit from the compliment. An additional challenge, for this particular vehicle, is the fact that we have moved to a smaller, lighter ambulance in 2011. In the past, we purchased Commander Style ambulances; we now purchase the FleetMAX “F” Style ambulance; the FleetMAX “F” is six (6) inches narrower and is more economical to operate. The most significant difference in the models is weight: a Commander’s curb weight is 9,475 lbs compared to a FleetMAX “F” curb weight of 8,726 lbs, a difference of 749 lbs. An extra 100 pounds in a vehicle could reduce your MPG by up to 2 Administrative Report Emergency and Transportation Services – Ambulance Vehicle Remount versus New Ambulance May 15, 2013

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percent. The reduction is based on the percentage of extra weight relative to the vehicle’s weight (see http://www.fueleconomy.gov/feg/drivehabits.shtml). The move to the FleetMAX “F” supports the County’s efforts to support greening initiatives and reduce our County’s carbon footprint. Utilizing a replacement cycle of five (5) years and approximately 300,000 kms for the replacement vehicle, the following cost comparisons have been calculated: Option 1: Remount – using the existing Commander Box on a new chassis

Initial cost Fuel* (@$1.21/L) Maintenance Costs Total

Option 2: New FleetMAX “F” box and new chassis

$101,282 72,600 89,125** $263,007

$128,171 54,450 77,500 $260,121

• FleetMAX: 15L/100 kms; Commander: 20L/100 kms ** 15% higher due to additional weight and size (Note: The same consideration has been given to the future remounting the FleetMAX “F” on a new chassis in four years when these vehicles are reaching their end of service. Given both the fuel and maintenance costs remaining the same, the lower initial cost for a remount ($101,282) would make the remount of the FleetMAX “F” a sound decision using current estimates.)

Sustainability Implications Regular review of replacement schedules ensures the County is managing its fleet assets by controlling both capital investments and maintenance expenses.

Financial Implications The cost of capital purchases of ambulances are transferred from the Land Ambulance Vehicle Reserve, whether the vehicle is a remount or new. Capital Budget expenditures are approved each budget year by County Council.

Organizations, Departments and Individuals Consulted and/or Affected Regional Leader – Eastern Canada, Crestline Coach

Administrative Report Emergency and Transportation Services – Ambulance Vehicle Remount versus New Ambulance May 15, 2013

2013-089 Ambulance Vehicle Remount

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AgendaItem#10103b)

Report 2013-090 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

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

Date prepared:

May 1, 2013

Date of meeting:

May 15, 2013

Re:

Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services report for information; AND FURTHER the Council of the County of Frontenac support the Chief of Paramedic Services’ election to the Executive of the Paramedic Chiefs of Canada for the period of June 14, 2013 to June 20, 2014.

Background At is meeting of January 16, 2013 County Council passed the following:

Motion #: 18-13

Moved By: Seconded By:

Councillor Purdon Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Election to Paramedic Chiefs of Canada Board of Directors of the Chief of Paramedic Services report for information;

Administrative Report Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services May 15, 2013 Page 1 of 2

2013-090 Election to Paramedic Chiefs of

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AND WHEREAS the Council of the County of Frontenac Paramedic Service is a longstanding member of the Paramedic Chiefs of Canada; AND WHEREAS both the Chief of Paramedic Services and other staff members have engaged in the business of the Association in many roles over the years; NOW THEREFORE the Council of the County of Frontenac support the Chief of Paramedic Services’ election to the position of “President-Elect” of the Paramedic Chiefs of Canada for the period of January 16 to June 13, 2013. CARRIED Comment The County of Frontenac Paramedic Services has been a member of the Paramedic Chiefs of Canada (PCC) since 2004. The Chief of Frontenac Paramedic Services has been the Tier 1 Voting Member for the County of Frontenac since 2005, an elected member of the Board of PCC since 2007 and has served on various committees and as Treasurer of the association for two years and, most recently, President-Elect since January 16th, 2013. Additionally, Deputy Chiefs have served on various working groups and task forces in support of national initiatives such as Emergency Medical Services Week, AED placement and rank insignia commonality across Canada. The value to membership are the opportunities to participate in a formal research agenda, access to a national research database, community of practice standards and policies, community paramedicine paper and roundtable forums, membership services including access to membership list serve, monthly webinars delivered by subject experts, PCC newsletter, online forums and the annual conference. In addition, there is also the opportunity to share in best practices from across the country, which turns performance standards issues into opportunities.

Sustainability Implications Being active in and having influence with the PCC allows staff to provide first person reporting, back to County Council, on developments within the industry provincially and nationally, thereby enhancing the quality service provided to the community.

Financial Implications There will be no travel costs associated with election to the PCC Executive as the PCC will cover any travel costs for work undertaken on behalf of the PCC.

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services May 15, 2013 Page 2 of 2

2013-090 Election to Paramedic Chiefs of

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AgendaItem#10104a)

Report 2013-092 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

April 30, 2013

Date of Meeting:

May 15, 2013

Re:

Fairmount Home – Attendance Management

Recommendation RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – Attendance Management report for information only.

Background Concerns related to staff absenteeism at Fairmount have been raised by the Administrator with County Council in 2009, 2011, 2012 and again during 2013 budget deliberations. While several verbal reports have been made by the Administrator to Council, this full written report on staff absenteeism and mitigation strategies in place at Fairmount is being brought forward for Council’s information.

Comment It must be understood that there is a difference between culpable and non-culpable absenteeism and each must be managed differently. Culpable absences refer to lateness or absenteeism for which the employee should be held responsible because the problems are within the employee’s power to address and correct.1 If an absenteeism problem is culpable the employer may utilize disciplinary measures to deal with the problem. Examples of culpable absences are: a) b) c) d) 1

lateness, leaving early failure to notify the employer of impending lateness or absence absence without approved leave abuse of leave e.g. takes a sick day when not really ill

Hicks Morley, Attendance Management, (2007)

Administrative Report Fairmount Home – Attendance Management May 15, 2013

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Non-culpable or “innocent” absenteeism is based on the recognition that many absences occur involuntarily and the acceptance that a different kind of treatment is warranted in these cases.2 These absences are not dealt with through disciplinary measures however this does not mean that the employee is powerless to take steps to remedy an innocent absenteeism problem. Arbitrators have agreed that in certain very serious situations, extremely excessive absenteeism may warrant termination of the employment relationship, thus discharge in a non-punitive sense. The difficulty for an employer lies in defining “extremely excessive”. In order to defend a termination for innocent absenteeism successfully an employer should be prepared to demonstrate that each of the following factors were considered before the employee was terminated: a) b) c) d) e) f) g)

Employee’s attendance record Prognosis for future attendance Counseling Benefit status Human Rights considerations Employment Standards considerations Workplace Safety and Insurance Act considerations

Of greatest importance will be the level of absenteeism. Cases where termination is upheld usually involve absenteeism levels which are double or triple the average of the department in question.3 In summary, it needs to be clear to Council that terminating an employee for non-culpable absenteeism cannot be done successfully until all of the factors above have been considered and addressed and this takes significant time and would never be done without consultation with legal counsel. The rights of the employees as they pertain to sick leave are set out in the collective agreement. All Fairmount staff are members of the Canadian Union of Public Employees save and except for the Administrator, Director of Resident Care, Assistant Director of Care and Executive Assistant. Sick leave benefits for the unionized staff are set out in the collective agreement as follows: 21.01 All full time, part-time (PT8) and part-time (PT6) employees shall be entitled to apply for sick leave benefits after three (3) months of full-time or part-time (PT8) or part-time (PT6) employment. 21.02 The Employer will pay to the employees identified in 21.01 sick leave benefits for the first fifteen (15) weeks of such sickness, provided all requirements for entitlement for such benefits are met by the employee. The weekly amount to be paid to the employee, dependent upon whether the individual is scheduled to work 10, 8 or 6 shifts per pay period, shall be determined by length of service, based on his seniority date, as set out below:

2 3

Hicks Morley, Attendance Management, (2007) Hicks Morley, Attendance Management, (2007)

Administrative Report Fairmount Home – Attendance Management May 15, 2013

2013-092 Attendance Management

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Length of Service

Number of Weeks

Number of Weeks

• Full-time at 100% of Wages

• Part-time (PT8) at 90% of Wages

• Part-time (PT6) at 75% of Wages

• Full-time at 75% of Wages

• Part-time (PT8) at 75% of Wages

• Part-time (PT6) at 75% of Wages

3 mo-1 yr 1 yr-2 yr 2 yr-3 yr 3 yr-4 yr 4 yr-5 yr 5 yr-6 yr 6 yr-7 yr 7 yr-8 yr 8 yr-9 yr 9 yr-10 yr 10 yr-11 yr 11 yr-12 yr 12 yr-13 yr 13 yr-14 yr 14 yr-15 yr Over 15 yr

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

15 14 13 12 11 10 9 8 7 6 5 4 3 2 1 0

21.03 Where an employee has returned to work and has worked continually for a 6-month period with no absences due to the same condition, any further absences for that condition will be considered a new unrelated incident and the employee will be restored to his entitlement unless an application for long-term disability has been approved/applied for. 21.04 A medical certificate may at any time be required after two (2) days of each occasion of sickness. Should the Employer feel that an employee is abusing his/her sick leave privileges, the Employer may notify the employee in writing of its feelings toward his/her sick leave record with a copy to the Union. Should the Employer feel that as a result of the above letter there has been no improvement or it is still not satisfied, then it may send the employee a letter requiring that to be eligible for future sick leave payment he/she must have a satisfactory medical certificate signed by a duly qualified medical practitioner. The Employer shall have the right at any time to require that an employee who is or has been absent by reason of sickness or accident be examined and reported upon by a second physician. The Employer agrees to notify the Union in writing regarding such examination. The employee shall not suffer a loss of pay as a result of such medical appointment and the Employer shall be responsible for any related physician fee. 21.05 The Employer agrees to pay premiums necessary in respect of a Long Term Disability Plan for full-time, part-time (PT8) and part-time (PT6) employees. Eligibility for and entitlement to payment of benefits are Administrative Report Fairmount Home – Attendance Management May 15, 2013

2013-092 Attendance Management

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subject to the terms and conditions of the policy of insurance provided such benefits. The Employer undertakes to make reasonable efforts to assist employees in securing payment of their benefits. STD entitlement for denied WSIB claims will not be paid until written confirmation is received from WSIB that the claim is denied and a medical certificate is supplied by the employee, at which time STD shall be paid from the first day of absence for the claim. 21.06 The long-term disability plan shall provide seventy-five percent (75%) of the employee’s regular wages at date of disability. Individuals in receipt of long term disability payments under the plan shall have their payments increased annually by the lesser of the Consumer Price Index or three percent (3%). 21.07 A copy of the sick leave plan and the L.T.D. plan shall be given to each employee after three (3) months of employment. 21.08 Employees taking ill during working hours will notify their supervisor, or a person designated by the supervisor, before the employee leaves his duties. Employees suffering an accident during working hours will notify their supervisor, or a person designated by the supervisor, before the employee leaves his duties and shall obtain immediate medical attention. Where the illness or accident takes place at times other than the employee’s normal working hours, the employee will notify his supervisor, or a person designated by the supervisor, as soon as possible prior to the day shift. When working an evening or night shift, the employee will give at least four (4) hours’ notice prior to the beginning of the shift except where circumstances are beyond his control. 21.09 (a) For the purpose of calculating the two (2) year period under Article 13.04 (7), the period of time shall commence with the start of the first injury or illness and shall not be affected by any attempt(s) to return to work provided the subsequent absences are due to the same illness or injury. (b) If an employee returns to full duties for a period of thirty (30) days or more before suffering another absence due to the same illness or injury as in paragraph (a) above, such absence shall be deemed to be a new occurrence for the purpose of Article 13.04 (7). 21.10 Time lost by an employee as a result of being quarantined by the Medical Officer of Health because of a job related incident shall be treated as sick leave for the duration of the quarantine to a maximum of the entitlement as per Article 21.02. You will note that staff members who are eligible for sick leave benefits currently have up to 15 weeks of sick leave for each episode of illness as long as they meet the requirements for such benefits unless the illness is a recurrence within a six month period. Those requirements include ensuring the employer is made aware of the illness in a timely manner and proof of the illness is provided upon request. Administrative Report Fairmount Home – Attendance Management May 15, 2013

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Council members have made comments that this language should just be changed. Changes to the sick time benefit language in the collective agreement cannot be made arbitrarily by the employer – they must be negotiated during collective bargaining. The 15-week sick leave benefit has been in place for over 25 years. Management has brought forward proposed changes to the sick leave benefits during each round of collective bargaining since 2007 with only one major success which was clause 21.03 as noted above. With this clause included staff could no longer take a 15-week period for an illness, return for one day and then take another 15-week period for the same illness. There are a variety of mitigation strategies undertaken by the management of Fairmount to address absenteeism; one of the first is raising awareness with the staff that there is a problem. Absenteeism is discussed at Labour-Management meetings which ensures the Union Executive is aware of the issues and the mitigation strategies planned or already in place. As well, it is discussed at general staff meetings. There have already been several general staff meetings in 2013 at which absenteeism was discussed. Managers have to be cognizant of the fact that not all staff has issues with absenteeism and this is also recognized at these meetings. It is important that those who come to work are not painted with the same brush as those who do not. Another mitigation strategy is ensuring that proof of absence is on file. As referenced above, when sick, the employer may, according to the provisions of the relevant collective agreement, require a satisfactory medical certificate signed by a duly qualified medical practitioner. Further, the employer reserves the right to require medical documentation from more than one medical practitioner who is involved with assessment, testing and treatment of the employee. Information required may include: a) b) c)

the fact that the medical condition is, in fact, affecting the employee’s ability to attend regularly at work the prognosis as to if and when the medical condition will cease to affect the employee’s ability to attend regularly at work the identification of medical restrictions that may be appropriate to assist the employee in attending at work on a more regular basis

Requests for proof of illness are made by managers on a regular basis. In fact, it is a regular practice for many staff members at Fairmount to bring in medical notes prior to a request from their manager. Another strategy is the application of the County’s Attendance Management Program. Prior to municipal restructuring in 1998, the County of Frontenac did not have an attendance management program. Post-restructuring, given the high level of absences due to illness, a program was developed and implemented in conjunction with legal counsel, with the following goals for attendance, based on industry standards at the time: a) b)

no more than 5 separate occurrences of absence for all staff (irrespective of the total number of days absent) within a 12-month period; and/or 10 days absence for frontline nursing staff and 7 days absence for all other staff in any 12-month period.

The program requires the employer, when dealing with employee absence, to strive, where possible, to provide assistance and support to the employee. Examples of ways in which the employee may receive assistance include: a)

referral to any employee assistance resources that the employer has or will be putting into place

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b) c)

referral to any Occupational Health resources that the employer has or will be putting into place where appropriate, accommodation within the provisions of the Workplace Safety and Insurance Act and the Ontario Human Rights Code.

This program is still in place and fully operational. Management at Fairmount reviews the attendance records of all staff reporting to them, on a four-month basis over a consecutive 12month period. Each four months, staff members can anticipate the receipt of a letter reporting their cumulative attendance records to date. If they have met the attendance goal they are congratulated. If they have had perfect attendance over the four-month period, they are congratulated and their name is entered into a draw for a $50 gift certificate to the restaurant of their choice. If either or both (occurrences and days) of the components of the attendance goals are not met, the management representative will arrange a meeting to address the issue. At the meeting, the employee can expect to have his/her attendance discussed and the management representative will offer support and assistance to improve the employee’s attendance. Staff members with absenteeism issues are regularly referred to the Employee Assistance Program. The County has a contract with Kingston Community Counseling Center to provide these services. They are also referred to the County’s Occupational Health Nurse. If requested by the employee and if appropriate under the provisions of the Workplace Safety and Insurance Act and/or the Ontario Human Rights Code, the employer will address the employee’s accommodation needs as required by legislation. Another strategy, relating to culpable absenteeism, is progressive discipline which is administered as set out in the collective agreement. Discipline has been applied for absenteeism in several cases over the past six months. A strategy that has been regularly utilized over the past several years, and approved by Council for use this year, is not replacing the first and second sick call by a PSW. This only works on the day shift and only when we have adequate staffing in place. For example, if we are at full staff and we have a PSW sick call we can move staff around. If there is a second sick call, we can move one of the PSWs from the secure unit to cover and not replace however, this only works if there are no responsive resident behaviours on that unit that require full staffing. If PSW staffing is permanently reduced we will not be able to utilize this strategy as we would then be putting both the residents and staff at risk by not replacing. The ability to apply this strategy to other departments is dependent upon workload and Ministry regulations. Reduction of staffing is another strategy to manage the costs of absenteeism however that can be seen as punishment to the staff who do come to work regularly as they are expected to pick up the work of others. It also impacts the care of and services to the residents who then become innocent bystanders of a workplace issue over which they have no control. For 2013, Council directed the elimination of flex hours in the maintenance department. Finally, there is the option of termination. There have been terminations of staff for both culpable and non-culpable absenteeism since the introduction of the attendance management program at Fairmount however, as noted previously in this report, the employer must be prepared to support the termination through grievance arbitration and possibly a Human Rights complaint. Now that Council is aware of the rights of the staff as set out under the collective agreement and the mitigation strategies that managers use to address absenteeism, it is important that some statistics be shared with Council which will help to put Fairmount’s absenteeism rates due to illness into context. Administrative Report Fairmount Home – Attendance Management May 15, 2013

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Statistics Canada - 2011 Average work days lost for illness for full-time employee Average work days lost for illness for full-time employees age 55 to 64 Average work days lost for illness for full-time employees – public sector Average work days lost for illness for full-time employees – health care sector Average work days lost for illness for those in the nursing profession Average work days lost for illness for full-time employees who belong to unions

7.7 11.5 10.9 11.8 13.7 11.3

Hours of illness paid to staff at Fairmount Home Classification Full-time (union) Part-time (union) Non-Union Total

2009

2010

2011

2012

2013 (to March 31)

4,680

9,416

9,703

11,655

1,750

704.5

2,130

2,407.5

1,891

170

131

61.5

85

49.5

21.5

5,515.5

11,607.5

12,195.5

13,595.5

1,941.5

Average days of illness paid to staff at Fairmount based on a 7.5 hour work day Classification Full-time (union) Part-time (union) Non-Union

2009

2010

2011

2012

2013 (to March 31)

8.4

17

17.5

21

3.2

3.2

9.8

12.8

10.1

0.9

4.4

2

2.8

1.7

0.7

Cost of days of illness at Fairmount Classification Full-time (union) Part-time (union) Non-Union Total

2009

2010

2011

2012

2013 (to March 31)

$109,753

$215,568

$222,855

$273,183

$40,764

$12,289

$42,928

$44,901

$34,036

$2,995

$6,347

$2,468

$4,432

$2,398

$1,063

$128,389.00

$260,964.00

$272,188.00

$309,617.00

$44,822.00

As Council can see there was an escalation in the average days of illness for Fairmount staff over the past three years and, yes, Fairmount’s average days lost due to illness in 2011 was higher than those in the health care industry as reported by Statistics Canada. Managers had all of the above-noted strategies in place and brought the issue back to Council again. It is Administrative Report Fairmount Home – Attendance Management May 15, 2013

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important to note that for the first quarter in 2013 the average days of illness paid to employees has dropped by almost 90%. I do want to make it clear to Council that the majority of staff comes to work at Fairmount on a regular basis. At December 31, 2012, 65% of the home’s staff was meeting the attendance goal established through the attendance management program. It’s also important that Council realize that within the remaining 35% there are documented legitimate longer-term (one week or more) absences that break down as follows: Illness/Injury

Sick Days Paid

Sick Hours Paid

Pregnancy Mental Health Surgery Non-occupational injury Other

144 459 171 243 178

1,076.25 3,430.5 1,307.5 1,777.5 1,305

Total

1,195

8,896.75

Please note that this does not mean that all of the remaining absences were not documented or legitimate. It is important to note that 6,136.5 or 69% of these documented legitimate hours relate to staff 40 years of age or older. As well, four of those staff went on to apply and be accepted for longterm disability. Council had previously asked about comparisons between long-term care homes. While requests for information went out there were only two homes which were able to provide any information on the average days missed due to illness. One provided the average for the 12month period ending February 2013 which was 14.83 days for CUPE staff and 18.64 days for ONA staff. The other was an average of 7.71 days including all staff, union, non-union and management, for the fiscal year ending March 31, 2012. In summary, attendance management is not a simple task. For those who do not have experience in this area it may seem to be as easy as calling a staff member into the office and terminating his/her employment. Rarely does it work like that. There are so many factors that play into absenteeism and how it can be addressed and these must be considered when making decisions. The wrong decision can result in a substantial cost to an employer and, if a termination is disputed, reinstatement of the employee with damages paid.

Organizations, Departments and Individuals Consulted and/or Affected Residents Staff Volunteers Canadian Union of Public Employees Human Resources Statistics Canada

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Report 2013-056 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County Of Frontenac

From:

Elizabeth Savill CAO

Prepared By:

Marian VanBruinessen Treasurer

Date Prepared:

March 11, 2013

Date of Meeting:

March 20, 2013

Re:

Financial Services – Reserve and Reserve Funds

Recommendation RESOLVED THAT Council of the County of Frontenac receive this Financial Services – Reserve and Reserve Funds report; AND FURTHER that Council direct the Treasurer to maintain a County Working Fund Reserve balance to provide for cash flow requirements and mitigation strategies at $2.151 million for 2013; AND FURTHER that Council adopt a bylaw later in the meeting directing that any surplus/deficit realized annually be distributed as a transfer from/to the Working Fund Reserve to the Townships through the budget process after the Working Fund Reserve is replenished to (1) maintain the level of 5% of operating funds as recommended by the Government Finance Officers Association, (2) account for additional mitigation strategies, and (3) acknowledge prior year projects not completed.

Background Reserves and Reserve Funds are financial management tools that are an essential part of a sound fiscal policy to address long-term objectives. The ultimate goal is to fully fund the annual capital plan through current reserves while delivering efficient, effective programs to the ratepayers of the County. The key to reserve policies and planning is to balance current and future requirements. Sound program and financial planning accommodates future growth while maintaining acceptable tax rates. A reserve is generally unrestricted and is appropriated from net revenue at the discretion of Council after the provision for all known expenditures. The primary source of revenue from reserves is from current operations, usually surpluses at year-end or as a deliberate segregation during budget deliberations. Reserves are used to mitigate fluctuations in economic factors, Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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changes in government funding, unanticipated events and contingent liabilities. They are also used to accumulate funds in order to finance large projects to avoid debt financing or large swings of the tax levy. Reserve Funds differ from reserves in that they are segregated and restricted to meet a specific purpose as defined by the Municipal Act or at the direction of Council.

Comment The County has a number of reserves and reserve funds which provide a stable foundation for the County and allow County Council to mitigate impacts on the tax levy as a result of unusual or unanticipated budget requirements and also to take advantage of opportunities that are beneficial to the region as a whole. Reserves are provided for operational costs that occur at periodic times as opposed to annually, as well as for specific project goals as directed by Council. A Council’s responsibility is to provide direction most usually through a strategic plan and its objectives. Some priorities were developed in February 2011 and adopted by County Council in September 2011, but these did not provide comprehensive direction. In a report dated June 20, 2012, the Treasurer provided the following discussion:

A long term financial plan provides the opportunity for strategic development based on a collaborative and visionary process. It is part of a complete planning portfolio which starts with a municipal strategic plan. A long term financial plan should reflect the long-term strategic approach to issues assumed through a municipal strategic plan. It can also minimize volatility created by external influences that impact municipal budgets and can ensure resources are appropriately managed to meet the longer term goals of the County. The first step in the process is to undertake a municipal strategic plan. Directions for Our Future

Municipal Strategic Plan

Long Term Financial Plan

Financial Budgets

Capital Plan

Evaluation through Indicators

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Council has also expressed its interest in assessing the adequacy of financial reserves for the County. This process is a component of the overall assessment of the financial capacity of the County in the context of strategic direction and the short and long terms goals of County Council. To appropriately align resources with current and anticipated future requirements a clear municipal “roadmap” is required for the next 5-10 years. It is recommended that Council initiate a strategic planning process that can culminate with a long-term financial plan which includes an assessment of the County’s financial reserve requirements. Council did undertake a strategic planning session in the fall of 2012, but no guidance for the future of the County emanated from the session. Initial discussions had suggested that consideration of Reserves and Reserve Funds would be undertaken as part of the long term financial plan. However it would appear that more immediate action is being considered. For that reason and in the absence of Council’s strategic direction, the following is put forward for Council’s consideration. Please note that the following discussion of reserve and reserve funds provides best estimates based on information available prior to final audit reconciliations.

WORKING FUND RESERVE The Working Fund Reserve is the one which has generated the most comment from this Council. In the past, councils have seen the surplus in the working fund as its saving account for future requirements, although the Treasurer has consistently indicated the need for its review in the context of long term planning. Understanding the time frame for retention of these and other funds will allow more prudent investment strategies. This fund was originally established to provide cash flow for operations resulting from unexpected expenditures to eliminate the requirement to borrow funds to meet immediate obligations. This fund has been utilized on an ongoing basis to mitigate the impact of capital planning requirements on an incremental basis and to mitigate the annual tax rate. There are four parts to this discussion. The first is to determine the ongoing operational requirements to be addressed by the working fund reserve. The second is to determine the optimal use of the additional funds currently retained in the Working Fund Reserve. Thirdly, the allocation of future surplus/deficits needs to be considered. The discussion ends with consideration of going forward.

1. Working Fund Reserve – Operational Requirements The Government Finance Officers Association (GFOA), the international organization of Municipal Finance Officers of the United States and Canada, recommends a general fund balance of 5% to 15% of general operating revenues. However GFOA does indicate that other factors should be included.

the size of the municipality vulnerability to extreme events budget practices ( inclusion of contingency or not) dependability of intergovernmental revenue

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5. expenditure volatility
6. borrowing capacity
7. capital projects – do critical projects have a funding source The GFOA further suggests that in evaluating reserves the following should be considered:

A financially sustainable county government provides an optimal mix and level of services to citizens within available means while pro-actively taking measures to preserve the ability to continue providing value in the long run. Based on this recommendation, and considering cash flow requirements based on the 2013 operating budget suggests that $1.8 million should be retained. In addition, Council, through the 2013 budget process, has presupposed the use of the Working Fund Reserve to mitigate its contribution to the County Capital Replacement Reserve, about $230,500 in total over 4 years. It has been suggested that $150,000 is required for the 150th Anniversary. By the end of 2013, $60,000 will have been allocated to the 150th Anniversary Reserve, suggesting $90,000 should be retained in the Working Fund Reserve or allocated to the 150th Anniversary Reserve. Council has regularly transferred its requirement for the cost of GIS mapping ($11k) and for Land Acquisition ($20k) from the Working Fund Reserve. It is suggested that these requirements be phased on to the tax rate over 3 years, requiring $31,000 from the Working Fund Reserve. 2. Working Fund Reserve – Optimal Balance for 2013

5% of operating revenues (GFOA recommendation)

$

1,800,000

Mitigate capital reserve replacement requirements

230,500

150th Anniversary

90,000

Mitigate ongoing project reserve allocations

31,000

Total Optimal Working Fund Balance for 2013

$

2,151,500

The anticipated levy surplus in 2012 is estimated at $250,000 Variance $ County budget – surplus (deficit)

% of budget

(75,500)

(0.90)

157,300

8.60

Township tax reconciliations – surplus (deficit)

168,200

1.99

Total

250,000

City Transfer payments re Social Services and Social Housing – surplus (deficit)

To date the 2013 budget deliberations have resulted in the use or reallocation of $496,270, detailed as follows:

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$ Prior year projects - Corporate - Telephone system review ($5k); INFOHR - recruitment module($4k) Prior year projects - Emergency management - JEPP project Organizational review Capital projects Total project allocations Inter-fund transfer GIS mapping Land Acquisition County Capital replacement 150th Anniversary Total Inter-fund Transfers Total reallocation from the Working Fund Reserve

$ 9,000

4,427 125,000 179,597 318,024 11,000 20,000 117,246 30,000 178,246 496,270

A further increase to the Working Funds Reserve balance reflects the City of Kingston’s commitment to finance its share of the Broadband project in the amount of $344,839. This amount has been billed and, although not yet received, has been accrued for year-end. As the County’s total obligation to the project had been put aside in a reserve that has since been closed, the City’s contribution will return to the Working Funds Reserve as a reimbursement. 3. Working Fund Reserve – Allocation of Future Annual Surplus/Deficit Many municipalities do retain annual surpluses to provide for capital requirements. However, these requirements at the County level can be provided for through a planned replacement and budgeting strategy. Moving forward it is recommended that the Working Fund Reserve balance be maintained to provide for cash flow requirements and mitigation strategies, currently established at $1.65 million (this adequacy of this balance should be confirmed on an annual basis). It is recommended that at year-end the surplus be utilized to replenish this Working Fund Reserve balance. Any additional surplus or any deficit, after provision is made for any prior years’ projects not completed, would be redistributed to the Townships. This allocation would become a budget line and thus not affect the current County budgeting process. 4. Working Funds Reserve – Going Forward As of the end of 2013, the Working Fund Reserve balance is estimated at $4.5 million. Through Council discussions and community consultations and through observations contained in the EOWC Financial Sustainability report, a number of regional issues come to the forefront that will impact Frontenac County over the next few years. These include, but are not limited to, rural transportation, regional infrastructure including but not limited to water and waste water, waste management and seniors housing. In all cases, County Council needs to assess the value of possible economies of scale in addressing these or other issues on a regional basis at the County level. In addition, there has been interest expressed in projects like the proposed Property Assessed Payments for Energy Retrofits (PAPER) and other green energy and/or conservation projects. Each of these projects could benefit from: (1) Capital contributions to augment private project contributions – This can be necessary to ensure important community projects get off the ground and could include affordable seniors’ housing projects. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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(2) Capital contributions to cover the County’s share of provincial or federal funding programs and support for studies required as pre-requisites to provincial or federal funding – This allows the County to be in a position to take advantage of new or special funding programs and avoid missed opportunities. (3) Support for projects that benefit the community – These can allow for investments in the community to be spurred by a County investment that creates a multiplier effect. The Verona Community Improvement Plan is proving the success of these projects. PAPER could become another where the County establishes a pooled fund against which property owners could borrow to make environmental improvements to their properties. Other opportunities might also be identified through a comprehensive long range planning exercise. In each case, the funds required should be considered and a reserve or reserve fund established for that purpose. If, on the other hand, Council has no interest in identifying and addressing these or other issues on a regional basis, the remaining funds these funds should be redistributed to the Townships.

OTHER RESERVES AND RESERVE FUNDS The following is a review of the remaining reserves and reserve funds held by the County, the rationale for their establishment and their impact on the future of the County. As the County provides services which are cost-shared with the City of Kingston, some of the reserves are funded through joint contributions. These reserves are prefaced in their title by JOINT. General Corporate reserves are prefaced by FRC, those for Fairmount by FMT, and those for Land Ambulance by FPS. The reserves and reserve funds retained by the County ensure that it can plan for future projects and activities, take advantage of opportunities, and avoid being jeopardized by unanticipated costs or economic downturns. Corporate Reserves: FRC-1 Stabilization Reserve Purpose: Established to mitigate any unforeseen downturns in the economy and the potential budget implications this might entail. During the 2013 budget deliberations, a number of issues that will impact the 2014 budget were highlighted. One is the social services funding offset of approximately $62,000 received this year which will be a full levy hit in 2014. Also the loss of the Frontenac Islands’ contract services recovery (revenue of approximately $40,000) will come into effect in 2014. This reserve could be used to phase in the impacts of both of these issues. 2013 balance: $975,000

FRC-2 Strategic Projects Reserve Purpose: Established to ensure there are funds available for large strategic projects, which can have a regional focus or to provide the ability to take advantage of unforeseen opportunities requiring a County contribution. These might include Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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partnerships or possible future public/private partnerships, opportunities arising out of the Algonquin Land Claim, the Frontenac Centre, investments in community power, business/incubator park infrastructure. 2013 balance: $160,000

FRC-3 Capital Reserve Purpose: This reserve will provide for County capital replacement requirements. 2013 balance: $800,390

FRC-4 Library Reserve Purpose: This fund was developed when the County learned that the library anticipated capital projects for which the City was reserving its share separately. It has been used to support vehicle purchases and expansion of the IT system. The Library has indicated that an annual allocation of $31,000 should adequately address future requirements. 2013 balance: $97,657

FRC-5 Land Use Planning Reserve Purpose: To provide for liabilities incurred as a result of the County’s involvement in Land Use Planning. The County is responsible for subdivision approval. Although applicants are required to provide funding for any OMB activity generated, the County recognizes that in some circumstances the County might be faced with additional Land Use planning costs. Depending on the complexity and scale of a planning issue, OMB hearings can require up to a week or more of dates and legal fees could become substantial in defence of the County’s position. For example, depending on the number of appeals and the possibility of the County having to challenge a provincial decision, the hearing for the County Official Plan could easily cost more than $100,000. Furthermore, once County Council gains approval authority, it will be responsible for defending its decisions on the Township Official Plan Amendments and Official Plan updates also. 2013 balance: $226,159

FRC-6 GIS Project Reserve Purpose: To provide for the purchase of GIS mapping data every 5 years. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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This reserve was established in 2010. $11,000 is allocated to this reserve annually. 2013 balance: $44,000

FRC-7 Social Housing Out of Scope Reserve Purpose: Established to provide for the capital costs incurred in social housing projects in the County which are 100% County costs. Allocations of $25,000 have been made annually. 2013 balance: $419,400

FRC-8 Ontarians with Disabilities Reserve Purpose: The County established this reserve to provide for the retrofits and other mandated expenditures required under the AODA legislation. The can include structural changes as well as adjustments in IT and furnishings. 2013 balance: $55,000 FRC-9 150th Anniversary Reserve Purpose: The reserve was established to support the 150th anniversary celebrations in 2015. It was estimated that a total of $150,000 will be required. $30,000 was contributed in 2012 and it is anticipated another $30,000 will be transferred to this reserve in 2013. 2013 balance: $60,000

FRC-10 Frontenac-Howe Islander Ferry Revenue Reserve Purpose: Required under the 2004 agreement with the Ministry of Transportation for the Frontenac-Howe Islander Ferry service which allows an amount of up to 5% of operating expenses to be reserved. The agreement recognizes the consolidation of fees and fares for the County and Township ferries serving Howe Island. To mitigate the variances in fees and fares collected, MTO agreed that the County could retain up to 5% of the Operating costs in a reserve to offset any shortages related to the County or Township share of the expenditures. Any change in year-end balance reflects allocations or reductions as a result of year end operating revenue and expenses. 2013 balance: $32,452

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Corporate Reserve Fund: FRC-11 Investing in Ontario Reserve Fund Purpose: Established with Provincial funding to provide for County capital projects. The Investing in Ontario funds are to be held in a separate fund and can only be used for capital projects. The County approved an allocation of these funds in 2008, but revised the allocation by resolution in August 2010. These projects included Fairmount Capital Projects, the K&P Trail, Green initiatives, and Broadband. 2013 balance: $139,749

Corporate Obligatory Reserve Fund: FRC-12 Federal Gas Tax Reserve Fund Purpose: Established to provide for projects supported by the Federal Gas Tax Agreement (FGT). The FGT Agreement requires that the FGT funds transferred to the municipality are held in a separate fund. The County has undertaken an Integrated Community Sustainability Plan process which now forms the basis for FGT funds disbursement. 2013 balance: $1,578,770

Fairmount Reserves: FMT-1 Working Fund Reserve Purpose: Established to provide cash flow for Fairmount operations and to eliminate the requirement to borrow funds to meet immediate obligations. Currently the County does not provide for the replacement of its share of the Fairmount Home Building. This fund should be considered in that respect. 2013 balance: $509,025

FMT-2 JOINT Severance Reserve Purpose: To provide for requirements related to the termination of employees. The amounts in and out of this fund fluctuate depending on the labour requirements. $30,000 annual allocation 2013 balance: $96,914

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FMT-3 JOINT Operations Reserve Purpose: To provide for requirements related to periodic contracts. This reserve was established in 2010. It provides for contracts that arise periodically, but are not required annually, to smooth the budget impact. The duct cleaning contract for example is required every five years. $9,000 is allocated annually. 2013 balance: $36,223

FMT-4 Capital Reserve Purpose: Established to provide for capital replacement under the County’s asset management plan. This reserve is to provide for the County’s share of equipment replacement. An assessment of the Fairmount assets determined that $831,800 was required as the County’s share. There is currently no allocation for the building replacement. 2013 balance: $831,862

Fairmount Reserve Funds: FMT-5 Capital Reserve Fund Purpose: Established to provide for Fairmount capital redevelopment requirements. This fund was initially established to provide for the capital requirements of the rebuild. The project was finally supported through a debenture and the County is drawing $125,000 annually to offset part of its contribution to the debenture. The remainder of the fund is available for the Fairmount Home Auditorium renovation project. 2013 balance: $1,486,752

FMT-6 Capital Campaign Reserve Fund Purpose: Established to receive donations made in support of Fairmount’s capital redevelopment requirements. This fund was initially established as the repository for the Fairmount Redevelopment Capital Campaign donation and can only be used for the purpose for which it was raised. Donations received subsequent to the end of the campaign and which were designated for the redevelopment have been deposited into this account. These funds will be used for the Fairmount Home Auditorium Redevelopment in 2013 and the fund will be fully depleted at the end of the project. 2013 balance: $0 Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

Referred from the March 20 and May 2, 2013 County Council Meetings

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AgendaItem#11a)

FMT-7 JOINT Donations Reserve Fund Purpose: Established to provide for benefit of the residents. This fund is supported by donations from various sources and is meant to be used for the benefit of the residents. Fairmount Residents’ Council makes recommendations for the use of these funds. 2013 balance: $195,437

FMT-8 JOINT Pathways Reserve Fund Purpose: Established to provide for maintenance of the pathways. This fund is supported by specific donations from various sources for the maintenance of the Pathways on the grounds of Fairmount Home. 2013 balance: $38,107

Frontenac Paramedic Service Reserves: FPS-1 General Reserve Purpose: Established to provide for the uncertainty as to the requirements for land ambulance and the Province’s contribution rate. No additional contribution has been made since 2005. With a number of longer term capital projects on the horizon (addressing land ambulance bases), this will provide the opportunity to fund the County’s share of these projects with minimal impact on the tax levy. 2013 balance: $394,217

FPS-2 JOINT Vehicle Replacement Reserve Purpose: Established to provide for the ongoing replacement of vehicles based on the estimated useful life of those vehicles This reserve was set up when the service was transferred to the County. 2013 balance: $443,429

FPS-3 JOINT Equipment Replacement Reserve Purpose: Established to provide for the ongoing replacement of equipment based on estimated useful life. This reserve was established when the service was transferred to the County. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

Referred from the March 20 and May 2, 2013 County Council Meetings

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2013 balance: $679,104

FPS-4 JOINT Severance Reserve Purpose: This reserve was established when the service was transferred to the County. The Ministry of Health and Long Term Care provided severance funding that it had accrued to the date of download. Subsequent County contributions provided for requirements inherent in the historical contracts with Hotel Dieu and Parham Ambulance Services until a contract was negotiated with the County. The current contract does not have the same liability for termination/retirement payments, however there are legislated termination requirements. 2013 balance: $355,610

FPS-5 JOINT NEER Reserve Purpose: Workers Safety Insurance Bureau reconciles claims and contributions over a 4 year period. This can result in a surcharge or a rebate. To smooth the effect of this reconciliation 2013 balance: $151,860

FPS-6 JOINT Other Projects Reserve Purpose: Established to provide for new land ambulance capital projects. By 2009 most of the land ambulance cross border billing contracts were resolved. This liability had been accrued since 2002 on the basis of an estimate of total cost per call, and anticipating payment for all calls. Final contracts are primarily based on a standard cost per call and the County was successful in its assertion that repatriation calls should be paid for by the municipality of residence for that call. As a result a substantial surplus was realized and MOH indicated that its share of the funding for this liability could be transferred to a reserve for special projects. This reserve was used for the Sydenham base and will be used for the Northern base project. 2013 balance: $0

Financial Implications By providing the Treasurer with clear direction with respect to the anticipated use of reserves and reserve funds, with both short and long term considerations, the Treasurer can recommend a long term financial plan and invest the funds for better return.

Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team, County of Frontenac Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

Referred from the March 20 and May 2, 2013 County Council Meetings

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Posted Cheque Listing for the Period of: April 11 - May 6, 2013

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AgendaItem#15152c)

A y Planning Advisory A Co ommittee Meeting M Minutes off the 150th Anniversary April 24, 2013 A meetin ng of the 15 50th Anniverrsary Plannin ng Advisory y Committee e was held in the Fronttenac Boardroo om of the County Ad dministrative e Office, 2069 2 Batterrsea Road, Glenburnie e on Wednesd day, April 24 4, 2013 at 10 0:00 a.m. In attend dance: • Marcel M Giroux x, Chair • Councillor C Ga ary Davison • Jiim Vanden Hoek H • Phil P Leonard • Barbara B Spro oule • Warden W Jane et Gutowski, Ex-Officio Staff: • Ja annette Amini, Deputy Clerk, C Recorrding Secreta ary • Alison A Vande ervelde, Com mmunications s Officer • Angelique A Ta amblyn, Exec cutive Assisttant 1.

C to orderr Call

Mr. Girou ux, Chair, ca alled the mee eting to orde er at 10:07 a.m. a 2.

A Adoption of the agenda a

Moved By: B Seconde ed By:

Councillor C Da avison Ms. M Sproule

THAT the agenda fo or the April 24, 2013 150 1 th Annive ersary Plann ning Advisorry Committe ee be adopted as circulated d. CARR RIED 3.

D Disclosure of o pecuniary y interest an nd general nature therreof

The Cha air instructed d the record ding secreta ary to record d that in acc cordance with the Municipal Conflict of o Interest Act, A no disclo osures of pe ecuniary inte erest or the general natture thereof were declared. 4.

A Adoption of minutes

B Moved By: Seconde ed By:

Councillor C Da avison Warden W Guto owski

150th Anniv versary Plannin ng Advisory Co ommittee Meetiing Minutes April 24, 20 013

150th Anniversary of County Advisory Committee

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THAT the minutes of the meeting of the 150th Anniversary Planning Advisory Committee held on February 21, 2013 be adopted as circulated. CARRIED 5.

Deputations and/or presentations

There were none. 6.

Communications

There were none. 7.

2013-082 150th Anniversary Planning Advisory Committee 2013 Work Plan Update

Moved By: Seconded By:

Ms. Sproule Mr. Leonard

THAT the 150th Anniversary Planning Advisory Committee accept this 2013 Work Plan Update report for information. CARRIED Community Survey Mr. Vanden Hoek noted his upcoming meeting with Wolfe Island Plowmen’s Association. The Committee suggested he ask that they provide a demonstration at the Central Celebration and to have an offsite match at the same time. The Committee discussed who it is looking to draw to this event whether it be the 50+ demographic or families with young children. It was suggested to add some type of contest to the survey such as a baking contest and a talent show. The Committee discussed the suggested prices for souvenirs and felt that these prices might be low and that additional research on prices needs to be done. It was also suggested to add a child related souvenir. The survey will be distributed through the May edition of the County e-newsletter, will be on the County website, as well as through hard copies. The Committee suggested that it also be placed in local newspapers such as the North Frontenac News, the Frontenac and Kingston EMC Heritage and the Kingston and Frontenac This Week, which are all free publications. Proposed Community Events for Committee Attendance It was decided that each member will attend their own respective Township Canada Day celebrations. Members are to send a list of events in their Townships to Ms. Vandervelde and promotional material will be distributed accordingly. Regarding the Verona Lions Club Jamboree, Councillor Davison will ensure access to the event and set up the display. Councillor Davison and Mr. Leonard will attend this event and will ask if Councillor McDougall would like to assist. 150th Anniversary Planning Advisory Committee Meeting Minutes April 24, 2013

150th Anniversary of County Advisory Committee

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Councillor Davison provided an overview of the February Howe Island Historical Society event where he had the opportunity to speak of the 150th Anniversary, of which the Historical Society was very receptive. He will forward the information of the contact person for the Howe Island Historical Society to Ms. Vandervelde and Mr. Vanden Hoek. The Committee discussed the purchase of vests for community events and Ms. Vandervelde provided pictures of vests that are available. The Committee decided that it would like to see the 150th logo on the front of vest with the County word mark and possible crest on the back. The vest should be the County colours. Later on, consideration should be given to ordering extra, less expensive vests to accommodate and recognize volunteers. Moved By: Seconded By:

Mr. Vanden Hoek Councillor Davison

THAT County Council authorize staff to proceed with the purchase of eight 150th Anniversary promotional vests at a cost not to exceed $1,000; And that staff be authorized to determine the type, colour and design of the vests. CARRIED Presentations to Township Councils Ms. Vandervelde provided an overview of the slide presentation that will be made to Township Councils. The Committee felt that the location of the Central Celebration should be included in the presentation. Councillor Davison shared his conversation with Ms. Brenda Hunter of the Limestone District School Board who was receptive to the idea of students interviewing locals to contribute to a compilation for the 150th as part of an assignment. The new high school should be complete by this time and could accommodate a large number of participants. It was questioned if Townships would be asked to become partners; however it was felt that the Townships are part of the County and as such, there is an assumption that they are themselves Frontenac County and already partners. Township Councils will be removed from the “Potential Partners” slide. Those members making the presentations to Township Councils will leave flyers and copies of the survey. Historic Artifacts Mr. Giroux will be in charge of contacting and communicating with the libraries regarding a historic artifacts exhibit. Ms. Vandervelde will work with Mr. Giroux, including attending meetings. Ms. Tamblyn has contacted Kingston Brew Pub in Kingston and will follow up with them closer to the event around costs. Ms. Vandervelde provided examples of potential legacy projects that have or are being done by other municipalities. She paid specific note to that of Chatam-Kent who she noted are looking at possible grants that are available. The Committee discussed the fact that the City of Kingston is looking to re-name Highway 38 and questioned, given that Highway 38 is a corridor for the Frontenacs, if a portion of Highway 38 could be spruced up and re-named. Councillor 150th Anniversary Planning Advisory Committee Meeting Minutes April 24, 2013

150th Anniversary of County Advisory Committee

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AgendaItem#15152c)

Davison did point out that this road affects thousands of South Frontenac residents and his Council does not support this name change. He suggested that the Committee focus on the Frontenac K & P Trail. It was discussed that any legacy project should be visible and tangible and one suggestion included the gateways of each Township. Councillor Davison provided an overview of his discussions with the Town of Aurora regarding its 2013 150th celebrations, noting that they are approaching this through the 4 seasons which included a winter carnival; however they have not yet advised on their legacy project. Warden Gutowski offered an update on the pursuit of a bursary with the Limestone Learning Foundation (LLF). Though she has made many efforts to contact the LLF, she has been unsuccessful in obtaining a response. A different approach might need to be considered. It was suggested that each member provide an idea for a project to be added to the agenda for the next meeting. Ms. Vandervelde noted that staff has looked at preliminary ideas, such as trail heads and the auditorium renovation project for Fairmount Home. It was suggested that suggestions on a legacy project could be asked for during the presentations to Township Councils. Major event and/or several smaller events Staff is seeking direction from the Committee with respect to a major event and/or several smaller events. Staff is seeking the direction in order to determine the number of working groups that will be required as well as the number of volunteers. It was suggested to look at 5 or 6 options for projects to focus on. It was suggested that the Committee needs to start thinking about who it would like to invite to the opening ceremonies, for example prominent politicians or people. It was also questioned if the Committee had given any further thought to the presentation and offer by Craig Bakay around a promotional music video. The Committee felt that there were a number of professional people that could produce a video and that such an option would need to follow the County’s Procurement Policy where an RFP would be issued. This item will be brought forward for discussion at the committee’s next meeting. Staff will send a letter to Mr. Bakay thanking him for his suggestion. 8.

Other business

There was none. 9.

Next meeting date

The next meeting of the 150th Anniversary Planning Advisory Committee is scheduled for Wednesday, June 26, 2013 at 10:00 a.m. at the County Administrative Building. 10.

Adjournment

The meeting adjourned at 11:46 a.m.

150th Anniversary Planning Advisory Committee Meeting Minutes April 24, 2013

150th Anniversary of County Advisory Committee

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AgendaItem#15152c)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

May 9, 2013

Date of meeting:

May 15, 2013

Re:

150th Anniversary Planning Advisory Committee Recommendations to Council

Recommendation a) THAT County Council authorize staff to proceed with the purchase of eight 150th Anniversary promotional vests at a cost not to exceed $1,000; And that staff be authorized to determine the type, colour and design of the vests.

150th Anniversary Planning Advisory Committee Report to Council May 15, 2013

150th Anniversary of County Advisory Committee

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BY-LAW NO. 2013-0019 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to provide for 2013 property tax capping to adopt optional tools for the purpose of providing minimum amounts for properties subject to the provisions of Section 331 of the Municipal Act, 2001, S.O. 2001, c.25, as amended for the commercial, industrial and multi-residential property classes WHEREAS the County of Frontenac adopted tax ratios of 1.0 for the commercial, industrial and multi-residential classes in 1998 thereby providing a fair and equitable property tax environment for the business sector; AND WHEREAS property taxation at Current Value Assessment (CVA) is considered fair and equitable; AND WHEREAS the property taxation at CVA has been the goal since the implementation of CVA in 1998; AND WHEREAS property tax decreases continue to fund the claw-back resulting from capped properties; AND WHEREAS under the Municipal Act, 2001, S.O. 2001, c. 25, as amended (the “Act”), Subsection 329.1 (1) upper tier and single tier municipalities have the opportunity to select from prescribed options the calculation of the amount of taxes for municipal and school purposes payable in respect of property in the commercial class, industrial classes or multi-residential property class for 2005 or a subsequent taxation year; AND WHEREAS County Council has reviewed the provisions of Section 329.1(1) of the Act and hereby deems it necessary and appropriate to adopt optional tools for the purpose of providing minimum amounts for properties subject to the provisions of Section 331 for the Commercial, Industrial and Multi-residential property classes; NOW THEREFORE, the Council of the Corporation of the County of Frontenac hereby implements the following:

1. THAT the 2013 property tax capping adjustment be set at 10% of the previous year’s annualized tax or 5% of CVA tax, whichever is greater and a threshold of $250 for increasing and decreasing properties for properties in the Commercial, Industrial and Multi-residential Classes to which Part IX of the Act applies.
2. THAT properties that were at CVA tax in 2012 are excluded from the capping and claw-back calculation in 2013.
3. THAT properties that would move from being capped in 2012 to being clawed back in 2013 or from being clawed back in 2012 to being capped in 2013 as a result of the changes to the CVA tax caused by the 2013 reassessment be excluded from the capping and claw-back calculation in 2013. By-law No. 2013-0019 – 2013 Property Tax Capping May 15, 2013 Page 1 of 2

By-law No. 2013-0019 - 2013 Property Tax Capping

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4. That for all properties that become eligible within the meaning of subsection 331(20) of the Act, the taxes for municipal and school purposes for the year or portion of the year shall be the greater of: a) the amount of the taxes determined for the property for 2013 under subsection 331(2) of the Act, and b) the amount of the uncapped taxes for the property multiplied by one hundred per cent (100%) where “uncapped taxes” means the taxes for municipal and school purposes that would have been imposed for the taxation year but for the application of the cap.
5. That this by-law shall come into force and take effect as of the date of final passing thereof. Read a First and Second Time this 15th day of May, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 15th day of May, 2013.

The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0019 – 2013 Property Tax Capping May 15, 2013 Page 2 of 2

By-law No. 2013-0019 - 2013 Property Tax Capping

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AgendaItem#17b)

BY-LAW NO. 2013-0020 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law 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 Section 238 (2.1) of the Act provides that the procedure by-law shall provide for public notice of meetings; AND WHEREAS By-law No. 2010-0028, being a bylaw to provide for governing the proceedings of the Council, the conduct of members and the calling of meetings was adopted by The Corporation of the County of Frontenac on November 17, 2010; AND WHEREAS The Corporation of County of Frontenac deems it expedient to repeal By-law No. 2010-0028 and all amendments thereto; NOW THEREFORE the Council for The Corporation of the County of Frontenac hereby enacts as follows:

1. That the proceedings of all Council and Committee meetings, the conduct of members and the calling of meetings shall be in accordance with the procedures and rules as set out in Schedule A attached hereto and forming part of this by-law;
2. That By-law No. 2010-0028 and any amendments thereto are hereby repealed;
3. That By-law No. 2012-0021 being a by-law to establish a Finance Committee and any amendments thereto are hereby repealed;
4. That By-law No. 2011-0007 being a by-law to establish a Sustainability Advisory Committee and any amendments thereto are hereby repealed;
5. That By-law No. 2011-0020 being a by-law to establish a Trails Advisory Committee and any amendments thereto are hereby repealed;
6. That By-law No. 2011-0008 being a by-law to establish a 150th Anniversary Planning Advisory Committee and any amendments thereto are hereby repealed;
7. That By-law No. 2011-0006 being a by-law to establish a Green Energy Task Force Advisory Committee and any amendments thereto are hereby repealed;
8. That By-law No. 2011-0022 being a by-law to establish a Joint Accessibility Advisory Committee and any amendments thereto are hereby repealed;
9. That this by-law shall come into force and take effect on the date of final passing.

By-law No. 2013-00xx – County of Frontenac Procedural By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

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AgendaItem#17b)

Read a First and Second Time this 15th day of May, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 15th day of May, 2013. The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0020 – County of Frontenac Procedural By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

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CORPORATION OF THE COUNTY OF FRONTENAC BY-LAW NO. 2013-0020 – SCHEDULE A

PROCEDURE BY-LAW INDEX

1. .. Interpretation ………………………………………………………………………………………………….2-3
2. .. Application ………………………………………………………………………………………………………..4
3. .. Locations, Meeting Times and Notice of Regular Council Meetings……………………………4
4. .. Membership on Council ……………………………………………………………………………………4-5
5. .. Election of Warden …………………………………………………………………………………………….5
6. .. Meetings of Council …………………………………………………………………………………………5-6
7. .. Special Meetings of Council ………………………………………………………………………………..7
8. .. Emergency Meetings of Council …………………………………………………………………………..7
9. .. Quorum for Council ……………………………………………………………………………………………7
10. Agenda …………………………………………………………………………………………………………….8
11. Order of Business ………………………………………………………………………………………………8
12. Council Minutes ………………………………………………………………………………………………8-9
13. Duties of the Warden ………………………………………………………………………………………….9
14. Duties of Members …………………………………………………………………………………………..10
15. Disclosures of Pecuniary Interest …………………………………………………………………..10-11
16. Deputations and/or Presentations…………………………………………………………………..11-12
17. Rules of Debate……………………………………………………………………………………………….12
18. Motions………………………………………………………………………………………………………12-13
19. Specific Motions ………………………………………………………………………………………….13-14
20. Notices of Motion …………………………………………………………………………………………14-15
21. Voting ………………………………………………………………………………………………………..15-16
22. Public Question Period ……………………………………………………………………………………..16
23. Other Business ………………………………………………………………………………………………..16
24. By-Laws …………………………………………………………………………………………………………16
25. Committees ………………………………………………………………………………………………..17-19
26. Amendment to the By-law………………………………………………………………………………….19
27. Conflict …………………………………………………………………………………………………………..19

By-law No. 2013-0020 –Schedule A - County of Frontenac Procedure By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

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1. Interpretation Use of Pronouns Headings

1.1 1.2 1.3

Definitions

Throughout this by-law, the words “he” and “his” shall, where appropriate, be deemed to read “she” and “her” Headings are inserted in this by-law for ease of reference only and are not to be used as interpretation aids In this by-law: (a) “Agenda” means the Order of the Day (b) “Briefings” A verbal update to County Council or Committees of County Council by County Staff or consultants to the County or someone with expertise who has been invited by County Council or Committee; briefings are limited to 10 minutes (c) “CAO” means the Chief Administrative Officer of The Corporation (d) “Chair” means the person presiding at a meeting (e) “Clerk” means the Clerk of The Corporation, or the Deputy Clerk acting in the Clerk’s absence or, in the absence of both the Clerk and the Deputy Clerk, another Department Head appointed by Council resolution, except in the context of Committee activities where the Clerk may delegate responsibility to another member of County staff (f) “Closed Meeting” means a meeting or a part of a meeting of Council or a Committee, which is not open to the public in accordance with the Municipal Act, 2001 and any amendments thereto (g) “Closed Meeting Investigator” means the body authorized by Council to investigate requests for a closed meeting investigation (h) “Committee” means any standing committee, sub-committee, advisory committee or task force established by County Council (i) “Committee Chair” means the person presiding at a Committee meeting (j) “Committee of the Whole” means a meeting of Council at which the rules in this by-law with respect to the number of times a member may ask a question or speak to an issue do not apply, with the exception to Delegations (k) “Committee Vice-Chair” means the Vice-Chair of a Committee, who shall act in the Chair’s absence (l) “Council” means the Council of the Corporation (m) “Corporation “means the Corporation of the County of Frontenac (n) “Deputant” means the presenter for the deputation in attendance at a Council or Committee meeting (o) “Deputation” means an address to Council or Committee made at the request of a person wishing to speak (p) “Deputy Warden” means the position appointed to fulfill the responsibilities of the Warden in his absence (q) “Ex Officio” means the Warden who by virtue of office shall be a member of all Committees and shall have the same rights and privileges as other members of the respective committee (r) “Holiday” means: New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, Civic Holiday, Labour Day, Thanksgiving, Christmas Day, Boxing Day (s) “In Writing” means handwritten, typewritten or electronically displayed (t) “Majority Vote” means an affirmative vote of more than one half of the Members present and voting. The Mayor of South Frontenac’s vote counts as 2 votes. (u) “Meeting” means a majority of the Members of Council or

By-law No. 2013-0020 –Schedule A - County of Frontenac Procedure By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

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AgendaItem#17b)

Committee that comes together for the purpose of exercising the power or authority of the Council or Committee or for the purpose of doing the groundwork necessary to exercise that power or authority (v) “Member” means a Councillor of the Corporation and for Committees as defined in 1(f), shall mean a person appointed to the Committee (w) “Minutes” means a record, without note or comment, of all resolutions, decisions and other proceedings of Council and Committee Meetings (x) “Motion to Call the Question” means a motion to close debate and bring Council to a vote on a pending question (y) “Motion to Defer” means a motion to delay consideration of a matter until later in the same meeting or to a future meeting of Council or a Committee (z) “Motion to Receive” means a motion to acknowledge the particular item, report or recommendation under consideration and to have it placed in the records of Council with no additional action being taken (aa)“Motion to Refer” means a motion to dispose of a question under consideration, with or without any proposed amendment, in order to seek consideration by, and, if deemed desirable, one or more reports from any designated committee, body or official (bb)“Motion to Table” means a motion to postpone without setting a definite date as to when the matter will be considered again (cc) “Pecuniary Interest” means a direct or indirect pecuniary interest of a Member of Council within the meaning of the Municipal Conflict of Interest Act, R.S.O. 1990, c.M.50, as amended (dd)“Point of Order” means a question by a Member with a view to calling attention to any issue relating to the Procedure By-law or the conduct of Council’s business or in order to assist the Member in understanding Council’s procedures, making an appropriate motion, or understanding the effect of a motion (ee)“Point of Privilege” or “Personal Privilege” means a question by a Member who believes that another Member has spoken disrespectfully towards that Member or another Member or who considers that his integrity or that of a Member or County official has been impugned or questioned by the Member (ff) “Present” means physically in attendance at the meeting (gg)“Presentation” means an address to Council or Committee at the request of Council, a Committee or staff (hh)“Quorum” as it relates to Council and its Committees means a majority of the members (ii) “Recorded Vote” means a written record to be included in the minutes of the meeting of the name and vote of every Member voting on any matter or question (jj) “Resolution” means the decision of Council or its Committees on any motion (kk) “Time Sensitive Items” means those items on the agenda or addendum where action must be taken prior to the next regularly scheduled meeting of County Council; (ll) “Two-thirds majority vote” means an affirmative vote of at least twothirds of the Members present. The Mayor of South Frontenac would count as 2 votes. (mm) “Warden” means the Head of Council of The Corporation

By-law No. 2013-0020 –Schedule A - County of Frontenac Procedure By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

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AgendaItem#17b)

2. Application 2.1 General

2.2 Statutory Requirements Rules of Order not Covered

2.3

The rules of procedure set out in this by-law shall govern all proceedings of Council and its Committees. Any part or parts of this by-law may be suspended, by resolution clearly indicating the purpose and intent of the suspension, if agreed upon by two-thirds majority vote of the Members present, provided the motion is in order. Notwithstanding anything in this by-law, where Council or a Committee convenes for the purpose of holding a meeting as required by any statute, the provisions of the statute and the Statutory Powers Procedure Act, as applicable, shall govern the proceedings. Any provision not made in this by-law shall be decided in accordance with Robert’s Rules of Order and the Chair shall submit the ruling without debate.

3. Locations, Meeting Times and Notice of Regular Meetings of Council Date of Inaugural Session

3.1 3.2

Clerk to Act as Chair 3.3 Council Meeting Dates & Locations 3.4 Notice to Members

Notice to Media, Constituent Municipalities and Public

3.5

The Council shall, in accordance with this by-law, hold its first Meeting on the third Wednesday in December at 9:00 a.m., unless otherwise directed by a resolution of Council. The election of Warden shall be the first Agenda item of the inaugural Meeting of Council, and the Clerk shall act as Chair until the Warden is elected. Subsequent regular Council Meetings, not otherwise specially provided for, shall be held on the third Wednesday of each month at 9:00 a.m. at the County Administrative Offices, 2069 Battersea Road, Glenburnie unless otherwise directed by a resolution of Council. Notice of regular Meetings, including agendas, minutes, and supporting documents shall be provided via electronic mail by the Friday preceding the date of the Council Meeting. Alternative formats shall be made available upon request of the member. Notice may be provided by telephone or personal contact in case of an emergency. Notice of regular Meetings shall be given by posting agendas and supporting documentation on the County’s web site. In the event an agenda is amended, it shall be reposted as an amended agenda. To meet accessibility needs, alternative formats shall be made available upon request.

4. Membership on Council 4.1 Certificate of Election 4.2 Declaration of Office 4.3

Appointment of Alternate Member

No person shall take a seat on Council until the Clerk has received the certificate of election from the Clerk of the lower tier municipality as established by Section 232 of the Municipal Act, 2001 and amendments thereto. In accordance with the provisions of Section 232 of the Municipal Act, 2001 and amendments thereto, no person shall take a seat on Council until the person takes the Declaration of Office in the form established by the Minister for that purpose. The Clerk shall administer the Declarations of Office. Pursuant to Section 267 of the Municipal Act, 2001 and amendments thereto, if a Member of County Council is unable to act as a Member of County Council for a period exceeding one month, the local municipal council may appoint one of its Members as an Alternate Member of County Council to act in place of the Member until the Member is able to resume acting as a Member of County Council. The Alternate Member shall not take his seat on County Council until the

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Clerk of the County has received a certified copy of the appointment bylaw passed by the lower tier municipality naming the Alternate.

5. Election of Warden and Deputy Warden Term of Office Eligibility to hold office of Warden and Deputy Warden Presiding Officer Nominations Candidates Stand for Election

5.1 5.2 5.2 5.3 5.4 5.5

Nominators to Speak Candidates to Speak Secret Ballot

5.6 5.7 5.8

Number of Votes 5.9 Tie for Lowest Member of Votes 5.10 Equality of Votes 5.11 Acclamation of Warden Election of Deputy Warden Destruction of Ballots

5.12 5.13

The term of office of the Warden and Deputy Warden shall be 1 year unless re-elected to remain in Office by Council. Only the Mayors of the Townships are eligible to hold the office of Warden and Deputy Warden. The election of the Warden shall be conducted by the Clerk. Nominations shall be received until Council by Motion closes the nominations. Once nominations have been closed, the Clerk shall determine the willingness of each candidate nominated to stand for election. Each mover and seconder of those candidates who stand for election shall be entitled to speak once in support of their candidate for a maximum of five minutes. Each candidate who stands for election may make a presentation to Council, not to exceed five minutes in duration. The election of the Warden shall be by secret ballot under the authority and the direction of the Clerk. Pursuant to Section 233 of the Municipal Act, 2001 and amendments thereto, for the purposes of election of Warden, each Member of County Council shall have one vote. If no candidate for Warden receives a majority of the votes cast, the candidate receiving the fewest votes shall be eliminated from the next secret ballot. In the case of a tie for the fewest votes, there will be a second vote of the candidates that tied to determine which candidate will be eliminated from the ballot. In the case of an equality of votes for Warden, the successful candidate shall be determined by the Clerk placing the names of the candidates on equal size pieces of paper in a receptacle and one name shall be drawn by a person named by the Clerk. The successful candidate shall be the one whose name was drawn. Where only one person is nominated for Warden and nominations have been closed by resolution, the Chair shall declare that person elected to the office in question, by acclamation. The same process shall be followed for the election of the Deputy Warden as for the Warden. All ballots shall be destroyed by shredding them following the election of Warden and Deputy Warden.

6. Meetings of Council 6.1 Protocols for Beginning Session

Clerk to be in Attendance at all Meetings of Council

6.2 6.3

Recording of Council Meetings Committee of the

6.4

At the hour appointed, when a Quorum is present, the Warden shall take the Chair and call Council to order. The Clerk shall record in the minutes attendance of Members of County Council, County Staff, Members of Township Councils, Township Staff and Media. If a Member of Council arrives late or leaves before final adjournment, the Clerk shall note the time of arrival or departure in the minutes. The Clerk shall be in attendance at all times for a Meeting of Council to be properly constituted. In addition, the Clerk shall be free of potential conflicts and independent of the proceedings. Members of the public, including accredited and other representatives of any news media, may use cameras, recording equipment, television cameras, and any other devices of a mechanical, electronic, or similar nature to transcribe or record Council Meetings. These devices may not be used in such a way as to obstruct the proceedings of the Meeting. Council may meet as Committee of the Whole to consider any matter it

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Whole

6.5

Closed Meetings

6.6 Written Resolution for Closed Meetings 6.7 Introducing New Business at a Closed Meeting

Closed Meeting Documentation to Remain Confidential Closed Meeting Investigations

6.8 6.9

decides. Council may meet as Committee of the Whole during a regular Meeting of Council if included on the agenda. Council may meet as Committee of the Whole during a regular Meeting when it is not included on the agenda by way of motion and a 2/3 vote of the members who are present and voting. Council may also hold a separate Meeting to meet as Committee of the Whole should the need arise. If a separate meeting is required, Committee of the Whole meetings will be held on the first Wednesday of the month. All regular and special Meetings of Council shall be open to the public, except that a Meeting or part of a Meeting may be closed to the public if the subject matter being considered relates to: a) The security of the property of the municipality or local board; b) Personal matters about an identifiable individual, including municipal or local board employees; c) A proposed or pending acquisition or disposition of land by the municipality or local board; d) Labour relations or employee negotiations; e) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; g) A matter in respect of which a council, board, committee or other body may hold a closed Meeting under another Act; h) The Meeting is held for the purposed of educating or training the members and at the Meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee. A Meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council is the head of the institution for the purposes of the Act. A written resolution outlining the general nature of the subject matter is required before going into a closed Meeting and in the case of a closed Meeting held under 6.5(h), the resolution shall state the general nature of the subject matter to be discussed. If a member of Council wishes to introduce new business at a closed Meeting, it must be introduced in open session at the confirmation of the agenda. When the Council resolves into a closed session, the Council member advise on the nature of the new business and the County Council, by majority vote, will determining if the matter will be dealt with in the closed session. No debate on the issue will take place until the motion to deal with the new business has been decided in the majority. All information, documentation and/or deliberations received, reviewed or taken in a closed Meeting, including agendas and minutes shall, remain confidential and shall not be released to the public. Upon receipt of a request for a closed Meeting investigation, the Clerk shall refer the matter to the Closed Meeting Investigator.

7. Special Meetings of Council Warden’s Request

7.1 7.2

Request by Members Responsibility for Notice Minimum Notice

7.3 7.4

The Warden may, at any time summon a Special Meeting of Council. The Clerk shall, upon receipt of a written petition of the majority of the Members, call a Special Meeting for the purpose and time mentioned in the petition. The Clerk shall provide all Members with at least forty-eight (48) hours notice of a Special Meeting. Minimum Notice shall consist of a telephone message to all Members followed by an electronic Notice and Agenda.

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Items of Business

7.5 7.6

Validity of Meeting Notice to Media, Constituent Municipalities and Public

7.7

7.8 Joint Council Meetings

The only business to be dealt with at a Special Meeting is that which is identified in the Notice of the Meeting. The lack of receipt of a Notice or of an Agenda for a Special Meeting by any Member shall not affect the validity of the Meeting or any action taken thereat. Notice for Special Meetings of Council shall be posted as soon as practical after being established on the County’s web site. Agendas and supporting documentation shall be posted as soon as practical prior to the Special Meeting and in the event an agenda is amended, it shall be re-posted as an amended agenda. County Council may host a joint Meeting of the constituent lower tier Municipal Councils and County Council for a topic(s) that is common to all municipalities within the County. These Meetings shall be considered Special Meetings of County Council and procedural rules as outlined in this by-law shall apply.

8. Emergency Meetings of Council 8.1 Warden’s Authority

Items of Business

8.2 8.3

Validity of Meeting Notice to Media and Public

8.4

Notwithstanding any other provision of the By-Law, an Emergency Meeting to deal with an emergency or extraordinary situation may be called by the Warden without written notice, provided that an attempt has been made by the Clerk to notify the Members about the Meeting as soon as possible and in the most expedient manner available. No business except business dealing directly with the emergency or extraordinary situation shall be considered at the Emergency Meeting. The lack of receipt of a Notice or of an Agenda for an Emergency Meeting by any Member shall not affect the validity of the Meeting or any action taken thereat. Notice and supporting documentation shall be posted on the County’s web site as soon as practical.

9. Quorum for Council Quorum – Council

9.1 9.2

No Quorum at Beginning Loss of Quorum During Meeting

9.3 9.4

No Quorum Possible

Responsibility of Notice

9.5 9.6

Municipal Conflict of Interest Act

Quorum as it relates to Council shall consist of a majority of the members. (Quorum for Frontenac County Council is 5 members) If a quorum is not present at a scheduled Meeting fifteen (15) minutes after the scheduled commencement time, the Meeting shall stand adjourned until the date of the next regular Meeting and the Clerk, shall record the names of the Members present. If a quorum is lost during a Meeting then the Meeting shall stand adjourned and all unfinished business shall be carried forward to the next Meeting. Should it become known in advance of a regularly scheduled or special Meeting of Council that a quorum of members will not be present, or due to inclement weather, the Warden shall cancel the Meeting and reschedule it for the earliest possible time. The Clerk shall provide all Members with at least forty-eight (48) hours notice of a rescheduled Meeting. Notwithstanding Section 9.3, where the number of Members, who by reason of the provisions of the Municipal Conflict of Interest Act, are prohibited from participating in a Meeting is such that, at that Meeting, the remaining Members are not of sufficient number to constitute a quorum, then the remaining number of Members shall be deemed to constitute a quorum.

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10. Agenda 10.1 General

Agenda Items due to Clerk

10.2

The Clerk, in consultation with the Warden, shall have prepared and delivered to the Members a minimum of five days prior to the Meeting of Council an electronic agenda, including staff reports, by-laws and background information, for their review and consideration in accordance with Section 3.4 of this By-Law. All items of business for the agenda of a regular Meeting of Council shall be received by the Clerk’s Department by 4:00 p.m. 12 days prior to the date of the meeting.

11. Order of Business 11.1

Agenda Order

11.2 Unfinished Business 11.3 Briefings

The business of Council shall be taken in the order in which it stands upon the agenda as follows: Call to Order Adoption of the Agenda Disclosure of Pecuniary Interest and General Nature Thereof Adoption of Minutes Deputations and/or Presentations Closed Meeting Briefings Unfinished Business Communications Recommend Reports from the Chief Administrative Officer Information Reports from the Chief Administrative Officer Reports from External Boards and Committees Reports from Advisory Committees of County Council Accounts Motions, Notice of Which has Been Given Giving Notice of Motion Other Business Public Question Period By-laws – General By-laws and Confirmatory By-law Adjournment When any business matter from an agenda is left unresolved of at the time of adjournment, either for want of a quorum or otherwise, such business shall be taken up in succession at the next Meeting of the Council as unfinished business, or at a Special Meeting of Council as summoned by the Warden pursuant to Section 7.1. Briefings are allowed at the beginning of the Meeting or when the issue arises on the agenda. Briefings are limited to 10 minutes, unless an extension has been recommended by the Chief Administrative Officer/Clerk due to the importance of the subject and approved by Council by a simple majority.

12. Council Minutes 12.1 Minutes Content 12.2 Adoption of Minutes

The minutes of Council as taken by the Clerk, shall consist of a record of all proceedings taken in the Council and pursuant to the Municipal Act, 2001 and any amendments thereto, shall be without note or comment. Minutes of all open Meetings of Council shall be adopted at the next regular Meeting of Council and the Warden and Clerk shall then sign such minutes. Minutes of all closed Meetings of Council shall be adopted at the next closed Meeting of Council and the Warden and

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Clerk shall then sign such minutes. Members of County Council may ask questions of clarification of the minutes.

13. Duties of the Warden 13.1

Responsibilities

13.2 Expulsion 13.3

Warden to Participate in Discussion

13.4 Absence of Warden 13.5 Absence of Warden and Deputy Warden Voting

13.6

In addition to the responsibilities of the head of council as set out in the Municipal Act, 2001 and any amendments thereto, it shall be the duty of the Warden: a) To preserve order and decorum and decide all questions of order, subject to an appeal to the Council b) To receive and submit, in the proper manner, all motions presented to the Members of the Council c) To put to vote all questions which are properly brought before Council or necessarily arise in the course of proceedings, and announce the results d) To rule on all procedural matters, without debate or comment e) To decline to put to a vote motions which do not comply with the rules of procedure, or which are not within the jurisdiction of Council f) To restrain the Members, within the rules of order, when engaged in debate g) To call by name any Member persisting in breach of the rules of order of the Council and may order the Member to vacate the Council Chamber h) To adjourn or suspend the Meeting if the Warden considers it necessary because of grave disorder i) To authenticate, by signature, all by-laws, resolutions and minutes of the Council; j) To represent and support the Council, declaring its will and implicitly obeying its decisions in all things. The Warden may expel or exclude from any Meeting any person or Member whom the Warden feels has exhibited improper conduct during a Meeting of Council. a) The Warden (or Chair) may ask or answer questions and comment in a general way without ceding the chair. b) If the Warden (or Chair) wishes to speak on a motion or take a definite position and try to persuade Council to support that position, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair of a Committee) to take over the chairing of the Meeting until the Warden has finished speaking. c) If the Warden (or Chair) wishes to make a motion, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair) to chair the Meeting until the motion has been resolved. If the Warden does not attend a Meeting of Council within fifteen (15) minutes after the time appointed, the Deputy Warden shall preside until the arrival of the Warden and the Deputy Warden shall have vested in him all the powers as given by this by-law to the Warden while presiding at the Meeting. In the absence of the Warden and the Deputy Warden, the Clerk shall convene the Meeting until a Chair, chosen by the Council shall preside during such absence and shall while in the Chair have vested in him all the powers as given by this By-Law to the Warden. The Warden may vote on any matter at his discretion with the exception of a recorded vote at which time voting is required.

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14. Duties of Members 14.1

Legislative Responsibilities

14.2

Prohibitions

It is the role of Members of County Council: a) To represent the public and to consider the well-being and interests of the County; b) To develop and evaluate the policies and programs of the County; c) To determine, as applicable, which services the County provides; d) To ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council; e) To ensure the accountability and transparency of the operations of the County, including the activities of the senior management of the County; f) To maintain the financial integrity of the County; and g) To carry out the duties of Council under the Municipal Act or other Act. No Member shall: a) Speak disrespectfully of any Member of Federal or Provincial parliaments, the Council, any constituent municipality, any member or any official or employee of the County; b) Use offensive words or unparliamentary language; c) Speak in a manner that is discriminatory in nature on the basis of the individual’s race, ancestry, place of origin, colour, ethnic origin, citizenship, creed, sex, sexual orientation, age, marital status, family status or disability; d) Engage in private conversation while in the Council Meeting or use electronic devices (including but not limited to BlackBerrys, cellular phones or pagers) in a manner which interrupts the proceeding of the Council; e) Leave his seat or make any noise or disturbance while a vote is being taken and until the result of the vote is announced; f) Speak on any subject other than the subject under debate; g) Where a matter has been discussed in a closed Meeting, and where the matter remains confidential, disclose the content of the matter or the substance of deliberations of the closed Meeting; h) Criticize any decision of the Council except for the purpose of moving that the question be reconsidered; or i) Disobey the rules of the Council or a decision of the Chair or of the Council on questions of order or practice or upon the interpretation of the rules of the Council. In case a Member persists in any such disobedience, after having been called to order by the Warden, the Warden shall not recognize that Member, except for the purpose of receiving an apology from the Member tendered at the Meeting or any subsequent Meeting.

15. Disclosures of Pecuniary Interest 15.1

Method of Disclosure

Where a Member, either on his own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a Meeting at which the matter is the subject of consideration, the Member shall, in accordance with the Municipal Conflict of Interest Act: a) Prior to any consideration of the matter at the Meeting, disclose the Member’s interest and the general nature thereof; and b) Not take part in the discussion of, or vote on any question in

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15.2 Closed Meetings 15.3 Absence – Disclosure at Next Meeting 15.4 Record of Disclosure

respect of the matter, and c) Not attempt in any way whether before, during or after the Meeting to influence the voting on the matter. Where a Meeting is not open to the public, in addition to complying with the requirements of the Municipal Conflict of Interest Act, the Member shall forthwith leave the Meeting or the part of the Meeting during which the matter is under consideration. Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of the Council or Committee, as the case may be, attended by the Member after the particular Meeting. The Clerk shall record in reasonable detail the particulars of any disclosure of pecuniary interest made by a Member, and this record shall appear in the Minutes of that Meeting.

16. Deputations and/or Presentations 16.1 Request for Deputation 16.2 Deputation Material

Authority to Approve or Deny

16.3 16.4

New Information Only Exceptions to Ten Days’ Notice Requirement

16.5 16.6

Time Limits Number of Deputations Number of Speakers Addressing the Warden

16.7 16.8 16.9 16.10

Behaviour

16.11 Curtailment of Time 16.12 Conduct

Any person desiring to present information orally on matters of fact or to make a request of Council shall give notice and disclose the subject matter to the Clerk not less than ten days preceding the Council Meeting at which such person desires to be heard. In order to be scheduled as a deputation before Council, a person shall submit to the Clerk written and/or electronic documentation concerning the presentation not less than seven days preceding the Council Meeting. The Clerk, in consultation with the Warden, shall have the authority to deem a deputation inappropriate or outside the scope of Council authority and deny the item a place on the agenda. Except as required by law, any person appearing before Council or a Committee who has previously appeared before Council or the same Committee on the same subject matter shall be limited to providing only new information in their second and subsequent appearances. Under extenuating circumstances, exceptions to the ten days’ notice required in 16.1 may be approved by the Clerk. Each deputation shall be limited to not more than a total of ten (10) minutes. Extensions to these limits will be at the discretion of the Warden. A maximum of two (2) deputations may address Council per Meeting. The number of speakers for one deputation shall be limited to two, unless authorized by Council resolution. All deputants shall address the Warden, shall state their name and whom they represent. No deputant shall: a) Speak disrespectfully of any person; b) Use offensive language; c) Speak on any subject other than the subject for which he has received approval to address Council; d) Disobey the rules of procedure or a decision of the Warden or Council. The Warden may curtail any deputation, any questions of a deputant or debate during a deputation for disorder or any other breach of this bylaw, and, if the Warden rules that the deputation is concluded, the person or persons appearing shall withdraw. Members of the public who constitute the audience at a Meeting, shall not: a) Address Council or Committee without permission; b) Bring signage, placards or banners into such Meetings and refrain

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from any activity or behaviour that would affect the Council deliberations.

17. Rules of Debate Recognition of Member Order of Speakers

17.1 17.2 17.3

Interruptions 17.4 Read Motion Five Minutes

17.5 17.6

Speak Once 17.7 Questions 17.8 Points of Order and Privilege Warden to Rule on Point Challenge Decision Final Idem

17.9 17.10 17.11 17.12

To address Council, a Member shall request to speak, be recognized by the Warden and direct all comments through the Warden. When two or more Members indicate their desire to speak at the same time, the Warden shall designate the order of speakers. When a Member is speaking, no other Member shall interrupt the Member speaking, except to raise a point of order, privilege or personal privilege. Any Member may require a motion or question under discussion to be read at any time during the debate, but not so as to interrupt the Member speaking. No Member shall speak for longer than five minutes on a question without Council’s permission. No Member shall speak more than once to the same question without Council’s permission, except that a reply shall be permitted only from a Member who has presented the main motion. A Member may ask a question only for the purpose of obtaining information relating to the matter under discussion and the question shall be stated succinctly and asked only of the Warden, the previous speaker or County staff. When a Member rises on a point of order, point of privilege or point of personal privilege, the Member shall ask leave of the Warden to raise the point. After leave is granted, the Member shall state the point to the Warden and then remain silent until the Warden has ruled upon the point. Subject to being overruled by Council on a vote which shall be taken immediately and without debate, the Warden shall rule on the point. Any Member may challenge the ruling of the Warden immediately following the ruling. The Warden’s ruling is final unless it is challenged. Council’s decision is final if the Warden is challenged.

18. Motions 18.1 Jurisdiction 18.2 Putting a motion on the agenda

Motions for which Notice has not been given

18.3 18.4

Withdrawal of Motions 18.5 Motions Introduced Orally

A motion or notice of motion in respect of a matter which is not within the jurisdiction of Council shall not be in order and shall not be considered by Council. a) Motions introducing new matters must be in the hands of the Clerk by Noon on the Friday prior to the regular County Council or Committee Meeting for inclusion on the agenda. b) Every motion must be in writing and have a mover and seconder before being submitted to the Clerk for inclusion on the agenda. c) All motions will be placed in the order in which they are received. Motions for which notice has not been previously given shall only be considered if agreed upon by a two-thirds majority vote of the Members present. After a motion has been proposed and seconded, and placed in the hands of the Warden, it shall be considered to be in the possession of Council but may be withdrawn with the consent of the mover and the support of a majority of Council. The following may be introduced orally without written notice and without leave of Council: a) A point of order, privilege or personal privilege b) Presentation of petitions c) A motion to waive or suspend the rules of procedure

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Motions to be in Writing Motions to be Seconded Motion to Refer Takes Precedence over Amendments Mover May Vote in Opposition

18.6 18.7 18.8 18.9 18.10

Motion to continue past 1 p.m.

d) A motion to recess e) A motion to adjourn f) A motion to call the question g) A motion to separate the question h) A motion that Council resolve itself into a closed Meeting i) A motion to receive an item j) A motion to table an item k) A motion to lift from the table l) A motion to refer m) A motion to defer n) A motion to amend, and o) A motion to adopt a recommendation. Except as provided in Section 18.5, all motions and notices of motion shall be in writing. A motion shall be moved and seconded before being open for discussion and consideration. Motions under Sections 18.5 (a) and (b) do not require a seconder. A motion to refer, until it is decided, shall precede all amendments of the main question. A member may move a motion in order to initiate discussion and debate and that Member may vote in opposition to the motion. A seconder of a motion may also vote in opposition to the motion. a) A motion carried by a two-third vote of the members present and voting will extend the meeting. The Mayor of South Frontenac shall have two votes. b) At 12:45 p.m. the Warden will ask if Council wishes to proceed beyond 1:00 p.m. A motion put forward must stipulate the purpose of the extension (i.e. to complete the agenda in its entirety, or a certain portion of the agenda, or that the extension is for a specific period of time). c) If a two-thirds vote is not achieved to extend the meeting, Council will consider the time sensitive items, and at 12:55 p.m. Council will move directly to by-laws.

19. Specific Motions 19.1 Recess 19.2

Adjourn

19.3 Call the Question 19.4 Motion to Table (postpone indefinitely)

a) A motion to recess is debatable; however debate is restricted to the length of time of the recess only. b) A motion to recess is amendable; however any amendment shall refer to the length of time of the recess only.

1. A motion to adjourn the Council Meeting is not debatable and shall always be in order except: a) when another Member is in possession of the floor; b) when a vote has been called; c) when the Members are voting, or d) when a Member has indicated to the Warden his desire to speak on the matter before Council.
2. A motion to adjourn shall take precedence over any other motion. a) A motion to call the question is not debatable and shall be put immediately. b) A member who moved a motion to call the question shall not be allowed to speak to the question again if the motion is decided in the negative. A motion to table: a) is not amendable; b) shall apply to the motion and any amendments under debate when the motion to table is made; c) is debatable; however debate may go into only the reasons why the

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19.5 Refer

19.6 Defer (postpone to a certain time) 19.7

Amendment

Receive

19.8 19.9

Reconsideration

19.10

Reconsideration General

motion should or should not be dealt with at this time; d) if the motion to table carries, in the absence of any direction from Council, the matter may not be discussed until a Member through a Notice of Motion, brings it forward to a subsequent Meeting. A motion to refer: a) is amendable; b) is debatable; c) shall include the name of the Committee or official to whom the motion or amendment is to be referred; and d) shall include the terms upon which it is to be referred and time or period, if any, on or within which the matter is to be returned. A motion to defer: a) is debatable; b) is amendable; c) shall include the time to or period within which, consideration of the matter is to be deferred; and d) shall include an explanation to demonstrate the purpose of the motion to defer. A motion to amend: a) is debatable b) only one motion to amend a motion shall be on the floor at any one time c) shall receive disposition of Council before a previous amendment to the question d) shall not be amended more than once before voting e) shall be relevant to the question to be received f) shall not be received proposing a direct negative to the question g) may propose a separate and distinct disposition of a question h) shall be put in the reverse order to that in which it is moved. A motion to receive, moved after the main motion, is debatable and shall be treated as an amendment to the main motion. A motion to reconsider a matter within one year following the decision of the Council shall be in order to permit correction of hasty, ill-advised or erroneous action or to take into account added information or a changed situation that has developed since the taking of the vote. A motion to reconsider is not in order if the provisions of the original motion have been partly carried out or involve a contract were the party to the contract has been notified on the outcome. a) A motion to reconsider is debatable; b) No discussion of the main question shall be allowed until the motion for reconsideration is carried by a two-thirds majority vote of the members present; c) Once the question is reopened, it is reopened in its entirety unless the reopening motion specifies otherwise; d) If the question is reopened, all previous decisions of the Council remain in force unless the Council decides otherwise; e) No motion to reconsider may, itself, be the subject of a motion to reconsider.

20. Notices of Motion 20.1 Timing of Notice

Notice of Motion Disclosure of Subject Matter

20.2

A notice of motion shall be given in accordance with the Agenda of Council and shall be in writing and shall include the name of the mover and seconder. The Clerk will read any notices of motion at the designated point on the Agenda; however they will form part of the Agenda for the subsequent Meeting of Council. Any Member giving a Notice of Motion shall disclose the subject matter of the motion.

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20.3 Committees

Any notice of motion, the subject matter of which falls within the mandate of a Committee, shall be referred directly to that Committee by the Council unless the Council determines that it should not be first considered by the Committee, for reasons of emergency, health, safety or legal deadline.

21. Voting 21.1

Order of Votes

21.2 Members Shall Vote 21.3 Number of Votes

Warden to State the Question Method of Voting

21.4 21.5 21.6

Actions During Vote

21.7 Split Votes 21.8 No Vote Deemed Negative Warden Majority Vote Equality of Votes

21.9 21.10 21.11 21.12

Two-Thirds

Motions relating to an item under consideration shall be voted on in the following order: a) A motion to waive or suspend the rules of procedure b) A motion to adjourn c) A motion to recess d) A motion to receive an item e) A motion to call the question f) A motion to defer g) A motion to refer h) A motion to amend, in reverse order of its being placed i) A motion to table an item j) The main motion. Every Member present at a Meeting of Council where a question is put shall vote on the question, unless prohibited by statute, in which case the Clerk shall so record. Subject to the exception under Section 5,8 above, every Member present at a Meeting of Council where a question is put shall have 1 vote except for the Mayor of South Frontenac who shall have 2 votes. If the Mayor of South Frontenac is absent at a Meeting, the other Councillor representing South Frontenac shall only have 1 vote. Immediately preceding the taking of a vote, the Warden shall state, if requested, the question in the precise form in which it will be recorded in the minutes. A Member shall vote by raising a hand or otherwise indicating the Member’s vote, except where a recorded vote is requested. When the Warden calls for the vote on a question, a) Each Member shall occupy his seat and shall remain in place until the result of the vote has been declared by the Warden, and b) During this time no Member shall walk across the room or make any other motion or speak to the question or any other Member or make any noise or disturbance. Upon the request of any Member, and when the Warden is satisfied that a matter under consideration contains distinct proposals, the vote upon each proposal shall be taken separately. If any Member present does not vote at a Meeting of the Council where a question is put and a recorded vote taken, he shall be deemed to vote in the negative except where the Member is prohibited from voting by statute. The Warden may vote on any question and shall vote in the case of recorded votes. All decisions of Council shall require a majority vote except as otherwise set out in this By-Law. Any motion that receives a tie vote shall be deemed to have been decided in the negative. The following decisions of Council require a two-thirds majority vote: a) A motion to consider a report or by-law that does not relate to a matter listed on the Agenda; b) A motion to consider a matter previously postponed indefinitely or to a time or eventuality that has not been reached or occurred under Section 19.4 of this By-Law; c) A motion to reconsider a question decided within the previous

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21.13 Recorded Vote

Clerk to Announce Results of Vote Request for Further Vote

21.14 21.15

year under Section 19.10 of this By-Law; d) A motion to suspend the provisions of the By-Law under Section 2.1 of this By-Law; e) A motion to call the question under Section 19.3 of this By-law. A request for a recorded vote by a Member present at the Meeting shall be made prior to the commencement of the vote being taken or immediately thereafter. When a recorded vote is requested by a Member, the Clerk shall record the name and vote of every Member on the question using alphabetical order by last name for order of voting with the Warden voting last. The Clerk shall announce the result of the vote. If a Member doubts the results of a vote as announced by the Clerk, the Member may call for the vote to be taken again and the Warden shall request that the Members shall vote again.

22. Public Question Period 22.1 Questions/Comments from the Public

Council will entertain questions and/or comments from the public at each Meeting at the designated point on the agenda as time permits. Questions and/or comments must pertain to an item on the agenda for that meeting unless Council directs otherwise by resolution.

23. Other Business 23.1

Items to be Considered for Other Business without Prior Notice

Statement by Members – When a Councillor(s) wishes to inform Council of a matter that does not require action or consideration by Council, such information may be announced under Other Business. Matters of Urgency – When a Councillor(s) wishes to inform Council of a matter that must be considered immediately, due to extreme time constraints, Council shall determine if the matter is admissible and requires immediate action by Council, by a two-thirds majority vote. Only matters of urgency, ruled admissible by Council, shall be considered by Council without prior notice.

24. By-Laws Introduction Three Readings By-Laws Taken as Read Separate Vote Pass at One Meeting

24.1 24.2 24.3 24.4 24.5 24.6

Confirmatory By-law 24.7 Amendments 24.8 Authorization

All by-laws shall be introduced by motion specifying the title thereof. Every by-law shall have three readings prior to being passed. By-laws shall be taken as read for the first, second and third readings unless otherwise decided by a majority vote of Council. By request of any Member, any by-law(s) may be discussed or voted on individually. A by-law may be passed through all its stages and be finally passed at one Meeting. The proceedings of every Meeting of Council shall be confirmed by bylaw at each Meeting in order that every decision of Council in that year and every resolution thereof shall be of the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. All amendments to any by-laws approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted by Council, the amendments shall be recorded by the Clerk. Every by-law once passed shall be numbered with a progressive number in the following form: four digits for the year, dash, four digits for the by-law number, (e.g. By-law No. 2010-0001 shall be the first bylaw number in the year 2010), dated, duly signed by the Warden and Clerk and the Clerk shall affix the seal of the Corporation thereto.

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Council’s Role

25.1 25.2

Advisory Committees of County Council – Schedule B

External Boards and Committees – Schedule C Appointment/Nominees to Other Boards

25.3

25.4 25.5

Eligible Appointees 25.6

Election of Chairs and Vice-Chairs

Removal of Chair or Vice-Chair Warden’s Membership on Committees

25.7 25.8 25.9

Clerk shall be Secretary 25.10 Delegation of Clerk’s Duties 25.11 Committee Meeting Dates & Locations 25.12 Notice to Members

Notice to Media and Public

25.13

Council shall determine the appropriate number of Committees, their membership, mandates and reporting practices. The composition and terms of reference for Advisory Committees are in accordance with Schedule B, attached hereto and forming a part of this By-Law as follows: Schedule B-1 Joint Frontenac Accessibility Advisory Committee Schedule B-2 Trails Advisory Committee Schedule B-3 Sustainability Advisory Committee th Schedule B-4 150 Anniversary Planning Advisory Committee The Committees to which County Council makes appointments, but are not Committees of County Council, is included in Schedule C. These Committees are bound by the rules established by their governing body and do not abide by the County’s Procedural By-law. Appointments and nominees to other boards, such as the KFL&A Public Health Board and the Kingston Frontenac Public Library Board, shall be appointed directly by Council. Every member of a Committee must be either a member of Council or a person eligible to be elected as a member of the Council, in accordance with the Municipal Elections Act, unless approved by a majority resolution of Council. Chair and Vice-Chair of each Committee shall be elected on an annual basis by the Committee from its Members: a) Each candidate for Chair and Vice-Chair who stands for election may make a presentation to the Committee; b) The Committee shall elect a Vice-Chair to chair the proceeding in the absence of the Committee Chair; c) The Warden shall not be eligible to be the Chair or Vice-Chair of a committee; d) The Chair and Vice-Chair of committees may hold their respective positions for a maximum of four consecutive years if re-elected to do so.; e) Each Chair and/or Vice-Chair shall preside at every Meeting of their Committee, may vote on every question submitted for consideration and may require that resolutions be in writing. The Chair or Vice-Chair can only be removed by a vote of the majority of Members of the Committee or by resolution of Council. The Warden shall be an Ex-officio Member of all Committees and Task Forces. The Clerk or designate shall be the Secretary of all Committees of Council and shall be present at all Meetings. The Clerk shall record the proceedings of all Committees of Council in the form of minutes. All Committee minutes shall be directed to Council for adoption and shall be signed by the Chair and Secretary at the next Committee Meeting. Despite Section 25.9, the Clerk may delegate to any employee in the Administrative Services Department duties related to the preparation of the Agendas, giving of notice of the Meetings, recording of the minutes and general administrative support to the Committees. Committees shall establish regular Meetings dates, times and location at the beginning of each year. Meetings will be held in the County of Frontenac Administration Building. Alternative locations shall only be considered where staff capacity and resources are deemed sufficient. Notice of Meetings including agendas, minutes and supporting documentation to the Members shall be via electronic mail, regular mail, courier or facsimile. Notice may also be provided by telephone or personal contact in case of an emergency. Notice of Meetings shall be given by posting agendas and supporting documentation on the County’s website. Notice of Meetings shall be posted as soon as practical after being established by Committees.

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25.14

General Role of Committees

25.15 Responsibility to Act on Recommendations 25.16

Committee Procedures

25.17 Members’ Rights 25.18

Absence of Chair and Vice Chair

Meeting Limitation Agendas

25.19 25.20 25.21

Additional Agenda Items 25.22

Deputations

Agendas and supporting documentation shall be posted three days prior to the Meeting and in the event an agenda is amended it shall be reposted as an amended agenda. The role of Committees shall generally be to: a) make recommendations to Council on matters which are in their jurisdiction; b) guide and request staff to provide reports on the direction and nature of policy development, fact finding, analysis and generation of public policy matters; c) receive public deputations and establish mechanisms to receive further public input on vital public policy matters. No action shall be taken on Committee recommendations until approved by Council unless: a) the responsibility has been delegated to the Committee by Council; b) in the case of a time sensitive matter that the Committee has directed in its minutes that action be taken at the next Council Meeting prior to Council’s adoption of its minutes. The rules governing the procedure of the Council and the conduct of Members at Council shall be observed as far as they are applicable, and, subject to the specific rules for Committees set out in this section including: a) the number of times of speaking on any question shall not be limited; b) a majority vote shall be required to decide any matter before the Committee; c) recorded votes shall not be weighted and members shall be called to vote by last name in alphabetic order; Members who are not Members of a specific Committee may attend Meetings of that Committee and may, with consent of the Chair of that Committee, take part in the discussion, but shall not be counted in the quorum or entitled to make motions or to vote at these Meetings. In the event of the Chair of a Committee not attending the Committee at which he is to preside within fifteen (15) minutes after the time appointed for the commencement of the Meeting, the Committee Vice Chair shall call the Meeting to order and preside until the arrival of the Committee Chair. Should the Committee Vice-Chair not be in attendance at the Meeting, then, those Members in attendance shall appoint one of the Members to act in place of the Committee Chair for that Meeting. Such Member shall then call the Members to order and shall preside until the arrival of the Committee Chair or the Committee Vice-Chair. No Committee Meeting shall be held while Council is in session. The Clerk shall prepare for distribution Committee agendas. Any matter, which is within the Committee’s mandate and which is not on the Committee agenda or does not relate to a matter on the agenda, may be considered by the Committee if it agrees to add the matter to the agenda through a majority vote. Any person desiring to present information to a Committee may do so subject to the following: a) The request shall be in writing and the information to be presented shall be on matters of fact or to make a request of the Committee; b) Requests shall be made not less than ten days preceding the Committee Meeting at which such person desires to be heard; c) Exceptions to the ten days’ notice requirement required in (b) above may be approved by the Committee Chair; d) Any person who is scheduled to appear as a deputation before a Committee is requested to submit written documentation for the

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Closed Meetings Declarations of Pecuniary Interest Quorum Right to Expel

25.23 25.24 25.25 25.26 25.27

Reconsideration

Committee’s consideration to the Clerk’s Department not less than five (5) days preceding the Committee Meeting; e) The rules relating to time limits, behaviour, curtailment of time and conduct shall be as set out in Section 16. No Meeting of a Committee shall be held as a closed Meeting except in accordance with Sections 6.4, 6.5 and 6.6. Members of Committees shall adhere to Section 15 with respect to declarations of pecuniary interest in Committees. A quorum as it relates to Committees of Council shall consist of a majority of the members.. The Chair has the right to expel or exclude any person from any Meeting for improper conduct. No Committee shall reconsider any question decided by the Council within a year after the Council decision, nor consider any other matter which could involve a decision inconsistent with a Council decision.

26. Amendment to the By-Law Majority Vote

26.1

This By-law shall not be amended or repealed except by a majority vote of Council.

27. Conflict Conflict with Statute

27.1

If there is any conflict between this By-law or any portion thereof and any statute, the provisions of the statute shall prevail.

This is Schedule A to By-law No. 2013-0020 passed by the Council of the County of Frontenac this 15th day of May, 2013

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

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SCHEDULE B-1 ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Joint Accessibility Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) That a Committee to be known as the County of Frontenac Joint Accessibility Advisory Committee be hereby established. (ii) That the Committee shall be comprised of not more than 7 members as follows:   

2 Members of County Council 4 Members of the Community who are persons with disabilities (one representative from each Township) 1 Member from the Community at large

who shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council. (iii) That Committee shall adhere to the County’s Procedural By-law No. 2013-00XX and any amendments thereto, specifically Section 25 – Committees to govern all proceedings of the Accessibility Advisory Committee Meetings. (iv) The Committee shall hold a minimum of four (4) and a maximum of six (6) Meetings per year. MANDATE OF THE COMMITTEE To assist the County and Township Councils in the County of Frontenac in enabling persons with disabilities to have equal access to all opportunities within the County. DUTIES OF THE COMMITTEE The committee shall: (a) advise the councils about the legislative requirements and implementation of the accessibility standards and the preparation of accessibility reports and such other matters for which the council may seek its advice; (b) review in a timely manner the site plans and drawings described in section 41 of the Planning Act that the committee selects in terms of how they address the accessibility needs of persons with disabilities; (c) perform all other functions as specified by legislation. (d) in consultation with Council and Municipal Staff, review new and existing municipal by-laws and policies as applicable; (e) work with Council and the community at large to identify and address the needs of persons with disabilities within the community; (e) provide recommendations to Councils on the promotion of public awareness and understanding of the needs of persons with disabilities. By-law No. 2013-0020 –Schedule B - County of Frontenac Procedure By-law May 15, 2013

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SCHEDULE B-1 ADVISORY COMMITTEES continued COMMITTEE NAME: Joint Accessibility Advisory Committee RESPONSIBILITIES OF COUNCIL Council shall: (a) establish the Accessibility Advisory Committee and appoint its members; (b) seek advice from the Committee regarding accessibility plans and reports required to be submitted to the province; (c) seek advice from the Committee on the accessibility for persons with disabilities to a building, structure or premises, or part of a building, structure or premises, (i) that the council purchases, constructs or significantly renovates; (ii) for which the council enters into a new lease; or (iii) that a person provides as municipal capital facilities under an agreement entered into with the council in accordance with the Municipal Act, 2001; and (d) when the committee selects site plans and drawings described in section 41 of the Planning Act to review, supply them to the Committee in a timely manner for the purpose of the review; and (e) have regard to the accessibility for persons with disabilities in deciding to purchase goods and services through the procurement process for the use of it by itself, by the Townships, its’ employees or the public.

GENERAL (a) That Administrative Support shall be provided by the Deputy Clerk or Designate. (b) That the records of the Accessibility Advisory Committee shall be retained and preserved in accordance with the provisions of the County Records Retention by-law. COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Joint Accessibility Advisory Committee: Two (2) Members of County Council:  

John McDougall Gary Davison

Four (4) Representatives from the Community who are Persons with Disabilities - One (1) from each of the Four (4) Townships:    

Township of North Frontenac – vacant Township of Central Frontenac – Danka Brewer Township of South Frontenac – Neil Allen Township of Frontenac Islands - vacant

One (1) Representative from Community at Large: 

Francine Arsenault

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SCHEDULE B-2 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Trails Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac TAC shall be comprised of seven (7) members appointed by County Council as follows:  Three (3) members of County Council;  Two (2) Adjacent Landowners;  Two (2) Representatives from Major User Groups; and  One (1) CRCA Representative. (ii) The members of the County of Frontenac TAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council. (iii) That the Committee shall hold bi-monthly Meetings or less frequently if Meetings are not required to fulfill the mandate of the TAC. (iv) The County of Frontenac TAC shall adhere to the County’s Procedural By-law No. 20100028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within this context, the Vision shared in the Frontenac Trails Master Plan can be read: Trails in the County of Frontenac promote sustainable and healthy communities by encouraging residents and visitors to get active while appreciating the natural beauty and rich heritage of Frontenac County. (ii) Mandate • • •

To provide input and suggestions regarding the execution of Implementation Plan for the Frontenac K&P Trail, To provide input and suggestions regarding other trails initiatives throughout the County including the Townships of North, Central, South Frontenac and Frontenac Islands, and To report periodically to County Council on progress on the committee’s work.

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Trails Advisory Committee: Three (3) Members of County Council:   

John Inglis Denis Doyle Gary Davison

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SCHEDULE B-2 ADVISORY COMMITTEES continued COMMITTEE NAME: Trails Advisory Committee Two (2) Adjacent Landowners:  

Marc Moyes, South Frontenac Resident Joan Hollywood, Central Frontenac Resident

Two (2) Representatives from Major User Groups:  

Dieter Eberhardt, President, L & A Ridge Runners Snowmobile Club Derrick Spafford, Spafford Health & Adventure and Director of the Sydenham Fall Trail Run

1 CRCA Representative: 

Allan McPhail

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SCHEDULE B-3 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Sustainability Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac SAC shall be comprised of up to five (5) members appointed by County Council as follows:  two (2) members of County Council; and  four (4) community representatives. (ii) The members of the County of Frontenac SAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council and who shall be named in Schedule “A” to this By-law; (iii) That the Committee shall hold one meeting each year of their term in order to establish an annual work plan and thereafter hold e-Meetings as required. (iv) The County of Frontenac SAC shall adhere to the County’s Procedural By-law No. 20100028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within the context of the Values and Principles detailed, SAC will endeavour to assist the Frontenacs reach sustainability overall and ensure strong community engagement. (ii) Mandate • •

To provide input and suggestions regarding the implementation of Directions for Our Future, in particular to help meet the “Commitment Towards a Sustainable Future” and the “Community Input” elements. To report periodically to County Council and to produce an annual work plan for adoption by Council.

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Sustainability Advisory Committee: Two (2) Members of County Council:  John McDougall]  Denis Doyle Four (4) Community Representatives:  Geoff Sandiford  Ron Hipfner  Don Ross  Vacant By-law No. 2013-0020 –Schedule B - County of Frontenac Procedure By-law May 15, 2013

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SCHEDULE B-4 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: 150th Anniversary Planning Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac 150th Anniversary PAC shall be comprised of up to five (5) members appointed by County Council as follows:  two (2) members of County Council; and  three (3) community representatives. (ii) The members of the County of Frontenac 150th Anniversary PAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council and who shall be named in Schedule “A” to this By-law; (iii) That the Committee shall hold 2 Meetings each year of their term in order to establish an annual work plan and confirm activities and thereafter hold e-Meetings as required. (iv) The County of Frontenac 150th Anniversary PAC shall adhere to the County’s Procedural By-law No. 2010-0028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within the context of the Values and Principles detailed, the 150th Anniversary PAC will be guided by the Culture and Heritage Vision Statement: The County celebrates the arts and local history, and demonstrates the value it places on its artifacts and built heritage. Residents are part of a vibrant community that enjoys a wide range of formal and informal festivals, programs, and opportunities to create and enjoy the arts. It fosters opportunities to showcase local cultures and the values of sustainability (reflecting an integration of social, cultural, economic and environmental values) throughout the Frontenacs. (ii) Mandate • To assist County Council with the provision of suitable community-wide celebrations of the County’s 150th Anniversary. • To report periodically to County Council and to produce an annual work plan for adoption by Council.

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SCHEDULE B-4 ADVISORY COMMITTEES continued COMMITTEE NAME: 150th Anniversary Planning Advisory Committee COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac 150th Anniversary Planning Advisory Committee: Two (2) Member of County Council:  Gary Davison  vacant Three (5) Community Representatives:    

Philip Leonard Marcel Gerieux Jim VandenHoek Barbara Sproule

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SCHEDULE B-5 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Services Delivery and Organization Review Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac Services Delivery and Organization Review Committee shall be comprised of four (4) members appointed by County Council as follows:  three (3) members of County Council; and  one (1) community representative. (ii) The members of the County of Frontenac Services Delivery and Organization Review Committee shall hold office from the date of their appointment, at the pleasure of this Council, until the final report is presented to Council. (iii) The Committee shall hold meetings as required. (iv) The County of Frontenac Services Delivery and Organization Review Committee shall adhere to the County’s Procedural By-law No. 2013-0020 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. 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 Services Delivery and Organization Review Committee will be guided by these statements during its deliberations and subsequent recommendations to County Council on the acceptance a proposal and the interim and final reports. (iii) Mandate • To receive proposals, evaluate proposals and make recommendations to Council on the acceptance of a proposal for the Comprehensive Review of Services and Organization • To receive an interim report submitted midpoint by the consultant(s) • To report periodically to County Council on the progress of the Services Delivery and Organization Review • To receive an executive summary prepared by the consultant(s) of all reports and findings of the consultant(s) • To provide a final report to County Council on the Comprehensive Service and Organization Review at its completion

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SCHEDULE B-5 ADVISORY COMMITTEE TO COUNTY COUNCIL continued COMMITTEE NAME: Services Delivery and Organization Review Committee COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Service Delivery and Organization Review Committee: Three (3) Member of County Council:  Councillor Denis Doyle  Councillor Gary Davison  Deputy Warden Bud Clayton One (1) Community Representatives:  Gordon Burns

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SCHEDULE C - EXTERNAL BOARDS AND COMMITTEES WITH COUNTY COUNCIL APPOINTEES

1. The Kingston Frontenac Public Library Board - one member of Council and twp members of the community, appointed for the term of County Council. Provides for the information, education and leisure needs of the citizens of the City of Kingston and the Townships of Frontenac through its 5 urban and 12 rural branches; establishes policies and appoints the Chief Librarian/CEO, who administers the library under the guidance of established board policies.
2. The Kingston, Frontenac, Lennox & Addington Public Health, Board of Health one member of County Council, appointed for the term of County Council. This body provides advice and makes recommendations to KFLA Public Health on the programs and services to be offered, sets the annual budget and oversees expenditures.
3. The Rural/Urban Liaison Advisory Committee (RULAC) – The Warden and two members of County Council appointed for the term of Council, three members of Kingston City Council, the Mayor and two members of Council. The Rural/Urban Liaison Advisory Committee was established by the order of the Minister of Municipal Affairs under Section 25.2(4) of the Municipal Act. The Committee shall meet at least quarterly with the Chief Administrative Officer of the City and the Frontenac Management Board for the purposes of discussing issues arising from joint agreements and recommending solutions to matters of common concern.
4. The Algonquin Land Claim Municipal Advisory Committee - one members of County Council, appointed for the term of Council. This Committee represents local, County and district governments across and adjacent to the land claim area. The Committee consists of heads of Council, or their designates, for each of the member municipalities. It provides advice to the Ontario negotiation team regarding the municipal implications of the potential transfer of crown lands to Algonquin ownership and the nature of future relationships facing the Algonquins and local municipal governments.
5. The Frontenac County Youth Justice Advisory Committee - one member of County Council appointed for the term of Council. Information on this committee will be forthcoming.
6. The Rideau Corridor Landscape Strategy Steering Committee - one member of County Council appointed for the term of Council. This Committee works to identify key features and values of the Rideau Corridor in order to support more effective planning and management of the Rideau Corridor’s landscape into the future.

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AgendaItem#17b)

SCHEDULE C EXTERNAL BOARDS AND COMMITTEES continued 7. The Housing and Homelessness Advisory Committee (formerly the Affordable Housing Development Committee) - one member of County Council, appointed for the term of Council. This is an Advisory Committee of the City of Kingston who acts as the Local Service Realignment body for the County of Frontenac. This Committee works to ensure that there is a comprehensive understanding of housing, affordable housing and homelessness issues, initiatives and developments, with a mandate to provide advice to Kingston City Council Council on housing, publicly assisted affordable housing and homelessness policies, provide advice regarding the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives, provide information and input on housing matters as related to poverty reduction through the appointment of one member of the Housing and Homelessness Advisory Committee to the Poverty Reduction Group, for a term of two years and two members of Housing and Homelessness Advisory Committee to the Poverty Reduction Housing Sub Working Group for a term of two years and to maintain close linkages with other City of Kingston Committees and working groups to ensure co-ordination of housing, affordable housing and homelessness initiatives.

That Council make the following appointments to external boards and committees for the term of Council: BOARD/COMMITTEE

Kingston Frontenac Public Library Board KFL&A Public Health Board RULAC (Rural Urban Liaison Advisory Committee) with City of Kingston Algonquin Land Claim Municipal Advisory Committee Frontenac County Youth Justice Advisory Committee Affordable Housing Development Committee Rideau Corridor Landscape Strategy Steering Committee

NUMBER OF APPOINTEES 1 Member of County Council:  John Purdon 2 Members from the Community:  Wilma Kenny and Paige Cousineau 1 Member from County Council:  Bud Clayton 3 Members from County Council:  Gary Davison  Janet Gutowski  Denis Doyle 1 Member from County Council:  John Inglis 1 Member from County Council:  Gary Davison 1 Member from County Council:  John McDougall 1 Member from County Council:  David Jones

By-law No. 2013-0020 –Schedule C - County of Frontenac Procedure By-law May 15, 2013

By-law No. 2013-0020 - County Procedural By-Law

Page 31 of 31

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AgendaItem#17c)

BY-LAW NO. 2013-0021 OF THE CORPORATION OF THE COUNTY OF FRONTENAC Being a By-law to provide a schedule of retention periods for the records of the County of Frontenac and to repeal By-law No. 33-1990 WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that a municipality may, subject to the approval of the municipal auditor, establish retention periods during which the records of the municipality and local boards of the municipality must be retained and preserved in accordance with Section 254 thereof; AND WHEREAS the Council of the County of Frontenac deems it desirable to establish retention periods for the records of the municipality by enactment of this by-law; NOW THEREFORE the Council of the County of Frontenac enacts as follows:

1. DEFINITIONS a)

Auditor means the person or firm appointed by the Council of the County of Frontenac from time to time to perform the annual audit of the records of the County of Frontenac.

b)

Classification (as in records classification) means the systematic identification and arrangement of records into categories according to logically structured conventions, methods, and procedural rules, represented in a classification scheme.

c)

County means the County of Frontenac

d)

Destroy means the process of eliminating or deleting data, documents and records so that the recorded information no longer exists. NOTE: See also the definition for expungement.

e)

Disposition with respect to records – means a range of processes; associated actions; implementation; retention; destruction; loss; or transfer of custody or ownership that are documented in disposition authorities or other instruments.

f)

Expungement means a process to eliminate completely, to wipe out, to destroy, or to obliterate an electronic record. NOTE: See also the definition for destruction.

g)

Files has the same meaning as “records” and may be used inter-changeably.

h)

Medium/media means the physical material which serves as a functional unit, in or on which information or data is normally recorded, in which information or data can be retained and carried, from which information or data can be retrieved, and which is nonvolatile in nature.

i)

Records Management Coordinator means the County of Frontenac Records Management Coordinator as designated by the Clerk.

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

j)

Official Records means recorded information in any format or medium that documents the company’s business activities, rights, obligations or responsibilities or recorded information that was created, received distributed or maintained by the County in compliance with a legal obligation.

k)

Orphan Data means data that is not machine readable because the data exists with no identifiable computer application or system that can retrieve it, or the data is machine readable but does not have sufficient content, context or structure to render it understandable.

l)

Records means any recorded information, however recorded, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, LaserFiche, e-mail, machine readable records, and any other documentary material regardless of physical form or characteristics, and including “official records” and “transitory records”.

m) Retention Period means the period of time during which records must be kept by the County before which they may be disposed. n)

Retention Schedule means a control document that describes the County’s records at a series level, and indicates the length of time that each series shall be retained before its final disposition. It specifies those records to be preserved for their archival or legal values, and authorizes on a continuing basis the destruction of the remaining records after the lapse of a specified retention period or the occurrence of specified actions or events. Records Retention Schedules serve as the legal authorization for the disposal of the County of Frontenac’s records.

o)

Transitory Records means records kept solely for convenience of reference and of limited value in documenting the planning or implementation of County policy or programs, such as: i) ii) iii) iv) v) vi) vii) viii) ix)

copies of miscellaneous notices or memoranda concerning routine administrative matters or other minor issues; information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or for other program purposes; preliminary drafts of letters, memoranda or reports and other informal notes which do not represent significant steps in the preparation of a final document and which do not record decisions; duplicate copies of documents in the same medium which are retained only for convenience or future distribution; voice-mail messages; e-mail messages and other communications that do not relate to County business; copies of publications, such as, published reports, administration manuals, telephone directories, catalogues, pamphlets or periodicals; duplicate stocks of obsolete publications, pamphlets or blank forms; unsolicited advertising materials, including brochures, company profiles and price lists.

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

2. RETENTION SCHEDULE a)

The records Retention Schedule attached hereto as Schedule A, forms part of this bylaw.

b)

The Records Management Coordinator shall administer this by-law and shall ensure that the Retention Periods set out in Schedule A attached hereto comply with all relevant legal requirements for records retention.

c)

In determining the Retention Periods for any records, the Records Management Coordinator shall consider, in consultation with other County employees where appropriate: i. ii.

iii. iv.

The operational nature of the records, including the period of time during which the County uses the records to perform its functions; The legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by agreements, permits or similar documents, or to ensure that the records are available in case of investigation or litigation; The fiscal nature of the records, including the period to time necessary for audit or tax purposes; and, The historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the County.

3. EMPLOYEE RESPONSIBILITIES All County employees who create, work with or manage records shall: i. ii. iii.

Comply with the Retention Periods as specified in Schedule A attached hereto; Ensure that Official Records in their custody or control are protected from inadvertent destruction or damage; and, Ensure that Transitory Records in their custody or control are destroyed when they are no longer needed for short-term reference.

4. RECORDS MANAGEMENT COORDINATOR The Records Management Coordinator shall: i. ii. iii. iv.

Develop and administer policies and establish and administer procedures for the County’s records management program; Periodically review and make recommendations with respect to this by-law, including Schedule A attached hereto; Ensure that Official Records are preserved and disposed of in accordance with Schedule A attached hereto; and, Ensure that all Disposition notices prepared pursuant to Subsection (a) of Section 5 of this by-law and all certificates of Disposition prepared pursuant to Subsection (f) of Section 5 of this by-law are preserved.

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

5. DISPOSITION OF RECORDS a)

The Records Management Coordinator shall notify the appropriate County department head or manager in writing of the scheduled Disposition of records, including a list of the records eligible for Disposition and the scheduled Disposition date.

b)

The County department head or manager shall notify the Records Management Coordinator in writing, before the scheduled Disposition date, whether any of the records included in the Disposition notice need to be retained past the scheduled Disposition date, and the reason why such further retention is necessary.

c)

Prior to destruction of an information database or Orphan Data, the following documents are required:

1. A written description containing, to the extent that such information is available, the following: a. the title of the system; b. the identification of the business unit responsible for the creation or use of the data; c. a brief description of the system’s purpose; d. where possible, a contents list of the information being Destroyed; or e. a brief description of any sub-systems, their purpose and relationship to the main system or other sub-systems; and f.

the name of the technical contact person who is responsible for documenting the system;

2. The written approval of the signing authority; and
3. Where applicable to satisfy the provisions of the Federal Income Tax Act, Excise Tax Act, Employment Insurance Act or Canada Pension Plan, an exemption from the Minister of National Revenue from the requirement to keep records in an electronically readable format.
4. After the destruction of an information database or Orphan Data, the signing authority must provide a destruction certificate to the Records Manager to provide an audit trail. d)

Where appropriate and taking into account the principles governing the Disposition of Official Records, the Records Management Coordinator shall re-schedule the Disposition of any Records listed in the notice referred to in Subsection (b) of this Section for up to one year later than the scheduled Disposition date.

e)

Re-scheduling the Disposition of any Records beyond a one year period requires written notice from the County department head or manager to the Records Management Coordinator for each additional year.

f)

If no notice is received under Subsection (b) of Section 5 of this by-law before the scheduled Disposition date, the Records shall be deemed to be authorized for Disposition by the County department head or manager.

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

g)

When Official Records have been disposed of pursuant to this by-law, the Records Management Coordinator shall obtain written confirmation of such Disposition.

6. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS a)

The following principles govern the Destruction of Official Records: i. ii.

iii.

When there are no further business or legal reasons for retaining Official Records, they shall be Destroyed or Expunged as appropriate; Official Records pertaining to pending or actual investigation or litigation shall not be Destroyed; Official Records Disposed of at the end of a Retention Period, as well as drafts and copies of Records Disposed of on a regular basis, shall be Destroyed in a way that preserves the confidentiality of any information they contain.

b)

Official Records in the custody or control of the County shall not be Destroyed unless such records are older than the Retention Period set out in Schedule A attached hereto and have been identified in a Disposition notice prepared pursuant to Subsection (a) of Section 5 of this by-law.

c)

Copies of Official Records may be destroyed at any time if the original Records are being retained in accordance with Schedule A attached hereto.

7. APPROVAL OF BY-LAW a)

This by-law shall not take effect until the County’s auditor has approved it in writing.

8. CITING OF BY-LAW a)

This by-law may be cited as the “Records Retention By-law”.

9. REPEALING PREVIOUS BY-LAWS a) THAT County of Frontenac By-law No. 30-1990 and any amending by-laws thereto with respect to records retention shall be hereby repealed. Read a first and second time this 15th day of May, 2013 Read a third time, signed, sealed and finally passed this 15th day of May, 2013.

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 5 of 6

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AgendaItem#17c)

Approval of Auditor This by-law to establish a records classification scheme and records retention periods is approved in accordance with the Municipal Act, S.O., 2001, c. 25 as amended, section 255(3), as it relates to the schedule of retention periods during which the receipts, vouchers, instruments, rolls or other documents, records and papers must be retained by the Corporation of the County of Frontenac.

Howard Allan Allan Chartered Accountant Professional Corporation 22 Wilson Street West Perth ON K7H 2M9

Date

County of Frontenac By-law No. 2013-0021 – Records Retention May 15, 2013

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 6 of 6

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

1 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Administration Primary Heading: A - Administration Class Code County Code

Secondary Heading TOMRMS Code

Subject

Responsible Dept.

Keep*

Off Site

Total Ret.

Responsible Department

Active

InActive

Total Ret.

Dept.

Remarks Remarks

Citation Table Method of Destruction

A00

Administration ‐ General

Originating

1

‐

1

A100

A01

Associations and Organizations

Originating

1

‐

1

A200

A02

Staff Committees and Meetings

Originating

1

3

4**

303, 305

A300

A03

Computer Systems and Architecture Information

IT

S

6

S+6

2, 39, 515, 516

A04

Conferences and Seminars

Originating

1

‐

1**

A05

Consultants

Originating

2

‐

2**

A500

N/A

Committees

Originating

P

P

P

Shred

N/A

A06

Inventory Control

Originating

1

5

6

2, 7, 8, 17, 19, 20, 21, 22, 23, 24, 25, 26, 28, 190, 196, 197

A600

N/A

Annual Reports

A700

A07

Office Equipment and Furniture

Originating

E

‐

E

N/A

A08

Office Services

Originating

1

‐

1

A900

A09

Policies and Procedures

Originating

S

P

P**

33, 34, 35, 499

Fairmount

S+2 P

A400

Back-Up Media

Only those sponsored by the Municipality are subject to archival review.

‐

Shred E= Disposal of item

A2100

A10

Records Management

Clerk’s

S

‐

S

388, 462, 463, 465, 466

NA

A11

Records Disposition

Clerk’s

P

‐

P

388, 462, 463,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

2 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Administration Primary Heading: A - Administration Class Code County Code

Secondary Heading TOMRMS Code

Subject

Responsible Dept.

Keep*

Responsible Department

Active

Dept.

Off Site

Total Ret.

InActive

Total Ret.

Remarks Remarks

Citation Table Method of Destruction 465, 466

NA

A12

Telecommunications Systems

Originating

S

‐

S

NA

A13

Travel and Accommodation

Originating

1

‐

1

NA

A14

Uniforms and Clothing

Originating

S

‐

S**

NA

A15

Vendors and Suppliers

Originating

2

‐

2

A1600

A16

Intergovernmental Relations

Originating

1

4

5**

A1700

A17

Accessibility of Records (F.O.I.)

Clerk’s

1

‐

1

NA

A18

Security

Originating

2

3

5

A1900

A19

Facilities Construction and Renovations

Originating

E

1

E+1**

A2000

A20

Building and Property Maintenance

Originating

2

3

5

N/A

A21

Facilities Bookings

Originating

1

‐

1

A2200

A22

Accessibility of Services

Clerk’s

2

3

5

NA

A23

Information Systems Production Activity & Control

Treasury

2

‐

2

39, 515, 516

NA

A24

Access Control & Passwords

Treasury

2

‐

2

39, 515, 516

ETS: City of Kingston correspondence. ETS: Min. of Labour ETS: MOHLTC FMT: Min. of Labour FMT: K100 MOH 220, 465

E = project finished

306, 368, 369, 372, 406 172, 244, 245, 398. 399, 400, 401, 402, 403, 406

No retention requirements

493, 494, 495, 496, 498

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

3 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Council and By‐Laws Primary Heading: C – Council, Boards, and By-Laws Class Code

Secondary Heading

County Code

TOMRMS Code

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

Responsible Department

Subject

C00

Council and By‐Laws – General

Originating

1

‐

1

C200

C01

By‐Laws

Clerk’s

P

‐

P**

N/A

C02

By‐Laws ‐ Other Municipalities

Clerk’s

S

‐

S

C100

C03

Council Agenda

Clerk’s

S

5

S+5

C100

C04

Council Minutes

Clerk’s

P

‐

P**

C500

C05

Council Committee Agenda

Clerk’s

S

‐

S

462, 466

C600

C06

Council Committee Minutes

Clerk’s

6

‐

6**

109, 110, 111, 112, 246

C700

C07

Elections

Clerk’s

E+4

‐

E+4

Copy retention S

246

Copy retention 2 years Working notes 6 years

109, 110, 111, 112, 462, 466

E= day action took effect or voting day

297, 412 to 450

Ballots E= 120 days after voting or resolution of recount

N/A

C08

Goals and Objectives

Originating

S

‐

S**

NA

C09

Motions and Resolutions

Clerk’s

P

‐

P**

A1600’ s

C10

Motions and Resolutions ‐ Other Municipalities

Clerk’s

S

‐

S

C1100

C11

Reports to Council

Clerk’s

1

P

P**

C1200

C12

Appointments to Boards and Committees

Clerk’s

1

P

P**

Copy retention 1 year

246

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

4 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Development and Planning Primary Heading: D Development and Planning County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

D00

Development and Planning ‐ General

Originating

1

‐

1

D100

D01

Demographic Studies

Planning

5

5

10**

D200

D02

Economic Development

Sustainability

5

5

10**

NA

D03

Environment Planning

Sustainability

E+2

‐

E+2**

D300

NA

Strategic Planning

Originating

5

15

20

ICSP

50

P

P

5

5

10**

Remarks

E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5.

NA

D04

Residential Development

Planning

D400

NA

Studies and Policies

Land‐Use Planning

10

P

P

NA

D05

Natural Resources

Planning

2

‐

2**

NA

D06

Tourism Development

Planning

5

5

10**

NA

D07

Condominium Plans

Planning

5

P

P

Applications can be destroyed 2 years after final decision.

D500

D08

Official Plans

Clerk’s

S

P

P**

Copy retention S

D600

D09

Official Plan Amendment Applications

Planning

E+1

4

E+5

E= Final decision.

NA

D10

Severances

Planning

E+1

4

E+5

E= Final decision.

NA

D11

Site Plan Control

Planning

5

P

P

Application 2 years after final decision

Citation Table

155, 158

Natural Heritage Study, Official Plan 309

312

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

5 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Development and Planning Primary Heading: D Development and Planning County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

D12

Subdivision Plans

Planning

5

P

P

D1200

NA

Land Use Planning

Land‐Use

P

‐

P

NA

D13

Variances

Planning

E+2

P

P

E= Final decision

D1400

D14

Zoning

Planning

E+2

‐

E+2

E= Final decision

NA

D15

Easements

Planning

E+1

5

E+6**

E= Termination of right

D1500

NA

Consents

Land‐Use Planning

NA

D16

Encroachments

Planning

E+1

5

E+6**

E= Termination of right

D1600

NA

Minor Variances

Land Use Planning

NA

D17

Annexation/Amalgamati on

Clerk’s

1

P

P**

D1800

D18

Community Improvement Projects

Planning

E+1

5

E+6**

NA

D19

Municipal Addressing

Planning

S

10

S+10**

D2000

D20

Reference Plans

Planning

S

P

P

NA

D21

Industrial/Commercial Development

Planning

5

5

10**

D2100

NA

GIS Mapping

Originating

P

P

P

E

Excludes the actual data residing on these systems.

Citation Table

Application 2 years after final decision.

E= Completion of project

Maps produced as a result of public requests

D2100

D22

Digital Mapping

Planning

S

‐

S

NA

D23

Agricultural Development

Planning

5

5

10**

NA

D24

Background Reports for Official Plan

Planning

E+1

4

E+5

E= Final Decision

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

6 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

E00

Environmental Services

Originating

1

‐

1

NA

E01

Sanitary Sewers

Works

E+1

‐

E+1

Remarks

Citation Table

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing. Specifications are kept permanently

E100

NA

Environmental Monitoring

Land‐Use Planning

5

15

20

Legislative Reference

NA

E02

Storm Sewers

Works

E+1

‐

E+1**

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing. Specifications are kept permanently

E200

NA

Septic System

Originating

P

‐

P

NA

E03

Treatment Plants

Works

2

‐

2

Trees

Works

2

3

5

E04 NA

E05

Air Quality Monitoring

Engineering

E+2

‐

E+2**

E400

E06

Utilities

Works

2

3

5**

Specifications are kept permanently

459 460, 461, 467, 468

E = later of: date of offence or: day evidence of offence first came to attention of person appointed under s. 5

158, 220, 376, 377

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 296 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

7 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

E07

Waste Management

Works

2

8

10**

E600

E08

Water Works

Works

1

14

15

Specifications are kept permanently

NA

E09

Drains

Works

E+1

‐

E+1**

E = submission of the written report required by clause (c) or for such longer period as the Director notifies the licensee in writing.

Citation Table 220, 234, 235, 236, 237, 238, 239, 240, 241, 328, 329, 330, 331, 332, 333, 334, 335 159, 467, 468, 469, 470, 475, 476, 477, 486

Specifications P

E10

Pits and Quarries

Works

2

3

5**

E11

Nutrient Management

Works

2

3

5**

NA

E12

Private Sewage Disposal Systems

Works

2

3

5**

NA

E13

Water Monitoring

Engineering

2

13

15

NA

Specifications are kept for the life of the pit or quarry.

Specification are kept permanently 158, 220, 309, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

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AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

8 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table

NA

E14

Water Sampling

Engineering

2

13

15

158, 220, 309, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

NA

E15

Chemical Sampling of Water

Engineering

2

13

15

158, 220, 376, 377, 469, 470, 471, 472, 473, 474, 475, 476, 477, 478, 479, 480, 481, 482, 483, 484, 485, 486, 487, 488, 489, 490, 491, 492

NA

E16

Backflow Prevention and Cross Connection Control

Engineering

2

13

15

158, 220, 309, 469, 470, 471, 473, 474, 475, 477, 481, 482, 483, 484, 486, 487, 488, 489, 490

NA

E17

Energy Management

E+1

6

E+7

E = End of reporting period to which relates

517, 518

NA

E18

Natural Heritage

E+1

2

E+3

E = end of designated year

519, 520, 521, 522, 523

NA

E19

Renewable Energy

2

48

50

524, 525, 526, 527, 528, 529, 530, 531,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 298 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

9 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Environmental Services Primary Heading: E - Environmental Services County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

Citation Table 532, 533, 534

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 299 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

10 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

F00

Finance and Accounting – General

Originating

1

‐

1

Do not file accounting records required for tax purposes

F100

F01

Accounts Payable

Treasury

E+1

6

E+7

Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance. Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance.

Citation Table

2, 3, 4, 5, 9, 16, 17, 108, 149, 150, 151, 173, 174, 186, 198, 247, 254, 255, 256, 390, 410, 439

An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject‐matter of the information or complaint arose.

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 300 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

11 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

F200

F02

Secondary Heading Accounts Receivable

Responsible Dept. Treasury

Keep* Dept.

Off Site

Total Ret.

E+1

6

E+7

Remarks Permission to destroy prior to the expiration of the retention period must be obtained from the Minister of Finance.

Citation Table 2, 3, 4, 5, 16, 17, 173, 174, 186, 189, 198, 247, 410

Permission to destroy records related to the Employer Health Tax must be obtained from the Minister of Finance. An information or complaint under the Provincial Offences Act, in respect of an offence under this Act may be laid or made on or before the day that is eight years after the day on which the subject‐matter of the information or complaint arose.

F300

F03

Audits

Treasury

1

5

6

439

F400

F04

Banking

Treasury

1

5

6

3, 4, 16, 17, 149, 247

F500

F05

Budgets and Estimates

Treasury

1

5

6**

NA

F06

Assets

Treasury

E+1

5

E+6**

F600

NA

Provincial/Federal Funding

Originating

2

5

7

NA

F07

Cheques

Treasury

1

5

6

181 E= Disposal of asset

2, 4, 5, 16, 30, 149, 189, 247, 391, 392

3, 16, 17, 30, 149, 173, 186, 198, 247

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 301 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

12 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

F1200

F08

Debentures and Bonds

F800

NA

NA

Keep* Dept.

Off Site

Total Ret.

Treasury

E+1

5

E+6

Insurance

Finance

T+1

5

T+6

F09

Employee and Council Expenses

Treasury

E+1

6

E+7

F900

NA

Charitable Campaigns & Fundraising

Originating

T

P

P

NA

F10

Financial Statements

Treasury

2

P

P**

F1000

NA

Fixed Assets

Finance

S

P

Secondary Heading

Responsible Dept.

P T+7

Remarks E= Debentures surrendered for exchange/cancellati on

Citation Table 3, 16, 17, 30, 149, 247

3, 4, 16, 17, 30, 149, 174, 189, 198, 247 Concern re history of fundraising 247, 439 Fixed assets will be a permanent file, kept indefinitely with all applicable documents and/or copies kept in a perpetual file. Disposing/selling assets: record retained 7yrs after disposal/sale. **Louise via KPMG recommendations

F700

F11

Grants and Loans

Treasury

E+1

5

E+6

E = the end of the fiscal year

3, 4, 6, 16, 174, 186, 247,

F1100

NA

Cheques

Finance

2

5

7

NA

F12

Investments

Treasury

E+1

5

E+6

E= Closure of account

3, 5, 16, 149, 247, 439

NA

F13

Journal Vouchers

Treasury

E+1

5

E+6

E = the end of the fiscal year

2, 3, 16, 17, 149, 173, 174, 186, 189, 198, 247

NA

F14

Subsidiary Ledgers, Registers, and Journals

Treasury

E+1

6

E+7**

Permission to destroy C.P.P. and Employment Insurance records

1, 2, 3, 5, 9, 10, 11, 12, 13, 14, 16, 17, 30,

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 302 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

13 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks prior to the expiration of their retention period must be obtained from the Minister of Revenue.

Citation Table 149, 173, 174, 186, 189, 198, 247, 439

NA

F15

General Ledgers and Journals

Treasury

1

P

P

3, 4, 16, 17, 149, 173, 186, 189, 198, 247, 439

NA

F16

Payroll

Treasury

1

5

6

1, 3, 9, 10, 11, 12, 13, 14, 16, 17, 30, 149, 186, 198, 220, 247, 355, 357, 358

NA

F17

Purchase Orders and Requisitions

Treasury

E+1

5

E+6

E = the end of the fiscal year

F1300

F18

Quotations and Tenders

Treasury

1

5

6**

Unsuccessful bids ‐ retain for 1 year from contract award

NA

F19

Receipts

Treasury

1

5

6

NA

F20

Reserve Funds

Treasury

1

5

6

2, 3, 5, 16, 17, 30, 149, 174, 198, 247

2, 3, 16, 30, 186, 189, 198, 247 439

NA

F21

Revenues

Treasury

1

5

6

Records related to mortgages must be kept for 10 years.

NA

F22

Taxes and Records

Clerk’s

S

P

P

The sections of the Education Act related to Protestant and Roman Catholic School Board Index Books have been repealed.

NA

F23

Write Offs

Treasury

1

5

6

NA

F24

Trust Funds

Originating

E

6

E+6

2, 4, 6, 17, 149, 173, 186, 239, 390, 391, 392, 439 3, 6, 16, 30, 101, 408

2, 16, 17 E= Closure of account

178, 219, 439

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 303 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

14 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Finance and Accounting Primary Heading: F – Finance and Accounting County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

F25

Security Deposit

Treasury

E

6

E+6

E= Closure of account

NA

F26

Working Papers

Treasury

E+1

‐

E+1

E= After completion of audit

Citation Table

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 304 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

15 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

H100

H00

Human Resources – General

NA

H01

NA

Keep* Dept.

Off Site

Total Ret.

Originating

1

‐

1

Attendance and Scheduling

Personnel

2

‐

2**

183, 220, 461

H02

Benefits

Personnel

S

‐

S

9, 150

H200

NA

Payroll Records

Financial Serv. & HR

1

6

7

H300

H03

Employee Records

Personnel

E+3

‐

E+3**

Secondary Heading

Responsible Dept.

Remarks

E = date employee ceased to be employed by employer

Citation Table

220, 355, 357, 381, 382, 383, 406, 462, 466

Every licensee of a long‐term care home shall ensure that the record of every former staff member of the home is retained by the licensee for at least seven years after the staff member ceases working or being employed at the home.

H400

H04

Health and Safety

Personnel

1

1

2

NA

H05

Human Resource Planning

Personnel

1

‐

1**

NA

H06

Job Descriptions

Personnel

S

‐

S**

H700

H07

Labour Relations

Personnel

E

10

E+10**

NA

H08

Organization

Originating

S

‐

S**

167, 187, 220, 243, 303, 304, 305, 306, 328, 376, 377, 406 220

E= Expiry of contract period

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 305 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

16 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

H09

Salary Planning

Personnel

5

‐

5

NA

H10

Pension Records

Personnel

E+6

‐

E+6

Remarks

E= Termination of employee/ beneficiary

Citation Table

1, 311, 462, 466

Pension plans, annual information returns are kept permanently

H800

H11

Recruitment

Personnel

1

‐

1**

NA

H12

Training and Development

Personnel

E+2

‐

E+2**

220 Only courses developed and presented by the Municipality are subject to archival selection

38, 458

E = Date employee ceases to perform activity that has risk of work place violence associated with it; in paper or electronic form

NA

H13

Personnel

Claims

E+1

1

E+2

E = Resolution of claim. Records related to exposure to airborne Acrylonitrile, benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the longer of (a) 40 years from the time such records were first made with respect to the worker; or (b) 20 years from the time the last of such records were made with respect to the worker.

167, 187, 220, 243, 303, 304, 305, 306, 328, 376, 377

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 306 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

17 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Human Resources Primary Heading: H – Human Resources County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

NA

H14

Grievances

Personnel

E+1

6

E+7

NA

H15

Harassment And Violence

Personnel

1

2

3

NA

H16

Criminal Background Checks

Personnel

E+2

5

E+7

NA

H17

Employee Medical Records – Hazardous Materials

Personnel

E+2

38

E+40

NA

H18

Employee Medical Records

Personnel

E+1

1

E+2

NA

H19

Disability Management

Personnel

E+2

3

E+5

NA

H20

Confined Spaces

Personnel

E+1

‐

E+1

Remarks E = Resolution of claim.

Citation Table 406 36, 37

E = date of conviction, or where conviction resulted in imprisonment, date of release or parole) Later of: Event + 40 years (Event = Date first record created in personal exposure record) And: Event + 20 years (Event = Date last record added to personal exposure record) E = When STD/LTD claims are resolved Employee medical records are retained for 10 years after the last encounter E = day issued or earlier as may be specified by Commission Longer of: Event + 1 year (Event = Document created) Or:

535

536, 537, 538, 539

167, 243, 304, 305

167, 243, 540, 541, 542

545, 546, 547, 548, 549

Event = Period necessary to ensure 2 most recent records retained

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 307 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

18 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Justice County has no J Files County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Remarks

NA

J00

Justice General

Originating

2

2

4

NA

J01

Certificates of Offence (Part I)

Originating

3

5

8

From date of completion

NA

J02

Control Lists Informations (Part III)

Originating

3

5

8

From date of completion

NA

J03

Control Lists

Originating

2

2

4

NA

J04

Court Dockets

Originating

2

6

8

NA

J05

Transcripts and Records of Court Proceedings

Originating

2

6

8

NA

J06

Enforcements & Suspensions

Originating

2

6

8

NA

J07

Appeals & Transfers

Originating

3

4

7

NA

J08

Statistics

Originating

2

6

8

NA

J09

Disclosure

Originating

2

4

6

Citation Table

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 308 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

19 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Legal Affairs Primary Heading: L – Legal Affairs County Code

TOMRMS Code

L100

L00

Legal Affairs – General

L200

L01

NA

Keep* Dept.

Off Site

Total Ret.

Originating

1

‐

1

Appeals and Hearings

Clerk’s

E

P

P

E= Resolution of appeal

L02

Claims Against the Municipality

Clerk’s

E

1

E+1

E= Resolution of claim and all appeals

NA

L03

Claims By the Municipality

Clerk’s

E

1

E+1

E= Resolution of claims and all appeals

L400 & LC600

L04

Contracts and Agreements ‐ Under By‐ Law

Clerk’s

E+2

13

E+15**

E= act or omission on which claim is based took place

407

NA

L05

Insurance Appraisals

Clerk’s

E+1

‐

E+15

E= act or omission on which claim is based took place

407

L600

L06

Insurance Policies

Clerk’s

E+1

14

E+15

E= Expiry of policy

107, 259, 261, 263, 407

L700

L07

Land Acquisition and Sale

Clerk’s

E

10

E+10**

E= Property disposition

392, 393, 397, 422, 408,

NA

L08

Opinions and Briefs

Clerk’s

S

‐

S**

NA

L09

Precedents

Clerk’s

S

‐

S**

NA

L10

Federal Legislation

Originating

S

‐

S

L900

L11

Provincial Legislation

Originating

S

‐

S

NA

L12

Vital Statistics

Clerk’s

2

P

P

Marriage licences 2 years

276, 277, 349, 462, 466

NA

L13

Prosecutions

Originating

E

7

E+7

E= Delivery of judgement

NA

L14

Contracts and Agreements – Simple

Clerk’s

E+1

1

E+2**

E= Expiry of contract

Secondary Heading

Responsible Dept.

Remarks

Citation Table

252, 401, 406

Highlighted Information is County of Frontenac files and information Legend: P ‐ Permanent; * ‐ Maximum Copy Retention; S ‐ Superseded; E ‐ Event ** ‐ Subject to Archival Selection All numbers in retention columns refer to years unless otherwise specified The Ontario Municipal Records Management System

By-law No. 2013-0021 - To Provide a Schedule of Retention

Page 309 of 325

AgendaItem#17c)

Tab:

Records retention

#:

03‐01‐04

Section:

The schedule

Page:

20 of 28

Subject:

Records retention schedule/citation table

Date:

2013 ‐ 04

Primary Heading: Media and Public Records Primary Heading: M – Media and Public Relations County Code

TOMRMS Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

Total Ret.

Na

M00

Media and Public Relations ‐ General

Originating

1

‐

1

NA

M01

Advertising

Originating

1

‐

1**

NA

M02

Ceremonies and Events

Originating

1

4

5**

NA

M03

Charitable Campaigns/Fund Raising

Originating

1

‐

1

M400

M04

Complaints, Commendations and Inquiries

Originating

1

‐

1**

M500

M05

News Clippings

Originating

1

‐

1**

M600

M06

News Releases

Originating

1

‐

1**

M700

M07

Publications

Originating

S