Published January 16, 2013
Word Count 42107 words
Reading Time 198 min read

Body: Council Type: Agenda Meeting: Regular Date: January 16, 2013 Collection: Council Agendas Municipality: Frontenac County

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Document Text

County Council Meeting – Regular Meeting January 16, 2013 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page 1.

CALL TO ORDER

ADOPTION OF THE AGENDA

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

DEPUTATIONS AND/OR PRESENTATIONS b) Presentation to Chris McBain, FPS Operations Supervisor Re: CMM I Designation b) Presentation to Executive Diploma of Municipal Management Graduates c) Presentation of the 150th Anniversary Logo Contest Cheque to Ms. Donna Larocque

CLOSED MEETING

ADOPTION OF MINUTES

6-21

December 19, 2012 Regular Meeting Minutes

BUSINESS ARISING FROM THE MINUTES

COMMUNICATIONS FOR INFORMATION

22-24

2013-002 Communications of Interest to County Council

25-27 28

a) Kingston Public Library Board Minutes - November 28, 2012 b) 2012 December Frontenac County Bytes

COMMUNICATIONS FOR ACTION

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

10.1. Administrative Services 10.1.1.Administration

Page 1 of 132

Page 10.1.1.Administration 29-37

a) 2013-001 2012 4th Quarter Activity Update

38-39

b) 2013-004 Review of Procedural By-law 2010-0028

40-42

c) 2013-0017 Electronic Meeting Management System Update

10.1.2.Sustainability 43-46

a) 2013-011 Official Plan Project Update 2013 #01

[Addenda] 10.1.3.Human Resources 47-48

2013-020 Ontario Municipal Internship Program

[Addenda] 10.2. Financial Services 49-96

a)

2013-005 Financial Services – Amendments to County Procurement Policy (This report was deferred from the December 19, 2012 County Council Meeting)

10.3. Emergency and Transportation Services 97-98

a)

2013-008 2012 4th Quarter Activity Report

99-100

b)

2013-015 Election to Paramedic Chiefs of Canada Board of Directors of the Chief of Paramedic Services

10.4. Fairmount Home 101-103

a)

2013-007 2012 4th Quarter Activity Update

104-105

b)

2013-016 Rotary Donation to Auditorium Renovation Project

106-111

ACCOUNTS Accounts for the Period of: December 10, 2012 to January 10, 2013

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a) Moved by: Councillor Inglis Seconded by: Councillor Jones

Page 2 of 132

Page 12.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN WHEREAS the Council of the County of Frontenac at the November 2012 regular meeting granted permission by resolution for Councillor McDougall of the Sustainability Advisory Committee, and Chair Sandiford, and Vice-Chair Hepfner, and Member Ross, all of the same committee, to attend the FCM Sustainability Conference in Windsor, from 13th to 15th February 2013; 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; AND WHEREAS Warden Gutowski has never sought, or been granted permission by Frontenac County Council to attend the FCM Sustainability Conference in Windsor from 13th to 15th February, 2013; THEREFORE BE IT RESOLVED that should Warden Gutowski attend the abovementioned conference, reimbursement by Frontenac County will not be granted; AND FURTHER THAT the CAO of Frontenac County be instructed to bring forward at the February 2013 regular Council meeting, an amendment to Bylaw 2010-0011, governing the attendance at conferences by staff members to 2 for the CAO/Clerk and to 1 for each Department Manager annually, and that prior permission via resolution by County Council must be granted. b) MOTION FOR RECONSIDERATION Moved by: Deputy Warden Clayton Seconded by: Councillor McDougall THAT the Council of the County of Frontenac reconsider the vote taken at the December 29, 2012 County Council meeting related to the Corporate Strategic Plan 2012-2017 prepared by Delta Partners Inc regarding the Mission Statement and Strategic Vision only. c) Moved by: Deputy Warden Clayton Seconded by: Councillor McDougall WHEREAS, the Council of the County of Frontenac, at its December 2012 Regular Council Meeting, heard and rejected, from Delta Partners Inc., a Corporate Strategic Plan, which they were contracted to develop, with the cooperation of Council and Staff. AND WHEREAS, while some of the report was indeed excellent, other portions were found to be lacking by Council, and therefore the entire report was rejected. AND WHEREAS, the Mission Statement below was deemed to be excellent:

Page 3 of 132

Page 12.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN “The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens” AND WHEREAS, the Strategic Vision below was also deemed to be excellent: “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” THEREFORE BE IT RESOLVED THAT, the Council of the County of Frontenac adopt the Mission Statement, and Strategic Vision, as stated above, and move forward with good governance by a professional and collaborative approach. AND FURTHER THAT, the Mission Statement, and Strategic Vision, be displayed proximately throughout Corporate Headquarters. d) Moved by: Deputy Warden Clayton Seconded by: Warden Gutowski THAT the Council of the County of Frontenac authorize Deputy Warden Clayton to attend the Sustainability Conference presented by FCM and its GMF group to be held in Windsor Ontario from February 13-15, 2013. e) Moved by: Councillor Jones Seconded by: Councillor Doyle WHEREAS the Council of the County of Frontenac, has lost confidence in the Warden and on December 19th passed by a margin of 7-2 a Motion of Non Confidence AND WHEREAS the Warden has advised Council she intends to disregard the Motion of Non Confidence and tradition to remain in the role for the remainder of the current term of Council AND WHEREAS the Warden intends to continue to promote herself as spokesperson for this Council. BE IT RESOLVED Councillor Gutowski’s is not the endorsed spokesperson for the County AND FURTHERMORE any expenses related to out of County travel, conferencing and, accommodation by Coun Gutowski shall not be reimbursed by the County.

GIVING NOTICE OF MOTION

OTHER BUSINESS

14.1. External Boards and Committees

Page 4 of 132

Page 14.1. 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

14.2. Advisory Committees of County Council 112-116

117-128

a)

Sustainability Advisory Committee

b)

Green Energy Task Force a) January 9, 2013 GETF Meeting Minutes b) GETF Report to Council

c)

150th Anniversary of County Advisory Committee

d)

Trails Advisory Committee

e)

Accessibility Advisory Committee

f)

Finance Committee Finance Committee Meeting Minutes - January 7 & 8, 2013

14.3. Other Updates 15.

PUBLIC QUESTION PERIOD

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

129 130

a) By-Law No. 2013-0001 - To Govern The Procurement of Goods and Services

131-132

c) By-Law No. 2013-0003 - Confirmation of Proceedings

b) By-law No. 2013-0002 - Amendments to Tangible Capital Assets (land ambulance useful life adjustment)

ADJOURNMENT Confirmation of time, date and location for upcoming County Council Meetings:

Page 5 of 132

AgendaItem#6a)

MINUTES M O THE REG OF GULAR MEE ETING OF COUNCIL C Decem mber 19, 2012 A regularr meeting off the Councill of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administrative Office e, 2069 Batte ersea Road,, Glenburnie e, on Wedne esday, December 19, 2012 at 9:00 a.m m. PRESEN NT:

Warden n Janet Gutowski, Dep puty Warden Denis Do oyle, Counc cillors Gary Davison, D Da avid Jones, John Purd don, John McDougall, Bud Clayton n and John In nglis

ALSO PR RESENT:

County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillington, Admin nistrator-Fairrmount Ho ome; Anne Marie Yo oung, Manage er of Econ nomic Deve elopment; Joe J Galliva an, Manage er of Sustain nability Plan nning; Jann nette Amini,, Deputy Clerk; C Ange elique Tambly yn, Executive e Assistant

C CALL TO OR RDER

A ADOPTION OF O THE AGENDA •

Adoption n of Decem mber 19, 2012 County Council C Age enda

Motion #: 356-12

Moved By y: Seconded d By:

ouncillor Purd don Co Co ouncillor McD Dougall

RESOLV VED THAT th he agenda for f the December 19, 20 012 meeting of the Coun ncil of the Co ounty of Fronte enac be adop pted as ame ended to incllude; D Delta Partnerrs Inc. - Corp porate Strate egic Plan 20 012 - 2017 Presentation; P ; and 4 c) 10.4 c) January 2013 3 Grapevine Gazette; Laws; And By-L 16 c) By-law No. 20 012-0034 - To T set tax ra atios and tax x rate reductiions for 2013 3; 16 d) By-law No. 2012-0035 2

Moved By y: Seconded d By:

Regular Me eeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Co ouncillor Dav vison De eputy Warde en Doyle

Page 1 of 16

Page 6 of 132

AgendaItem#6a)

BE IT RESOLVED THAT the Council of the County of Frontenac waive Section 11 of the Procedural By-law to amend the order of business to consider Motions #2 after item 3, Disclosure of Pecuniary Interest. CARRIED Council did not consent to removing the presentation by Mr. Loughheed and Mr. Black with respect to the County Strategic Plan. 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Councillor Clayton declared a pecuniary interest in the matter of the Deputation of Susan Andrew Allen as he sits on the Board of Directors of the Land O’Lakes Community Services. Motion 358-12 being Motion #2 was considered at this time.

(Please refer to page 12) 4.

DEPUTATIONS AND/OR PRESENTATIONS

Councillor Clayton removed himself •

Susan Andrew Allen, Land O’Lakes Community Services Re: Land O’Lakes Community Services Overview

Motion #: 359-12

Moved By: Seconded By:

Councillor McDougall Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Susan Andrew Allen of Land O’Lakes Community Services providing an overview of the work completed by the Land O’Lakes Community Services in 2012. CARRIED Ms. Andrew Allen and Ms. Muston provided County Council with an overview of the PowerPoint presentation, a copy of which was attached to the agenda. She advised that the Land O’Lakes Community Services is requesting $5,000 from County Council to assist with its operating expenses, which represents $0.20 per resident of Land O’Lakes. She stressed that any funding granted through County Council would go towards program administration and not towards administrative salaries. Councillor Clayton returned •

Michael Enright, Alex Zeller and Rory Baksh, Dillon Consulting Re: The County of Frontenac Natural Heritage Study

Motion #: 360-12

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Michael Enright, Alex Zeller and Rory Baksh of Dillon Consulting, regarding the County of Frontenac Natural Heritage Study. CARRIED Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 2 of 16

Page 7 of 132

AgendaItem#6a)

A PowerPoint presentation was provided by Mr. Enright, Mr. Zeller and Mr. Baksh of Dillon Consulting, a copy of which was attached to the agenda. Warden Gutowski recessed the meeting at 10:03 a.m. Warden Gutowski re-convened the meeting at 10:21 a.m. •

Francis Loughheed and Allen Black, Delta Partners Inc. Re: Corporate Strategic Plan 2012 - 2017

Mr. Loughheed and Mr. Black provided County Council with a PowerPoint presentation which overviews the County’s Strategic Plan, a copy of which is attached to the agenda. Motion #: 361-12

Moved by: Seconded by:

Councillor McDougall Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Francis Loughheed and Allen Black of Delta Partners Inc., regarding the Corporate Strategic Plan 2012 - 2017. LOST (3:6) (See Recorded Vote) A Recorded Vote was requested by Deputy Warden Doyle YEAS:

Warden Gutowski, Councillor Inglis, Councillor Purdon (3)

NAYS:

Councillor Davison (count 2), Councillor Clayton, Deputy Warden Doyle, Councillor McDougall, Councillor Jones (6)

CLOSED MEETING

Motion #: 362a-12

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac enter into a closed meeting as authorized under Section 239 (2) (c) of the Municipal Act to consider: A proposed or pending acquisition or disposition of land by the municipality or local board. CARRIED Motion #: 362b-12

Moved By: Seconded By:

Councillor McDougall Councillor Clayton

BE IT RESOLVED THAT the Council of the County of Frontenac rise from the closed meeting; AND FURTHER THAT the direction provided within the closed meeting be confirmed. CARRIED 6.

ADOPTION OF MINUTES Adoption of Regular Meeting Minutes

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 3 of 16

Page 8 of 132

AgendaItem#6a)

a) November 21, 2012 County Council Meeting Minutes b) November 28, 29, 2012 Council Strategic Planning Meeting Minutes c) December 11, 2012 County Council Meeting Minutes Motion #: 363-12

Moved By: Seconded By:

Councillor McDougall Councillor Purdon

RESOLVED THAT the minutes of the following meetings of County Council be adopted: a) November 21, 2012 Regular Meeting of Council b) November 28, 29, 2012 Council Strategic Planning Meeting Minutes c) December 11, 2012 Special Meeting of Council CARRIED AS AMENDED 7.

BUSINESS ARISING FROM THE MINUTES

• • •

COMMUNICATIONS FOR INFORMATION a) December 19, 2012 Communications for Information Report b) Kingston Frontenac Public Library Meeting Minutes - October 24, 2012 c) Frontenac County Bytes - November Edition

Motion #: 364-12

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the items listed in the Communications of Interest to County Council report dated December 19, 2012 be received as circulated and filed for information purposes, including; a) Kingston Frontenac Public Library meeting minutes dated October 24, 2012 b) Frontenac County Bytes - November Edition. CARRIED 9.

COMMUNICATIONS FOR ACTION

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER Administrative Services Administration a) Council Strategic Plan 2012-2017

Motion #: 365-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Council Strategic Plan 2012 – 2017 report;

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 4 of 16

Page 9 of 132

AgendaItem#6a)

AND FURTHER THAT Council of the County of Frontenac receive and adopt the Corporation of the County of Frontenac Corporate Strategic Plan 2012-2017 prepared by Delta Partners Inc. attached as Exhibit ‘A’ to this report; AND FINALLY THAT Council of the County of Frontenac direct staff to proceed with the implementation of the Priority Strategic Directions Action Plan as noted in the report. LOST (1:8) (See Recorded Vote) A Recorded Vote was requested by Deputy Warden Doyle YEAS:

Warden Gutowski (1)

NAYS:

Councillor Davison (count 2), Councillor Clayton, Deputy Warden Doyle, Councillor McDougall, Councillor Inglis, Councillor Jones, Councillor Purdon (8) b) 2012-2013 Annual Accessibility Plan

Motion #: 366-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – 2012/2013 Annual Accessibility Plan Adoption report; AND FURTHER THAT Council adopt the 2012/2013 Annual Accessibility Plan attached as Exhibit ‘A’ to this report. CARRIED c) Joint Multi-Year Accessibility Plan Motion #: 367-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Joint Multi-Year Accessibility Plan Adoption report; AND FURTHER THAT Council adopt the Joint Multi-Year Accessibility Plan 2013-2017 attached as Exhibit ‘A” to this report. CARRIED Sustainability a) Municipal Housing Strategy – Housing Charter and Communications Plan Motion #: 368-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Municipal Housing Strategy – Housing Charter and Communications Plan report;

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 5 of 16

Page 10 of 132

AgendaItem#6a)

AND FURTHER THAT County Council adopt the draft Housing Charter and Communications Plan (as revised) for the City of Kingston/ Frontenac County Municipal Housing Strategy as contained in the County report; AND FURTHER THAT County Council formally endorse the recommendations from the Municipal Housing Strategy that directly impact the Frontenacs; AND FURTHER THAT the County formally advise the Council of the City of Kingston and its Housing and Homelessness Advisory Committee of Council’s endorsement. CARRIED (With agreed to amendments) It was agreed that the word “endorse” in the second clause be amended to “adopt”. b) Natural Heritage Study Motion #: 369-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT Council of the County of Frontenac receive the Sustainability – Natural Heritage Study report for information; AND FURTHER THAT Council of the County of Frontenac receive the County of Frontenac Natural Heritage Study Report prepared by Dillon Consulting; AND FINALLY THAT Council of the County of Frontenac direct staff to consider the mapping and policy recommendations from the Natural Heritage Study as part of the first draft of the County Official Plan. CARRIED c) County Official Plan - Phase One Public Consultation Summary Motion #: 370-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Official Plan Phase One Public Consultation Summary report for information purposes. CARRIED d) Official Plan Project Update 2012 #06 Motion #: 371-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Official Plan Project Update 2012 #06 report for information purposes. CARRIED

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 6 of 16

Page 11 of 132

AgendaItem#6a)

e) Algonquin Land Claim – Draft Agreement in Principle Motion #: 372-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Algonquin Land Claim Draft Agreement in Principle report for information purposes. CARRIED Human Resources a) Non-Union Salary Adjustment Policy (Deferred from September 19th Council meeting). Motion #: 373a-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT the Council of the County of Frontenac receive this Human Resources – Revised Non-Union Salary Adjustment report; AND FURTHER THAT Council authorize the implementation of the Non-Union Salary Adjustment Policy that directs:

  1. Annual adjustments to non-union rates will be set in accordance with the annual Ontario Consumer Price Index for October of each year.
  2. Should the Index fall below two (2) percent, a review of the average increases of the four (4) Frontenac Townships and the Eastern Ontario geographical region will be brought forward for Council’s direction.
  3. Should the Index exceed three (3) percent, Council direction shall be sought prior to any adjustments being made.
  4. All adjustments will be effective January 1st of each year. REFERRED TO FINANCE COMMITTEE (See motion to Refer) Motion #: 373b-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Inglis

BE IT RESOLVED THAT Human Resources Report Non-Union Salary Adjustment Policy be referred to the Finance Committee. CARRIED b) Organizational Study Options Motion #: 374a-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

THAT Council of the County of Frontenac receive this Human Resources –Organizational Study Options report; Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 7 of 16

Page 12 of 132

AgendaItem#6a)

AND FURTHER that Council of the County of Frontenac authorize the CAO to engage the services of a consultant to complete the appropriate Organizational Study by April 30, 2013; AND FURTHER that Council of the County of Frontenac authorize this expenditure of these funds through the Frontenac Working Fund Reserve; AND FINALLY that Council of the County of Frontenac includes this expense in the 2013 budget. REFERRED TO FINANCE COMMITTEE (See motion to Refer) Motion #: 374b-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

BE IT RESOLVED THAT Human Resources Report Organizational Study Options be referred to the Finance Committee. CARRIED Financial Services a) Amendments to the County Procurement Policy Motion #: 375a-12

Moved By: Seconded By:

Councillor Jones Deputy Warden Doyle

RESOLVED THAT the Council for the County of Frontenac receive the Financial Services – Amendments to County Procurement Policy report; AND FURTHER RESOLVED THAT the Council for the County of Frontenac adopt By-law No. 2012-0033, being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac. DEFERRED TO THE JANUARY 16, 2013 COUNTY COUNCIL MEETING (See motion to Defer) Motion #: 375b-12

Moved By: Seconded By:

Councillor Clayton Deputy Warden Doyle

BE IT RESOLVED THAT Financial Services Report Amendments to the County Procurement Policy be deferred to the January meeting to be presented in an easy to read format that identifies any proposed changes. CARRIED It was suggested that Councillors read through the document and submit their comments to the Treasurer. b) 2013 Tax Ratios and Tax Rate Reductions Motion #: 376-12

Moved By: Seconded By:

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Councillor Jones Deputy Warden Doyle Page 8 of 16

Page 13 of 132

AgendaItem#6a)

RESOLVED THAT Council of the County of Frontenac accept this Financial Services – 2013 Tax Ratios and Tax Rate Reductions report; AND FURTHER THAT Council consider a by-law, introduced later in the meeting, to re-confirm for 2013 the tax ratios and tax rate reductions currently in place. CARRIED c) 2012 Year-End Transfer of Excess Funds into Reserve Motion #: 377-12

Moved By: Seconded By:

Councillor Inglis Councillor Clayton

RESOLVED THAT Council of the County of Frontenac receive this Financial Services – 2012 Year-End Transfer of Excess Funds into Reserve report; AND FURTHER, Council direct that a by-law be introduced later in the meeting to authorize the transfer of any surplus/deficit funds at the end of 2012 to the Reserve for Working Funds. CARRIED d) Interim Approval of 2013 Expenditures Motion #: 378-12

Moved By: Seconded By:

Councillor Inglis Councillor Clayton

RESOLVED THAT Council of the County of Frontenac receive the Financial Services – Interim Approval of 2013 Expenditures report; AND FURTHER, Council direct the Treasurer to continue to pay 2013 accounts and payroll in accordance with amounts approved for the 2012 budget until such time as the 2013 budget has been adopted. CARRIED Emergency and Transportation Services a) Emergency and Transportation Services – Hardware Replacement for Electronic Ambulance Call Report (eACR) Software Motion #: 379-12

Moved By: Seconded By:

Councillor Inglis Councillor Clayton

RESOLVED THAT the Council of the County of Frontenac receive the Emergency and Transportation Services – Hardware Replacement for Electronic Ambulance Call Report (eACR) Software report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the expenditure of Land Ambulance Equipment Reserve Funds for the capital replacement of ten (10) Panasonic CF19 Tablets for the eACR Software prior to the 2013 County of Frontenac budget approval. CARRIED Fairmount Home Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 9 of 16

Page 14 of 132

AgendaItem#6a)

a) 2012 3rd Quarter Consolidated Statistical Report Motion #: 380-12

Moved By: Seconded By:

Councillor Inglis Councillor Clayton

That Council of the County of Frontenac receive the Fairmount Home – 2012 3rd Quarter Consolidated Statistical Report for information only. CARRIED b) December Grapevine Gazette c) January 2013 Grapevine Gazette Motion #: 381-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive the December 2012 and the January 2013 edition of the Fairmount Grapevine Gazette for information. CARRIED 11.

ACCOUNTS

Motion #: 382-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of November 13 – December 10, 2012: • Payroll dated between October 29, to December 2, 2012 in the amount of $953,868.87 and Cheque Listing in the amount of $792,831.01. CARRIED 12.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN

Motion #: 383-12

Moved By: Seconded By:

Councillor Clayton Councillor Jones

BE IT RESOLVED that the Council of the County of Frontenac, immediately following the last general election, passed a By-law appointing Mayor Davison as the Warden for the term of County Council. It has been a long standing tradition and past practice at the County that each Warden has annually resigned and a new Warden was appointed each year. Mayor Davison resigned as the Warden after the first year and a new By-law was passed appointing Mayor Gutowski as the Warden for the term of Council. However, unlike her predecessors, Mayor Gutowski is not prepared to resign after the first year of her term, even though she has agreed to and honoured this practice in the past. With County Council appointing a Warden to a fixed term, County Council does not have the power to revoke that appointment; AND THAT, County Council (with the exception of Warden Gutowski) does not agree with and/or does not support the Warden’s decision and Council requests this be documented in Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 10 of 16

Page 15 of 132

AgendaItem#6a)

Council Minutes through this proposed Motion to County Council at its regular meeting on December 19, 2012; AND THAT, the County Council instruct the County Chief Administrative Officer (CAO) to prepare and bring back a By-law for consideration in January 2013, changing the term of the Warden to one year only, effective immediately after the next general municipal election; and the County Procedure By-law shall be amended to state the term of office of the Warden and Deputy Warden shall be one year. CARRIED (7:2) (See Recorded Vote) A Recorded Vote was requested by Councillor Davison

YEAS:

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

NAYS:

Warden Gutowski, Councillor Purdon (2)

The below motion was considered after item 3, Disclosure of Pecuniary Interest Given that no member of County Council was willing to assume the Chair, Warden Gutowski remained in the Chair with no objection being expressed by County Council. Motion #: 358-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

BE IT RESOLVED that the Council of the County of Frontenac, has lost confidence in the Warden‘s ability to lead for a number of reasons, a few examples are: At the November 21st council meeting while others asked, and were approved, to attend the FCM conference in London starting February 12th, no mention of the Warden’s intent to attend was made, now we learn that not only is she attending but is a speaker. The duplicity of signing up for this conference is particularly troublesome given the expectation is that the rest of us have to get Council approval for such travel. Clause 25.3 c of the Procedural By-law makes it clear that the Warden is not eligible to be Vice-chair of a standing committee, and in September Warden Gutowski accepted the Vice-chair position of the GETF standing committee, and has held that position since that time; Clause 3.2 of the Procedural By-law makes it clear that regular Council meetings will be held on the third Wednesday of each month unless otherwise directed by a resolution of Council, and on more than one occasion Warden Gutowski canceled meetings without a resolution of Council. When Councillor Gutowski ran for Warden in December 2011 the understanding of all other Councillor’s was that this was for a one year term, and she made no reference to wanting to stay beyond that one year prior to the vote, now we all feel deceived that she is using clause 5.1 of the Procedural By-law to try to justify staying in the seat for two more years. Warden Gutowski has shown a habit of picking and choosing which clauses of our procedural By-law she is going to follow, or to interpret for her own personal reasons and not follow tradition of past Wardens. At a strategic planning meeting on November 28 and 29, 2012 there was general agreement by Council that there is a need for team work, respect and cooperation and by not following the long standing tradition of stepping down from the Warden’s position, after one year, she has affirmed her duplicity and deception, and shown disrespect for Council and made a farce out of the strategic planning exercise. THEREFORE, a vote of non-confidence is being called

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Page 11 of 16

Page 16 of 132

AgendaItem#6a)

AND FURTHER MORE, Warden Gutowski is being asked by Frontenac County Council to immediately resign from the Warden’s position CARRIED (7:2) (See Recorded Vote) A Recorded Vote was requested by Councillor Davison

YEAS:

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

NAYS:

Warden Gutowski, Councillor Purdon (2)

GIVING NOTICE OF MOTION

OTHER BUSINESS External Boards and Committees Kingston Frontenac Library Board Update - Councillor Purdon KFL&A Public Health Board Update - Councillor Clayton RULAC, LSR and Other Updates Algonquin Land Claim Update - Councillor Inglis

Given that it is the role of the Algonquin Land Claim Office to put out all communications on this matter, staff was directed to contact the office to inquire on its communications plan. Frontenac County Youth Justice Advisory Committee Update - Councillor Davison Housing & Homelessness Committee Update - Councillor McDougall Councillor McDougall noted the last Housing and Homelessness Committee meeting during which an inventory of properties in both the City of Kingston and Frontenac County for affordable housing was presented. The only property that was being recommended in the County of Frontenac is located in Sydenham. Rideau Corridor Landscape Steering Committee Update - Councillor Jones Councillor Jones noted the December meeting was cancelled and the final document should be ready for the January meeting for endorsement by the Committee. Advisory Committees of County Council Sustainability Advisory Committee - Nil Green Energy Task Force - Nil Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

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AgendaItem#6a)

150th Anniversary Planning Advisory Committee Meeting Minutes - December 12, 2012 Motion #: 384-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Clayton

RESOLVED THAT the Council of the County of Frontenac receive the 150th Anniversary Planning Advisory Committee of the County of Frontenac meeting minutes dated December 12, 2012. CARRIED It was noted that Committees of Council must also follow the County’s Procedure By-law which does not permit telephone conferencing. Trails Advisory Committee Meeting Minutes - December 7, 2012 Motion #: 385-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive the Trails Advisory Committee meeting minutes dated December 7, 2012. CARRIED Trails Advisory Committee Report Motion #: 386-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

THAT Council of the County of Frontenac approve the Trails Advisory Committee’s 2013 Work Plan. CARRIED Motion #: 387-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

THAT Council authorize Mr. Eberhardt to investigate the possibility of the Ontario Federation of Snowmobile Clubs designating the K&P Trail from Verona to Harrowsmith as a feeder trail to the Trans Ontario Provincial (TOP) Trails. CARRIED Accessibility Advisory Committee Motion #: 388-12

Moved By: Seconded By:

Councillor Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac accept the Frontenac Accessibility Advisory Committee meeting minutes dated November 26, 2012. CARRIED Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

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AgendaItem#6a)

Other Updates Election of Deputy Warden The Warden requested the Clerk to assume responsibility for conducting the election. Motion #: 389a-12

Moved By: Seconded By:

Councillor McDougall Councillor Clayton

RESOLVED THAT nominations for the office of Deputy Warden be accepted by the Clerk and, in the event more than one individual is nominated, County Council proceed to take the vote for Deputy Warden by secret ballot as per the Municipal Act; and FURTHER BE IT RESOLVED THAT in the event more than two candidates are nominated, if none receives a clear majority, the one receiving the lowest number of votes automatically retires before the next vote is taken; and FURTHER BE IT RESOLVED THAT, in the event there is an equality of votes for the individuals receiving the lowest number of votes, the Council shall determine which individual remains on the next ballot by taking a vote by secret ballot involving those individuals with the equality of votes, it being understood that the individual with the lowest number of votes automatically retires before the next vote is taken, and further in the event that ballot results in a further equality of votes, the individual to remain on the next ballot shall be determined by placing the names of the candidates on equal sized pieces of paper in a box and requesting a person chosen by the Clerk to draw the name of the individual to remain on the next ballot from the box; and FURTHER BE IT RESOLVED THAT in the event of an equality of votes for the office of Deputy Warden, the successful candidate shall be determined by the Clerk placing the names of the candidates on equal sized pieces of paper in a box and one name being drawn by a person chosen by the Clerk. CARRIED Motion #: 389b-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT Councillor Clayton be hereby nominated for the position of Deputy Warden for the term of Council. CARRIED Motion #: 389c-12

Moved By: Seconded By:

Councillor Davison Councillor Jones

RESOLVED THAT Councillor Doyle be hereby nominated for the position of Deputy Warden for the term of Council. CARRIED Councillor Clayton accepted the nomination. Deputy Warden Doyle declined the nomination. Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

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AgendaItem#6a)

Motion #: 390-12

Moved By: Seconded By:

Councillor McDougall Councillor Clayton

RESOLVED THAT nominations for Deputy Warden of the County of Frontenac are hereby closed. CARRIED Motion #: 391-12

Moved By: Seconded By:

Deputy Warden Doyle Councillor McDougall

RESOLVED THAT Councillor Clayton be and is hereby appointed as the Deputy Warden for the County of Frontenac for the term of Council; AND FURTHER BE IT RESOLVED THAT the Clerk be instructed to bring forward a by-law later in the meeting to confirm the appointment of Deputy Warden. CARRIED 15.

PUBLIC QUESTION PERIOD

A question was asked by a member of the public as to why Warden Gutowski has chosen to stay on as Warden given the vote of non-confidence by Council. Warden Gutowski advised that she feels this is a mature Council that will continue to look after the interests of the ratepayers. Warden Gutowski formally responded to the earlier motion calling for her resignation by confirming that she will not be resigning from the Warden’s Chair at this time. 16.

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW a) By-Law No. 2012-0032 - To Appoint the Deputy Warden b) By-law No. 2012-0034 - To Set Tax Ratios and Tax Rate Reductions for 2013 c) By-law No. 2012-0035 - To Authorize Transfer of any Surplus or Deficit from 2012 Budget to Reserve for Working Funds d) By-Law No. 2012-0036 - Confirmation of Proceedings

Motion #: 392-12

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT leave be given the mover to introduce the following by-laws that have been circulated to all members of County Council and that these by-laws be read a first and second time: • By-Law No. 2012-0032 - To Appoint the Deputy Warden; • By-Law No. 2012-0033 - To set tax ratios and tax rate reductions for the taxation year 2013; • By-Law No. 2012-0034 - To Authorize the transfer of any surplus or deficit from the 2012 budget to the Reserve for Working Funds • By-Law No. 2012-0035 - Confirmation of Proceedings. CARRIED Motion #: 393-12

Moved By: Seconded By:

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

Councillor McDougall Councillor Davison Page 15 of 16

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AgendaItem#6a)

RESOLVED THAT the following by-laws be read a third time, signed, sealed and finally passed: • By-Law No. 2012-0032 - To Appoint the Deputy Warden; • By-Law No. 2012-0033 - To set tax ratios and tax rate reductions for the taxation year 2013; • By-Law No. 2012-0034 - To Authorize the transfer of any surplus or deficit from the 2012 budget to the Reserve for Working Funds • By-Law No. 2012-0035 - Confirmation of Proceedings. CARRIED 17.

ADJOURNMENT •

Confirmation of time, date and location for upcoming County Council Meetings:

The next regular meeting of County Council is scheduled for Wednesday, January 16, 2013. There will be 2 budget meetings of County Council scheduled for Wednesday, January 16 after the regular meeting and on Thursday, January 17 at 9:00 a.m. Motion #: 394-12

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the meeting hereby adjourn at 12:07 p.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

Regular Meeting of Council Minutes December 19, 2012

December 19, 2012 Regular Meeting Minutes

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AgendaItem#8a)

Report 2013-002 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

January 3, 2012

Date of Meeting:

January 16, 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 Transport, Infrastructure and Communities and Minister of the Economic Development Agency of Canada for the Regions of Quebec, December 21, 2012 - The development of the next long-term plan for public infrastructure, which will extend beyond the expiry of the Building Canada plan in 2014, has engaged provinces, territories, municipalities and stakeholders to shape its development. More information on the engagement process is available at www.infrastructure.gc.ca/plan/plan-eng.html Input can be send to plan@infc.gc.ca
  2. Ministry of Citizenship and Immigration, December 19, 2012 - Nominations for the Ontario Medal for Young Volunteers are being accepted by the Ontario Honours and

Administrative Report Administrative Services - Communications of Interest to Council January 16, 2013

2013-002 Communications of Interest to

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AgendaItem#8a)

Awards Secretariat. The Ontario Medal for Young Volunteers is presented by the Lieutenant Governor to exceptional young volunteers, between the ages of 15 and 24. Deadline for nominations is January 31, 2013. www.ontario.ca/honourandawards Other Correspondence:

  1. South East LHIN, January 4, 2013 – Notice – The South East Local Health Integration Network has provided notice of its intent to enter into a service accountability agreement (L-SAA) with the County on or before March 31, 2013, to take effect April 1, 2013.
  2. Municipal Advisory Committee, Algonquin Land Claim, December 21, 2012 – The Committee is seeking confirmation of the County’s appointment to Municipal Advisory Committee. The County’s appointee is Councillor John Inglis who has been appointed for the term of council. More information is available www.aboriginalaffairs.gov.on.ca AMO Member Communications:
  3. News Releases: • New AODA Accessibility Standards Design of Public Spaces in the Built Environment (December 20, 2012) • Towards Full Cost Recovery for Water and Wastewater AMO receives report Towards Full Cost Recovery: Best Practices in Cost Recovery for Municipal Water and Wastewater Services (December 20, 2012) • New Child Care Funding Framework and Formula The Ministry of Education provided information to Consolidated Municipal Service Managers and District Social Services Administration Boards about Ontario’s new funding formula and funding framework for child care, which will take effect in 2013 (December 19, 2012) • Additional Funding for Municipal Infrastructure The Ontario Ministry of Infrastructure announced increased funding for the Municipal Infrastructure Strategy to $90 million (December 18, 2012) • Provincial Auditor’s 2012 Report Key municipal interest in OPP recommendations (December 14, 2012)
  4. AMO Breaking News & Policy News: NIL
  5. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • December 13, 20, 2012 • January 3, 2013 FCM Communications:
  6. News Releases: • Statement by FCM President on Federal Government’s changes to Canada’s Marijuana for Medical Purposes Regulations (December 16, 2012) • Local governments stand together to support their role in development cooperation (December 6, 2012)
  7. PCP News: Administrative Report Administrative Services - Communications of Interest to Council January 16, 2013

2013-002 Communications of Interest to

Page 2 of 3

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AgendaItem#8a)

• 2013 Bioeconomy Mission to Finland – Registration now open (December 18, 2012) • December Greenhouse Gas Reduction Initiative of the Month online (December 12, 2012) B

Eastern Ontario Wardens’ Caucus (EOWC) Meeting Minutes/News Releases: • More Eastern Ontario Residents and Businesses One Step Closer to Improved High Speed Internet Access (December 7, 2012) http://www.eowc.org/en/mediareleases/2012.asp

C

Agency/Board Minutes:

  1. Kingston Frontenac Public Library Board Minutes • Minutes of November 28, 2012

D

The following items of correspondence require action: NIL

E

County of Frontenac Outgoing Communications:

  1. News Releases • December 27, 2012 Helping Hand

Neighbours Lend Frontenac Paramedic Services a

  1. E-Newsletters December edition of Frontenac County Bytes (attached)

Administrative Report Administrative Services - Communications of Interest to Council January 16, 2013

2013-002 Communications of Interest to

Page 3 of 3

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AgendaItem#8b)

MINUTES Regular Meeting #2012-09 Kingston Frontenac Public Library Board November 28, 2012 - 4:00 PM Delahaye Room, Central Library

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

  1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:00 PM.
  2. ADOPTION OF THE AGENDA The agenda was accepted as distributed with the addition of 13. Kudos to staff member.
  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 #2012-08 held October 24, 2012

2012-48 KENNY – GATFIELD That the minutes of Regular Meeting #2012-08 of the Kingston Frontenac Public Library Board held October 24, 2012 be approved as circulated. CARRIED CONSENT AGENDA 5. INFORMATION ITEMS 5.1 Correspondence / Information Received and Sent 5.1.1 From the Ministry of Tourism, Culture and Sport, a letter dated October 26, 2012 informing us that our Public Library Grant for the 2012-13 fiscal year of $287,316, which includes a library pay equity grant, has been approved. 5.1.2 From the Federation of Ontario Public Libraries (FOPL) a letter dated November 1, 2012, highlighting the Federation’s accomplishments over the last year and enclosing an invoice for our 2013 Membership fee. 5.1.3 From the Chair of the Ontario Genealogical Society, Kingston Branch, a letter dated November 16, 2012 enclosing an additional donation of $1000. The Chair asked that we pass on to staff the Society’s appreciation for their continuing cooperation, helpfulness and patience. Responded with a letter of appreciation for their generosity, dated November 19, 2012.

a) Kingston Public Library Board Minutes - November 28,

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AgendaItem#8b)

Minutes of Regular Meeting #2012-09 held November 28, 2012 Kingston Frontenac Public Library Board

Page 2

  1. MONITORING REPORTS 6.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) 6.2 Staff Relations (attached) 6.3 Staff Compensation and Benefits (attached)
  2. Motion to Accept Consent Agenda 2012-49 GATFIELD – NEILL To accept the Consent Agenda, thereby accepting the materials on the consent agenda. CARRIED ACTION AGENDA
  3. Business Arising from the Minutes Ms. Enright reported that the 2013 budget as presented to the board last month was approved by City Council on November 27, 2012. The addition of Thursday hours at Calvin Park was presented as a wish list to City Council, however it was not approved. The total increase in next year’s budget will be 1.87%.
  4. Action Items 9.1 Performance Review of the Chief Librarian / Chief Executive Officer The evaluation forms have been distributed. The results of the evaluation will be discussed at the December 12 board meeting. 9.2 Art Committee Policy and Guidelines (reports attached) As suggested, the last bullet in the Guidelines under Terms of Reference will be added to the policy under Specific Directives so that it is stated in both places. 2012-50 KENNY – COUSINEAU That the KFPL Board adopt the changes recommended by the Art Exhibition Committee to the Guidelines, and the amendment to the policy. CARRIED 9.3 Renewal of the Café Agreement (reports attached) Board members expressed their appreciation for the service that is provided and were in support of the opportunities that VOCEC (Voices, Opportunities and Choices Employment Club) provides. 2012-51 COUSINEAU – STEWART
  5. That the lease agreement between KFPL and VOCEC be renewed to December 31, 2015.
  6. That the revenue sharing clause be waived for as long as VOCEC is the lessee.
  7. That the Café area at Central be leased to VOCEC for $4,000 per year. CARRIED

a) Kingston Public Library Board Minutes - November 28,

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AgendaItem#8b)

Minutes of Regular Meeting #2012-09 held November 28, 2012 Kingston Frontenac Public Library Board

Page 3

ITEMS FOR DISCUSSION / EXPLORATION 10. E-Books Ms. Love spoke about e-books and about some of the challenges that libraries are facing. Circulation has surged at times such as Christmas and then levelled off. Some publishers are not selling to libraries at all, and some make it so expensive to buy e-books that it’s prohibitive. The third party that many libraries use for e-books is not user-friendly and makes it difficult for the public to download books. There is also a long waiting list for e-book best sellers. Libraries in North America are looking at better ways to serve people including ways to provide e-books to the public through their own interfaces. There are also plans for a Canadian pilot project to begin early in the new year for libraries and publishers to work together on midlist and backlist titles in e-book format. Several board members commented positively on the opportunity to hold Generative discussion at a regular board meeting. OTHER BUSINESS 11. Holiday Get Together Ms. Glenn will send an email to confirm the location of the get-together which will take place right after the December board meeting. 12. Kingston Frontenacs Corporate Box - Friday, January 11, 2013 Members of the library board and members of the FOL (Friends of the Library) executive, as volunteers, have been offered a seat in the Corporate Box to attend a Kingston Frontenacs hockey game. There are 11 seats in total and anyone interested is to contact Ms. Glenn. The library will be partnering with the FOL and the Kingston Frontenacs again in 2013. The game is scheduled for February 10. More details will follow. 13. Kudos to Staff Member Councillor Neill wanted to express his appreciation to Laura Carter for going above and beyond to help out after hours. There had been some miscommunication with the security firm which was hired to open and close Calvin Park after hours for a community meeting. It happened that Ms. Carter was driving by when she noticed the crowd outside Calvin Park and stopped to open the branch and go through the opening procedures so that the meeting could take place. Booklets Global Talent Local Business from KIP (Kingston Immigration Partnership) featuring an article about our Network Administrator, Edwin Berbesi were distributed. 14. NEXT MEETING DATE AND ADJOURNMENT The next regular Board Meeting will be held at 5:00 PM, Wednesday, December 12, 2012, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 5:10 PM.

Claudette Richardson, Chair

a) Kingston Public Library Board Minutes - November 28,

Mary Glenn, Recording Secretary

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AgendaItem#8c) December Newsletter

Page 1 of 1

Frontenac County Bytes Keeping you updated on Frontenac County’s 987,581 acres. December 2012 - Issue XII

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

Kingston-Frontenac Homelessness Plan: Public Meeting January 15th Please plan to attend a public meeting on January 15th when Frontenac County will seek public input to help develop a 10-year plan to address homelessness in the Frontenacs and the City of Kingston.

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

This public meeting will be key in providing a rural perspective in the research being done in preparation for the Homelessness Plan. Insights, information, and experiences from the public are very important during the process of putting the plan together.

Winter Events at the Sharbot Lake Farmers Market

Southern Frontenac Community Services will host the meeting at the Grace Centre, 4295 Stagecoach Road in Sydenham. Please join us January 15th from 2:00 p.m. to 4:00 p.m.

Indoor Market: 1st & 3rd Saturdays January - April 2 workshops each month! Jan 5: Winter Seed Sowing Jan 19: Cheese Making Feb 2: Gardening in Droughts Feb 16: Heritage Fest! Mar 2: Growing Organic Mar 16: Home Composting Apr 6: Raising Poultry Apr 20: Using Herbal Vinegars Regular Market starts May 18

Mayor of North Frontenac Township becomes Deputy Warden At its regular meeting on Wednesday, December 19th County Council welcomed the Mayor of North Frontenac Township, County Councillor Bud Clayton to the position of Deputy Warden. Councillor Clayton was nominated by the previous Deputy Warden, Councillor Denis Doyle who gave notice of his resignation at this meeting.

Sustainable Actions 2012 is now available online Sustainable Actions 2012, Frontenac County’s annual update to the 2009 Integrated Community Sustainability Plan, Directions for Our Future is now available at www.directionsforourfuture.ca. Thank you to everyone who provided input. Over the course of 2013, the County will focus on formalizing and recognizing community partners who contribute to the sustainability of our area. If you or someone you know is doing work to make the Frontenacs a better place to call home, please contact Alison Vandervelde, Communications Officer at 613-548-9400 ext 305 or avandervelde@frontenaccounty.ca.

Information Released on the Algonquin Land Claim The Algonquins of Ontario, the Government of Ontario, and the Government of Canada have released a Preliminary Draft Comprehensive Land Claim Agreement-in-Principle (AIP). The Draft AIP sets out the main elements of a potential settlement which is still a number of years away. Click here to visit the Ministry’s website and get more information. Public information meetings will be held in 2013. Please check back to this website for meeting details.

County staff share the spirit of the season On December 1st, Frontenac Paramedic Services and OPSEU Local 462 partnered to fill an ambulance with toys for the Fly FM Toy Drive. Following the success of that event, on December 15th the Kingston Frontenac Paramedic Association and Frontenac Paramedic Services filled an ambulance with 2,400 lbs of food and collected $1,395 for the Partners in Mission Food Bank. On December 18th, County staff donated $237 and 10 pairs of mittens to North Frontenac Community Services, which serves both Central and North Frontenac Townships.

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b) 2012 December Frontenac County Bytes

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AgendaItem# 101011011a)

Report 2013-001 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Input from:

Administrative and Financial Services Management and Supervisory Staff

Date prepared:

December 21, 2012

Date of meeting:

January 16, 2013

Re:

Administrative and Financial Services – 2012 4th Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative and Financial Services – 2012 4th Quarter Activity Update report for information only.

Background This report is presented to Council to provide an update on the various new and ongoing activities and special projects undertaken during October, November and December 2012.

Comment Ongoing Activities •

Council Meetings – supported by Administrative and Financial Services staff at all levels through contributions to the content and preparation of agendas Regular meetings: October 17, November 21 and December 19 Special meetings: November 28-29 and December 11

•

Council’s Advisory Committees (CAO, Deputy Clerk, Communications Officer and other staff, as needed) Sustainability: November 8 Trails: October 5 and December 7 150th Anniversary: October 31 and December 12, and a meeting of the Logo judging panel on November 19 Green Energy: November 7

Administrative Report Administrative and Financial Services – 2012 4th Quarter Activity Update January 16, 2013

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a) Accessibility:

October 26 and November 26 (the committee continues to seek 2 members – one from a North Frontenac and one from Frontenac Islands) Finance Committee: October 15 •

RULAC RULAC: Joint Management:

December 3 (hosted by the County) November 19 (hosted by the County)

•

Eastern Ontario Wardens’ Caucus Board: October 19 (hosted by Prince Edward) CAOs: October 18 (hosted by Prince Edward) and November 16 (hosted by Haliburton) Financial Sustainability Project (CAO and Treasurer): November 15 and December 20 (hosted by Frontenac)

•

Eastern Ontario Warden Caucus Treasurers (Treasurer and Deputy Treasurer) October 5th

•

Eastern Ontario Treasurers Association (Treasurer) December 7th

•

Eastern Ontario Regional Network Board (Councillor Davison and CAO): October 3 and 4, November 2 (hosted by Frontenac) Brainstorming Sessions (CAO): October 10 and Phase 2 November 2 (hosted by Frontenac) EORN Next Steps CAO Consultation: November 30 (hosted by Frontenac)

Conferences, Training and Seminars •

Frontenacs Staff (County and all Townships) Training Day October 30: CAO, Treasurer, Deputy Treasurer, Manager of Sustainability, Manager of Economic Sustainability, Communications Officer, Manager of Information Systems, Occupational Health Nurse, Labour Relations Specialist, Municipal Intern, Executive Assistant. Presentations made by several County staff (hosted by Frontenac)

•

SWITCH - FIT 2.0 Legal Seminar November 5: CAO and Municipal Intern(Kingston)

•

Hicks Morley Client Session November 20: CAO, Labour Relations Specialist (Kingston)

•

Cunningham Swan Fall Update November 20: Labour Relations Specialist (Kingston)

•

Connecting the Future: Rural Broadband Technology, Policy and Impact Conference December 3-4: Warden, Councillor Davison, CAO (Kingston)

•

14 staff members have successfully completed the Executive Diploma Municipal Management through the AMCTO program. The second co-hort of eight staff is currently completing the program.

•

Fred Dean’s Beyond the Basics Workshop October 24: Labour Relations Specialist, Executive Assistant (Quinte West)

•

Public Health Ontario Workshop, New CSA Standards November 8: Occupational Health Nurse

•

Conflict Resolution Training: All staff

Administrative Report Administrative and Financial Services – 2012 4th Quarter Activity Update January 16, 2013

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a) •

Influenza Annual Education session by KFLA Public Health October 18: Occupational Health Nurse

•

Mental Health Webinar and Mental Illness in the Workplace workshop October 19: Occupational Health Nurse

•

MISA Security Conference October 21-22: Manager of IS (Barrie)

•

Microsoft Windows 8 Seminar November 27: Information Systems team (Kingston)

•

CRCA & Queen’s University Workshop – A Study of the Lake Ontario – St. Lawrence River Coastline in the Cataraqui Region: Community Planner

•

Provincial Policy Statement Review Workshop October 16: Manager of Sustainability Planning

Community Planner and

Committee Activities KFL&A Children and Youth Services Steering Committee: Deputy Clerk

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a)

Planners Group meeting on November 9

Algonquin Land Claim: Councillor Inglis and CAO

Municipal Management Internship Program

•

Directions for Our Future Implementation: The CAO, Administrative Assistant and Communications Officer completed the drafting of Sustainable Actions 2012. With comments and approval from the Sustainability Advisory Committee, Council accepted the report at its November meeting. The document was printed and made public through the website, www.directionsforourfuture.ca before the end of 2012.

Deputy Clerk – Clerk’s Office

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a)

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a)

a) 2013-001 2012 4th Quarter Activity

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Occupational Health

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a)

Chaired EAP Committee Wellness Team hosted a Halloween Howl event, Tacky Holiday Attire contest and the Candygrams for the annual Mitten Tree which raised $237.00 for North Frontenac Community Services

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011a)

again, Frontenac County representatives should attend. A full Note to File has been created. Worked with the CAO and Executive Assistant to help plan and coordinate the annual Warden’s Reception. Joined the County Wellness Team in October and help plan and execute three successful initiatives. Facilitated the creation of a video on FPS by a Queen’s University student team. Coordinated the 150th Anniversary Logo Design Contest, judging and follow-up. Participated in two FCM Teleconferences on Sustainable Initiatives in Northern and Remote Communities and Long-Term Infrastructure Plan Distilled results of the Official Plan online survey. Have been working with Manager of Information Systems and Website Redevelopment Team to make progress on the redevelopment of www.frontenaccounty.ca. Sent out Weekly Wellness Tips to County and Township staff on behalf of the OHN Offered assistance and advice to all external meetings and events, to both external, internal and staff committees and groups; and for County projects and website issues Arranged, attended and helped County staff through several media interviews.

Representing the County • •

The CAO continues as a member of the United Way serving KFL&A Success By 6 Council of Partners The Manager of Economic Sustainability attended: • A Local Food Summit at Kemptville College on November 22 hosted by OMAFRA • Leeds and Grenville Economic Development Summit on November 30 • Regular meetings of Frontenac Community Futures Development Corporation in October and December as County liaison • Regular meetings of Land O Lakes Tourist Association in November and December as County representative on its board

Administrative Report Administrative and Financial Services – 2012 4th Quarter Activity Update January 16, 2013

a) 2013-001 2012 4th Quarter Activity

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AgendaItem# 101011011b)

Report 2013-004 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk

Date Prepared:

January 2, 2013

Date of Meeting:

January 16, 2013

Re:

Administrative Services – Review of Procedural By-law

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Procedural By-law Review report; AND FURTHER THAT Council authorize staff to hold a Public Meeting in April or May of 2013 regarding amendments to the County of Frontenac Procedural By-law with respect to amending the Term of Appointment for the Warden and Deputy Warden; AND FURTHER THAT staff bring forward a report to County Council in May for County Council review and adoption of any other amendments to By-law No. 2010-0028, being a by-law to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings.

Background At the December 19, 2012 regular meeting of Council, a resolution was passed by County Council instructing the Chief Administrative Officer (CAO) to prepare and bring back a By-law for consideration in January 2013, changing the term of office of the Warden and Deputy Warden to one year only, effective immediately, after the next general municipal election. At a special County Council meeting held December 11, 2012, County Council passed a resolution directing staff to bring forward amendments to the Procedure By-law for further consideration by Council at a special meeting called for that purpose.

Administrative Report Administrative Services – Procedural By-law Review January 16, 2013

b) 2013-004 Review of Procedural By-law

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AgendaItem# 101011011b) Comment Further to the resolution by County Council instructing staff to bring forward a By-law in January 2013, Section 218 (4) of the Municipal Act, 2001, as amended, permits an upper-tier municipality to change the term of office of an appointed head of council so long as the new term does not extend beyond the term of council; however, further to this, the Section 219 (1) requires that before passing a by-law described in section 218, the municipality shall give notice of its intention to pass the by-law and shall hold at least one public meeting to consider the matter. Given the requirements and timelines of a Public Meeting with respect to any amendments to the terms of Warden and Deputy Warden and to ensure public engagement, staff is suggesting that a Public Meeting be held in April or May of this year in order to provide sufficient time for public notice as well as provide members of the public and other interested parties sufficient notice in advance of the meeting. As well, these months take into account the limited number of staff available during the month of March and attempt to avoid foul-weather driving periods. Further to the resolution passed by County Council at its special meeting held December 11, 2012, staff is also seeking County Council consideration of bringing forward all amendments to the County Procedural By-law at one meeting which would include a full review of the By-law as well as comments and considerations received at the Public Meeting regarding amendments to the Term of Appointment of the Warden and Deputy Warden. Incorporating the review of the Procedural By-law into one special meeting will reduce staff time as well as reduce the number of meetings Councillors are required to attend, reducing the overall impact on the 2013 budget.

Sustainability Implications Holding Public Meetings and taking into account public comments will enhance the County’s capacity building and governance capabilities. As stated in Directions for Our Future, Government decision-making processes are clear, transparent, forward thinking and focused on the longer term. It further states that the public (including youth) is interested, informed, and meaningfully involved in local governance.

Financial Implications There are no financial implications directly associated with this report beyond incidental costs and advertising costs associated with holding public meetings.

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

Administrative Report Administrative Services – Procedural By-law Review January 16, 2013

b) 2013-004 Review of Procedural By-law

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AgendaItem# 101011011c)

Report 2013-017 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

David Millard Manager of Information Systems

Date prepared:

January 8, 2013

Date of meeting:

January 16, 2013

Re:

Information Services – Electronic Meeting Management System Update

Recommendation RESOLVED THAT County Council receive this Information Services – Electronic Meeting Management System Update report for information only.

Background In 2011, the County of Frontenac began using an electronic meeting management system provided by iCompass Technologies after Council authorized the acquisition and installation of the system. The meeting management system is comprised of three modules:

  1. File Pro – The FilePro module enables staff to quickly organize, store, search, print and publish key documents such as agendas, minutes, bylaws, reports, correspondence.
  2. Meeting Management – The Meeting Management module streamlines the creation, approval and distribution of agendas, minutes and actions.
  3. Action Tracking – provides for capture and tracking of staff reports, meeting decisions, correspondence, public records requests, contracts, resolutions, bylaws, and public requests for service.

Comment This system is one of our primary tools for meeting our legislative requirement under the Ontarians with Disabilities Act. All content is published in compliance with the web standards which provide the ability for people with disabilities, including visual and intellectual, to use software and have the agenda read allowed to them. All content is fully searchable. Security for closed meeting minutes is consistent with our privacy requirements. The system provides Administrative Report Information Services – Electronic Meeting Management System Update January 16, 2012

c) 2013-0017 Electronic Meeting

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AgendaItem# 101011011c) transparency as all public documents, including minutes, by-laws, agendas and reports are searchable and accessible. The County of Frontenac is one of a large number of municipalities and institutions currently utilizing the iCompass products. Others include the Cities of Victoria, Burnaby, Brockville and Orillia, the Towns of Whitby and Napanee, Queen’s University and York Regional School Board. In addition to Council’s use, the system is used by: •

•

All County Staff for internal meetings − Frontenac Paramedic Services − Frontenac-Howe Islander Ferry − Fairmount Home − All areas of Corporate Services All Advisory Committees − Accessibility Advisory Committee − Green Energy Task Force Advisory Committee − 150th Anniversary Planning Advisory Committee − Trails Advisory Committee − Sustainability Advisory Committee − Finance Committee

Although the system has provided cost saving opportunities by allowing the County to become paperless, issues have been expressed by some members of County Council. The ongoing roll out of the agenda notes function of the system as well as the expressed challenges of Councillors to work on a complex document like Council’s agenda which covers a number of reports on an agenda are the two main issues shared with staff. These issues have prompted one request to return to the delivery of paper copies of the agendas prior to meetings. Staff continues to work with iCompass Technologies to address and resolve these issues. As in previous years, the 2013 Draft Budget is being made available in hard copy and, in future, paper copies of multifaceted documents will be provided.

Sustainability Implications On average, 1,800 pages would be used to copy just the Council meeting agendas for each meeting. When the material that would need to be distributed to all other advisory committees and staff meetings is included, the paper load being avoided is very significant.

Financial Implications County Council allocated $40,000 in the 2011 budget for the Electronic Meeting Management System. The system cost was just under $20,000 ($17,599 plus HST), leaving $20,000 which covers the 2012 and 2013 support costs. This cost is mitigated by the savings on staff time of 1-1.5 hours per Council agenda of Administrative time for photocopying, the additional time required to compile and deliver agenda packages, and an additional 2-3 hours per Council agenda of Information Services time for postings to the County website. All of the other external and internal meetings place similar demands on administrative, equipment and material resources. Although the final figure has yet to be determined, the cost savings achieved through using this system are significant.

Organizations, Departments and Individuals Consulted and/or Affected Administrative Report Information Services – Electronic Meeting Management System Update January 16, 2012

c) 2013-0017 Electronic Meeting

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AgendaItem# 101011011c) Jannette Amini, Deputy Clerk iCompass Technologies

Administrative Report Information Services – Electronic Meeting Management System Update January 16, 2012

c) 2013-0017 Electronic Meeting

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AgendaItem# 101011012a)

Report 2013-011 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Joe Gallivan Manager of Sustainability Planning

Date prepared:

January 4, 2013

Date of meeting:

January 16, 2013

Re:

Sustainability – Official Plan Project Update 2013 #01

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Official Plan Project Update 2013 #01 report for information; AND FURTHER THAT staff be directed to bring a report to the special meeting of County Council on February 20, 2013 for the purpose of discussing and providing direction to staff on the Official Plan as outlined in this report.

Background County Council endorsed the initiation of a County Official Plan process on December 14, 2011. The purpose of this report is to provide information on the upcoming special meeting of Council scheduled to follow the regular Council meeting set for February 20, 2013.

Comment As we begin 2013, Council has completed the first two phases of the Official Plan work plan that was adopted in March 2012 (Motion #77-12). Phase 1 involved research and analysis and preliminary meetings with Township staff and the Ministry of Municipal Affairs and Housing. Phase 2 involved the Council approval and publishing of the Basis Document of the Official Plan, as well as extensive public consultation including open houses held in all four Townships. Phase 3 – the preparation and review of the draft Official Plan – will take place through all of 2013. This time period is crucial in order for Council to have the opportunity to adopt the Official Administrative Report Sustainability – Official Plan Project Update 2013 #01 January 16, 2013

a) 2013-011 Official Plan Project Update

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AgendaItem# 101011012a) Plan in early 2014 with the goal of having the plan approved by the Ministry of Municipal Affairs during the term of this Council. To start Phase 3, a special meeting of Council is requested following the regular meeting on February 20th. The purpose of the meeting will be twofold: first, to briefly review Council’s direction on preparing a ‘high level’ plan taking into account the public comments received; and second, for staff to present a draft framework for the Official Plan which will highlight the major themes that should be included (e.g., natural environment, economic sustainability, growth and settlement, transportation, etc.). The goal is for Council to endorse the framework and then direct staff to prepare a first draft of the Official Plan. The first draft is expected to be presented and reviewed by Council in May before the start of the public consultation process. The Ministry of Municipal Affairs and Housing is proposing to amend Ontario Regulation 352/02 (Mandatory Adoption of Official Plans) so that upper-tier municipalities that currently do not have an Official Plan in place will be required to adopt one no later than March 31, 2015 (see attached correspondence dated December 10, 2012). In Eastern Ontario, this affects not only Frontenac County, but also Northumberland, Lennox & Addington, and Leeds and Grenville Counties. It is expected that the Frontenac County Official Plan will be adopted well before the proposed deadline.

Sustainability Implications This project is specifically highlighted in the County’s Sustainability Plan. It touches on all four pillars of the plan: social, cultural, economic, and environmental. The development of a County Official Plan is one of the cornerstone efforts in the implementation of Directions for Our Future. It will serve as the County’s land use planning document that can be used to implement a number of regional studies such as the Municipal Housing Strategy, the Natural Heritage Study, Community Improvement Planning, Population Projections, the Seniors Housing initiative, and a number of economic development programs. Also, it will promote local decision-making and ‘Made in the Frontenacs’ solutions as County Council will become the approval authority for local Official Plan Amendments and five year updates to Official Plans.

Financial Implications The 2012 budget includes an allocation of $30,000 for the preparation of a County Official Plan. The budget has been developed to cover meeting costs and the possible need for help in public consultation. To date, approximately $2,250 has been spent from the budget.

Organizations, Departments and Individuals Consulted and/or Affected All Four Townships Ministry of Municipal Affairs & Housing

Administrative Report Sustainability – Official Plan Project Update 2013 #01 January 16, 2013

a) 2013-011 Official Plan Project Update

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AgendaItem# 101011012a)

a) 2013-011 Official Plan Project Update

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a) 2013-011 Official Plan Project Update

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Report 2013-020 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 Louise Dignum Administrative Assistant

Date prepared:

January 14, 2013

Date of meeting:

January 16, 2013

Re:

Administrative Services – Ontario Municipal Internship Program

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services Ontario Municipal Internship Program report; AND FURTHER THAT the Council of the County of Frontenac instruct staff to proceed in making an application to the Ontario Municipal Internship Program for the placement of one intern; AND FURTHER THAT the Council of the County of Frontenac instruct the Treasurer to make the necessary provisions in the 2013 budget as indicated in this report; AND FINALLY THAT the Council of the County of Frontenac authorize the execution of the necessary agreement in the event that the County’s application is successful.

Background The Ontario Municipal Internship Program is designed to encourage talented young university graduates to enter, and ultimately rise to leadership positions in Ontario municipalities. Recognition of the growing demand for knowledgeable and experienced municipal managers across Ontario, as a result of the demographic represented by many of the current managers, makes this an important provincial initiative.

Administrative Report Administrative Services – Ontario Municipal Internship Program January 16, 2013

2013-020 Ontario Municipal Internship

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The Program has been developed in partnership by AMCTO (Association of Municipal Managers, Clerks and Treasurers of Ontario), and the Ontario Ministry of Municipal Affairs and Housing (MMAH). Both the Ministry of Agriculture, Food and Rural Affairs and the Municipal Finance Officers Association are involved also. Interns gain hands-on experience in the key function areas involved in managing a municipality under the direct supervision of the CAO or designate. The program also provides orientation and networking sessions for participants, as well as professional development opportunities. Comment The Internship program provides up to 50% toward the funding of intern salaries for each successful municipality who has been selected to act as host for one year. Up to $5,000 in additional funding is available to each host municipality to subsidize ancillary expenses. The County of Frontenac has been involved in the internship program for the last three years and it has been extremely successful for both the interns and the County. Financial Implications The 2013 budget implications to the County would be $20,000 in wages (50% matching) and benefits on the full wage amount. This would not represent a new budget line.

Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Townships of the Frontenacs Association of Municipal Managers, Clerks, and Treasurers of Ontario Ministries of Municipal Affairs & Housing and Agriculture, Food and Rural Affairs

Administrative Report Administrative Services – Ontario Municipal Internship Program January 16, 2013

2013-020 Ontario Municipal Internship

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AgendaItem#10102a)

REPORT 2013-005 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer Kieran Williams Municipal Management Intern

Date prepared:

December 12, 2012

Date of meeting:

December 19, 2012

Re:

Financial Services – Amendments to County Procurement Policy

Recommendation RESOLVED THAT the Council for the County of Frontenac receive the Financial Services – Amendments to County Procurement Policy report; AND FURTHER RESOLVED THAT the Council for the County of Frontenac adopt By-law No. 2012-0033, being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac.

Background In November 2010, County Council adopted By-law No. 2010-0031, being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac.

Comment A review of the County’s Procurement Policy was undertaken from July to December of 2012, involving a) research of procurement policies from comparable jurisdictions, b) discussions with County staff involved in purchasing, and c) a meeting with Treasurers from local Townships and neighbouring Counties. A table outlining some of the findings can be found in Appendix A to the report. The review has produced the following recommended revisions to the Procurement Policy: Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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  1. Change Table of Contents Proposed change: Change threshold amounts to numbers. Example: “Ten thousand” to “$10,000.”
  2. Page 3 Change to the definition of “Authorized Person” Proposed change: “Authorized Persons are specified in Appendix B”. Rationale: For greater clarity
  3. Page 4 Changes to the definition of “Emergency” Proposed change: Adds “negative cost impact to the County” to the definition of Emergency, permitting emergency purchasing in such situations: “Emergency” means an urgent situation involving a real or perceived threat to public health, safety or security and includes threats to financial and property interests, or that presents a risk of negative cost impacts to the County;” Rationale: The current definition permits emergency purchases where there is a threat to life, safety, property, or financial interests. Policy research has indicated that some municipalities have expanded this to include urgent and unexpected purchases that will prevent future costs, such as those resulting from project delays.
  4. Page 5 Creation of a definition for “No Cost Procurement” Proposed change: ““No Cost Procurement” means a procurement of Goods and Services or Construction where the County shall not bear any expense or capital expenditure cost.” Rationale: No Cost Procurement is an emerging issue in purchasing. For example, the County has been approached by firms offering to perform tax and energy audits on a percentage recovery basis. In these types of contracts, the firm is not paid by the County and instead retains a certain percentage of any savings or new revenues discovered by the audit. In other cases, printing companies agree to publish pamphlets, brochures, and other materials for free in return for the right to sell advertising in the final product. Creating a definition allows the County to include this purchasing method in its policy.
  5. Page 7 Modification to 3.4 Addition of Accessibility for Ontarians with Disabilities Act Proposed change (underlined): “3.4 All Procurement activities on behalf of the County shall be undertaken in compliance with Section 13 of the Ontarians with Disabilities Act, 2001, S.O. 2001, Chap. 32, and the Accessibility for Ontarian with Disabilities Act, 2005,and all related regulations requiring regard to accessibility for persons with disabilities to the Goods or Services.” Rationale: Updates the section to include the new legislation. The Ontarians with Disabilities Act, 2001, has not been repealed and will remain in the policy.
  6. Page 8 – 9 Modification to 3.8 and 3.11 Minor rewording Proposed change: Sections 3.8 and 3.11 refers to Appendix B as “Delegation of Authority,” when it is in fact titled “Procurement Authorizations.”
  7. Page 9 Modification to 3.14 d & e Specifying Council approval for single source procurement Proposed change: Sections 3.14d and 3.14e currently read: Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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“The Award of a proposed Contract or the making of a proposed Bid Request in respect of the procurement of a Good and/or Service that is known to be available from only one source of supply where such source of supply has not already been identified by Council as a Pre-Qualified Vendor and where the Total Acquisition Cost of such Good and/or Service exceeds $25,000; The making of a proposed Bid Request where the Bid Request is to be restricted to a single source of supply because standardization or compatibility of supply is determined by the Authorized Person as being the overriding consideration in the selection of a Bid” These sections are combined to read: “The Award of a Proposed Contract or the making of a proposed Bid Request in respect of the procurement of a Good and/or Service that is known to be available from only one source of supply or the making of a proposed Bid Request where the Bid Request is to be restricted to a single source of supply because standardization or compatibility of supply is determined by the Authorized Person as being the overriding consideration in the selection of a Bid and where the Total Acquisition Cost of such Good and/or Service exceeds $25,000.” Rationale: To provide greater clarity as to when Council approval is required for single source procurement. In the previous version no threshold was provided in paragraph 2 suggesting that minor purchases related to continuity of items such as cleaning supplies, if purchased from one vendor would require Council approval. 8. Page 10 Modification to 4.5 Adjustment of advertising threshold Proposed change: The threshold for advertising is increased from $5,000 to $10,000. Rationale: The current threshold was comparatively low and results in additional costs related to print media. Table 1 compares the County’s advertising thresholds to those of other county governments: County Frontenac County County of Haliburton Middlesex County Renfrew County Lennox and Addington Bruce County

Threshold for Mandatory Public Advertising Purchases over $5,000 RFT: $15,000 RFP Consulting: $10,000 RFT: $50,000 RFP: Discretion of the Department Head RFP: $100,000 or lower at Director’s discretion. RFT: $15,000 RFQ: $20,000 RFP: $20,000 at discretion of Department Head. RFT: $50,000 RFT: $10,000

Table 1. Comparison of advertising thresholds.

  1. Page 10 Modification to 4.8 Specifying the minimum advertisement period at seven calendar days Proposed change: Currently, Section 4.8 does not define the minimum time period for advertising bids publicly, and instead makes reference to the Public Notice Policy. For greater clarity, the revised section now directly indicates that the minimum period for publicly advertising a Bid is seven (7) calendar days. Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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  1. Page 11 Modification to 4.10 Amended wording regarding OPSS Proposed change: “OPSS” is changed from its abbreviated form to “Ontario Provincial Standard Specifications.”

  2. Page 11 Modification to 4.12 New clause: Compliance with AODA, 2005 Proposed change: “4.12(v) an acknowledgement by the Vendor of its obligations under the Accessibility for Ontarians with Disabilities Act, 2005, and its regulations and evidence of compliance satisfactory to the Authorized Person in his or her sole discretion;” Rationale: Section 4.12 lists all of the materials a Vendor must provide to the County before a Contract can begin. The addition of this clause will ensure the County is in compliance with the AODA, 2005.

  3. Page 12 Delete former section 5.2 (in 2010 Policy) Former wording: 5.2 Purchase Orders are required for all purchases except Petty Cash in accordance with Part VIII. Rationale: To reflect changes outlined in #23 - #26 below.

  4. Page 12 Modification to 5.2 to 5.4 Changes to process for purchasing between $100.01 - $5,000 Proposed change: Sections 5.3, and 5.4 (in 2010 Policy) are deleted. Former wording: 5.3 Petty cash funds as established by By-law may be used by the Authorized Person for purchases under $100 in amounts not exceeding $100 each, in which case non-competitive direct procurement processes may be utilized. 5.4 All Petty Cash fund disbursements shall be evidenced by vouchers which shall be available for auditing purposes through the Treasurer. and replaced with a new 5.2: “At the discretion of the Authorized Person, a documented solicitation of 3 quotations may be undertaken for purchases up to $5,000 inclusive.” Rationale: Policy research has indicated that the County’s thresholds are low compared to those of other counties. This change brings the County’s procurement threshold into alignment with current practice as it exists in other jurisdictions. Additionally, petty cash transactions are guided by rules established through internal procedures.

  5. Page 12 Modification to 5.3 (5.5 in 2010 Policy): Adjustment of threshold - Three quotations Proposed change: The upper threshold for purchases requiring three quotations is increased from $5,000.01 to $10,000 inclusive. Additionally, the heading has been changed to add the phrase “Informal Request for Quotation.” Rationale: Policy research has indicated that the County’s thresholds were low relative to those of comparable jurisdictions. Request for Quotations are used when the County intends to purchase a good but does not have detailed specifications to provide to prospective Vendors. The intention is to seek the best possible price for the item without a commitment to a contract. Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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  1. Page 12 Modification to 5.4 (5.6 in 2010 Policy) Adjustment of threshold: RFQ Proposed change: The threshold for the RFQ process is changed to $10,000.01 $25,000 inclusive. Rationale: The threshold for formal Request for Quotations has been raised to reflect the change made in item 13 above. Request for Quotations are used when the County intends to purchase a good but does not have detailed specifications to provide to prospective Vendors. However in this instance a more formal process is required due to the estimated magnitude of the project. The intention is to research the best possible price for an item without the commitment to a contract.
  2. Page 12 Modification to 5.5 (5.7 in 2010 Policy) Adjustment of threshold: RFT Proposed change: The threshold for the RFQ process is changed to $25,000.01 and above. Additionally, the heading has been changed to add the phrase “Request for Tender.” Rationale: The threshold has been increased to reflect changes made in other procurement methods.
  3. Page 12 Modification to 5.7 (5.9 in 2010 Policy) Adjustment of threshold: RFP Proposed change: the threshold for the RFP process is changed to $10,000 Rationale: Requests for Proposal are frequently used to purchase services, as opposed to goods. In these cases the detailed specifications or solution is not defined in the bid document. Policy research has indicated that the County’s purchasing thresholds are low compared to other counties.
  4. Page 16 Move Section 5.14 (in 2010 Policy) “Corporate credit/purchase card” to end of Section 5 and delete reference to Fin 02-04 Proposed change: Subsection 5.14 is moved to the end of Section 5. The reference to Financial policy 02-04 is deleted. Rationale: This section is more logically located at the end of Section 5. The specific policy number is removed to facilitate policy numbering changes without having to change the Procurement Policy.
  5. Page 13 Modification to 5.12: “Non-Competitive Procurements” Proposed change: The heading to Section 5.15 (in 2010 Policy) is amended to include the phrase “Non-Competitive Procurements” at the beginning of the title. Rationale: Consistency with the rest of the procurement policy.
  6. Page 16 New Clause 5.19 New purchasing method: No Cost Procurement Proposed change: “ 5.19 No Cost Purchasing shall be acquired in the same manner and using the same Purchasing methods and Authorized Persons as procurements that have a cost to the County, depending on the estimated value of the No Cost Purchase.” Rationale: Places the procurement method in the same processes as other purchases.
  7. Page 16 Modifications to 6.1: Opening and evaluating bids Proposed change: Section 6.1 is amended to read: “All Bids, where the Total Acquisition Value exceeds $25,000, shall be received at the County office where they shall be Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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opened with at least the Clerk or designate and the Treasurer or designate present. If the Authorized Person is County Council, the Warden or designate shall be present.” Rationale: Provides clarification on who should be present for opening of Bids, and who shall be present if the Clerk, Treasurer, or Warden is not available. 22. Page 18 Modification to Section 7.5 (in 2010 Policy) Proposed change: The wording, “(including the past performance of the Bidders)” is deleted from Section 7.5. Rationale: Bid Documents specify which criteria will be used to settle a tie. Deleting this wording prevents a potential conflict between Section 7.5 and the criteria in the Bid Documents as past performance is not included in the latter. 23. Deletion of Section 7.8(in 2012 Policy): Bid Irregularities Proposed change: Section 7.8 is deleted. Rationale: Appendix D contains instructions concerning bid irregularities, making this section unnecessary. 24. Page 18 Modifications to Section 8.1 Proposed change: Sections 8.1 is modified to read: “The Award of a Contract over $100 may be made by way of a Purchase Order.” Rationale: Change to the less prescriptive word “may” from “shall” reflects the fact that purchase orders are not required for all purchases, such as those undertaken by credit card. 25. Delete Section 8.2 (in 2010 Policy) Proposed change: Section 8.2 is deleted:”A Purchase Order alone is to be used when the resulting Contract requires standard contractual terms and conditions.” Rationale: The purchase order is not required for every purchase. 26. Page 18 Modify Section 8.3 (in 2010 Policy) Section 8.3 (becoming 8.2 in revised Policy) is altered to read: “A formal agreement shall be used instead of a Purchase Order if the Authorized Person and Treasurer determine that the resulting Contract will be complex and will contain terms and conditions other than standard contractual terms and conditions.” Rationale: If the requirements of the service are complex and require onsite compliance with various legislation, it is valuable to require a contract rather than simply providing a purchase order as a commitment to contract. 27. Delete 8.6 (in 2010 Policy) Proposed change: Section 8.6 is deleted: “The use of confirming Purchase Orders is not permitted i.e. Purchase Orders should not be issued after the purchase has been made and billed. If materials are ordered verbally then a Purchase Order number shall be quoted to the supplier and the Purchase Order completed and issued immediately.” Rationale: The current software requires the preparation of Purchase orders to process and authorize payments whether or not the purchase has already been made using a Purchase Order. Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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  1. Page 19 New clause: Section 8.5 Proposed change: “8.7 Where a Contract includes work performed by the Vendor on County of Frontenac property, no letter of intent shall be issued until the Vendor has provided proof of required insurance and proof of compliance with WSIB, the Accessibility for Ontarians with Disabilities Act, 2005, and the Occupational Health and Safety Act, 1990 and all applicable regulations.” Rationale: Ensures that any work performed on County property is done in compliance with relevant regulation.
  2. Page 19 Revised section: Accessibility Proposed change: “9.2 The County of Frontenac will incorporate accessibility criteria and features into its procurement of Goods and Services and facilities. Where it is impractical for the County to incorporate accessibility criteria and features when procuring or acquiring specific Goods and Services and facilities, the Treasurer will provide a written explanation, upon request. Bid Documents shall be made available in an accessible format to persons with a disability upon request and at no additional charge. 9.3 The Vendor, and all sub-contractors hired by the Vendor in the completion of its work, will meet or exceed compliance with all applicable regulations under the Accessibility for Ontarians with Disabilities Act, 2005 as may be amended from time to time. It is the responsibility of the Vendor to ensure that they are fully aware of, and meet all requirements under the Act.” Rationale: The Accessibility for Ontarians with Disabilities Act, 2005 requires public sector organizations to amend their purchasing policies to include accessibility criteria and features when purchasing goods, services, and facilities. The current policy does not comply with this requirement.
  3. Deletion of Section 9.6 (in 2010 Policy) Proposed change: Section 9.6 is deleted: “The review shall determine how effective this Policy has been in achieving the objectives set out in Part 1 of this Policy as well as the requirements of the Municipal Act, 2001, as amended.” Rationale: The specific portion of the Municipal Act that this section refers to have been repealed.
  4. Page 24 Changes to Appendix B to reflect changes in thresholds and requirement for Council approval Proposed change: Modifies procurement authorizations to: Up to $20,000 inclusive: Department Head Between $20,000.01 and $50,000 inclusive: County CAO Greater than $50,000 if in the approved budget: County CAO Greater than $50,000, if not in the approved budget: County Council
  5. Page 25 Changes to Appendix C to reflect changes in thresholds and wording Proposed change: Wording and thresholds are amended to reflect changes in the policy.
  6. Page 25 Changes to Appendix C: Request for Tender Proposed change: The Appendix currently includes two categories for Request for Tender with two different thresholds, but with no clear difference between the two. One of the categories is deleted and replaced with just one threshold: “Over $25,000.” Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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  1. Page 27 Amendment to Appendix D, #2 and #12 (in 2010 Policy) Proposed change: The response to “All other irregularities” is amended to include the sentence: “Where the Authorized Person is the CAO, the CAO shall seek the direction of Council. In any case of questionable direction, the Authorized Person may seek the opinion of the County’s legal counsel.” The provision related to “unsealed bids” is deleted. Rationale: Provides greater clarity on how to respond to irregular bids.
  2. Page 29 Amendment to the wording of Appendix E Proposed change: The wording of Appendix E is amended to the following: “Each bidder must submit a security deposit with his bid, if requested to do so. Deposit ensures that a successful bidder will enter into a formal agreement with the County upon acceptance of the tender bid. If the successful bidder does not enter into a Contract, his security deposit is forfeited to the County. Security deposits help to ensure that only serious bids are received. Security deposits must be in the form of a certified cheque or appropriate bid bond made out to the order of the County. After the Contract has been executed, the County will return the deposits of all unsuccessful bidders.”
  3. Page 29 Deletion of table in Appendix E Proposed change: The table in Appendix E is deleted. Rationale: The County’s Bid Bonds are consistent with the OPSS. Should the OPSS change, the table will be out of date. To remove the potential for conflict between Appendix E and the OPSS, this table is removed.
  4. Page 29 Changes to Appendix E authorizing the modification of insurance requirements Proposed change: “Insurance requirements may be modified at the request of the Authorized Person. A written rationale for the modification shall be provided by the Authorized Person to the Treasurer for approval prior to the release of the Bid Documents. The Treasurer shall provide a written explanation for approving the modification of insurance requirements.” Rationale: To ensure a wide range of bidders are able to effectively compete for and obtain County contracts.

Financial Implications Raising the advertising threshold will result in direct cost avoidance by the County. Currently the County pays approximately $300 per ad to publicly advertise contracts. The procurement policy governs purchasing undertaken on behalf of the County, and is designed to ensure that the County obtains the highest quality of goods and services at the best reasonable cost.

Organizations, Departments and Individuals Consulted and/or Affected Tim Wilkin, County Solicitor, Cunningham Swan LLP Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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County Management Frontenac Townships Other Counties

Administrative Report Financial Services – Amendments to County Procurement Policy December 19, 2012

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Appendix A Threshold Comparisons Frontenac County 2012 expenditures: $43,791,630

Purchases Less Than ($1,000) Dollars 5.3

Bruce County

Lennox and Addington County

Renfrew County

County of Elgin

2012 expenditures (recommended) $40,231,934

2012 expenditures: $63.8 million

Budget 2012: $39,171,254

Budget 2012: $54, 533, 225

Year updated: 2006

Updated: 2012

Year updated: 2009

Year updated 2010

7.1 It is understood that any purchase under $5,000 does not require formal tendering or written quotations, provided the item was individually specified in the annual budget. It is understood that the Department Head will attempt to obtain competitive prices.

Petty Cash Petty cash funds can be used for purchases under $100. All petty cash fund disbursements shall be evidenced by receipts which shall be submitted to the Finance Department, when the petty cash fund is being replenished.

15.0 PURCHASES OF $400 OR LESS 15.1 A Director shall have authority to establish a Petty Cash fund in such an amount to meet the requirements of the department for the acquisition of goods, services or construction having a value of $400 or less. 15.2 Expenditures not exceeding $400 including purchases of goods, services and construction may be made from Petty Cash in any one instance. Petty Cash should only be used when it is not feasible to use a purchasing card. 15.3 Purchases made pursuant to Section 15.1 shall be made from the competitive marketplace wherever possible. 15.4 The dollar limit referred to in Section 15.1 shall not apply to registration or search fees and land transfer tax payable in real estate transactions. 15.5 All petty cash disbursements shall be evidenced by vouchers and shall be processed through the Treasurer/Deputy Clerk.

3.5 SMALL ORDER PURCHASES (Up to $10,000.00 3.5(1) The Director and/or designate shall be authorized to make Small Order Purchases of goods and services up to an amount of $10,000.00 from such vendor and upon such terms and conditions as the Director deems appropriate.

Petty cash funds as established by Bylaw may be used by the Authorized Person for purchases under $100 in amounts not exceeding $100 each, in which case non-competitive direct procurement processes may be 7.2 More than $5,000 and up to $10,000 the Department Head shall have authority to issue utilized. the necessary purchase order for such goods 5.4 All Petty Cash fund disbursements and/or services, provided: shall be evidenced by vouchers which • the proposed purchase was budgeted for; shall be available for auditing purposes • at least three (3) written quotations have been obtained in accordance with provisions through the Treasurer. of this policy. 5.5 A documented solicitation of 3 quotations may be undertaken for 7.3 More than $10,000 the Department Head in consultation with the appropriate purchases between $100 and $1,000. Department Councillor shall call tenders in Purchases Between One Thousand ($1,000) accordance with the provisions of this policy and Five Thousand ($5,000) Dollars inclusive A documented solicitation of 3 quotations must be undertaken for Purchases having a Total Acquisition Cost of between $1,000 and $5,000 at the discretion of the Authorized Person

Purchases Between Five Thousand ($5,000) and Twenty Thousand ($20,000) Dollars inclusive 5.7

Subject to Section 5.9, a Request for Quotation shall be issued for Purchases having a Total Acquisition Cost of between $5,000 and $20,000 where the Vendor is not a single source vendor.

Purchases Exceeding ($20,000) Dollars 5.7

Twenty

Thousand

Subject to Section 5.9, a Request for Tender shall be used for any purchases of Goods and/or Services having a Total Acquisition Cost

Written Quotations Orders or blanket orders for goods or services with a value between $5,000 and $20,000 should not be placed until at least three (3) written quotations are obtained. A written specification (Request for Quotation) should accompany the request to all potential suppliers for goods or services ordered with a value greater than $20,000, but less than $50,000. The Request for Quotation should be circulated to suppliers and advertised on media, including the County=s website, as deemed necessary by the Department Head. The written quotations must be summarized on the Quotation Summary Form, (Schedule F) or similar form and attached to the County’s copy of the purchase order where applicable. In the absence of three suppliers willing to provide a written quotation for the goods and services requested, an explanation on the Summary Form and approval from the applicable Director is required. If the lowest quotation is not selected, the Director must report to and secure the approval of the Director, Financial & Physical Services or the C.A.O./Clerk, prior to the purchase of the goods or services.

16.0 PURCHASES NOT EXCEEDING $15,000 16.1 Payment for purchases of goods, services or construction not exceeding $15,000 in value, incurred in the general administration of a department, may be made using: a) a properly authorized procurement card; b) a properly authorized purchase order, or c) from a supplier’s invoice, where the requirements of Sections 16.2 to 16.5 inclusive, have been complied with. 16.2 The procedure used to purchase the goods, services or construction shall demonstrate that fair market value was achieved. 16.3 The procedure used to make purchases exceeding $5,000 shall include evidence that the Director obtained a minimum of two verbal or written quotes unless Section 16.4 applies. 16.4 The Director may directly select a

3.7 INFORMAL QUOTATION (Greater than $10,000.00 but not greater than $50,000.00) 3.7(1) The Director or designate in consultation with the Director of Financial Services or designate shall be authorized to make purchases of goods and services for estimated expenditures exceeding $10,000.00 and less than $50,000.00 from such vendor. Bid documents do not have to be sealed. Specifications (as applicable) can be issued and quotes can be received by e-mail and/or fax transmission at the using department location. At least 3 bids must be obtained whenever possible. 3.7(2) When the preferred Quotation exceeds the approved budget appropriation by more than 10%, the Director shall submit a report to Council for direction. 3.7(3) The County reserves the right to accept or reject any submission. 3.8 FORMAL QUOTATION (Greater than $50,000.00 but not greater than $100,000.00) 3.8(1)The Director or designate and the Director of Finance or designate shall be authorized to make Formal Quotation Purchases for goods and services for estimated expenditures exceeding $50,000.00 and less than $100,000.00. Bid forms to be provided to Bidders in written format and must close in a formal sealed

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5.6

Verbal Quotations The Department Head shall be authorized to make purchases of goods and services up to an amount of $5,000 from such vendor and upon such terms as the Department Head deems appropriate and in accordance with the Purchasing Policy. Purchases shall be made from the competitive marketplace where possible and practicable.

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Appendix A Threshold Comparisons exceeding $20,000 . 5.8

The Authorized Person shall follow the provisions of Part VIII regarding the form of Contract required to complete the Purchase.

Request for Proposal 5.9

For Purchases having a Total Acquisition Cost exceeding $5,000, a Request for Proposal shall be used in place of a Request for Tender or a Request for Quotation in circumstances where, in the opinion of the Authorized Person: a. Owing to the nature of the project: (i) the project requirements are not capable of being specifically delineated; (ii) Bidders are invited to propose a solution to a problem, requirement or objective; and (iii) the selection of a Vendor is to be based on the effectiveness of the proposed solution rather than on price alone; or

supplier to provide professional services without obtaining quotes where the total cost of the professional services does not exceed $15,000. 16.5 For purchases not exceeding $15,000 in value, the Director may delegate his/her authority to a designate, provided the designate follow the requirements of this Policy. 17.0 PURCHASES NOT EXCEEDING $50,000 17.1 Subject to Section 17.2, requirements estimated at $50,000 or less, should be handled by the Request for Quotation procedure; however, there may be requirements estimated at $50,000 or less where it will be more appropriate to solicit bids using a Request for Tender or a Request for Proposal. 17.2 The Request for Quotation is a bid solicitation where written quotes are obtained from suppliers without formal advertising or receipt of sealed bids. 17.3 In advance of a solicitation, the Director shall be responsible for the development of specifications, terms and conditions for the purchase of goods, services or construction. 17.4 Directors may award contracts emanating from a Request for Quotation not exceeding $50,000 provided that: a) sufficient funds are available and identified in appropriate accounts within Council approved departmental estimates, including authorized revisions, and b) the award is to the lowest responsive bidder, provided the provisions of this Policy are followed. 17.5 Where the authority referred to in Section 17.4 is exercised, written documentation respecting the award of the contract is to be kept on a procurement file.

process. Bids must be submitted to Financial Services at a specified location. At least three (3) bids must be obtained whenever possible. All bids will close on a specified weekday at a specified time. Bids must have a submission label detailing project name and number. 3.8(2) The Director shall be responsible to review the quote submission and verify that all specifications of the quote are met and that the total submitted price does not exceed the approved budget allocation for the project. 3.8(3) When the preferred Quotation exceeds the approved budget for a specific project, the Director shall submit a report to Council for direction. 3.8(4) The County reserves the right to accept or reject any submission. 3.9 REQUEST FOR TENDER (GREATER THAN $100,000.00) 3.9(1) The Director or designate and the Director of Finance or designate shall be authorized to solicit tenders for goods and services for estimated expenditures exceeding $100,000.00 if the item is specifically included within the approved budget. County Council shall award all Tenders. 3.9(2) Request for Tender procedures shall be used where: i. the item is greater than $100,000.00; ii. the requirement can be fully defined; and, iii. best value for the County can be achieved by an award selection made on the basis of the lowest bid that meets specifications. 3.9(3) Tender forms are to be provided to Bidders in written format and must close in a formal sealed process. Tenders must be submitted to Financial Services at a specified location. At least three (3) tenders must be obtained whenever possible. All tenders will close on a specified weekday at a specified time. Bids must have a submission label detailing project name and number. 3.9(4) The Director shall be responsible to review the tender submission and verify that all specifications of the tender are met and that the total submitted price does not exceed the approved budget allocation for the project.

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b. It is expected that negotiations with one or more Bidders may be required with respect to any aspect of the requirement.

Tenders All goods or services to be purchased with a value exceeding $50,000 must be tendered in writing, and are subject to the tender procedures set out in Schedule C. All tenders require the approval of County Council prior to award.

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Appendix A Threshold Comparisons 3.9(5) The Financial Services Department shall be responsible for arranging for the public opening of the Tender Bids at the time and date specified by the tender call. There shall be in attendance at that time a minimum of: i. The Director of Financial Services or designate ii. The Director of the issuing department or designate 3.9(6) The Financial Services Department shall forward to the issuing Department a summary of the bids subject to review by the Director. 3.9(7) The County reserves the right to accept or reject any submission.

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3.10 REQUESTS FOR PROPOSALS 3.10(1) The Request for Proposal procedure shall be used in place of a Tender or Quotation when: i. The requirement is best described in a general performance specification; ii. Innovative solutions are sought; iii. Estimated expenditures not exceeding $50,000.00, the evaluation criteria and process shall be approved by the Director prior to issuance of the Request for Proposal; iv. Expenditure exceeding $50,000.00, the evaluation criteria and process shall be approved by Council resolution prior to the issuance of the Request for Proposal; v. To achieve best value, the award selection will be made on an evaluated point per item or other method involving a combination of mandatory and desirable requirements; vi. The Request for Proposal method of purchase is a competitive method of purchase that may or may not include Vendor prequalification;

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Appendix A Threshold Comparisons Frontenac County 2012 expenditures: $43,791,630

Middlesex County

County of Northumberland

Lanark County

Budget 2012: $54, 533, 225

2012 expenditure: $76,997,100

2012 expenditure: $91.4 million

2012 expenditures: $71,551,123

Year updated 2010

Updated: 2011

Updated: 2011

Year updated: 2007

A Department Head is hereby authorized to make Small Order Purchases (under $5000) from such vendors and upon such terms and conditions as the Department Head deems appropriate. The Department Head will attempt to obtain competitive prices where cost effective.4.2 A Department Head is hereby authorized to make Quotation Purchases for amounts exceeding $5,000.00 but less than $50,000.00 from such vendor and upon such terms and conditions as the Department Head deems advisable, subject to first obtaining at least three (3) written quotations, whenever possible.

  1. Purchases Under $5000 A competitive process is not required for purchases under $5000. However, comparison pricing should be done where practical. Employees making low value purchases must do so within the principles set out in section 1. Documented quotations are not mandatory.

  2. Informal low dollar value procurement (up to $5,000) The purpose of this policy is to provide guidelines for Low Dollar Value Purchases (up to $5,000) in accordance with the Purchasing Policies with intent to:

  1. Obtain the highest quality of goods and/or services at the lowest possible price, available at the right time and in the right quantities.
  2. Acquire goods and/or services required from qualified suppliers in a manner which promotes fair and equitable relationships with all suppliers;
  3. Purchase within the limits of approved budgets;
  4. Utilize departmental and corporate contracts where available.

Purchases Less Than ($1,000) Dollars

3.5 SMALL ORDER PURCHASES (Up to $10,000.00 3.5(1) The Director and/or designate shall be authorized to make Small Order Purchases of goods and services up to an amount of $10,000.00 from such vendor and upon such terms and conditions as the Director deems appropriate.

5.3

Petty cash funds as established by Bylaw may be used by the Authorized Person for purchases under $100 in amounts not exceeding $100 each, in which case non-competitive direct procurement processes may be utilized.

5.9

All Petty Cash fund disbursements shall be evidenced by vouchers which 3.7 INFORMAL QUOTATION (Greater shall be available for auditing purposes than $10,000.00 but not greater than through the Treasurer. $50,000.00)

5.10

A documented solicitation of 3 consultation with the Director of Financial quotations may be undertaken for Services or designate shall be authorized purchases between $100 and $1,000.

3.7(1) The Director or designate in

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to make purchases of goods and services Purchases Between One Thousand ($1,000) for estimated expenditures exceeding $10,000.00 and less than $50,000.00 and Five Thousand ($5,000) Dollars inclusive from such vendor. Bid documents do not 5.11 A documented solicitation of 3 have to be sealed. quotations must be undertaken for Purchases having a Total Acquisition Specifications (as applicable) can be Cost of between $1,000 and $5,000 at issued and quotes can be received by ethe discretion of the Authorized Person mail and/or fax transmission at the using

department location. At least 3 bids must

Purchases Between Five Thousand ($5,000) be obtained whenever possible. and Twenty Thousand ($20,000) Dollars inclusive 5.12

Subject to Section 5.9, a Request for Quotation shall be issued for Purchases having a Total Acquisition Cost of between $5,000 and $20,000 where the Vendor is not a single source vendor.

Purchases Exceeding ($20,000) Dollars

Twenty

Thousand

3.7(2) When the preferred Quotation exceeds the approved budget appropriation by more than 10%, the Director shall submit a report to Council for direction. 3.7(3) The County reserves the right to accept or reject any submission. 3.8 FORMAL QUOTATION (Greater than $50,000.00 but not greater than

4.3 The Department Head shall not order goods or services exceeding $50,000.00 without requesting and obtaining sealed tenders for the goods and services unless specifically authorized to do so by a resolution of Council for a particular transaction. Bids must have a submission label detailing the project name, bidder’s name and address. Tendering procedures shall follow Section 5.

  1. Invitational Competition For the purchase of goods, services or construction: i. Over $5000 but under $25,000, the Department must conduct an Invitational Competition and obtain at least three (3) quotations from qualified suppliers by telephone, fax or email. ii. At or over $25,000 but under $50,000, Purchasing must conduct an Invitational Competition by issuing a Solicitation Document to at least three (3) qualified suppliers. Where the Procurement Project is particularly complex or the market conditions warrant it, Purchasing may advise the Department that an Open Competition should be conducted. An Invitational Competition may also be used in circumstances where Limited Competitions are permitted.
  2. Open Competition An Open Competition involves the public posting of a Solicitation Document on the County’s prescribed electronic tendering site and/or other forms of media deemed appropriate by purchasing. This must be employed for all purchased valued over $50,000.

The CAO and Directors may delegate signing authority to non-union staff to purchase goods and/or services directly up to $5,000 in accordance with the Procedures for Low Dollar Value Purchases. This delegation of authority must be approved by CAO. Although this purchasing function has been decentralized to the department, all purchasers are responsible to adhere to the Purchasing Policies and consult with the Finance Department to ensure that all opportunities for efficiencies are explored through bulk purchasing where multiple departments, entities could benefit. 18. Informal quotations ($5,000$10,000) 18.1 The goal of this procurement method

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County of Elgin

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Appendix A Threshold Comparisons 5.7

Subject to Section 5.9, a Request for Tender shall be used for any purchases of Goods and/or Services having a Total Acquisition Cost exceeding $20,000 .

5.13

The Authorized Person shall follow the provisions of Part VIII regarding the form of Contract required to complete the Purchase.

Request for Proposal 5.9

For Purchases having a Total Acquisition Cost exceeding $5,000, a Request for Proposal shall be used in place of a Request for Tender or a Request for Quotation in circumstances where, in the opinion of the Authorized Person:

3.8(2) The Director shall be responsible to review the quote submission and verify that all specifications of the quote are met and that the total submitted price does not exceed the approved budget allocation for the project. 3.8(3) When the preferred Quotation exceeds the approved budget for a specific project, the Director shall submit a report to Council for direction. 3.8(4) The County reserves the right to

d. It is expected that negotiations accept or reject any submission. with one or more Bidders may be required with respect to any 3.9 REQUEST FOR TENDER (GREATER aspect of the requirement. THAN $100,000.00)

3.9(1) The Director or designate and the Director of Finance or designate shall be authorized to solicit tenders for goods and services for estimated expenditures exceeding $100,000.00 if the item is specifically included within the approved budget. County Council shall award all Tenders. 3.9(2) Request for Tender procedures shall be used where: i. the item is greater than $100,000.00; ii. the requirement can be fully defined; and, iii. best value for the County can be

is to implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining competitive Bids primarily on an invitational basis from pre-determined bidders list but may be supplemented with public advertising of the procurement opportunity or referrals from other municipalities or levels of government. 18.2 For acquisition of goods and/or services with a total purchase price greater than $5,000 but not exceeding a total purchase price of $10,000, included in the budget, where no contract is available, a minimum of three (3) written quotations shall be obtained. For the purposes of this requirement: 18.2.1. Bids must be received from three separate vendors, 18.2.2. A “No Bid” response is not to be considered as a valid Bid unless approved by the Treasurer, 18.2.3. All Bidders must be receive the same specification and instruction, and 18.2.4. Written quotations shall be retained in the departmental files in accordance with Council approved bylaws for records retention. 18.2.5. The quote shall be awarded to the lowest compliant Bid. Although a minimum of three Bids is required, an open process with more than three Bids will be more competitive, and is encouraged. 18.2.6. Finance department shall assist as requested, or when deemed necessary, with the procurement process. As indentified in “Finance Departmental Responsibilities”, these transactions will be reviewed and monitored by Finance Department to determine where further training and assistance is required. Purchasing will conduct a random audit on an annual basis to ensure the requirements of this policy have been met. 18.3. In cases where three Bids are not possible, the Director is to refer to the

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c. Owing to the nature of the project: (i) the project requirements are not capable of being specifically delineated; (ii) Bidders are invited to propose a solution to a problem, requirement or objective; and (iii) the selection of a Vendor is to be based on the effectiveness of the proposed solution rather than on price alone; or

$100,000.00) 3.8(1)The Director or designate and the Director of Finance or designate shall be authorized to make Formal Quotation Purchases for goods and services for estimated expenditures exceeding $50,000.00 and less than $100,000.00. Bid forms to be provided to Bidders in written format and must close in a formal sealed process. Bids must be submitted to Financial Services at a specified location. At least three (3) bids must be obtained whenever possible. All bids will close on a specified weekday at a specified time. Bids must have a submission label detailing project name and number.

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Appendix A Threshold Comparisons achieved by an award selection made on the basis of the lowest bid that meets specifications. 3.9(3) Tender forms are to be provided to Bidders in written format and must close in a formal sealed process. Tenders must be submitted to Financial Services at a specified location. At least three (3) tenders must be obtained whenever possible. All tenders will close on a specified weekday at a specified time. Bids must have a submission label detailing project name and number. 3.9(4) The Director shall be responsible to review the tender submission and verify that all specifications of the tender are met and that the total submitted price does not exceed the approved budget allocation for the project.

18.4. An authorized County Purchase Order shall be initiated and in some instances a contract created. When the nature of the service warrants, in the opinion of the Treasurer, or where the Vendor requires a different form of commitment other than a County Purchasing Order, a contract in a form satisfactory to the CAO or designate shall be the form of commitment. 19. Formal quotations ($10,000-$25,000) 19.1. The goal of this procurement method is to implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining competitive Bids primarily on an invitational basis from pre-determined bidders list but may be supplemented with public advertising of the procurement opportunity or referrals from other municipalities or levels of government. This allows for more formal quotation process emulating a RFP process while improving efficiency and effectiveness.

3.9(7) The County reserves the right to accept or reject any submission.

19.2. Formal Quotations 19.2.1 For acquisition of goods and/or services with a total purchase price greater than $10,000 but not exceeding a total purchase price of $25,000 and included in the budget, for purchases where no contract is available, the formal quotation process must be applied. In some cases, it is appropriate to issue an RFP for procurement under $25,000. This can be done at the discretion of the Director/CAO for the department.

3.10 REQUESTS FOR PROPOSALS 3.10(1) The Request for Proposal procedure shall be used in place of a Tender or Quotation when: i. The requirement is best described in a general performance specification; ii. Innovative solutions are sought; iii. Estimated expenditures not exceeding $50,000.00, the evaluation criteria and

19.2.2. Written quotations shall be obtained, analyzed, the results tabulated and an award shall be determined in accordance with the procedural guidelines. The contract shall be awarded to the lowest Bid that meets the required terms, conditions and specifications outlined in the Bid document, unless otherwise approved by the CAO. All

3.9(6) The Financial Services Department shall forward to the issuing Department a summary of the bids subject to review by the Director.

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3.9(5) The Financial Services Department shall be responsible for arranging for the public opening of the Tender Bids at the time and date specified by the tender call. There shall be in attendance at that time a minimum of: i. The Director of Financial Services or designate ii. The Director of the issuing department or designate

Policy on Non-Competitive Purchasing.

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Appendix A Threshold Comparisons process shall be approved by the Director prior to issuance of the Request for Proposal; iv. Expenditure exceeding $50,000.00, the evaluation criteria and process shall be approved by Council resolution prior to the issuance of the Request for Proposal; v. To achieve best value, the award selection will be made on an evaluated point per item or other method involving a combination of mandatory and desirable requirements; vi. The Request for Proposal method of purchase is a competitive method of purchase that may or may not include Vendor pre-qualification;

documentation is retained by Finance. 19.2.3. A County Purchases Order and a contract will be created. When the nature of the service warrants, in the opinion of the Treasurer, or where the Vendor requires a different form of commitment other than a County Purchase Order, a contract in a form of a satisfactory to the CAO or designate shall be the form of commitment. 20. Tenders (over $25,000) 20.1 Goals of Tenders The goal of issuing Requests for Tenders is to implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining competitive based on precisely defined requirements for which a clear or single solution exists.

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20.2 The following is a policy regarding the issuance of Requests for Tenders and acceptance of Bids as issued by the Finance Department or Public Works Department. Tender Limits as outlined in the policy on all purchases over $25,000 shall use the Request for Tender or Request for Proposal Process. The criteria for determining which process to use are contained in specifications of this policy.

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Appendix A Threshold Comparisons

Frontenac County 2012 expenditures: $43,791,630

Purchases Less Than ($1,000) Dollars 5.3

Petty cash funds as established by Bylaw may be used by the Authorized Person for purchases under $100 in amounts not exceeding $100 each, in which case non-competitive direct procurement processes may be utilized.

5.14

All Petty Cash fund disbursements shall be evidenced by vouchers which shall be available for auditing purposes through the Treasurer.

5.15

A documented solicitation of 3 quotations may be undertaken for purchases between $100 and $1,000.

5.16

A documented solicitation of 3 quotations must be undertaken for Purchases having a Total Acquisition Cost of between $1,000 and $5,000 at the discretion of the Authorized Person

Purchases Between Five Thousand ($5,000) and Twenty Thousand ($20,000) Dollars inclusive 5.17

Subject to Section 5.9, a Request for Quotation shall be issued for Purchases having a Total Acquisition Cost of between $5,000 and $20,000 where the Vendor is not a single source vendor.

Purchases Exceeding ($20,000) Dollars 5.7

Twenty

Thousand

Subject to Section 5.9, a Request for

Grey County

Total expenditures, 2012: $58.7 million

2012 expenditures: $121,543,581

Year updated: 2005

Year updated: 2010

(5) LOW VALUE PURCHASE (LESS THAN $1,000.00) A Low Value Purchase may be utilized for purchases which do not exceed one thousand dollars ($1,000.00) (which shall be deemed to be the “goal” of the Low Value Purchase form of procurement). These purchases may be made utilizing: (a) Purchase Order, (b) Petty cash (maximum $50.00 per purchase). Petty cash funds shall only be established and utilized as may be authorized and approved by the Commissioner of Corporate Services/Treasurer. The Commissioner of Corporate Services/Treasurer has the sole authority to discontinue any petty cash fund at any time. (c) Department Store Credit Accounts Upon receipt of goods the packing slip and/or receipt must be forwarded to the Accounts Payable Department for audit purposes. The Manager of the area is responsible for determining the designated staff to make purchases on credit accounts. The Purchasing Division will maintain and monitor all credit applications and will forward to the Commissioner of Corporate Services for authorization. (d) a cheque, or (e) a Corporation Purchasing/credit card Purchases of goods or Services which are not covered by an annual blanket purchase order may be made by using a purchasing card. Purchasing Card Employee Acknowledgement Terms and Conditions must be adhered to, executed

INFORMAL PROCESSES a. Direct Purchase Direct purchase, as described below, may be used when: The dollar value of the item is equal to or less than $2,500 The item is not covered under a Blanket Order Contract The item is not available from County stock b. Informal Quotation Informal Quotation procedures will be used when: The cost of the item is greater than $2,500 and less than $10,000, The ability exists to detail what is being purchased, Best Value for the County can be achieved by an Award selection made on the basis of the lowest compliant bid that meets specifications. Document title will be consecutively numbered based on Purchasing department’s numbering and naming convention. User division shall request such number. It will be the user division’s responsibility to oversee the process. Each division will provide a quarterly report to Purchasing summarizing all quoting activity utilizing a provided template. Purchasing may audit the process at any time to ensure adherence to the procedure. c. Request for Quotation (RFQ) RFQ procedures will be used when: The cost of the item is greater than $10,000 and less than $25,000, The ability exists to detail what is being

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Purchases Between One Thousand ($1,000) and Five Thousand ($5,000) Dollars inclusive

Prince Edward County

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Appendix A Threshold Comparisons Tender shall be used for any purchases of Goods and/or Services having a Total Acquisition Cost exceeding $20,000 . 5.18

The Authorized Person shall follow the provisions of Part VIII regarding the form of Contract required to complete the Purchase.

Request for Proposal 5.9

For Purchases having a Total Acquisition Cost exceeding $5,000, a Request for Proposal shall be used in place of a Request for Tender or a Request for Quotation in circumstances where, in the opinion of the Authorized Person:

(6) REQUEST FOR QUOTATIONINFORMAL (PURCHASES BETWEEN $1,000.00 AND $5,000.00) The Commissioner, Department Head, either independently or through the Purchasing Division, shall have approval f. It is expected that negotiations for the procurement of Goods, Services with one or more Bidders may and Construction having a value of one be required with respect to any thousand dollars ($1.000.00) or more aspect of the requirement. but not exceeding five thousand dollars ($5.000.00), an informal Request for Quotation shall be utilized (which shall be deemed to be the “goal” of the Informal Request for Quotation form of procurement). Three Quotations, either by telephone or in writing, shall be obtained. These purchases require neither formal advertising nor the receipt of sealed Bids. The Quotations shall be reviewed, and the results tabulated to determine the purchase for same. Prices (verbal and/or written) should be documented for recording and filing and to be used for reference and audit purpose

purchased, Best Value for the County can be achieved by an Award selection made on the basis of the lowest compliant bid that meets specifications. FORMAL PROCESS a. Request for Tender (RFT) RFT procedures shall be used when: The cost of the item is greater than $25,000, The ability exists to detail what is being purchased, Best Value for the County can be achieved by an Award selection made on the basis of the lowest compliant bid that meets minimum specifications. b. Request for Proposal (RFP) RFP procedures shall be used when: The requirement is best described in a general performance specification; Innovative solutions are sought; and, To achieve Best Value, the Award selection will be made based on a fully disclosed evaluation method involving a combination of mandatory and desirable requirements.

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e. Owing to the nature of the project: (i) the project requirements are not capable of being specifically delineated; (ii) Bidders are invited to propose a solution to a problem, requirement or objective; and (iii) the selection of a Vendor is to be based on the effectiveness of the proposed solution rather than on price alone; or

and authorized prior to the issue of a Purchasing Card. The issuance of a Corporate Purchasing Card will be upon the approval of the Chief Administrative Officer and the Commissioner of Corporate Services. All purchases made through the use of this card must be logged on the appropriate log and filed with the credit card invoice for audit purposes. The appropriate Commissioner shall appoint individuals within the Commissioner’s department who have authority to make Low Value Purchases. These purchases are within the discretion of the Commissioner or the Commissioner’s delegate. Only purchases which can be demonstrated to have been made at Fair Market Value shall be made. Prices (verbal and/or written) should be documented recording and filing and to be used for reference purposes.

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Appendix A Threshold Comparisons (7) REQUEST FOR QUOTATION FORMAL (PURCHASES BETWEEN $5,001.00 AND $25,000.00) The Commissioner, Department Head, either independently or through the Purchasing Division, shall have approval for the procurement of Goods, Services and Construction having a value of five thousand and one dollars ($5,001.00) or more but not exceeding twenty fifty thousand dollars ($25,000.00), using a Request for Quotation. At least three Quotations shall be obtained, in writing. These purchases do not require formal advertising, nor the receipt of sealed Bids. The Quotations shall be reviewed and the results tabulated, to determine the Award of the Contract for same. In appropriate circumstances, the Request for Proposal or the Request for Tender processes may be utilized for Contracts in this value range, if the criteria for each procurement method is otherwise met. Copies of quotations shall be recorded and filed to be used for reference and audit purposes.

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(8) REQUEST FOR QUOTATION FORMAL (PURCHASES BETWEEN $25,001.00 AND $50,000.00) The Commissioner, through the Purchasing Division, shall have approval for the procurement of Goods, Services and Construction having a value of twenty five thousand and one dollars ($25.001.00) or more but not exceeding fifty thousand dollars ($50.000.00) using a formal Request for Quotation. At least three Quotations shall be obtained, in writing. These purchases do not require formal advertising, nor the receipt of Sealed Bids, The Quotations shall be reviewed and the results tabulated, to determine the Award of the Contract for same. In appropriate circumstances, the Request for Proposal or the Request for Tender processes may be utilized for Contracts in this value

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Appendix A Threshold Comparisons range, if the criteria for each procurement method is otherwise met. Copies of quotations shall be recorded and filed in the Purchasing Division to be used for reference and audit purposes.

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(9) REQUEST FOR TENDER (PURCHASES EXCEEDING $50,000) a. For the procurement of Goods, Services and Construction having a Contract value exceeding fifty thousand dollars ($50,000.00). a Request for Tender shall be used where all of the following criteria apply: it two or more sources are considered capable of supplying the Good. Service or Construction; ii. the Good. Service or Construction is adequately defined to permit the evaluation of Tenders against clearly stated criteria. III. the market conditions are such that Tenders can be submitted on a common pricing basis, and iv. it is intended that the lowest priced Compliant Tender will be accepted without negotiations; which for the purposes of this section, shall also be deemed to be the “goals” of the Request for Tender form of procurement. b. The Commissioner or Department Head shall provide to the Purchasing Division a purchase requisition containing the relevant specifications, terms and conditions for the acquisition.

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PROCUREMENT POLICY Schedule “A” to By-law No. 2012-0033

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TABLE OF CONTENTS Part I Part II Part III

Part IV

Part V

Part VI

Part VII

Part VIII Part IX

Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F

Procurement Policy Goals……………………………………………………………….. Definitions………………………………………………………………………………….. General Provisions………………………………………………………………………… Application of Policy……………………………………………………………………. Application of Policy to other Municipalities……………………………………… Compliance with Legislation and Trade Agreements…………………………… Restrictions……………………………………………………………………………… Conflict of Interest…………………………………………………………………….. Authorized persons…………………………………………………………………… Prescribed Council Approval………………………………………………………… Preparing for a Bid Request…………………………………………………………….. Bid Documentation…………………………………………………………………….. Advertisement of Bid Requests……………………………………………………… Bonds and Security…………………………………………………………………….. Purchasing Methods……………………………………………………………………… Purchase less than $5,000 Dollars…………………………………………………… Purchases Between $5,000.01 and $10,000 Inclusive…………………………….. Purchases Between $10,000.01 and $25,000 Inclusive…..……………………….. Purchases Exceeding $25,000.………………………………………………….. Request for Proposal………………………………………………………………….. Non-Competitive Procurements…………………………………………………….. Vendors of Record……………………………………………………………………… In-House Bids…………………………………………………………………………… Emergency Purchases………………………………………………………………….. Cooperative Purchasing………………………………………………………………. No Cost Procurement………………………………………………………………………. Corporate Credit/Purchase Cards………………………………………………….. Opening and Evaluating Bids…………………………………………………………… Preference to Local Suppliers………………………………………………………… Rejection of Bids in Reliance on Privilege Clause………………….……………. Only Compliant Bids to be Considered……………………………………………. Duty of Fairness to Bidders………………………………………………………….. Problems Encountered in the Administration of Procurement Procedures……….. Where Strict Adherence to Policy Unmanageable……………………………….. Unresponsive or Excessive Bids…………………………………………………….. Identical Bids……………………………………………………………………………. Where Only One Bid Received……………………………………………………….. Bid Irregularities………………………………………………………………………… Form of Contract………………………………………………………………………….. Other………………………………………………………………………………………… Access to Information…………………………………………………………………. Accessibility……………………………………………………………………………… Policy Review……………………………………………………………………………. Goods and Services Exempt Procurement Authorizations Purchasing Process, Dollar Threshold, Circumstance for Use, Goals Administration of Irregularities in Bid Opening Risk Management Sample Evaluation

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3 3 7 7 7 7 7 8 8 9 9 9 10 10 12 12 12 12 12 12 13 14 15 15 15 16 16 16 16 16 17 17 17 17 17 18 18 18 18 19 19 19 19 22 24 25 27 29 31

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Part I Procurement Policy Goals 1.1

To ensure openness, fairness, accountability and transparency while protecting the financial best interests of the County of Frontenac.

1.2

To set out guidelines for the municipality to ensure that all purchases of materials, supplies and services provide the lowest costs consistent with the required quality, service, product delivery, efficiency and effectiveness.

1.3

To promote and maintain the integrity of the purchasing process and protect Council, vendors and staff involved in the process by providing clear direction and accountabilities and by reviewing the policy every three years or earlier to evaluate its effectiveness.

1.4

To have regard to the accessibility of persons with disabilities in the procurement of Goods and/or Services purchased by the County of Frontenac.

1.5

To encourage the procurement of Goods and/or Services with due regard to the preservation of the natural environment, vendors may be selected to supply goods or provide services made by methods resulting in the least damage to the environment. Consideration may be given to energy efficiency, reduction in solid waste for disposal, reduction in chemical emissions, and incorporation of recycled materials where practicable. When feasible, and when stated in the tender documents, preference will be given to those purchases that reduce the life cycle costs.

1.6

To promote the use of innovation and the use of technology in procurement activities to ensure the utilization of the most efficient and effective processes and practices.

1.7

To monitor and report on the economic climate and legislative changes which may have an impact on the County of Frontenac and to determine the appropriate actions to be taken through purchasing policies and procedures.

Part II:

Definitions

As used herein the following definitions shall apply unless otherwise indicated: “Authorized” in relation to a Person, means authorized by this Policy to act on behalf of the County to: (i) initiate Bid Requests and other forms of Procurement activities; (ii) govern the conduct of a Bid Request; and (iii) make an Award; “Authorized Person” means a Person who is Authorized and includes any Designates. Authorized Persons are specified in Appendix B; “Award” means the approval given by the Authorized Person to enter into a Contract; “Bid” means a tender, quotation, proposal or other form of submission from a prospective Vendor in response to a Bid Request;

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“Bid Bond” means a written, valid, subsisting, binding and irrevocable undertaking by a surety company to pay to the County a specified amount in the event the successful bidder fails to enter into a Contract; “Bid Documents” means the documents issued by the County in connection with a Bid Request; “Bid Request” means a written request by the County for Bids in connection with the provision of Goods and or Services and includes, without limitation, Requests for Proposals, Requests for Tenders, Requests for Quotations and Calls for Tenders; “Bidder or Tenderer” means a Person that submits a Bid; “Construction” when used to describe a class of Procurement means a construction, reconstruction, demolition, repair or renovation of a building, structure or other civil engineering or architectural work and includes site preparation, excavation, drilling, seismic investigation, the supply of products and materials and the supply of equipment and machinery if they are included in and incidental to the construction, and the installation and repair of fixtures of a building, structure or other civil engineering or architectural work, but does not include professional services related to the construction contract unless they are included in the procurement; “Contract” means the acceptance by the County of a Bid in the form of a duly signed agreement or Purchase Order between a chosen Bidder and the County for the provision of Goods and or Services; “Council” means the Council of the County; “County” means the Corporation of the County of Frontenac; “Department” means an organizational business or service unit of the County to which Council has allocated a budget; “Department Head” means the County staff person responsible for the directional and operational control of a Department, including, without limitation, the Department’s budget; “Designate” means a Person to whom authority to conduct Procurement activities has been delegated by the Authorized Person; “Electronic Tendering System” means a world wide web or Internet based system (such as MERX) that is used by purchasers of Goods and or services to submit Bid Requests; “Emergency” means an urgent situation involving a real or perceived threat to public health, safety or security and includes threats to financial and property interests, or that presents a risk of negative cost impacts to the County; “Evaluation Grid” has the meaning attributed to it in section 5.10;

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“Goods and Services” means all supplies, equipment, materials, services (including without limitation, insurance, professional consulting services, and Construction contracts) to be supplied or furnished by a Vendor and all components thereof; “In-house bidding” means a process that permits Departments to respond to Bid Requests in competition with external Bidders; “Irregularity” in reference to the contents of a Bid means a departure from the strict requirements of a Bid Request as reflected by the Bid Documents; “MASH Annex” means Annex 502.4 to the Agreement on Internal Trade; “MASH entities” means those entities to which the MASH Annex applies, namely: • Municipalities • municipal organizations • school boards • publicly-funded academic, health and social service entities “No Cost Procurement” means a procurement of Goods and Services or Construction where the County shall not bear any expense or capital expenditure cost; “Pecuniary Interest” means a pecuniary interest, whether deemed, direct or indirect, within the meaning of the Municipal Conflict of Interest Act, R.S.O. 1990, Chap. M. 50 (the “MCIA”) and specifically excludes any of the exceptions noted under section 4 of the MCIA; “Person” includes individuals, corporations, partnerships, firms and trusts and may include Council; “Policy” means this procurement policy; “Pre-qualification” means the process of selecting a number of prospective Vendors who are determined by Council to be experienced in the provision of a specific type of Goods and/or Services; “Purchase / Procure” means the acquisition of Goods and/or Services by or on behalf of the County by way of purchase, lease, or rental; “Purchase Order” means a written offer from the County to Purchase Goods and or Services in the form prescribed by Council; “Request for Expressions of Interest” – a general market research tool to determine vendor interest in a proposed procurement, used prior to issuing a call for bids or proposals and not intended to result in the award of a contract. “Single Sourcing” means the process of procuring Goods and or Services from a particular Vendor without the utilization of a Bid Request issued to other potential Vendors;

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“Total Acquisition Cost” means the County’s estimate of the amount of a particular Contract plus applicable taxes and less any applicable rebates; “Vendor” means any Person supplying Goods and or Services to the County in accordance with the terms of a Contract; and “Vendor of Record (VOR) Process” means a procurement process in which Bids are sought only from the members of a select group of prospective Vendors as determined by the process outlined in section 5.14.

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Part III:

General Provisions

Application of Policy 3.1

The provisions of this Policy shall be followed by all Persons who act on behalf of the County in: (i) the issuance of a Bid Request; (ii) the conduct of a Bid Request; and (iii) the making of an Award.

3.2

Save and except for the provisions of Part VIII, which provisions apply to all Purchases on behalf of the County, the Purchase of Goods and/or Services listed in Appendix A are exempt from the provisions of this Policy.

Application of the Policy to other Municipalities 3.3

The terms of this Policy are applicable to the County mutatis mutandis. Any Person carrying on activities on and from County property must refer to the appropriate Department Head all proposals for Purchases of any Goods or Services that will be used by such Person on County property and will thereafter become the property of the County.

Compliance with Legislation and Trade Agreements 3.4

All Procurement activities on behalf of the County shall be undertaken in compliance with Section 13 of the Ontarians with Disabilities Act, 2001, S.O. 2001, Chap. 32, the Accessibility for Ontarians with Disabilities Act, 2005, and all related regulations requiring regard to accessibility for persons with disabilities to the Goods or Services.

3.5

The provisions of the MASH Annex and the Agreement on the Opening of Public Procurement for Ontario and Quebec (the “AOPPOQ”) are incorporated by reference into this Policy, and shall form a part hereof. In the event of a conflict or inconsistency between any provision of this Policy and a provision of the MASH Annex or the AOPPOQ, the provision of the latter referenced trade agreements shall prevail.

Restrictions 3.6

No Person shall approve or initiate the Purchase of Goods and or Services except in accordance with the terms and conditions set out in this Policy.

3.7

No Person shall divide any Contract or Bid Request into two or more parts with the intent of avoiding the application of the provisions of this Policy.

3.8

Unless otherwise provided, no Purchase shall be made unless approved by a Person Authorized to do so in accordance with the provisions of Appendix B (Procurement Authorizations) attached to this Policy.

3.9

Any lease financing must be undertaken in accordance with the County’s Lease Financing By-law.

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Conflict of Interest 3.10

Where a Person with the ability to influence or otherwise affect the outcome of a decision to Award a Contract or to select a Bidder, either on his or her own behalf, or while acting for, by, with or through another Person, has any Pecuniary Interest in the subject matter of such Contract or Bid Request, that Person: (i)

shall immediately disclose the fact of the Pecuniary Interest to the Authorized Person and shall describe the general nature thereof, provided that: (a)

in the case where a Department Head is the Authorized Person and such Department Head has a Pecuniary Interest, the Department Head will disclose his or her Pecuniary Interest to the CAO who shall then make such directions and take such steps as are necessary to ensure that the provisions of this Policy are adhered to; and

(b)

in the case where the CAO is the Authorized Person and also has a Pecuniary Interest, the CAO shall disclose his or her Pecuniary Interest to Council which shall then make such directions and take such steps as are necessary to ensure that the provisions of this Policy are adhered to;

(ii)

shall not take part in any deliberations regarding the Award of the Contract including any vote in relation thereto; and

(iii)

shall not attempt in any way to influence the Award of the Contract.

Authorized Persons 3.11

The Persons to whom authority is granted to carry on Procurement activities as Authorized Persons are identified in Appendix B (Procurement Authorizations) attached to this Policy. Unless otherwise provided in this Policy, Authorized Persons shall have full authority and responsibility for the conduct of the Bid Request (including without limitation, the preparation, issuance and advertising of Bid Documents) and the Award of a Contract.

3.12

Unless otherwise provided in this Policy, Authorized Persons may appoint Designates to assist with or carry out the responsibilities of the Authorized Person, in which case, such Designates shall be deemed to be Authorized Persons for the purposes of this Policy to the extent of the authority that has been delegated to them.

3.13

Where Council is the Authorized Person, any documents that are to be executed by the Authorized Person shall be signed by the Warden and Clerk of the County.

Prescribed Council Approval

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3.14

The following matters are subject to Council approval:

a) Any proposed Bid Request in connection with a procurement having a Total Acquisition Cost in excess of $50,000 which has not specifically been authorized through the budget process. b) Any proposed Bid Request in connection with a procurement where the Total Acquisition cost, or in the case of proposed multiple Bid Requests with respect to a particular project or program, the sum of the respective proposed Total Acquisition Costs and other related expenses, is greater than the Council approved budget for such project or program; c) The Award of a proposed Contract where an Irregularity precludes the Award of a Contract to the Bidder that otherwise would likely have been selected; d) The Award of a Proposed Contract or the making of a proposed Bid Request in respect of the procurement of a Good and/or Service that is known to be available from only one source of supply or the making of a proposed Bid Request where the Bid Request is to be restricted to a single source of supply because standardization or compatibility of supply is determined by the Authorized Person as being the overriding consideration in the selection of a Bid and where the Total Acquisition Cost of such Good and/or Service exceeds $25,000. e) Any proposed cooperative procurement in which the policies of the agency or public authorities calling the cooperative Bid Solicitation are not consistent with this Policy; and f)

The Approval of a Contract in the case where a Contract is required in accordance with the County’s Lease Financing By-law.

Part IV:

Preparing for a Bid Request

Bid Documentation 4.1

4.2

All documents related to Procurement activities, including without limitation, all Bid Requests and Bid Documents, shall be reviewed by the County’s Finance Department before release to prospective Bidders to ensure: (i)

compliance with this Policy;

(ii)

internal consistency between any Bid Documents that are proposed to be issued and those that have been issued by the County in the past; and

(iii)

that any substantive amendments to standard clauses have been approved by the County’s legal counsel.

The Authorized Person may seek out the expertise of external engineers, lawyers, architects, planners and other qualified professional consultants for

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assistance in the design of Bid procedures and in the preparation of Bid Requests and Bid Documents. 4.3

4.4

The Bid Documents issued in connection with every competitive Bid Request shall contain: (i)

a privilege clause advising Bidders that the lowest or any Bid may not necessarily be accepted; and

(ii)

a provision reserving the right of the County to cancel the Bid Request at any time up to the Award of a Contract.

The Authorized Person shall ensure that all terms and criteria, apart from price, that are to be relied upon in awarding a Contract be fully disclosed in the Bid Documents.

Advertisement of Bid Requests 4.5

Bid Requests in respect of Procurements having a Total Acquisition Cost in excess of $10,000 shall be advertised on an Electronic Bulletin Board.

4.6

The Authorized Person shall ensure that the provisions of the MASH Annex and the AOPPOQ are adhered to especially where the Total Acquisition Cost of a proposed Bid Request trigger the following thresholds: • • •

Goods and/or Services procurement with a Total Acquisition Cost of $100,000 or more (both the MASH Annex and the AOPPOQ apply) Construction procurement with a Total Acquisition Cost of $100,000 or more (the AOPPOQ applies) Construction procurement with an estimated value of $250,000 or more (both MASH Annex and AOPPOQ apply)

4.7

In addition to the minimum standards set out in this Policy, Bid Request advertisements may be supplemented by other means of notification where deemed appropriate by the Authorized Person in keeping with the stated goals and objectives of this Policy as set out in Part I.

4.8

The minimum advertisement period for Bid requests shall be seven (7) calendar days from the posting of the Bid Request.

Bonds and Security 4.9

The provisions of Appendix “E” apply to this Section.

4.10

The Authorized Person in consultation with the Finance Department may require that a Bid be accompanied by a Bid Bond or other similar security. Unless otherwise specified, in circumstances where a Bid Bond or other security is required, the refundable deposit requirements for Requests for Tenders and Requests for Proposals shall be as follows, with the exception that those projects using the Ontario Provincial Standard Specifications based tender documents the

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value of the Bid Bond required will be consistent with the Ontario Provincial Standard Specifications guidelines (see Appendix E):

Total Acquisition Cost

Minimum Deposit Required

$20,000.00 or less

$500 (requirement at discretion of Authorized Person) 5% of the Bid 10% of the Bid

$20,000.01 to $100,000.00

$100,000.01 4.11

The Authorized Person shall select the appropriate means to guarantee execution and performance of the Contract. Means may include one or more of, but are not limited to, certified cheque, bank draft, irrevocable letter of credit, money order and where appropriate, a Bid Bond issued by an approved guarantee company properly licensed in the province of Ontario, on bond forms acceptable to the County.

4.12

Prior to the commencement of the supply of Goods and or Services in connection with a Contract, all Vendors shall provide: (i)

in respect of Contracts where the Bid is in excess of $50,000, all Construction and other service Contracts, and in other Contracts at the sole discretion of the Authorized Person, the following security in addition to the security referred to in subsection 4.11: (a)

a performance bond to guarantee the performance of a Contract; and

(b)

a labour and material Bond to guarantee the payment for labour and materials to be supplied in connection with a Contract;

(ii) evidence of insurance coverage satisfactory to the County Clerk (at no less than the minimum levels set out in Appendix “E”) ensuring indemnification of the County from any and all claims, demands, losses, costs or damages resulting from the performance of the Vendor’s obligations under the Contract and from any other risk determined by the County Treasurer as requiring coverage; (iii) a Certificate of Clearance from the Workplace Safety and Insurance Board ensuring all premiums or levies have been paid by the Vendor to the Workplace Safety and Insurance Board to the date of payment for all contracts with a labour component (no dollar threshold); (iv) an acknowledgement by the Vendor of its obligations under the Occupational Health and Safety Act, 1990, its regulations, and the County’s safety policy satisfactory to the Authorized Person in his or her sole discretion; (v) an acknowledgment by the Vendor of its obligations under the Accessibility for Ontarians with Disabilities, 2005 and its regulations and evidence of

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compliance satisfactory to the Authorized Person in his or her sole discretion; (vi) where the Contract contemplates work within the traveled portion of a roadway, an acknowledgement of its understanding of the Ontario traffic Manual and agreement to abide by that manual prior to performing any work within the roadway; and (vii) evidence of compliance with any other legislation by which the trade or activity is governed is to be provided. Part V: Purchasing Methods 5.1

Appendix C applies to this section.

Informal Low Value Procurement: Purchases Up to $5,000 inclusive 5.2

At the discretion of the Authorized Person, a documented solicitation of 3 quotations may be undertaken for purchases under $5,000.

Informal Request for Quotation: Purchases Between $5,000.01 and $10,000 Inclusive 5.3

A documented solicitation of 3 quotations must be undertaken for Purchases having a Total Acquisition Cost of between $5,000 and $10,000.

Request for Quotation: Purchases Between $10,000.01 and $25,000 Inclusive 5.4

Subject to Section 5.9, a Request for Quotation shall be issued for Purchases having a Total Acquisition Cost of between $10,000.01 and $25,000 where the Vendor is not a single source vendor.

Request for Tender: Purchases Exceeding $25,000.00 5.5

Subject to Section 5.9, a Request for Tender shall be used for any purchases of Goods and/or Services having a Total Acquisition Cost exceeding $25,000.

5.6

The Authorized Person shall follow the provisions of Part VIII regarding the form of Contract required to complete the Purchase.

Request for Proposal 5.7

For Purchases having a Total Acquisition Cost exceeding $10,000, a Request for Proposal shall be used in place of a Request for Tender or a Request for Quotation in circumstances where, in the opinion of the Authorized Person: a. Owing to the nature of the project: (i) the project requirements are not capable of being specifically delineated; (ii) Bidders are invited to propose a solution to a problem, requirement or objective; and (iii) the selection of a Vendor is to be based on the effectiveness of the proposed solution rather than on price alone; or

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b. It is expected that negotiations with one or more Bidders may be required with respect to any aspect of the requirement. 5.8

Bids in response to a Request for Proposal shall be evaluated in accordance with the evaluation methodology set out in the Guidelines issued by the Consulting Engineers of Ontario (“Evaluation Grid”). Appendix F attached to this Policy contains a sample of this evaluation methodology.

5.9

The Finance Department shall maintain a list of suggested evaluation criteria for assistance in preparing an Evaluation Grid, which criteria may include factors such as approach, equipment and facilities, experience and qualifications, methodology, past performance and scheduling, price and strategy.

5.10

The Authorized Person may Award a Contract emanating from Bids in response to a Request for Proposal provided that: a. The Award is made to the Bidder meeting all mandatory requirements and determined, by reference to an Evaluation Grid, as providing best value; b. Sufficient funds are available and identified in appropriate accounts within Council Approved Budgets; and c. The provisions of this Policy are complied with.

5.11

The Authorized Person shall follow the provisions of Part VIII regarding the form of Contract required to complete the purchase.

Non-Competitive Procurements: Suppliers of Specialized Goods and/or Services 5.12

Annually, during budget deliberations, all Department Heads shall submit, for the approval of Council, a report setting out: (i)

a list of those prospective Vendors, if any, identified to be used in Single Sourcing Procurements of specialized Goods and/or Services which must be recorded on the Vendor of Record list.

(ii)

the Total Acquisition Costs involved in any such Contracts; and

(iii) the rationale for Single Sourcing in the specific circumstances of such Contracts. 5.13.

Authorized Persons may Award Contracts on a Single Source, non-competitive basis to suppliers of specialized goods and/or services who are on the Vendor of Record list. The Award of the Contract will be documented by the issuance of a blanket purchase order to recognize the standing agreement.

Non-competitive contracting may be justified under the following set of criteria which includes, but is not limited to • •

when there is a statutory- or market-based monopoly on the item when no bids were received in a competitive process

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• • • • • • • • •

when the required item is covered by an exclusive right such as a patent, copyright or exclusive license when the purchase is already covered by a lease-purchase agreement where payments are partially or totally credited to the purchase when it is necessary to ensure compatibility with existing products or to avoid violating warranty/guarantee requirements when service is required when the required item is in short supply due to market conditions when competitive sourcing for low value procurement would be uneconomical or would not attract bids when competitive procurement may be found to be impractical for such items as meal expenses, incidental travel expenses (e.g. taxi service, phone calls), and training and education expenses when an urgent procurement is necessary for fulfilling a statutory order issued by a federal or provincial authority, such as an environmental, public health, or workplace safety compliance order. when specialized experience, knowledge or expertise is required when by legislation or regulation, the service can be provided only by the following licensed professionals: medical doctors, dentists, nurses, pharmacists, veterinarians, engineers, land surveyors, architects, chartered accountants, lawyers and notaries

Vendors of Record 5.14

The County may select the VOR process of procurement if the Vendors are included on a Vendor of Record list Generally, there shall be a documented detailed working relationship with the Vendor who will be providing the Goods or Services needed by the County without the County absorbing the administrative costs of seeking several quotes. The VOR process may be used either directly to Procure Goods and or Services (i.e. without further competition) or it may be used as the basis for a Bid Request. Every three years vendors will be provided with the opportunity to be included on the Vendor of Record list through an open solicitation of expressions of interest. Current Vendors and new submissions will be reviewed using the standard evaluation grid available for the specific good or service to which the vendor relates. A vendor who is the successful bidder in a competitive process for the County and who provides the contracted service consistent with the requirements of the contract in a manner satisfactory to the Authorized Person will be added to the Vendor of Record list. The VOR list shall be reviewed at least once per fiscal year by County Council during budget deliberations to ensure the County continues to receive Goods and Services at the best possible value. However, any VOR vendor can be removed from the list at any time on recommendation to Council by the Authorized person.

In-House Bids

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5.15

In-House Bids would not normally be accepted in the Procurement of Goods and/or Services but may be considered in circumstances where County departments can offer the goods or service at a competitive rate and the CAO considers it appropriate to do so. An evaluation of the In-House Bid would be undertaken under the same criteria as that required for external vendors.

Emergency Purchases 5.16

Where, in the opinion of the Authorized Person, an Emergency exists requiring the immediate procurement of Goods and/or Services, he or she may authorize the Purchase of the required Goods and/or Services by the most expedient and economical means subject to the following: (i)

any Authorized Person may authorize Emergency Purchases having Total Acquisition Costs of $5,000 or less;

(ii)

for Emergency Purchases having a Total Acquisition Cost greater than $5,000 and less than $50,000, Department Heads who are Authorized Persons require the written approval of the CAO to authorize the Emergency Purchase; and

(iii)

for Emergency Purchases having a Total Acquisition Cost greater than $50,000, only the County Warden may authorize such a Purchase.

Cooperative Purchasing 5.17

The County may participate with other government agencies or public authorities in cooperative purchasing where, in the view of County Council it is in the best interest of the County to do so and where the purposes, goals and objectives of this Policy are complied with by such government agencies and public authorities.

5.18

Notwithstanding section 5.20, where the policies of the government agencies or public authorities calling the cooperative Bid Solicitation are not consistent with the County’s, the CAO will document the policy differences and present the rationale for continuing with the cooperative procurement. The CAO may recommend the cooperative procurement to County Council for approval. The CAO will document the policy differences and present the rationale for continuing with the cooperative procurement.

No Cost Procurement 5.19

No Cost Purchasing shall be acquired in the same manner and using the same Purchasing methods and Authorized Persons as procurements that have a cost to the County, depending on the estimated value of the No Cost Purchase.

Corporate credit/purchase card

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5.20

Corporate credit/purchase cards may be used by an authorized cardholder to purchase any eligible good or service where the total purchase price, including all applicable taxes, is within the cardholder’s authorized monthly maximum. All use of corporate credit cards must be in accordance with Finance Procedures and supported by valid authorized source documents. All such source documents must be approved by the Department Head in accordance with Appendix B.

Part VI:

Opening and Evaluating Bids

Opening Bids 6.1

All Bids, where the Total Acquisition Value exceeds $25,000, shall be received at the County office where they shall be opened with at least the Clerk or designate and the Treasurer or designate. If the Authorized Person is County Council, the Warden or designate shall be present.

6.2

Bids received later than the specified closing time will be returned unopened to the Bidder.

6.3

Bidders may withdraw their bids at any time up to the official closing time specified in the Bid Documents in the manner specified therein.

6.4

Bid requests with estimated Total Acquisition Cost exceeding $100,000 will be opened in public.

Preference to Local Suppliers 6.5

Subject to the provisions of the MASH Annex, the AOPPOQ and all other applicable law, and all else being equal, local Bidders may be given preference in the selection of a Vendor.

Rejection of Bids in Reliance on Privilege Clause 6.6

In the event that the Authorized Person is relying on the so-called privilege clause as the basis for the rejection of a particular Bid, the Authorized Person must document the specific reasons for such rejection and the reasons so stated must be consistent with considerations contained within the Bid Documents.

Only Compliant Bids to be Considered 6.7

Subject to Section 7.7, in evaluating Bids, the Authorized Person shall not consider any Bids that are not in compliance with the terms and conditions set out in the Bid Documents.

Duty of Fairness to Bidders 6.8

The Authorized Person:

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(i)

shall not permit a Bidder to alter or amend his Bid once the time for Bid submissions tenders has closed;

(ii)

shall act fairly, bargain in good faith, and not give any Bidder an unfair advantage over other Bidders; and

(iii)

shall not conduct bid shopping or procedures akin to bid shopping.

Part VII:

Problems Encountered in the Administration of Procurement Procedures

Where Strict Adherence to Policy Unmanageable 7.1

If, in the context of either the approval to issue a Bid Request, the actual conduct of a Bid Request, or the determination of whether the County shall enter into a Contract and with whom, circumstances arise that, in the view of the Authorized Person, would make strict adherence to the provisions of this Policy difficult, impractical, unmanageable or would otherwise run counter to the stated goals of this policy or not be in the best interests of the County, the Authorized Person shall: (a) where the Authorized Person is a Department Head, advise both the CAO and Treasurer of the County who shall together have joint authority to determine the appropriate action; and (b) where the Authorized Person is the CAO, advise Council which shall have the authority to determine the appropriate action.

Unresponsive or Excessive Bids 7.2

Where Bids are received in response to a Bid Request, but all are in excess of project estimates or are non-compliant with or unresponsive to the Bid Documents then: (i)

The Authorized Person may reissue a revised Bid; or

(ii)

The Authorized Person, Department Head, Treasurer and CAO, jointly may enter negotiations with the lowest compliant Bidder to achieve an acceptable Bid within the project estimate.

Identical Bids 7.3

If the Lowest Compliant Bids from two or more Bidders are identical in total cost or unit price, as the case may be, the Authorized Person, in conjunction with the Treasurer and CAO, may enter into negotiations with the Bidders who have submitted the identical price in an attempt to obtain a lesser price and shall maintain a record in respect of such negotiations.

7.4

The Authorized Person, CAO, or Treasurer shall not reveal information pertaining to such negotiations or the manner in which the final price was determined to any

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of the Bidders concerned. The Authorized Person shall include as part of the record, a report concerning the results of such negotiations. 7.5

If the Lowest Compliant Bids from two or more bidders are identical in total cost or unit price, as the case may be, and negotiations for the purposes of obtaining a lower price have not been successful, the Authorized Person may break the tie in a manner consistent with the provisions of the Bid Documents. In this regard, the Authorized Person shall not utilize any arbitrary means in order to break a tie, but may have regard to certain provided such factors are specifically identified in the Bid Documents as being available for consideration in the event of identical Bids.

Where Only One Bid Received 7.6

In the case where only one Bid is received in response to a Bid Request, the Authorized Person shall advise the lone Bidder of the fact that only one Bid was received and shall attempt to negotiate the rules under which the Bid might be opened, failing which, the County shall offer to return the Bid unopened.

Bid Irregularities 7.7

The procedure for administering Irregularities shall be as set out in Appendix D. The Authorized Person is directed to respond to an Irregularity in the manner specified in the third column.

Part VIII:

Form of Contract

8.1

The Award of a Contract over $100 may be made by way of a Purchase Order.

8.2

A formal agreement shall be used instead of a Purchase Order if the Authorized Person and Treasurer determine that the resulting Contract will be complex and will contain terms and conditions other than standard contractual terms and conditions.

8.3

Where it is deemed that a formal agreement is required, the formal agreement shall be reviewed by the Treasurer and Legal Counsel as required.

8.4

Where a formal agreement is required, the agreement shall be executed by the Authorized Person.

8.5

Where a Contract includes work performed by the Vendor on County of Frontenac property, no letter of intent shall be issued until the Vendor has provided proof of required insurance and proof of compliance with WSIB, the Accessibility for Ontarians with Disabilities Act, 2005, and the Occupational Health and Safety Act, 1990 and all applicable regulations.

Part IX:

Other

Access to Information

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9.1

The disclosure of information received relevant to the issue of Bid Requests or the Award of Contracts emanating from Bid Requests shall be in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c.M56, as amended.

Accessibility 9.2

The County of Frontenac will incorporate accessibility criteria and features into its procurement of Goods and Services and facilities. Where it is impractical for the County to incorporate accessibility criteria and features when procuring or acquiring specific Goods and Services and facilities, the Treasurer will provide a written explanation, upon request. Bid Documents shall, upon request, be made available in an accessible format to persons with a disability at no additional charge.

9.3

The Vendor, and all sub-contractors hired by the Vendor in the completion of its work, will meet or exceed compliance with all applicable regulations under the Accessibility for Ontarians with Disabilities Act, 2005, as may be amended from time to time. It is the responsibility of the Vendor to ensure that they are fully aware of, and meet all requirements under the Act and all applicable regulations.

Policy Review 9.4

The Treasurer will randomly review Departmental purchasing on an ongoing basis to assess the effectiveness and efficiency of the procedures and to ensure that this Policy has been consistently applied.

9.5

This Policy shall be reviewed prior to the end of each Council term and any amendment thereto shall be made prior to the inaugural meeting of the next Council.

This is Schedule “A” to By-law No. 2012-0033 passed by the Council of the County of Frontenac this 19th day of December, 2012.

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

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APPENDIX A Goods and Services “Exempt” from Provisions of the Procurement Policy 1.

Petty Cash Items

Training and Education a) Conferences b) Courses c) Conventions d) Memberships e) Seminars f) Periodicals g) Magazines h) Staff training i) Staff development j) Staff workshops k) Subscriptions

Employee Expenses a) Advances b) Meal Allowances c) Travel & Hotel accommodation d) Entertainment e) Miscellaneous – Non-Travel

Employer’s General Expenses a) Payroll deduction remittances b) Licenses (vehicles, elevators, radios, etc) c) Debenture payments d) Grants to agencies e) Payments of damages f) Tax remittances g) Charges to/from other Government or Crown Corporations h) Employee income i) Petty cash replenishment

Professional and Special Services a) Committee fees b) Witness fees c) Court Reporters’ fees d) Honoraria e) Arbitrators f) Mediators g) Legal settlements h) Contracts related to the provision of “controlled acts” by persons “governed by a health profession Act” as those expressions are used in the Regulated Health Professions Act, S.S. 1991, c18 as amended

Utilities a) Postage

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b) c) d) e) f)

Water and sewer charges Hydro Cable television charges Telephone Natural Gas

Advertising services required by the County on or in but not limited to radio, television, newspaper and magazines

Bailiff or collection agencies

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APPENDIX B Procurement Authorizations The following table shall determine the identity of the Authorized Person in respect of a proposed Bid Request. Total Acquisition Cost Up to $20,000 Between $20,000.01 and $50,000 inclusive. Greater than $50,000 if in the approved budget Greater than $50,000 if not in the approved budget.

Authorized Person Department Heads County CAO

County Council

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APPENDIX C Purchasing Process, Circumstances for Use and Goals Process Informal Low Value Procurement Informal Request for Quotation

Request for Quotation

Request for Tender

Request for Proposal

Dollar Threshold Up to $5,000

Circumstances for Use At the discretion of the Authorized Person.

Between $5,000.01 and $10,000 inclusive

When timely purchasing is critical. When the formal process is not cost beneficial.

Between $10,000.01 and $25,000 inclusive

When the process requires seeking out quotes without commitment to a contract. However the magnitude of the project requires a more formal process.

Over $25,000.00

Requirements clearly defined.

Over $10,000.00

Project requirements not specifically delineated.

NonCompetitive or Single

• Statutory or market-based monopoly • No bids received in competitive process

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Goals

To obtain competitive pricing for procurement in an expeditious and cost effective manner through phone, fax, e-mail , other similar communication method vendor advertisement or vendor catalogues. Same as for Request for Tender except that bid solicitation is done primarily on an invitational basis from a pre-determined bidders list but may be supplemented with public advertising of the procurement opportunity. To implement an effective, objective, fair, open, transparent and accountable and efficient process for obtaining competitive bids based on precisely defined requirements for which a clear or single solution exists. To implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining unique proposals designed to meet broad outcomes to a complex problem or need for which there is no clear or single solution. To allow for procurement in an efficient and timely manner without seeking competitive pricing.

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Source

• Item covered by exclusive right such as patent, copyright or exclusive licence • Item covered by a leasepurchase agreement where payments are partially or totally credited to the purchase • Where it is necessary to ensure compatibility with existing products or to avoid violating warranty/guarantee requirements • When item is in short supply due to market conditions • When competitive sourcing would be uneconomical • Emergency situations • Exempted goods, services as outlined in Appendix A • Vendor is the only supplier of goods and or services • Previously identified as a specialized service or product

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APPENDIX D Administering Irregularities in Bid Opening Irregularity

Response

1

Late Bids

2

7

Bids written in pencil rather than typewriter or completed legibly in ink Bids received on tender documents other than those provided by the County Corporate Seal or Authorized Signatory signature missing, if required Failure to provide bid securities as required by tender document Documents in which addenda with financial implications have not been acknowledged Bid requirements not completely met

8

Restricted or qualified bids

Rejection depends on significance of bid restriction or qualification

9

Bids containing clerical and/or arithmetical errors

10

Overwrites, strikethroughs, or erasures of bidder’s entries are not initialed All other irregularities

An acknowledgement and correction by fax within 1 hour of notification, to be followed in letter form within 24 hours to correct and initial errors 24 hours to initial from time of notification

3 4 5 6

11

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Automatic rejection and not opened or read publicly Automatic rejection Automatic rejection Automatic rejection Automatic rejection Automatic rejection Rejection depends on significance of bid requirements oversight

Depending on the significance of the irregularity, at the discretion of the Department Head, in consultation with the CAO or Treasurer, the bid envelope will either be automatically rejected, 24 hours will be given to correct and initial, or the bid may be accepted with the irregularities. Where the Authorized Person is the CAO, the CAO shall seek the direction of Council. In any case of questionable direction, the Authorized Person may seek the opinion of the County’s legal counsel.

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APPENDIX E Risk Management SECURITY DEPOSITS Each bidder must submit a security deposit with his bid, if requested to do so. Deposit ensures that a successful bidder will enter into a formal agreement with the County upon acceptance of the tender bid. If the successful bidder does not enter into a Contract, his security deposit is forfeited to the County. Security deposits help to ensure that only serious bids are received. Security deposits must be in the form of a certified cheque or appropriate bid bond made out to the order of the County. After the Contract has been executed, the County will return the deposits of all unsuccessful bidders. For those projects using the Ontario Provincial Standard Specification based tender documents the value of the Bid Bond will be consistent with the Ontario Provincial Standard Specification. PERFORMANCE BONDS & LABOUR AND MATERIAL BONDS Whenever a tender is let for construction or service supply, the County requires a Performance Bond and a Labour and Material Bond, guaranteed by a surety company of good standing. These bonds protect the County from a successful bidder who does not complete the work required in the formal contract. Where this occurs, the surety company may be required to pay the County an amount up to the bond limit. The bond must be taken for 100% of the contract fee and be included as part of the bid itself. Otherwise the County will not consider the bid. INSURANCE The standard insurance minimums are as follows: • $2 million – general liability policy • $2 million - automobile liability policy • $2 million – homeowners (e.g. for rental of facilities) • $5 million – general liability and automobile liability policies – for contract work done for most Public Works and Environmental projects which have specific high risk activities such as shoring or blasting • $2 million – professional errors and omissions liability • Builder’s Risk – the amount of the project cost where new construction abuts existing structures Insurance requirements may be modified at the request of the Authorized Person. A written rationale for the modification shall be provided by the Authorized Person to the Treasurer for approval prior to the release of the Bid Documents. The Treasurer shall provide a written explanation for approving the modification of insurance requirements. Bid documents must clearly indicate insurance requirements to be provided by the successful bidder.

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The successful bidder must furnish the County at his/her cost a “certified copy” of a liability insurance policy covering public liability and property damage for no less than the minimum amounts stated above in the tender documents to the satisfaction of the County and in force for the entire contract period. The policy must contain: a. a “Cross Liability” clause or endorsement; b. an endorsement certifying that The Corporation of County of Frontenac and the successful bidder are included as an additional named insured; c. an endorsement to the effect that the policy or policies will not be altered, cancelled or allowed to lapse without thirty days prior written notice to the County. d. Contractor’s Liability Insurance Policy shall not contain any exclusions of liability for damage, etc. to property, building or land arising from: • the removal or weakening of support of any property, building or land whether such support be natural or otherwise; • the use of explosives for blasting; • the vibration from pile driving or caisson work, provided that the minimum coverage for any such loss or damage shall be $5,000,000.00

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APPENDIX F

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Report 2013-008 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:

January 3, 2013

Date of meeting:

January 16, 2013

Re:

Emergency and Transportation Services - 2012 4th Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – 2012 4th Quarter Activity Update report for information only.

Background This report is presented to Council to provide an update on the various ongoing activities and special projects during the 4th quarter of 2012.

Comment Meetings Attended Dates County Council – Regular Meeting November 21, December 19 County Council – Special Meeting December 11 County Council – Joint Council Joint Management and RULAC November 19 County Emergency Management Program Committee City of Kingston Emergency Management Program CACC Advisory Regional Paramedic Program of Eastern Ontario (RPPEO) Fire/Paramedic Labour Relations Committee OPSEU Local 462 Labour Management Committee October 25 Administrative Report Emergency and Transportation Services – 2012 4th Quarter Activity Update January 16, 2013

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CUPE Local 109 Labour Management Committee County Health & Safety Committee EMO Loyalist Sector Meeting Regional Acute Care Stroke Protocol Committee

December 13 November 27

Committee Activities

  1. Ontario Association of Paramedic Chiefs (OAPC) Board: EHSB/OAPC Quarterly Meeting, October 31
  2. OAPC - Eastern Ontario Chiefs:
  3. Emergency Medical Services Chiefs of Canada (Executive/Board): December 10 Special Projects/Other Activities
  4. Wolfe Island Medical Centre Board Meeting (November 6, 2012) The Deputy Chief of Performance Standards and I attended the Board of Directors meeting of the Wolfe Island Medical Centre to present an overview of Community Paramedicine (CP) initiatives and receive input from the members of the Board thoughts on what CP initiative they would feel appropriate for Wolfe Island.
  5. EMS/CACC/Hospital Meeting (October 24, 2012) The Deputy Chief of Performance Standards and I attended a meeting of five (5) county land ambulance services, the Kingston Central Ambulance Communications Centre and five (5) hospitals from across the region to discuss and educate each other regarding the challenges each entity faces in moving patients between regional hospitals. A Working Group was established to connect with the South Eastern LHIN to further discussions regarding “Regional Transportation”.
  6. Rehabilitation of Transfer Ramps at Marine Services The Marine Services Supervisor and I attended several meetings regarding the project to rehabilitate the ramps at the Frontenac-Howe Islander Ferry operation. It was scheduled to have fourteen (14) night closures to complete the work. The commencement of the project was delayed from early September to early October due to fabrication issues for galvanized components. When the work commence however, the work was completed in only eight (8) nights rather than fourteen (14). During the nightly closures, FPS stationed an ambulance on Howe Island. The Howe Island Fire and Rescue assisted by housing the unit at the fire hall.
  7. Emergency Management Program Committee The County Emergency Management Program Committee completed its mandated work in September and in October the CEMC and Alternate CEMC completed all the required paperwork for filing with Emergency management Ontario as required by The Emergency Management and Civil Protection Act R.S.O. 1990, CHAPTER E.9. All requisite components have been met and the County of Frontenac is compliant under the Act.

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Report 2013-015 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:

January 8, 2013

Date of meeting:

January 16, 2013

Re:

Emergency and Transportation Services – Election to Paramedic Chiefs of Canada Board of Directors 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 Board of Directors of the Chief of Paramedic Services report for information; 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.

Background The County of Frontenac Paramedic Services has been a member of the Paramedic Chiefs of Canada (PCC) since 2004. The Chief of Paramedic Services has been 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. 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. Administrative Report Emergency and Transportation Services – Election to Paramedic Chiefs of Canada Board of Directors of the Chief of Paramedic Services January 16, 2013 Page 1 of 2

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Comment Chief Michael Nolan of Renfrew County, President of the PCC, resigned his position on December 27, 2012. The President-Elect, Darren Sandbeck of Alberta Health Services – Calgary, has moved up to fill the position until the next Annual General Meeting in June 2013. At a PCC Board of Directors meeting, held by teleconference, on January 4, 2013 a call for nominations was held and Chief Paul Charbonneau was nominated and acclaimed to the position of President-Elect to fill the position until the next PCC Annual General Meeting in June 2013. Chief Charbonneau has informed the PCC Board he would accept the nomination and acclamation, only with approval and support of his County Council and only if no expenses were incurred by the County of Frontenac for the work undertaken on behalf of the PCC.

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

Financial Implications There will be no costs associated with this election as the PCC will cover any costs for any work undertaken by the President-elect on behalf of the PCC.

Organizations, Departments and Individuals Consulted and/or Affected

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Report 2013-007 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

December 31, 2012

Date of Meeting:

January 16, 2013

Re:

Fairmount Home – 4th Quarter Activity Update

Recommendation RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – 4th Quarter Activity Update for information only.

Background The following are some of the highlights from October 1 to December 31, 2012 of which County Council should be aware.

Comment Building Change Together – Fairmount Auditorium Fundraising $50,000 was received from Homestead Landholdings, a Tupperware fundraiser was held and the direct mail letters were issued. $5,000 was received from the Estate of Art Clow, a longterm volunteer at Fairmount. The Volunteer and Special Events Coordinator and I also did a presentation to the Kingston-Frontenac Rotary Club. Major Projects The dietary workflow project is complete. It is anticipated that it will take close to 12 months to implement the recommendations. The contract for the connection of the new well was awarded as was the contract for the auditorium architect. Teleconferences & Workshops I attended several more teleconferences of the steering committees for the development of the LAPS and L-SAA on behalf of the CAO as well as an education session on the LAPS. As a reminder to Council the L-SAA is the three-year accountability agreement between the Home and the Local Health Integration Network (LHIN) and the LAPS is the planning document that accompanies it. Fairmount Home – 4th Quarter Activity Update January 16, 2013

2013-007 2012 4th Quarter Activity

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I also attended a teleconference on the revised High Intensity Needs program and funding flexibility changes. I attended an on-site workshop on dealing with conflict. OANHSS Region VI I attended the annual general meeting and was elected Secretary. I have previously been PastPresident. 1North Humidity We had a knowledgeable individual come in to discuss the humidity problems that we have been experiencing on our secure unit. He suggested that the first step is to have the system balanced again which we will schedule. Dietary Inspection Protocol I conducted a dietary inspection using the Ministry’s inspection protocol as part of our pleasurable dining program. The only concern was that all staff on the unit was convinced that a resident’s diet had been changed when it had not. This led to an excellent discussion on the home’s diet change policy. Outbreaks We had two significant outbreaks during the fourth quarter. In early October we saw a scabies outbreak on our secure unit requiring treatment for all residents, volunteers and staff on the unit. This resulted in an unexpected expenditure of close to $6,000 for the treatment. In December we had an Influenza A outbreak which, while touching all residents units, did not become widespread. Staff did a good job of using their personal protective equipment, cleaning and washing their hands. Internal Activities I attended the Alzheimer Society’s Coffee Break held here at the home as well as a memorial service, Remembrance Day service, celebratory tea for Art and Clara Clow and unit Christmas parties. Staff Service Tea We held our annual staff service tea with staff reaching service milestones of 5, 10, 15, 20, 25, 30 and 35 years. As in past years I bake the goodies for the tea to show my appreciation of all that they do for Fairmount. Website Staff at Fairmount has been participating in the development of the new County website. We are looking forward to having the Fairmount web pages truly promote who we are here at Fairmount through pictures and stories as well as having the opportunity to share our quality improvement activities with our community. Strategic Planning I attended two days of County strategic planning. Family Information Session We scheduled and promoted a Family Information Session however we did not have any family members attend. JBS Scheduling System We hosted Lanark Lodge for a morning to review our scheduling software system and talk about our scheduling policies and procedures. Fairmount Home – 4th Quarter Activity Update January 16, 2013

2013-007 2012 4th Quarter Activity

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Mandatory Staff Education Another mandatory staff education day was held with close to 50 staff in attendance. These sessions help to ensure that we meet the training requirements set out in the Long-Term Care Homes Act. Budget Much time was spent preparing the 2013 budget. VALID Research Study We are participating in a research study with Queen’s University called VALID (Volunteers Adding Life In Dementia) focusing on the impact regular contact with volunteers has on residents with dementia. Missing Resident Policy We conducted a table top exercise focusing on our missing resident policy. Staff was very aware of the roam alert system, the missing resident policy as well as the point of care policy.

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

Fairmount Home – 4th Quarter Activity Update January 16, 2013

2013-007 2012 4th Quarter Activity

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Report 2013-016 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

January 3, 2013

Date of Meeting:

January 16, 2013

Re:

Fairmount Home – Rotary Donation to Auditorium Renovation Project

Recommendation RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – Rotary Donation to Auditorium Renovation Project report; AND FURTHER THAT Council of the County of Frontenac accept a donation from the KingstonFrontenac Rotary Club in the amount of $75,000 to be paid over three years; AND FINALLY THAT Council of the County of Frontenac, upon completion of the Auditorium Renovation Project, agree to name the Auditorium Room the Rotary Auditorium.

Background In September 2012, the Building Change Together Auditorium Fundraising Campaign kicked off with the goal of raising $200,000 toward the renovation of the home’s auditorium. The fundraising committee has been working hard to promote the project in the community and have been very successful in raising just over $129,000 at the time of writing this report. The committee developed a level of recognition document, which was approved by County Council, which outlines the level of donation required for the naming of spaces within the home.

Comment In late November, 2012 I was asked to make a presentation about our auditorium renovation project to some members of the Kingston-Frontenac Rotary Club. The home’s Volunteer and Special Events Coordinator and I attended and made the presentation. Administrative Report Fairmount Home – Rotary Donation to Auditorium Renovation Project January 16, 2013

2013-016 Rotary Donation to Auditorium

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Subsequent to this presentation I was contacted by the Rotary representative and advised that the Club was interested in making a donation of $75,000 to our project. There are two stipulations attached to this donation: a) That the donation can be paid over three years, and b) That the Auditorium Room be named the Rotary Auditorium. In discussions with the Club’s representative, it is my understanding that the members do not wish to name the entire building itself, just the auditorium room. This would still allow the naming of other areas such as the auditorium lobby, kitchen, greenhouse, etc. They would like to see a large Rotary Wheel (tasteful of course) at the entrance to the auditorium room (not on the exterior of the building) with the words “The Rotary Auditorium”. In order to prevent confusion and because the proposed redeveloped building is larger and has new facilities, the redeveloped building could be given a new name, for example, Fairmount Cultural Centre, or Recreation Centre with, of course, the opportunity for applying value to naming rights of the entire area. The Rotary Auditorium would then be a room within the complex and hopefully no more confusion The naming of the auditorium room is not listed on the approved levels of recognition document. Only the auditorium lobby, at $100,000 and the auditorium kitchen, at $75,000, are listed. The intent was to bring the document back to Council once the final plans had been approved. The 40 plus year relationship that the Kingston-Frontenac Rotary Club has had with Fairmount Home has included musical evenings, financial donations in excess of $50,000 and ongoing volunteering. In 2011, Rotarians provided a Paul Harris Fellowship Certificate of Appreciation to Fairmount Home to recognize Fairmount’s outstanding contribution to the community and advised that the Club had made a donation in Fairmount’s Home’s name to the Paul Harris Fellowship. Over the years at Fairmount the Club has supported a therapy room, the Capital Campaign, renovations to the Family Room, a handicapped bus and gazebos for the Roger Candy Memorial Park. The Club has also provided volunteers for Park maintenance. For the past 10 years, the Club has funded and provided volunteers on a monthly basis for a resident bingo program. In summary, Council has the ultimate authority to decide if a $75,000 donation from and a 40 plus year relationship with the Kingston-Frontenac Rotary Club is acceptable to offer the Club naming rights for the Auditorium Room in the redeveloped complex.

Organizations, Departments and Individuals Consulted and/or Affected Residents Staff Volunteers Kingston-Frontenac Rotary Club Auditorium Fundraising Committee

Administrative Report Fairmount Home – Rotary Donation to Auditorium Renovation Project January 16, 2013

2013-016 Rotary Donation to Auditorium

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Accounts for the Period of: December 10, 2012 to January

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Accounts for the Period of: December 10, 2012 to January

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Accounts for the Period of: December 10, 2012 to January

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Accounts for the Period of: December 10, 2012 to January

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M MINUTES OF O THE GRE EEN ENERG GY TASK FO ORCE ADVISORY COM MMITTEE Janu uary 9, 2013 3 A regula ar meeting of o the Gree en Energy Task T Force e Advisory Committee C w was held in n the Frontena ac Room off the County y Administra ative Office,, 2069 Battersea Road d, Glenburniie on Wednesd day, January y 9, 2013 at 10:00 a.m. In attend dance: • David D Hahn, Chair • Warden W Jane et Gutowski • Councillor C De enis Doyle • Matt M Fiene Regrets:: • Councillor C John Inglis • Brad B Leonard d • Maris M Krumin ns Staff: E Sav vill, CAO/Cle erk • Elizabeth • Ja annette Amini, Deputy Clerk C (Recorrding Secreta ary) • Louise Dignum, Administtrative Assistant 1.

C to orderr Call T Chair called the mee The eting to order at 10:03 a..m.

A Adoption of the agenda a C Committee Recommenda R ation T THAT the Agenda be app proved.

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

D Deputations and/or pres sentations The Chair req T quested thatt the Deputy Clerk record that, in acc cordance wiith the Munic cipal C Conflict of Intterest Act, no o member of o Council de eclared a pec cuniary interrest.

A Adoption of minutes C Committee Recommenda R ation T THAT the GE ETF minutes of the meetting held Nov vember 7, 2012 be apprroved.

Green Ene ergy Task Force e Advisory Com mmittee January 9, 2013

Green Energy Task Force a) January 9, 2013 GETF

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Communications – Nil

Reports/Topics for Discussion 2013-006 GETF - 2013 Work Plan Update Committee Recommendation THAT the Green Energy Task Force Advisory Committee receive this 2013 Work Plan Update report for information; AND FURTHER that the Green Energy Task Force recommend to Council of the County of Frontenac to proceed with the submission of a MicroFIT application located at the County Administration/Fairmount Home property. The Committee reviewed the noted conferences and webinars and it was noted that the SWITCH Green Conference to be held in Kingston was not identified in the report. Committee Recommendation THAT the Council of the County of Frontenac authorize staff to submit a sponsorship package for the GreenProfit 2013 Conference to be held in Kingston March 18, 2013 at the $1,000 sponsorship level which includes one (1) complimentary registration; AND FURTHER THAT the County of Frontenac approve two (2) additional registrations at a cost of $195 per registration prior to March 3, 2013. Staff will contact organizers of the event to determine if staff assisting with the set up for the event would be required to register. Local Improvement Charge PAPER project update Staff advised the Committee that County Council has supported this initiative through an expression of interest. A Working Group of the Toronto Atmospheric Fund is taking the lead on designing a pilot project. There is no immediate action that the County can take; however staff requested that GETF members review the report and advise on any concerns from a rural perspective. Staff was asked to contact the City of Kingston and Utilities Kingston to determine local awareness of PAPER opportunities and to create dialogue on potential synergies that could be obtained through collaborative efforts. The Committee also mentioned possible connections that could be made with Sustainable Kingston. In order to facilitate discussion at the next Green Energy Task Force meeting, staff will draft a report outlining options for appropriate design features for a rural pilot in this area. This will be used to highlight any differences that may arise between local rural needs and the Toronto pilot design. It was noted that there may be an opportunity to host an event aimed at raising awareness of County efforts by bringing together City of Kingston staff and Councillors,

Green Energy Task Force Advisory Committee January 9, 2013

Green Energy Task Force a) January 9, 2013 GETF

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as well as other stakeholders. It was felt that this Committee could take advantage of hosting such an open house. Staff will speak with Kingston staff with respect to gathering together politicians to provide an information sharing session. Direction to staff ¾ Confirming webinar dates ¾ Gain terms of reference from the working group in Toronto ¾ Liaise with the City of Kingston and Utilities Kingston to discuss Kingston initiatives and programs ¾ Attend SWITCH meeting ¾ Prepare a report to discuss PAPER options for the February GETF meeting ¾ Contact St. Lawrence College regarding these initiatives and the potential training opportunity it could provide Committee Recommendation THAT the July 2, 2013 Green Energy Task Force meeting be cancelled and that a meeting be held February 13, 2013. MicroFIT and FIT options for County revenue generation The Task Force discussed the possibility of a change of government at the provincial level and how this might impact the submission of applications. It was noted that timely application submission was very important and that MicroFIT applications can always be terminated without penalty if future priorities shift. With respect to a larger scale project, it was noted that if the County does not investigate its options, it will not be ready and able to take action when the historically short application window comes open and this may result in missed opportunities. The report identifies 2 primary options for projects, namely a MicroFIT and LargeFIT. Staff advised that County Council will be assessing the status of the County’s reserve funds and there may be potential dollars available. It was also noted there are developers who are looking for properties for roof top solar installations. Discussion arose over taxpayer support for County solar power initiatives and if the County has the relevant expertise. The opportunities for entering into public private partnerships (P3s) or generating a community-owned project through cooperative shares purchased through a local cooperative were also discussed. The Chair will contact Mr. Paul McKay with Canadian Solar to determine if the proposed site is appropriate and will report back to the Task Force. The Task Force felt that should any application be submitted, it should be done prior to March to avoid any disruptions in the event of a Provincial election. The Task Force supported the submission of MicroFIT application. Develop a concept plan for a Community Energy Plan for the Frontenacs The Chair confirmed his discussions with Mr. Greg Allen and it was thought that the County should first issue a Request for Qualifications. This would provide clarification on which consultants may have the necessary experience or expertise, as well as outlining how they would proceed. Green Energy Task Force Advisory Committee January 9, 2013

Green Energy Task Force a) January 9, 2013 GETF

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Committee Recommendation THAT Council of the County of Frontenac authorize staff to issue a Request For Qualifications for the development of a concept plan for a Community Energy Plan for the Frontenacs. Support economic development opportunities in the energy sector as they arise The Task Force concluded that it would be pre-mature to make recommendation to County Council at this time. Publicly promote energy conservation It was noted that the promotion of energy conservation ties in with the PAPER project with respect to marketing and any public relations/promotion program. Some utilities companies advertise energy conservation on utility bills and the Task Force questioned if some type of promotional material could be placed in Township tax bills; however this would require approval from the Townships. Any flyer should list websites that direct readers to further online information. The Committee felt that further investigation would be required with respect to developing a significant promotional campaign before advising residents. It was questioned if there would be value in separating the 2 initiatives; however it was felt that it would be advisable to wait for further PAPER development. The Green Profit Conference was noted as an excellent opportunity to publicly promote energy conservation. 8.

Other business – Nil

Next meeting date The next meeting of the Green Energy Task Force is scheduled for Wednesday, February 13, 2013 at 10 a.m. in the County Boardroom.

Adjournment The meeting adjourned at 11:59 a.m.

David Hahn, Chair

K. Elizabeth Savill, CAO/Clerk

Green Energy Task Force Advisory Committee January 9, 2013

Green Energy Task Force a) January 9, 2013 GETF

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COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

January 9, 2013

Date of meeting:

January 16, 2013

Re:

Green Energy Task Force Advisory Committee – Report to Council

Recommendation a) MicroFIT and FIT Options for County Revenue Generation THAT Council of the County of Frontenac authorize staff to proceed with the submission of a MicroFIT application located at the County Administration/Fairmount Home property; b) SWITCH GreenProfit 2013 Conference THAT the Council of the County of Frontenac authorize staff to submit a sponsorship package for the GreenProfit 2013 Conference to be held in Kingston March 18, 2013 at the $1,000 sponsorship level which includes one (1) complimentary registration; AND FURTHER THAT the Council of the County of Frontenac approve two (2) additional registrations at a cost of $195 per registration prior to March 3, 2013. c) Develop a concept plan for a Community Energy Plan for the Frontenacs THAT Council of the County of Frontenac authorize staff to issue a Request For Qualification for the development of a concept plan for a Community Energy Plan for the Frontenacs. d) Amendments to GETF meeting schedule THAT the July 2, 2013 Green Energy Task Force meeting be cancelled and that a meeting be held February 13, 2013.

Green Energy Task Force Advisory Committee – Report to Council January 16, 2013

Green Energy Task Force a) January 9, 2013 GETF

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Finance Committee Meeting Minutes January 7, 2013 A meeting of the Frontenac Finance Advisory Committee was held at the County Administrative Office, 2069 Battersea Road, Glenburnie, on Monday, January 7, 2013 at 10:00 a.m. Present:

Deputy Warden Clayton, Chair; Warden Gutowski; Councillor Jones, Vice Chair; and Councillor McDougall

Staff:

Liz Savill, CAO/Clerk; Marian VanBruinessen, Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator of Fairmount; Anne Marie Young, Manager of Economic Sustainability; Joe Gallivan, Manager of Sustainability Planning; Jannette Amini, Deputy Clerk (Recording Secretary); Colleen Hickey, Human Resources Specialist/Labour Relations

Call to order Deputy Warden Clayton called the meeting to order at 10:00 a.m.

Adoption of the agenda Committee Recommendation THAT the agenda for the Finance Committee meeting of January 7, 2013 be adopted.

Disclosure of pecuniary interest and general nature thereof The Chair requested that the Deputy Clerk record that, in accordance with the Municipal Conflict of Interest Act, no member of Council declared a pecuniary interest.

Adoption of minutes Committee Recommendation THAT the minutes of the meeting held October 17, 2012 be approved as amended. It was noted that Ms. Shillington was in attendance at the October 17, 2012 meeting and should be added to Staff in attendance.

Deputations and/or presentations – Nil

Communications – Nil

Reports referred from County Council

Finance Committee Minutes January 7, 2013

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Report 2013-010 Financial Services - Land Ambulance Vehicle Useful Life Adjustment (Referred from the October 17, 2012 County Council meeting) Committee Recommendation RESOLVED THAT the Finance Committee of the County of Frontenac accept this Financial Services – Useful Life of Land Ambulance Further Discussion report for discussion; AND FURTHER THAT the Finance Committee recommend to County Council that Council adopt a Bylaw revising the Tangible Capital Asset Useful Life Schedule to amend the useful life of an ambulance from 6 years to 4.5 years; AND FURTHER THAT the Finance Committee recommend to County Council that all replacement of vehicles must be authorized by Council. It was noted to the Committee that vehicles that had typically last for 6 years are no longer manufactured and that ambulances currently running do not last that long. Attempts to extend the life of a vehicle result in significant costs in maintenance and repairs. Staff did suggested that this amendment to the by-law is for accounting purposes only and that vehicles will only be replaced if needed. Another concern that was expressed by staff was that currently if a vehicle is replaced before 6 years, the County would lose those additional years of provincial funding. Committee discussed the types of vehicles currently available and issues with specific vehicles as well as types of vehicles that may become available in the future. Members expressed concerns that if the County were to move to this type of accounting system that vehicles would automatically be replaced in 4.5 years. Although there is direction in place by Council with respect to the replacement of vehicles, reports could come forward to Council for authorization. The Committee discussed patient transport vehicles to which staff noted there are private companies that do this and that this has been a discussion point since provincial downloading of the service. Although some concerns were expressed with this new industry of patient transfer, FPS is obligated to transfer patients if ordered by the hospitals. The Committee was advised that the County currently has reserve funds set up for vehicle replacement. Report 2013-012 Human Resources - Non-Union Salary Adjustment Policy (Referred from the December 19, 2012 County Council meeting) Committee Recommendation THAT Council authorize the implementation of the Non-Union Salary Adjustment Policy that directs:

Finance Committee Minutes January 7, 2013

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  1. Annual adjustments to non-union rates will be set in accordance with the annual Ontario Consumer Price Index for October of each year based on the annual CPI rate.
  2. If the Index falls below two (2) percent, the higher of the three (3) County collective agreements wage increases should be applied to the non-union wage schedules to reflect a wage increase and maintain a margin between the unionized and nonunionized bands to curtail compression.
  3. Further, a review of the average increases of the four (4) Frontenac Townships, authorized at the time of the County budget will be brought forward for Council’s review to ensure a fair rate is applied.
  4. Should the Index exceed three (3) percent, Council direction shall be sought prior to any adjustments being made.
  5. All adjustments will be effective January 1st of each year. AND FURTHER THAT Council authorize a 2% non-union increase for 2013. Point 2 was amended to take the higher of the three (3) County collective agreements wage increases The Committee discussed the issue of ensuring that management salaries remain competitive while at the same time showing restraint and the need to deal with the economic realities of the times. It questioned if this was an appropriate time to be introducing long term policy. Staff advised that the last salary review places the County at the 41st percentile and current staff are putting in additional unpaid hours. Report 2013-009 Human Resources - Organizational Study Options (Referred from the December 19, 2012 County Council meeting) Committee Recommendation THAT the Finance Advisory Committee receive this Human Resources – Organizational Study Options report; AND FURTHER THAT the CAO be directed to bring to the March 11, 2013 Finance Advisory Committee a Terms of Reference for the services of a consultant to complete an appropriate Organizational Study. The Committee discussed what the organizational study should accomplish and the 3 different options noted in the report. Staff pointed the Committee to the recent review done on the Dietary Services for Fairmount Home in which work flow and processes were considered to identify what an organization does, what it should be doing and where there are gaps. Some concerns were expressed that this review was premature as these departments do not have a large number of staff and, if staff were given an opportunity to show what staff do, the Committee could then have an open discussion and come up with a more specified study; however it was acknowledged that having someone from the outside can provide objectivity when determining if additional staff are required or if more efficient processes could be followed.

Finance Committee Minutes January 7, 2013

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Concern was expressed by staff that if additional staff resources are not approved, that Finance may not be able to meet its statutory obligations. As well, staff is interested in seeing if they are using their time well and that they are working effectively and efficiently. The Committee discussed how the RFP might be drafted and that it should be Council that engages the services of a consultant given that this organizational review would also include the CAO position. The CAO was asked to include 2 members of Council when developing an RFP for the Terms of Reference. 8.

Business a)

Report 2013-003 Financial Services – 2013 Preliminary Budget Committee Recommendation RESOLVED THAT the Finance Committee of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FURTHER that the Finance Committee confirm its list of comments and observations concerning the 2013 Budget Presentation as follows:

  1. Governance THAT the expense line for Salaries be increased by $3,500; and THAT $3,000 be added to the Professional, Contracted Service, Insurance which was removed from the Sustainability – Economic Development – Planning budget for Rural Youth Day; and THAT a transfer of $3,000 from the federal gas tax reserve be included.
  2. Sustainability – Economic Development – Planning THAT the Public Relations allocation be reduced from $4,050 to $1,000; and THAT the contributions being made to the North Frontenac and Frontenac Islands Eco Tourism in the amount of $70,922 be taken from the Economic Development Projects allocation reducing the Economic Development Projects allocation from $100,000 to $29,078, and THAT the allocation for Rural Youth Day be transferred to the Sustainability Advisory Committee budget; and THAT the County of Frontenac provide $20,000 over 2 years to the Land O’Lakes Tourism Association projects and that Lennox and Addington County be encouraged to match this allocation and that the County’s share of this project in 2013, $10,000, be transferred from the Strategic Projects reserve. The allocation of $50,000 for Signage Implementation was not supported by the Finance Committee and was lost on a tie vote

Finance Committee Minutes January 7, 2013

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  1. Corporate THAT the Transfer from Reserves be increased by $80,000 to permit a cost of up to $125,000 for the Administrative Organization Review
  2. Transfers to Others THAT Council direct staff to further investigate the request by Land O’Lakes Community Services for funding in the amount of $5,000 as requested at the December 19th, 2012 Council meeting; and THAT staff be directed to contact Frontenac Transportation that no funding was requested for 2013. AND FINALLY the Finance Committee recommend that the 2013 Budget Presentation including the list of comments and observations developed by the Committee go forward to the Council of the County of Frontenac at its regular meeting scheduled in January 2013. The Committee’s main focus was the amount of sick time for both FPS and Fairmount and on mitigation strategies. With respect to the Fairmount budget, the Committee reviewed the 2 options provided by staff as well as potential implications should they wish to impose the 0% increase. The Fairmount budget will continue to be monitored through financial reports each month and if it begins to appear that the budget target will not be met, staff will advise the Committee. It was noted that a lot of the increase in the budget is due to benefit increases such as OMERS and the CPP. The Committee discussed the consequences of offsetting the levy by bringing forward dollars from a reserve fund which this year has caused a 2.42% budget increase as $200,000 was injected into the 2012 budget to offset the operating budget. It was questioned if excessive taxation has taken place in previous years to grow such a large working reserve fund. There was a discussion around the value of considering reserve funds in the context of a long term financial plan. b)

2013 Draft Budget

Staff will seek feedback for next year with respect to the new and changed format of the budget authorized by this Committee and Council. General County The Committee discussed the logic around the estimations for the 2013 budget being based on estimates from 2012 given the excess amount of funds currently in the Working Fund Reserve. Staff advised that the actual increase for the budget is currently at 3.2%; however this could change based on revenues from the City of Kingston for User Fees. The City budget is passed in November without the County’s budget so the revenues are based on estimates. Other items that affect the budget are Ministry funding and budgets from other agencies so certain assumptions need to be made. Governance Finance Committee Minutes January 7, 2013

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Staff noted that Council salaries in 2013 are lower as staff is now more familiar with the committees’ activities and the financial costs associated with them. The increase in Training and Travel is due to a reallocation of committee expenses and reflect the budgets submitted by each Committee. It was expressed that members of Council may wish to review the Committee budgets. It was noted that Council and Committees have been incorporated under Governance and staff will provide the detail pages used to arrive at these figures. It was noted that expense claims for 2012 continue to be processed and, staff requested that the Salaries line be increased by $3,500 as actuals at the end of November were only $3,500, but by the end of December totaled over $8,500 with not all claims yet processed. It was also suggested to add the $3,000 to Professional, Contracted Service, Insurance which was removed from the Sustainability – Economic Development – Planning budget for Rural Youth Day. The Warden’s budget was questioned and its support discussed. Staff noted that support for EOWC is included in this line as are other allocations. The EOWC has proven to be an effective forum for the County to be acknowledged by upper levels of government as small counties cannot expect to make a significant impact on provincial or federal governments working alone. The County has benefited through the EOWC on a number of issues including those related to long term care and paramedics. In the last several provincial budgets, the work of the EOWC has been acknowledged. It was noted that the EOWC is an incorporated body that restricts membership to Wardens only and to not have the Warden there would not serve the County well as the seat would be left vacant. It was suggested that perhaps through the Warden’s allocation the County could host a function that would bring City of Kingston Councillors and other partners to the County to provided education and awareness of the County and its issues to ensure these issues are understood. Staff was questioned on the large discrepancies between the 2012 budget and November 2012 actuals noting that even higher amounts are being requested in the 2013 budget. Addressing one line in particular, staff advised that not all dollars budgeted under Public Relations were used in 2012. These funds are allocated to provide Council with the ability to take advantage of opportunities that arise through the year. A portion of this line is also includes Committee expenses and the Committees did not take full advantage of their respective budgets. Members also questioned why Committee budgets appear at Council prior to budget discussions to which staff stated that Committees are directed by council to bring individual Work Plans to Council prior to the end of the year. The budgets of the Committees have risen this year as the cost of Council members attending Committees have been allocated to these budgets. The Travel, Training and Conference fees line has increased due to a reallocation of Committee expenses. The largest difference under the Governance budget is the shift of the Committees to this section. It was suggested that the surpluses from last year be incorporated into this year’s budgets which would come from the Working Fund Reserve. The Committee requested that the Committees’ budget breakdown documents be provided to Council. With respect to any amendments to the Public Relations allocation from the Warden’s budget, the Committee felt that this should be a discussion at County Council. The Committee stated its support for the EOWC. The Committee talked about its role with respect to how the Working Fund Reserve should function as staff has noted that when this reserve is used to offset the levy, it Finance Committee Minutes January 7, 2013

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creates a higher increase in future years and this is not sustainable. This will be part of a larger discussion around long term financial planning. Committee Recommendation THAT the expense line for Salaries be increased by $3,500; and THAT $3,000 be added to the Professional, Contracted Service, Insurance which was removed from the Sustainability – Economic Development – Planning budget for Rural Youth Day; and THAT a transfer of $3,000 from the Federal Gas Tax Reserve Fund be included. The Committee recessed at 3:35 p.m. and reconvened at 9:00 a.m. January 8th, 2013 Sustainability – Economic Development – Planning Planning: It was noted to the Committee that the original Population Modeling came at a cost of $40,000 and the update is projected to cost $20,000 as the trend has shown that there has been moderate growth in the County. The Committee was made aware that a requirement of the Federal Gas Tax Funding is that dollars must be expensed within 3 years of receipt. The draft 2013 budget meets this requirement. Some of these FGT expenditures are carried forward from previous years’ commitments for completion of projects. One example is the Community Improvement Plans which typically have a lifespan of 5 years. Economic Development: The Committee was informed that there are opportunities out there for grants and loans to assist small business. The Committee was made aware of funding donated from an area snowmobile club in the amount of $10,000 in support of the Trail as well as property owners who are willing to provide right of ways for inclusion of the Trails expansion. There may also be opportunities to work with First Nations on trails development. The land claim agreement in principle has been tentatively reached and this may result in support for the Trail also. The Committee was advised that the Concept Plan will address the lack of a specific map that identifies all trails and their locations in the County. There is an awareness and education component of the trails as many residents of Kingston come and use the trail and there is economic spin off and benefit to this. It was noted that the Trails Committee has not yet explored connecting the Islands with the trails and this should be done in conjunction with FI representatives. The public consultation component of the Concept Plan will help to identify more of the trails running through the County allowing more to be mapped. As well, the opportunity to leave a legacy as part of the 150th Anniversary celebrations has been discussed by that Advisory Committee and one idea raised is the development of community hubs that are focused around the trails. It was noted to the Committee members that the dollars budgeted in 2012 for Smaller Scale Sustainability Projects are committed and will be fully expensed in 2013. These dollars come from Federal Gas Tax funding and do not affect the levy. Finance Committee Minutes January 7, 2013

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Federal Gas Tax funding was raised by members of the Committee and it was noted that there is a desire by members of County Council to have a higher amount of this funding transferred to the Townships. Staff did advise that there are other large issues such as solid waste management that can be overwhelming for individual townships to address. These regional issues can benefit from Federal Gas Tax dollars. The Land Fill Review and Transportation lines are there as a safeguards if required. A number of years ago, the County worked with Land O’Lakes to create gateway signage and interest has now been expressed to again focus on gateway signage. The issue of signage has also been discussed when working on Community Improvement Plans. Staff advised the Committee that the signage currently being used on the Frontenac K&P Trail is very durable to prevent vandalism. A discussion arose around the Land O’Lakes Tourism Association and what financial supports the County could offer with respect to its projects. It has received $40,000 from the 4 Townships; however is still $20,000 short. A suggestion was made to include a line to support the Land O’Lakes Tourism Association project and that Lennox and Addington County also be encouraged to offer its financial commitment. The difference between Public Marketing and Public Relations was questioned, to which staff replied that Public Relations includes more administrative business such as advertising for Human Resources. A suggestion was made that this project should be shifted to the Sustainability Committee budget and identified simply as Rural Youth. There are investment opportunities out there to support rural youth and the County could partner with other initiatives. The Committee discussed the $100,000 for Economic Development Projects which is allocated in the budget as a place holder for projects not yet identified. It was agreed that this allocation should be reduced by the contribution made to the Townships of North Frontenac and Frontenac Islands in support of EcoTourism projects. This will reduce the line to approximately $29,000. Committee Recommendation THAT the Public Relations allocation be reduced from $4,050 to $1,000; and THAT the contributions to the Townships of North Frontenac and Frontenac Islands EcoTourism in the amount of $70,922 be taken from the Economic Development Projects allocation reducing the Economic Development Projects allocation from $100,000 to $29,078, and THAT the allocation for Rural Youth Day be transferred to the Sustainability Advisory Committee budget; and THAT the County of Frontenac provide $20,000 over 2 years to Land O’Lakes Tourism Association project and that Lennox and Addington County be encouraged to match this allocation with the County’s share of the 2013 contribution coming from the Strategic Projects Reserve. Lost Recommendations Finance Committee Minutes January 7, 2013

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The allocation of $50,000 for Signage Implementation was lost on a tie vote Corporate It was noted that only $45,000 was included for the Organizational Review; however earlier in the meeting the Committee committed up to $125,000 and this line would need to be increased. This change will not affect the levy. Breakdowns of the Professional, Contracted Services, Insurance and the Travel, Training, Conference, Fees were requested. Staff will also provide conference attendance information. Committee Recommendation THAT the Transfer from Reserves be increased by $80,000 to permit a cost of up to $125,000 for the Administrative Organization Review Transfers to Others The Committee discussed the $5,000 request made by the Land O’Lakes Community Services at the December County Council for a contribution to the operating costs of transportation services provided to Frontenac County residents. The Committee felt that prior to providing such funding, feedback should be requested from the Townships and their Council representatives. This Committee is not in a position to make a recommendation on the Land O’Lakes Community Services funding request. Some concerns were expressed that the actual amounts for each grant and the extent of their details is not being provided. Staff will ensure this information is included in the Council documents. Committee Recommendation THAT Council direct staff to further investigate the request by Land O’Lakes Community Services for funding in the amount of $5,000 as requested at the December 19, 2012 Council meeting; and THAT staff be directed to contact Frontenac Transportation that no funding was requested for 2013 and request reconciliation for 2012. 9.

Closed meeting As authorized under Section 239 (2) of the Municipal Act, to consider: (d) labour relations or employee negotiations Committee Recommendation THAT the Finance Advisory Committee enter into a closed session as authorized under Section 239 of the Municipal Act to consider: (d) labour relations or employee negotiations Committee Recommendation THAT the Finance Advisory Committee rise from closed session without reporting.

Other business – Nil

Finance Committee Minutes January 7, 2013

Finance Committee Finance Committee Meeting

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AgendaItem#14142f)

Next meeting date The next meeting of the Finance Advisory Committee is scheduled from Monday, March 11, 2013.

Adjournment The meeting adjourned at 2:33 p.m.

Finance Committee Minutes January 7, 2013

Finance Committee Finance Committee Meeting

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AgendaItem#14142f)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

January 9, 2013

Date of meeting:

January 16, 2013

Re:

Finance Committee – Report to Council

Recommendation a) Report 2013-010 Financial Services - Land Ambulance Vehicle Useful Life Adjustment (Referred from the October 17, 2012 County Council meeting) THAT Council for the County of Frontenac adopt a By-law revising the Tangible Capital Asset Useful Life Schedule to amend the useful life of an ambulance from 6 years to 4.5 years; AND FURTHER THAT all replacement of vehicles must be authorized by Council. b) Report 2013-012 Human Resources - Non-Union Salary Adjustment Policy (Referred from the December 19, 2012 County Council meeting) THAT Council for the County of Frontenac authorize the implementation of the Non-Union Salary Adjustment Policy that directs: 1. 2.

Annual adjustments to non-union rates will be set in accordance with the annual Ontario Consumer Price Index for October of each year based on the annual CPI rate. If the Index falls below two (2) percent, the higher of the three (3) County collective agreements wage increases should be applied to the non-union wage schedules to reflect a wage increase and maintain a margin between the unionized and non-unionized bands to curtail compression. Further, a review of the average increases of the four (4) Frontenac Townships, authorized at the time of the County budget will be brought forward for Council’s review to ensure a fair rate is applied. Should the Index exceed three (3) percent, Council direction shall be sought prior to any adjustments being made. All adjustments will be effective January 1st of each year.

Finance Advisory Committee – Report to Council January 16, 2013

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AND FURTHER THAT Council authorize a 2% non-union increase for 2013. c) Report 2013-009 Human Resources - Organizational Study Options (Referred from the December 19, 2012 County Council meeting) THAT the CAO be directed to bring to the March 11, 2013 Finance Advisory Committee a Terms of Reference for the services of a consultant to complete an appropriate Organizational Study.

Finance Advisory Committee – Report to Council January 16, 2013

Finance Committee Finance Committee Meeting

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AgendaItem#16a)

BY-LAW NO. 2013-0001 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac WHEREAS Section 270(1) of the Municipal Act, S.O. 2001, as amended, states that a municipality and a local board shall adopt policies with respect to its procurement of goods and services; AND WHEREAS it is deemed necessary to revise the existing Procurement Policy to strengthen the procurement function while maintaining the integrity of the process, and to conform to the requirements of the Accessibility for Ontarians with Disabilities Act, 2005; NOW THEREFORE the Council for The Corporation of the County of Frontenac hereby enacts as follows: 1.

That the Council of the County of Frontenac hereby adopts the Procurement Policy for the County of Frontenac attached hereto as Schedule “A” and forming part of this bylaw.

That By-law No. 2010-0031 is hereby repealed.

That any other by-laws or provisions conflicting with this by-law are hereby repealed.

That this by-law, referred to as the procurement by-law, shall come into force and take effect on the date of final passing.

Read a First and Second Time this 16th day of January, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 16th day of January, 2013.

The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0001 – to adopt a policy to govern the procurement of goods and services by the County of Frontenac Page 1 of 1

a) By-Law No. 2013-0001 - To Govern The Procurement of

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AgendaItem#16b)

BY-LAW NO. 2013-0002 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a By-law to Amend County of Frontenac By-law 2008-0031, being a By-law to Adopt a Tangible Capital Asset Policy (Land Ambulance Useful Life Adjustment)

WHEREAS the Public Sector Accounting Board (PSAB) has legislated a requirement for all Canadian municipalities to begin incorporating tangible capital assets into their respective financial statements by January 1, 2009; and WHEREAS the Council for the County of Frontenac on the 16th day of May, 2008 passed Bylaw 2008-0031, being a By-law to Adopt a Tangible Capital Asset Policy; and, WHEREAS the Council of the County of Frontenac deems it expedient to amend By-law 20080031; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac deems it expedient to enact as follows: 1.

That the County of Frontenac Tangible Capital Asset Policy, Schedule “A”, Fixed Asset Useful Lives, Vehicles, FPS, Ambulances be amended to delete 6 and replace with 4.5.

Read a First and Second Time this 16th day of January, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 16th day of January, 2013.

The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0002 – To Amend By-law 2008-0031, being a By-law to Adopt a Tangible Capital Asset Policy Page 1 of 1

b) By-law No. 2013-0002 Amendments to Tangible

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AgendaItem#16c)

BY-LAW NO. 2013-0003 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on January 16, 2013 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:

  1. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 16, 2013 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
  2. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 16, 2013 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
  3. THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on January 16, 2013 except those taken by bylaw and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.
  4. THAT this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 16th day of January, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 16th day of January, 2013.

By-law No. 2013-0003 – To confirm all actions and proceedings of County Council on January 16, 2013 Page 1 of 2

c) By-Law No. 2013-0003 Confirmation of Proceedings

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AgendaItem#16c)

The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0003 – To confirm all actions and proceedings of County Council on January 16, 2013 Page 2 of 2

c) By-Law No. 2013-0003 Confirmation of Proceedings

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