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

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

AGENDA Page

1. CALL TO ORDER

2. ADOPTION OF AGENDA a) Adoption of October 16, 2013 County of Frontenac Council Meeting Agenda

3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

4. ADOPTION OF MINUTES 7-28

a) September 18, 2013 Regular County Council Meeting Minutes

5. DEPUTATIONS AND/OR PRESENTATIONS a) A presentation of the AMCTO Executive Diploma in Municipal Management

will be made to the following graduates: Krista Vandewal, Human Resources Generalist/Researcher, Corporate Services Susan Brant, Deputy Treasurer, Corporate Services Ingmar Freitag, Operations Supervisor, Emergency & Transportation Services Chris McBain, Operations Supervisor, Emergency & Transportation Services Richard Russell, Operations Supervisor, Emergency & Transportation Services Jennifer Dawson, Executive Assistant, Emergency & Transportation Services Campbell Dailey, Marine Supervisor, Emergency & Transportation Services Gail Williams, Assistant Director of Care, Fairmount Home 6. CLOSED MEETING a) As Authorized under Section 239 (2) of The Municipal Act, to consider:

(c) a proposed or pending acquisition or disposition of land by the municipality or local board

Page 1 of 203

Page 6. CLOSED MEETING Adoption of the Closed Meeting Minutes held September 18, 2013 7. BRIEFINGS 8. UNFINISHED BUSINESS 9. COMMUNICATIONS 29-41

a) 2013-185

October 16, 2013 Communications of Interest to Council 42-47

b) Communications That Require Council Action:

10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 48-67

a) 2013-172

Administrative Services Code of Conduct for County Council and Committee Members At the regular meeting of County Council held on Wednesday, September 18, 2013 the following Recommendation was considered. The Recommendation was subsequently Deferred due to a lack of time. Motion #: 352-13 Moved By: Councillor Davison Seconded By: Councillor McDougall BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Code of Conduct for County Council and Committee Members report; AND FURTHER THAT the Council of the County of Frontenac adopt the Code of Conduct for County Council and Committee Members, attached as Exhibit A to this report; AND FINALLY THAT County Council authorize staff to proceed with the issuance of a Request for Expressions of Interest for the appointment of an Integrity Commissioner to be approved by Council. Motions to Amend made September 18, 2013 Motion #: 353-13 Moved By: Councillor Davison

Page 2 of 203

Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER Seconded By: Councillor Doyle

BE IT RESOLVED THAT the wording of Section 13 (j) of Procedural By-law 2013-0020, Duties of the Warden, be added to Section 1.2 (v) of the Code of Conduct; AND FURTHER THAT Section 1.2 of the Code of Conduct be further amended to include the Chair of the Committee of the Whole. CARRIED

Motion #: 354-13 Moved By: Councillor McDougall Seconded By: Councillor Davison BE IT RESOLVED THAT Section 1.0, Statement of Intent, be deleted and replaced with, “To guide those who are covered by this Code in their day to day responsibilities on behalf of the citizens of the County of Frontenac” CARRIED 68-69

b) 2013-180

Fairmount Home Health Care Innovations Conference & Trade Show 70-71

c) 2013-181

Fairmount Home Music Care Conference 72-75

d) 2013-186

Human Resources CAO - Clerk Recruitment Process 76-87

88-89

[Addenda] e) 2013-191 Sustainability Planning Services Contract for the Township of Central Frontenac f) 2013-192

Administrative Services 2013 ESRI Canada User Conference

Page 3 of 203

Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 90-93

g) 2013-193

Financial Services Township of Frontenac Islands Financial Services Contract Transition Update

94-102

103-107

11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. a) 2013-177 Administrative and Financial Services 2013 3rd Quarter Activity Update b) 2013-178

Emergency and Transportation Services 2013 3rd Quarter Activity Update 108-110

c) 2013-179

Fairmount Home 2013 3rd Quarter Activity Update 111-137

d) 2013-182

Fairmount Home 2013 2nd Quarter Consolidated Statistical Report 138-143

e) 2013-183

Administrative Services Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) 144-163

f) 2013-184

Human Resources Attendance Management Update 164-165

g) 2013-188

Sustainability Frontenac K&P Trail – Development Update

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Page

166-168

11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. h) 2013-190 Sustainability County Official Plan – Second Draft Update
12. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL
13. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES

169-173

a) Kingston Frontenac Library Board Update - Councillor Purdon b) KFL&A Public Health Board Update - Councillor Clayton

174-181

c) RULAC, LSR and Other Updates d) Algonquin Land Claim Update - Councillor Inglis e) Frontenac County Youth Justice Advisory Committee Update - Councillor

Davison A meeting is scheduled for Friday, November 1, 2013 f) Housing and Homelessness Committee Update - Councillor McDougall g) Rideau Corridor Landscape Steering Committee Update - Councillor Jones

14. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL 182-185

a) Sustainability Advisory Committee Minutes of Meeting held October 7, 2013

186

b) Sustainability Advisory Committee Recommendations to Council

187-191

c) Trails Advisory Committee Minutes of Meeting held October 10, 2013

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Page 14. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL 192

d) Trails Advisory Committee Recommendations to Council

15. ACCOUNTS 193-199

a) Posted Cheque Listing for the Period of: September 10, 2013 - October 9,

2013 16. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN 17. GIVING NOTICE OF MOTION 18. OTHER BUSINESS 19. PUBLIC QUESTION PERIOD 20. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 200-201

a) By-law No. 2013-0037 - To Appoint an Acting CAO, Acting Clerk and Acting

Deputy Clerk 202-203

b) By-Law No. 2013-038 - Confirmation of Proceedings

21. ADJOURNMENT

Page 6 of 203

AgendaItem#4a)

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

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

ALSO PRESENT:

County: Liz Savill, CAO/Clerk; Marian VanBruinessen, Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, AdministratorFairmount Home; Anne Marie Young, Manager of Economic Sustainability; Joe Gallivan, Manager of Sustainability Planning; Jannette Amini, Deputy Clerk Media: Elliot Ferguson, The Kingston Whig-Standard, Jeff Green, The Frontenac News and Craig Backay, Frontenac EMC

CALL TO ORDER

Warden Gutowski called the meeting to order at 9:08 a.m. 2.

ADOPTION OF AGENDA

Motion #: 329-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the agenda for the September 18, 2013 meeting of the Council of the County of Frontenac be adopted as circulated. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

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

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 1 of 22

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AgendaItem#4a)

ADOPTION OF MINUTES

Motion #: 330-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the minutes of the regular meeting of County Council held on July 17, 2013 be adopted as circulated. CARRIED 5.

DEPUTATIONS AND/OR PRESENTATIONS

Mr. Scott Reid, M.P. Lanark-Frontenac-Lennox and Addington, requested County Council’s permission to add an item of business to his deputation, that being an update on his work with AED’s. Motion #: 331-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

BE IT RESOLVED THAT By-law 2013-0020 be waived to permit Mr. Reid to introduce additional business regarding a program concerning AEDs (Automatic External Defibrillators). CARRIED (A 2/3 vote was received) Mr. Reid addressed Frontenac County Council on the redistribution of the federal electoral boundaries as well as an update on his work to date with the distribution of AEDs (Automatic External Defibrillators). Motion #: 332-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac receive the presentation by Mr. Scott Reid, M.P. Lanark-Frontenac-Lennox and Addington regarding the redistribution of the electoral boundaries and the defibrillator program for information. CARRIED Ms. Savill presented to Warden Gutowski the Power Authority of Ontario Community Leadership Award for Community Conservation which was presented in August to the County of Frontenac in recognition of its work on energy conservation by the Ontario Power Authority at the recent Association of Municipalities of Ontario conference.

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 2 of 22

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AgendaItem#4a)

CLOSED MEETING

Motion #: 333-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac enter into a closed meeting as authorized under Section 239 of the Municipal Act, to consider: Adoption of Closed Meeting Minutes dated June 19, 2013; and c) Pending acquisition or disposition of land by the municipality d) Labour Relations or employee negotiations. CARRIED Council entered into closed session at 9:52 a.m. Council rose from closed session at 10:55 a.m. Motion #: 334-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

THAT Council rise from Closed Meeting and the Warden report. CARRIED Council recessed at 10:55 a.m. Council reconvened at 11:12 a.m. Before proceeding with the meeting, Warden Gutowski drew the following names of County of Frontenac employees who have exhibited perfect attendance over the last quarter as follows: Corporate Services Frontenac-Howe Islander Ferry Services Frontenac Paramedic Services Fairmount Home Motion #: 335-13

Moved By: Seconded By:

Ms. Marian VanBruinessen Mr. Randy Deveau Mr. Jeff Burgess Ms. Pam Scott

Councillor Doyle Councillor Inglis

RESOLVED THAT in accordance with By-law 17-1995 the Council of the County of Frontenac hereby declare land surplus for the purpose of rights of way for adjacent landowner access across the Frontenac K&P Trail. Council intends to undertake the following actions: •

to grant three (3) rights-of-way over part of the former K&P right of way in Part Lot 7, Concession 8, Geographic Township of Portland to Mr. Robert Leonard for uses as

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 3 of 22

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AgendaItem#4a)

follows: one right-of-way(1) to provide access to South Frontenac Township Rd 38; and two rights (2) for crossings for the use of farm related activities only; and •

to grant a right-of-way or other legal mechanism over part of the former K&P right-ofway in Part Lot 7, Concession 6, Geographic Township of Portland to Mr. Rodney Wallace for use in farm related activities only;

AND FURTHER THAT Council of the County of Frontenac authorize staff to provide the necessary fencing materials to Mr. Wallace at the County’s expense on the condition that Mr. Wallace assumes responsibility for its installation as previously discussed; AND FURTHER THAT Council of the County of Frontenac authorize staff to execute the necessary legal agreements and planning applications to provide the above-noted legal Rights-of-Way or other legal mechanism to the adjacent landowners provided the conditions outlined in this report are substantially met; AND FURTHER THAT in accordance with By-law 17-1995, Council of the County of Frontenac hereby declare land surplus for the purpose of a land exchange with the Limestone Board of Education. Council intends to undertake the following actions: •

to exchange part of the K&P right of way located in Part Lot 9, Concession 11, Geographic Township of Portland for land within the adjacent parcel to the west described as Part Lot 9, Concession 11, Geographic Township of Portland owned by the Limestone District Board of Education;

AND FURTHER THAT Council of the County of Frontenac authorize the County’s solicitor to prepare the required documents for a land exchange with the Limestone District Board of Education subject to any other reasonable conditions as recommended by the County’s solicitor; AND FINALLY THAT Council of the County of Frontenac authorize, subject to the satisfaction of the CAO regarding the final negotiation of the required documents, the acquisition and disposition of the subject lands. CARRIED 7.

BRIEFINGS

Liz Savill, CAO, provided County Council with a briefing on Report 2013-168, 2013 Eastern Ontario Wardens’ Caucus Financial Sustainability White Papers on Municipal Affordability and Municipal Infrastructure. 8.

UNFINISHED BUSINESS – Nil

COMMUNICATIONS i.

2013-147

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 4 of 22

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AgendaItem#4a)

Communications of Interest to Council

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 5 of 22

Page 11 of 203

AgendaItem#4a)

Motion #: 336-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the items listed in the Communications of Interest to County Council report dated September 18, 2013 be received as circulated and filed for information purposes. CARRIED ii.

Communications that Require Action:

Motion #: 337-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the correspondence dated August 22, 2013 from CUPE Ontario requesting that Wednesday, October 30, 2013 be proclaimed as Child Care Worker & Early Childhood Educator Appreciation Day; and WHEREAS years of research confirms the benefits of high quality child care for young children’s intellectual, emotional, social and physical development and later life outcomes; and WHEREAS child care promotes the well-being of children and responds to the needs of parents, child care workers and the broader community by supporting quality of life so that citizens can fully participate in and contribute to the economic and social life of their community; and WHEREAS Many studies show trained and knowledgeable Early Childhood Educators and Child care staff are the most important element in quality child care, and that good wages and working conditions are associated with higher job satisfaction and morale, lower staff turnover which leads to high quality education and care; THEREFORE BE IT RESOLVED that October 30, 2013 be designated the 13th annual “Child Care Worker & Early Childhood Educator Appreciation Day” in recognition of the education, dedication and commitment of child care workers to children, their families and quality of life of the community. CARRIED Motion #: 338-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the Kingston Frontenac Public Library correspondence dated September 10, 2013 requesting that the County proclaim the month of October as Public Library Month; Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 6 of 22

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AgendaItem#4a)

AND WHEREAS the public library offers access to information; AND WHEREAS the public library supports personal growth, economic renewal and quality of life; AND WHEREAS the Council of the County of Frontenac recognizes that the board and staff of the Kingston Frontenac Public Library provide a vital service to our community; NOW THEREFORE the Council of the County of Frontenac proclaims the month of October 2013 to be Public Library Month, and encourages every person to use the public library this month and throughout the year; AND FURTHER THAT this proclamation be posted on the County of Frontenac’s website. CARRIED Motion #: 339-13 Moved By: Councillor Doyle Seconded By: Councillor Purdon RESOLVED THAT the Council of the County of Frontenac receive the correspondence from Autism Ontario requesting that the County proclaim October as Canadian Autism Awareness Month; WHEREAS October is Canadian Autism Awareness Month; and WHEREAS Autism Spectrum Disorder (ASD) affects more than 100,000 Ontarians. Autism Spectrum Disorder is now recognized as the most common neurological disorder affecting 1 in every 94 children, as well as their friends, family and community; and WHEREAS ASD is a spectrum disorder, which means it not only manifests itself differently in every individual in whom it appears, but its characteristics will change over the life of each individual as well. A child with ASD will become an adult with ASD; and WHEREAS Autism Ontario (formerly Autism Society Ontario) is the leading source of information and referral on autism and one of the largest collective voices representing the autism community. Since 1973, Autism Ontario has been providing support, information and opportunities for thousands of families across the province; and WHEREAS Autism Ontario is dedicated to increasing public awareness about autism and the day-to-day issues faced by individuals with autism, their families, and the professionals with whom they interact. The association and its chapters share common goals of providing information and education, supporting research, and advocating for programs and services for the autism community; and THEREFORE I Warden Janet Gutowski, do hereby declare October as Canadian Autism Awareness Month. Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

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AgendaItem#4a)

Dated at the County of Frontenac, Ontario this 1st day of October 2013 CARRIED 10.

RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER a)

2013-149 Administrative Services Citizen Appointments to Advisory Committees of County Council

Motion #: 340-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

THAT the Council of the County of Frontenac receive the Administrative Services – Citizen Appointments to Boards and Committees of County Council report for information; AND FURTHER THAT County Council approve the Citizen Nominations Policy to Boards and Committees attached as Exhibit A to this report. CARRIED (With agreed to amendments) b)

2013-150 Emergency & Transportation Services Medical Tiered Response Program – Wolfe Island District Volunteer Fire Department

Motion #: 341-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

BE IT RESOLVED THAT Council of the County of Frontenac receive this Emergency and Transportation Services – Medical Tiered Response Program – Wolfe Island District Volunteer Fire Department report for information; and FURTHER THAT Council of the County of Frontenac authorize the Warden and Clerk to execute an agreement with the Township of Frontenac Islands to participate in the County Medical Tiered Response Program according to the terms outlined in this report. CARRIED c)

2013-151 Emergency and Transportation Services Ontario Association of Paramedic Chiefs (OAPC) - 2013 Annual Fall Conference

Motion #: 342-13

Moved By:

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Councillor Purdon Page 8 of 22

Page 14 of 203

AgendaItem#4a)

Seconded By:

Councillor Davison

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – 2013 OAPC Annual Conference report; AND FURTHER THAT the Council of the County of Frontenac authorize the Deputy Chief – Operations and one (1) Supervisor – Operations to attend the annual OAPC Conference in Richmond Hill, Ontario from September 25 to 27, 2013. CARRIED d)

2013-153 Financial Services 2013 Property Tax Claw Back Threshold

Motion #: 343-13

Moved By: Seconded By:

Councillor McDougall Councillor Purdon

RESOLVED THAT Council of the County of Frontenac accept the Financial Services – 2013 Property Tax Clawback Threshold report; AND FURTHER THAT a by-law be introduced later in the meeting to establish the percentages by which tax decreases are limited for 2013 in respect of properties in the commercial, industrial and multi-residential classes. CARRIED e)

2013-154 Financial Services Robertsville Road Land Ambulance Station - Project Award of Contract

Motion #: 344-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

THAT County Council receive this Financial Services – Robertsville Land Ambulance Station - Project Award of Contract report; AND FURTHER THAT County Council authorize, subject to the satisfaction of the CAO with the final negotiation of the contract, the execution of an agreement with Argue Construction to build the Ambulance Station in Robertsville; AND FINALLY THAT County Council pass a bylaw later in the meeting to amend the 2013 budget to increase the capital budget by $221,000 for the North Frontenac Land Ambulance Station and transfer $221,000 from the County Land Ambulance reserve to cover the increase. CARRIED f)

2013-155

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 9 of 22

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AgendaItem#4a)

Financial Services Proposed 2014 Budget Format Motion #: 345-13

Moved By: Seconded By:

Councillor McDougall Councillor Purdon

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Financial Services –Proposed 2014 Budget Format report; AND FURTHER THAT Council direct staff to present the 2014 budget in the format proposed. CARRIED g)

2013-161 Emergency and Transportation Services 2014 Legislated Response Time Performance Plan

Motion #: 346-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services – Legislated Response Time Performance Plan report; AND FURTHER THAT Council direct the Clerk to introduce a by-law later in the meeting adopting the response time standards as outlined in this report. CARRIED h)

2013-163 Fairmount Home Conference Reimbursement

Motion #: 347-13

Moved By: Seconded By:

Councillor McDougall Councillor Purdon

THAT Council of the County of Frontenac receive the Fairmount Home – Conference Reimbursement Report for information, AND FURTHER that the Council of the County of Frontenac authorize the Administrator to reimburse the Volunteer and Special Events Coordinator for conference expenses in the amount of $199.34. CARRIED i)

2013-164 Emergency & Transportation Services Township of Frontenac Islands Resolution – Waiver of Ferry Fees

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 10 of 22

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AgendaItem#4a)

Motion #: 348-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

BE IT RESOLVED THAT Council of the County of Frontenac receive this Emergency and Transportation Services – Township of Frontenac Islands Resolution – Waiver of Ferry Fees report; AND FURTHER THAT Council direct the Clerk to introduce a by-law later in the meeting adopting the exemption for the Township of Frontenac Islands to the Fees and Fares Bylaw outlined in this report effective January 1, 2013. CARRIED j)

2013-165 Administrative Services Request for Proposals – County of Frontenac Strategic Plan

Motion #: 349-13

Moved By: Seconded By:

Councillor Purdon Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive the Request for Proposals – County of Frontenac Strategic Plan report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the CAO/Clerk to issue a Request for Proposal (RFP) for a Strategic Plan for the County of Frontenac, the terms of which have been authorized by Council. DEFERRED (To the November meeting of the Committee of the Whole) (See motion to defer below which was CARRIED) Motion #: 350-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

BE IT RESOLVED THAT Report 2013-165, Request for Proposals - County of Frontenac Strategic Plan, be deferred to the Committee of the Whole November meeting. CARRIED k)

2013-170 Emergency and Transportation Services Paramedic Chief’s of Canada (PCC) Representation at the National Association of Emergency Medical Services Physicians Annual Meeting in Tucson AZ - January 16-17, 2014

Motion #: 351-13

Moved By:

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Councillor Purdon Page 11 of 22

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AgendaItem#4a)

Seconded By:

Councillor Davison

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – Paramedic Chief’s of Canada (PCC) Representation at the National Association of Emergency Medical Services Physicians (NAEMSP®) Annual Meeting – January 16th and 17th, 2014 - Tucson AZ report; AND FURTHER THAT the Council of the County of Frontenac authorize the Chief of Paramedic Services to attend the National Association of Emergency Medical Services Physicians (NAEMSP®) Annual Meeting in Tucson AZ, from January 16th and 17th, 2014, as the designated representative of the Paramedic Chief’s of Canada (PCC). CARRIED l)

2013-172 Administrative Services Code of Conduct for County Council and Committee Members

Motion #: 352-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Code of Conduct for County Council and Committee Members report; AND FURTHER THAT the Council of the County of Frontenac adopt the Code of Conduct for County Council and Committee Members, attached as Exhibit A to this report; AND FINALLY THAT County Council authorize staff to proceed with the issuance of a Request for Expressions of Interest for the appointment of an Integrity Commissioner to be approved by Council. DEFERRED (to the next regular County Council meeting) (See motion to defer below which was CARRIED) Motion #: 353-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the wording of Section 13 (j) of Procedural By-law 2013-0020, Duties of the Warden, be added to Section 1.2 (v) of the Code of Conduct; AND FURTHER THAT Section 1.2 of the Code of Conduct be further amended to include the Chair of the Committee of the Whole. CARRIED Motion #: 354-13

Moved By:

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Councillor McDougall Page 12 of 22

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AgendaItem#4a)

Seconded By:

Councillor Davison

BE IT RESOLVED THAT Section 1.0, Statement of Intent, be deleted and replaced with, “To guide those who are covered by this Code in their day to day responsibilities on behalf of the citizens of the County of Frontenac” CARRIED Motion #: 355-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT Report 2013-172, Code of Conduct, be deferred to the next regular County Council meeting. CARRIED m)

2013-173 Administrative Services Integrated Accessibility Standards Regulation Policy

Motion #: 356-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive the Draft Integrated Accessibility Policy Report for information; AND FURTHER THAT the Council of the County of Frontenac adopt the Integrated Accessibility Policy attached to this report as Exhibit A. CARRIED n)

2013-174 Sustainability Review of Ontario’s Long-Term Energy Plan

Motion #: 357-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Review of Ontario’s Long-Term Energy Plan report; AND FURTHER THAT the Council of the County of Frontenac direct staff to submit comments to the Minister of Energy as contained in this report. CARRIED 11.

INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT)

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

Page 13 of 22

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AgendaItem#4a)

Motion #: 358-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the following Information Reports a) through f) received from the Chief Administrative Officer (Consent) be received and adopted. CARRIED

a)

2013-152 Fairmount Home Quality Improvement Activities Update

b)

2013-162 Emergency and Transportation Services 2013 Legislated Response Time Standard Update

c)

2013-167 Sustainability Frontenac K&P Trail Update

d)

2013-169 Financial Services 2013 2nd Quarter Financial Summary

e)

2013-171 Financial Services Frontenac Islands Financial Contract Transition

f)

2013-168 Financial Services 2013 Eastern Ontario Wardens’ Caucus Financial Sustainability White Papers on Municipal Affordability and Municipal Infrastructure ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL

Motion #: 359-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac approve the September 4, 2013 Committee of the Whole Minutes. CARRIED 13.

REPORTS FROM EXTERNAL BOARDS AND COMMITTEES

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

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AgendaItem#4a)

Kingston Frontenac Library Board Update - Councillor Purdon Councillor Purdon advised of the bus tour that took place in August and thanked Deputy Warden Clayton who also attended. There have been no official Board meetings in July and August; however a brief meeting did take place in Sydenham to discuss a potential sixth library branch in the City of Kingston. It has not yet been decided if a sixth branch will be opened or if there will simply be a closing of an underused branch to be replaced with a new branch in an underserviced area. If a sixth branch is opened, it may require a re-negotiation of the funding agreement between the City of Kingston and the County of Frontenac. KFL&A Public Health Board Update - Councillor Clayton KFL&A Public Health 2012 Annual Report Motion #: 360-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT Council of the County of Frontenac receive the KFL&A 2012 Summary report for information only. CARRIED RULAC, LSR and Other Updates A RULAC meeting has taken place and the agenda is available for Council’s perusal. Algonquin Land Claim Update - Councillor Inglis Councillor Inglis noted the meeting that took place with North Frontenac and stated it has become evident that the negotiators have listened to public concerns. Those in attendance at that meeting were supportive of the outcomes. Frontenac County Youth Justice Advisory Committee Update Councillor Davison No update was provided. Housing and Homelessness Committee Update - Councillor McDougall Councillor McDougall advised that the Committee had met last Thursday and there will be a survey coming to help evaluate homelessness in Kingston and the County. Councillor McDougall pointed out that Mr. Gallivan has persuaded Kingston to look at rural homelessness in another way. Rideau Corridor Landscape Steering Committee Update - Councillor Jones Regular Meeting of Council Minutes September 18, 2013

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AgendaItem#4a)

No update was provided. 14.

REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL August 1, 2013 Trails Advisory Committee Meeting Minutes

Motion #: 361-13

Moved By: Seconded By:

Councillor Davison Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Trails Advisory Committee meeting minutes dated August 1, 2013. CARRIED August 1, 2013 Trails Advisory Committee Report to Council Motion #: 362-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

THAT County Council accept the Trans Canada Trail funding of $228,000 and be used as outlined in the Appendix A to Report 2013-146, Trails Advisory Committee – 2013 Work Plan Update; AND FINALLY THAT County Council authorize staff and committee member Marc Moeys to meet with Eastern Ontario Trails Alliance and other similar agencies to investigate activities related to maintenance and funding opportunities. CARRIED August 12, 2013 Sustainability Advisory Committee Meeting Minutes Motion #: 363-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability Advisory Committee meeting minutes dated August 12, 2013 CARRIED August 12, 2013 Sustainability Advisory Committee Report to Council Motion #: 364-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

THAT staff be directed to review actions of other municipalities involved with the CHEERIO project with the intent to develop a business plan to present to Council by the end of 2013. Regular Meeting of Council Minutes September 18, 2013

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THAT Council approve a Sustainability Speaker Series that would take place every quarter (one in each township) at an approximate cost of $200 per event. AND FURTHER THAT Council approve an ICSP Workshop to be planned for September 20, 2013 at the Verona Free Methodist Church that would include a keynote speaker, catered lunch, and venue rental at an approximate cost of $1,400. CARRIED August 28, 2013 150th Anniversary Planning Advisory Committee Meeting Minutes Motion #: 365-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden 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 August 28, 2013. CARRIED August 28, 2013 150th Anniversary Planning Advisory Committee Report to Council Motion #: 366-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

THAT the Council of the County of Frontenac approve all public County signs, including those along the Frontenac K&P Trail, to have the 150th Anniversary logo and dates displayed; AND FURTHER THAT the Council of the County of Frontenac authorize that opportunities to introduce an intern position be pursued and supported to assist with the work and projects being developed to further the celebrations as no cost to the County. CARRIED September 9, 2013 Frontenac Accessibility Advisory Committee Minutes Motion #: 367-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the September 9, 2013 Frontenac Accessibility Advisory Committee Minutes. CARRIED September 9, 2013 Frontenac Accessibility Advisory Committee Report to Council Regular Meeting of Council Minutes September 18, 2013

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Motion #: 368-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

THAT County Council approve a County of Frontenac Accessibility Logo attached to this report as Appendix A; AND FURTHER THAT County Council approve the Accessibility Statement “Making Accessibility Happen” for the County of Frontenac, to be used with the Accessibility Logo; AND FURTHER THAT staff report back to the Joint Accessibility Advisory Committee on other ways and avenues the Accessibility Logo and Statement might be used within the County of Frontenac. CARRIED 15.

ACCOUNTS Accounts for Dates: July 6, 2013 to September 9, 2013

Motion #: 369-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of July 6 - September 9, 2013:

Payroll dated between July 6, 2013 - September 9, 2013 in the amount of $2,124,305.63 and; Cheque Listing in the amount of $2,482,494.35 CARRIED

Motion #: 370-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the meeting be extended to 1:15 p.m. CARRIED 16.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN

Motion #: 371-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

WHEREAS at the July 17th, 2013 County Council meeting Councillors made it clear that it was premature to meet with the Minister of Municipal Affairs at the AMO conference. Regular Meeting of Council Minutes September 18, 2013

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AND FURTHERMORE Councillors learned through a report in the Kingston Whig Standard, with quotes from J Gutowski, that such a meeting did take place. AND FURTHERMORE the resolution presented to Council at the July 17th meeting proposing a meeting with the Minister was not passed. AND FURTHERMORE Council was not advised the time and location of the meeting, thus Councillors did not have an opportunity to attend. AND FURTHERMORE Council was not advised of the details of the meeting before advising the press of what was discussed at the meeting. BE IT RESOLVED THAT the Council of the County of Frontenac requires all meetings with Provincial or Federal Ministers including members of Frontenac County Council, or County staff, to be preapproved in the form of a resolution passed by County Council prior to such meetings. The Resolution presented to Council requesting approval must include the proposed meeting notes to be discussed with the minister. Once the meeting details are confirmed all Councillors must be advised of the time and location of the meeting a minimum of one week prior to the meeting. Council must be provided with a detailed written report, at the first meeting of Council following the meeting with any Minister, outlining the complete discussion that occurred, and that no press release, nor discussion occur with the public before Council has formally received and reviewed such report. LOST Motion #: 372-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

WHEREAS the County of Frontenac is involved in a Service Delivery and Organization Review and considering developing a Strategic Plan, AMO has announced a Symposium geared to County level governments that will assist in these efforts. Some items of interest to be discussed are: • • • •

Encourage open discussion on common issues; Practical ideas and techniques for short and long term strategic planning; Examine successes and lessons learned from within Ontario and from around the world; Promote cross collaboration between municipalities, agencies, associations and the community.

BE IT RESOLVED THAT the Council of the County of Frontenac approve registering, and covering expenses of Councillor Doyle, Deputy Warden Clayton and the Chair of the Service Delivery and Organization Review Committee for the 2013 AMO Counties, Regions, Single Tier (CRST) Symposium to be held October 24th and 25th 2013 in Oshawa Ontario. Regular Meeting of Council Minutes September 18, 2013

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AND FINALLY THAT Council of the County of Frontenac pass a by-law later in the meeting to amend the 2013 budget to increase the operating budget by $2,500 for the 2013 AMO Counties, Regions, Single Tier (CRST) Symposium and transfer $2,500 from the FRC Working Fund Reserve to cover this cost. CARRIED (With agreed to amendments) 17.

GIVING NOTICE OF MOTION – Nil

OTHER BUSINESS i.

2013 FCM Conference Report Councillor Doyle and Councillor Jones

Motion #: 373-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac receive the 2013 FCM Conference Report presented by Councillor Doyle and Councillor Jones for information. CARRIED 19.

PUBLIC QUESTION PERIOD

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

By-Law No. 2013-0031 By-Law to Authorize the Corporation of the County of Frontenac to Distribute the Federal Gas Tax Amongst its Four Lower-Tiered Municipalities

ii.

By-Law No. 2013-0032 To Amend By-law No. 2012-0029 (Ferry Fees)

iii.

By-Law No. 2013-0033 To Amend the 2013 Budget By-Law No. 2013-0017

iv.

By-Law No. 2013-0034 Property Tax Claw Back Threshold

v.

By-law No. 2013-0035 To Adopt a Land Ambulance Response Time Plan

vi.

By-Law No. 2013-0036

Regular Meeting of Council Minutes September 18, 2013

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Confirmation of Proceedings Motion #: 374-13

Moved By: Seconded By:

Councillor Inglis Councillor Doyle

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

By-Law No. 2013-0031 - To Authorize the Corporation of the County of Frontenac to Distribute the Federal Gas Tax Amongst its Four Lower-Tiered Municipalities

By-law No. 2013-0032 - To Amend By-law No. 2012-0029 (Ferry Fees)

By-law No. 2013-0033 - To amend the 2013 Budget By-law No 2013-0017

By-law No. 2013-0034 - 2013 Property Tax Claw Back Threshold

By-law No. 2013-0035 - To Adopt a Land Ambulance Response Time

By-Law No. 2013-0036 - Confirmation of Proceedings CARRIED

Motion #: 375-13

Moved By: Seconded By:

Councillor Inglis Councillor Doyle

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

By-Law No. 2013-0031 - To Authorize the Corporation of the County of Frontenac to Distribute the Federal Gas Tax Amongst its Four Lower-Tiered Municipalities

By-law No. 2013-0032 - To Amend By-law No. 2012-0029 (Ferry Fees)

By-law No. 2013-0033 - To amend the 2013 Budget By-law No 2013-0017

By-law No. 2013-0034 - 2013 Property Tax Claw Back Threshold

By-law No. 2013-0035 - To Adopt a Land Ambulance Response Time

By-Law No. 2013-0036 - Confirmation of Proceedings CARRIED

Regular Meeting of Council Minutes September 18, 2013

September 18, 2013 Regular County Council

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AgendaItem#4a)

ADJOURNMENT

Motion #: 376-13

Moved By: Seconded By:

Councillor Doyle Councillor Inglis

RESOLVED THAT the meeting hereby adjourn at 1:14 p.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

Regular Meeting of Council Minutes September 18, 2013

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AgendaItem#9a)

Report 2013-185 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Angelique Tamblyn Executive Assistant Kristin Mullin Communications Officer

Date Prepared:

October 1, 2013

Date of Meeting:

October 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.

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

2013-185 October 16, 2013

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AgendaItem#9a)

Comment A

Ministries, Other Municipalities, etc:

1. City of Kingston, October 10, 2013 – Correspondence from John Bolognone, City Clerk Re: City of Kingston Information Report to Council No. 13-342 - 2013 Federation of Canadian Municipalities (FCM) Board Meeting. A report from City of Kingston Councillor Dorothy Hector, FCM Board member, was shared that provides an overview of the board meeting and some decisions and outcomes of the meetings. To view the report visit http://www.cityofkingston.ca/documents/10180/2388328/COU_A201313342.pdf/829e9400-ed94-41e6-b2e8-35aa18d72c83
2. City of Kingston, October 7, 2013 – Correspondence from Sheldon Laidman, Director Re: Housing Charter. An original mounted copy of the Housing Charter was received.
3. Ministry of Health and Long-Term Care, October 4, 2013 – Correspondence from Michael Bay, Manager Inspection, Certification and Regulatory Compliance Re: Letter in acknowledging the information recently provided regarding Frontenac Paramedic Services in response to the MOHLTC Ambulance Service Review conducted on June 11-12, 2013.
4. Ministry of Natural Resources, September 30, 2013 – Correspondence from The Honourable Joe Oliver, P.C., M.P. expressing thanks for County’s letter dated July 24, 2013 regarding the resolution adopted by County Council concerning the impact of the emerald ash borer and the role of the federal and provincial governments, the managers of their forest resources, in supporting municipalities facing threats from invasive species and other pathogens. The Government of Canada is committed to ensuring that trees and forests contribute to the health and well-being of all Canadians. The Canadian Forest Service at Natural Resources Canada actively conducts research to help address the threat of this and other pests to forests across Canada. For more information on emerald ash borer research program, visit http://cfs.nrcan.gc.ca/pages/318
5. Ministry of Natural Resources, September 30, 2013 – Correspondence from Minister David Orazietti, Minister of Natural Resources Re: Council’s Resolution about Urban Forestry. The federal government, through the Canadian Food Inspection Agency (CFIA), is the lead agency responsible for the emerald ash borer and other invasive species that affect forestry and agriculture. The Ministry of Natural Resources is collaborating with the CFIA on surveys for several research projects on emerald ash borer, which will inform the management of this insect in urban and rural forests. The Ministry of Natural Resources recognizes additional tools are needed and is proposing a coordinated management framework to better address invasive species in Ontario. The Ministry is not in a position to fund control or replanting programs in municipalities.

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

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AgendaItem#9a)

6. Ministry of Community Safety and Correctional Services, September 27, 2013 – Memorandum from Tadeusz Wieclawek, Fire Marshal and Chief, Emergency Management Re: Office of the Fire Marshal and Emergency Management (OFMEM) Integration update and staffing announcement.
7. Ministry of Citizenship and Immigration, September 23, 2013 – Correspondence from Minister Hon. Michael Coteau Re: June Callwood Outstanding Achievement Award for Voluntarism in Ontario. This award recognizes exceptional leadership, innovation and creativity in voluntarism and community service. Nomination forms and information is available at www.ontario.ca/honoursandawards or by phone 1-877-832-8622. Deadline for nominations is December 5, 2013.
8. Township of South Frontenac, September 23, 2013 – Correspondence from Wayne Orr, CAO/Clerk Re: Draft Official Plan detailing the resolution passed: “That the Council of the Corporation of the Township of South Frontenac is opposed to the first draft of the County’s Official Plan and recommends that the County defer any decision pending a second draft being prepared and circulated for comment. A copy of the Township’s Planning Report is attached and reflects only a portion of the Township’s comments. A copy of this resolution is to be circulated to the other Frontenac Townships. Carried. ”
9. City of Kingston, September 27, 2013 – Correspondence from Desiree Kennedy, City Treasurer Re: 2014 Budget Guidelines. City of Kingston Council, sitting as Committee of the Whole on April 29 and 30, 2013, held strategic planning sessions in order to review its strategic plan and to develop next steps for the remainder of Council’s term. These sessions provided an opportunity for council to reflect on the progress made with respect to the strategic plan, to identify any new emerging issues and to provide direction on major capital priorities, budget strategies and targets. A summary of these sessions and resulting recommendations were endorsed by Council in Report 13-264 on September 10,
10. Also Council directed that staff continue to advance the strategies previously endorsed by City Council in Report 12-222 on July 17, 2012 in order to achieve the financial and tax rate parameters set by Council. Budget deliberations are currently scheduled for November 25 to November 27, 2013. City of Kingston Report 13-264: http://www.cityofkingston.ca/documents/10180/2228293/COU_A191313264.pdf/4ac31a66-0fc4-4928-a61a-e5d2bfc1f148 City of Kingston Report 12-222: http://www.cityofkingston.ca/documents/10180/221349/COU_A181212222.pdf/b9f42d2a-dcce-46f3-a9be-fafa2ca9f15d
11. City of Kenora, September 18, 2013 – Correspondence from Joanne McMillin, City Clerk Re: Provincial Ban of Flying Lanterns. Council adopted a resolution on September 17, 2013 to ban flying lanterns. It is being circulated to Councils for their support and endorsement. The City of Kenora has forwarded a letter to The Honourable K. Wynne, Premier of Ontario.

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

2013-185 October 16, 2013

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AgendaItem#9a)

Other Correspondence:

1. Community Foundation for Kingston & Area, October 2013 – Community Foundation 2013 Vital Signs Report available at www.cfka.org
2. Quinte Conservation, September 13, 2013 – Correspondence from Christine Jennings, Environmental Technician Re: Turtle Signs. Quinte Conservation has purchased some turtle crossing signs to install throughout the watershed. They are offering their member municipalities the opportunity to have signage for an appropriate location. The turtle signs are Ministry of Transportation approved and they have anti-theft hardware, however, they do not come with the poles. The installation would be the responsibility of the municipality. They have limited number of signs available. For more information, contact Christine Jennings, 613-968-3434 ext. 166. AMO Member Communications:
3. News Releases • Town of Richmond Hill Receives AMO Gas Tax Award (August 21, 2013) • City of Port Colborne Receives AMO Gas Tax Award (August 21, 2013) • City of Barrie Wins AMO Gas Tax Award (August 21, 2013)
4. AMO Breaking News & Policy News • Breaking News: Small, Rural and Northern Municipal Infrastructure Fund • Municipal Consultation on New OPP Billing Model • AMO Board Meeting Report September 2013 • Breaking News: Development Charges Act Consultations • Bill 73, Fair and Open Tendering Act Defeated in House • Breaking News: Bill 91, the Waste Reduction Act (WRA) • Economic Development Task Force September 2013
5. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • October 3, September 12, 19, 26, 2013 FCM Member Communications:
6. News Releases • FCM program brings Region of Durham tourism expertise to Ukraine (October 7, 2013) • FCM program brings City of Winnipeg tourism expertise to Ukraine (October 4,

• London to host FCM’s 2015 Sustainable Communities Conference (October 3, 2013) • Statement by FCM President following today’s rail safety meeting with Transport Minister Lisa Raitt (September 30, 2013) • FCM President discusses rail safety and infrastructure at Fédération québécoise des municipalités’ annual conference (September 27, 2013)

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

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AgendaItem#9a)

• FCM President discusses infrastructure and greater partnership among all orders of government at Union of British Columbia Municipalities’ annual conference (September 20, 2013) • Municipalities need information on dangerous goods after second train derailment in Calgary (September 13, 2013) 2. PCP News • Call for submissions! Celebrating 20 Years of PCP (September 26, 2013) B

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

C

Agency/Board Minutes:

1. Kingston Frontenac Public Library Board Minutes • August 20, 2013

D

The following items of correspondence require action: • Recycling Council of Ontario, October 7, 2013 – Correspondence from JoAnne St. Godard, Executive Director Re: Waste Reduction Week in Canada. The Recycling Council of Ontario is asking all municipalities across Ontario to demonstrate their commitment to waste reduction and proclaim October 2127 as Waste Reduction Week. For more information visit www.wrwcanada.com •

E

Bancroft & Hastings Highlands Disaster Relief Committee, September 18, 2013 – Correspondence from Dennis Purcell, DRC Chair Re: Disaster Relief. The Town of Bancroft and the Municipality of Hastings Highlands experienced flood conditions during the last weekend of April, caused by heavy rain falls in addition to the spring thaw. The flood led to severe infrastructure damage to homes and small businesses, as well as the temporary closure to schools and businesses in both municipalities. A Disaster Relief Committee has been appointed in accordance with the requirements of ODRAP in order to coordinate both fundraising efforts and to adjudicate claims from private residents, farmers and small businesses that were impacted by the flood. The Committee has set a financial goal of $87,500 and is making measurable gains towards meeting their deadline by October 31, 2013. The Committee is asking municipal councils across the province to support their fundraising efforts by making a donation to this cause.

County of Frontenac Outgoing Communications:

1. Media Releases: • Media Release: Frontenac CAO Moves On to Northumberland (October 4) • Media Release: County Calls for Nominations for 2013 Access Award (October 8)
2. E-Newsletters • September edition of Frontenac County Bytes (attached)

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

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AgendaItem#9a)

For Immediate Release: July 8, 2013

Frontenac County Council Approves New Accessibility Award Glenburnie, ON – On June 19, 2013 the Council of the County of Frontenac authorized the establishment of an accessibility awards program designed to recognize persons, groups or organizations that have made or are making a significant contribution beyond legislated requirements, towards improving access for persons with disabilities in the County of Frontenac. International Day of Persons with Disabilities which is celebrated each year on December 3rd, is an international observance promoted by the United Nations. The International Day of Persons with Disabilities Access Award program will allow residents to nominate members of the community who they feel are taking important steps towards enabling persons with disabilities equal access to all opportunities within the County. “Access” can include designing new or renovated buildings, an employment program, a transportation system, a recreational or leisure program, or anything that contributes significantly to persons with disabilities living independently. “This new awards program will help raise both the profile of the issue of accessibility in the County as well as showcase the significant contributions of local individuals and groups whose actions and spirit enrich our community” says Janet Gutowski, Warden of the County of Frontenac. “The awards exemplify the County’s commitment to accessibility and enhancing the quality of services provided for the entire community”. In early fall, a selection committee made up of the members of the Joint Accessibility Advisory Committee (JAAC) will review nominations based on criteria such as: innovation and creativity in removing barriers to accessibility, level of enhancement of accessibility, and level in which the initiative improves the quality of life for persons with disabilities. The recipient of the first annual award will be announced by the Warden at a luncheon as part of the December 2013 County Council meeting. Further information and nomination forms will be available on the County of Frontenac’s website in October. If you are interested in learning more about the International Day of Persons with Disabilities Access Award or the award nomination process, please contact Janette Amini by email at jamini@frontenaccounty.ca. -30For more information:

COUNTY OF FRONTENAC 2069 Battersea Road, Glenburnie, Ontario, Canada K0H 1S0 t. 613.548.9400 f. 613.548.8460 www.frontenaccounty.ca

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AgendaItem#9a)

Kristin Mullin Communications Officer County of Frontenac - Administrative Services 2069 Battersea Road Glenburnie ON K0H 1S0 Phone: 613-548-9400 x 305 Fax: 613-548-8460 Email: kmullin@frontenaccounty.ca

COUNTY OF FRONTENAC 2069 Battersea Road, Glenburnie, Ontario, Canada K0H 1S0 t. 613.548.9400 f. 613.548.8460 www.frontenaccounty.ca

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AgendaItem#9a)

For Immediate Release:

Frontenac County CAO is Moving On to Northumberland Glenburnie ON – October 2, 2013 Frontenac County Warden Janet Gutowski accepted the resignation of Chief Administrative Officer Elizabeth Savill today. Ms. Savill has been with Frontenac since 1998. Her resignation is effective November 15, 2013. “Liz has offered the County exemplary service over the past 15 years. She has provided strong leadership and dedication ensuring the citizens and ratepayers of Frontenac has been well served under her administration”, stated Warden Gutowski. Ms. Savill will be pursuing a new opportunity as Chief Administrative Officer with the County of Northumberland, a community of seven municipalities located an hour east of Toronto. During Ms. Savill’s tenure, a number of important projects have moved forward including the redevelopment of Fairmount Home in 2004 which not only updated but also ensured additional rooms were created for the region’s seniors most in need. The rehabilitation and new construction of ambulance stations across Kingston, Sydenham, Parham and Robertsville have also been accomplished, ensuring the region’s paramedics are accommodated appropriately and able to respond to emergencies from the best locations. Ms. Savill has also led the teams responsible for important sustainability initiatives including the development and ongoing support of the Integrated Community Sustainability Plan. She also ensured the Frontenac K&P Trail development and Official Plan activities carried forward. In addition, technological advances have kept pace providing the tools necessary for all staff and Council members. “Liz’s resignation is received with mixed emotions. She will be greatly missed here. Our loss is Northumberland’s gain,” said Deputy Warden Bud Clayton. The recruitment process will commence shortly. In the interim, County Treasurer Marian VanBruinessen will assume the Acting CAO responsibilities following Ms. Savill’s departure. “I can say with confidence that the County of Frontenac is a better place today having benefited from the many contributions Liz has made. I wish her well in all of her future endeavours”, concluded Warden Gutowski.

COUNTY OF FRONTENAC 2069 Battersea Road, Glenburnie, Ontario, Canada K0H 1S0 t. 613.548.9400 f. 613.548.8460 www.frontenaccounty.ca

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AgendaItem#9a)

Ms. Savill will begin her new duties at Northumberland County on November 18, 2013.

-30For more information: Janet Gutowski Warden County of Frontenac 2069 Battersea Road Glenburnie ON K0H 1S0 Phone: 613-329-3297

Kristin Mullin Communications Officer County of Frontenac 2069 Battersea Road Glenburnie ON K0H Phone: 613-548-9400 x 305 Email: kmullin@frontenaccounty.ca

COUNTY OF FRONTENAC 2069 Battersea Road, Glenburnie, Ontario, Canada K0H 1S0 t. 613.548.9400 f. 613.548.8460 www.frontenaccounty.ca

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AgendaItem#9a) September Newsletter

Page 1 of 2

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

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

OPA Presents the County with a SAVEONENERGY Leadership Award for Community Conservation The County, recognized for its conservation efforts by the OPA in August, is now in the running for a Leadership Award. The award recognizes municipalities for their energysaving initiatives and for promoting a culture of conservation throughout their communities. Efforts in conservation leadership, innovation and market transformation, and corporate/internal and community engagement are highlighted. Award winners will be announced in December at the Association of Municipalities of Ontario Local Authority Services Symposium. Click here for more information on the OPA Community Conservation Award.

Ontario 211 Now Available to All Residents In Ontario Ontario 211 is an anonymous and confidential service that allows individuals access to information on community and social services in their area. When you dial the 211 hotline, you are connected with a Referral Specialist who has been trained to assess your needs, answer your questions, and advise you about services and programs that are available to you. Referral Specialists offer information on services such as; child care, language classes, job searches, housing, emergency shelters, services for persons with disabilities, home support, legal assistance, financial assistance, and much more. Click here for more information on Ontario 211

County of Frontenac Accepting Nominations for Accessibility Award The County will be accepting nominations for the International Day of Persons with Disabilities Access Award beginning on October 1st, 2013. Residents are invited to nominate members of the community who they feel are taking important

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

Upcoming

North Astronomy Dark Skies Preserve Saturday, 7:00 p.m. Visit the Dark Sky preserve and experience the amazing views with the whole family. 5816 Plevna, Click here for more info

Central Sharbot Farmers Every Saturday morning until Thanksgiving. 9:00 a.m. Oso Sharbot Click here for more

https://ui.constantcontact.com/visualeditor/visual_editor_preview.jsp?agent.uid=1115040… 10/11/2013

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AgendaItem#9a) September Newsletter

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steps towards enabling persons with disabilities equal access to all opportunities within the County. Click here for more information on the award and the nomination process.

150th Anniversary Celebration Survey In 2015, the County of Frontenac will celebrate its 150th Anniversary. County Council has tasked the 150th Anniversary Planning Advisory Committee with assisting in the provision of a suitable community-wide celebration to mark the sesquicentennial. In order to ensure the commemoration is fitting of 150 years of our vast County’s colourful history, the Committee needs your input. Click here to complete the survey. Your time is appreciated.

Frontenac CFDC Hosts Educational Workshops for Business Owners in Frontenac County Over the next few months, the Frontenac CFDC will be hosting educational workshops for business owners in the County of Frontenac. Workshops will cover a variety of topics including: government grants, social media, marketing on a budget, excel spreadsheets and more.

South Battersea Pumpkin Festival Saturday, 10:00 a.m. A great day of fun for the whole family including pumpkin carving, pie social, and Battersea Battersea, Click here for more

Frontenac Wolfe Island Flu Shot Clinic Sunday, 9:00 a.m. Wolfe Island Medical Centre Wolfe Island, Click here for more info.

Please click here for more information and the workshops schedules or email info@frontenaccfdc.com to register.

County Trivia: Did you know? The Wolfe Island Canal was constructed by the Wolfe Island Railway and Canal Company from 1852-1857 to allow passage from Kingston to Cape Vincent. The canal was used by ships and ferries until the 1930s when it was abandoned and became and vegetation. -from County of a Thousand Lakes: The History of the County of Frontenac, 1673 Forward email

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Report 2013-172 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Jannette Amini Deputy Clerk

Date Prepared:

September 6, 2013

Date of Meeting:

September 18, 2013

Re:

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

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

Background County Council was presented with Report 2013-094, Code of Conduct for County Council and Committee Members, at its June 19, 2013 regular meeting at which time it was deferred to the September 4, 2013 Committee of the Whole meeting.

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Comment At the September 4, 2013 Committee of the Whole meeting, members of County Council received an educational presentation by Mr. Nigel Bellchamber of Amberly Gavel Ltd. on Codes of Conduct. Mr. Bellchamber provided the Committee with an overview of his background and subject matter expertise which included various municipal positions of Clerk, Treasurer, Commissioner of Finance and Administration, and Chief Administrative Officer in single, upper and lower tier municipalities. Mr. Bellchamber has also worked with numerous municipalities, local boards and provincial organizations on topics including organizational review, asset management, strategic planning, senior staff recruitment, governance, and financial management and is a member a member of the Association of Municipalities of Ontario councillor education and training team. At that meeting, Mr. Bellchamber provided the Committee with an overview of the purpose and intent of Codes of Conduct and offered his suggestions and proposed amendments to the draft Code of Conduct which was referred to the Committee. The Committee supported the changes suggested by Mr. Bellchamber and Committee passed the following resolution: Motion #: COW26-13

Moved By: Seconded By:

Councillor Doyle Warden Gutowski

BE IT RESOLVED THAT Report 2013-094, Code of Conduct for County Council and Committee Members be referred back to staff to include the suggested amendments by Mr. Bellchamber and brought forward to the September 18, 2013 County Council meeting. CARRIED As per the suggestions made by Mr. Bellchamber and the resolution of the Committee, the following changes have been made to the draft Code of Conduct:

1. Add new Section 1.0 – Statement of Intent Those who are covered by this Code must adhere to these specific behaviours: ¾ To act with honesty and integrity ¾ To treat people with dignity and respect ¾ Not to abuse the special powers and authority elected official are granted ¾ To act in a manner that does not discredit or undermine public confidence in Frontenac County services Re-number sections accordingly.
2. Section 4.0 – County Assets and Gifts ƒ

Add 4.1 – Definitions: a) “benefit" means anything (other than a gift) given that confers an advantage, including but not limited to discounted or free services food or beverages for immediate consumption, activities or event tickets, unless payment in any

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form, including the exchange of goods or services, of equal or greater value is received by the individual or entity giving the benefit; b) “gift" means any real or personal property given, including but not limited to artwork, clothing, money, gift certificates or gift cards that exceeds $50, unless payment in any form, including the exchange of goods or services, of equal or greater value is received by the individual or entity giving the gift; c) “token value” means any gift received whose value does not exceed $100. ƒ

To address the issue of Disclosure, add 4.4: If a member of Council or member of the public appointed to a committee receives a gift or benefit and the value of the gift or benefit exceeds $100, or if the total value received from anyone source during the course of a calendar year exceeds $100, the member of County Council shall within 30 days of receipt of the gift or benefit or of reaching the annual limit, file a disclosure statement with the CAO/Clerk. The disclosure statement must indicate: a) the nature of the gift or benefit; b) its source and date of receipt; c) the circumstances under which it was given or received; Any disclosure statement made under subsection 4.4 will be a matter of public record.

3. Section 7.0 – Compliance with the Code – Complaint ƒ

Amend subsection 7.2 to remove the words, “or Members of Council” to address Mr. Bellchamber’s comments that the purpose of the complaint process is to provide the opportunity for vulnerable individuals and members of the public to file a complaint.

4. Section 8.0 - Formal Complaint Procedure - Integrity Commissioner ƒ

As per the above comments, amend subsection 8.1 to remove Member of Council.

5. Section 14.0 – Non-Compliance To address Mr. Bellchamber’s support on the use of an Integrity Commissioner and to bring enforcement in line with the Municipal Act: ƒ

Re-word subsection 14.1 to read, “The following enforcement measures may be instituted by County Council and applied to any member of Council under Section 223.4(5) of the Municipal Act if the Integrity Commissioner reports to the municipality that, in his or her opinion, the member has contravened the code of conduct.”

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ƒ

Re-word 14.1 i. to read, “censure including removal from appointment to an Advisory Committee of Council.”

6. Addendum A – Fairmount Home To address the differences between the Municipal Conflict of Interest Act and the LHIN L-SAA Agreement, Mr. Bellchamber suggests an Addendum be added to the Code of Conduct that Council must adhere to when sitting as the Board of Directors of Fairmount Home. The Addendum is attached to this report as Exhibit A. Further to the presentation and suggestions formally made by Mr. Bellchamber, Council may also wish to consider the follow additions to the Code that may have been touched on at the Committee of the Whole session on September 4, 2013. These have been subsequently identified as items Council may want to include:
7. Section 4.0 – County Assets and Gifts ƒ

Add subsection 4.4: “For the purposes of subsection 4, a gift or benefit given with the member of Council’s knowledge to their family member that is connected directly or indirectly to the performance of their duties in office is deemed to be a gift or benefit to that member of Council.

ƒ

Add subsection 4.5: The following are exceptions to subsection 4.4 and 4.5: a. Such gifts or benefits that normally accompany the duties of office and are received as an incident of protocol or social obligation; b. Admission to a widely attended event, such as a convention, conference, symposium, forum, panel discussion, dinner, viewing, reception or similar event, offered by the organization responsible for and presenting the event and unsolicited by the member of Council, if attending or participating in their official capacity, including: (i) participation in an event as a speaker or panel participant by presenting information related to County matters; (ii) performance of a ceremonial function appropriate to the member of Council’s office; (iii) attendance at an event that is appropriate to the official capacity of the member of Council. c. Admission to a charity or community organization event offered by the charity or community organization for whose benefit the event is being held and unsolicited by the member of Council;

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d. Admission to a training or education program, including meals and refreshments furnished to all attendees, if such training or education is related to the member of Council’s duties in office and in the interest of the County; e. A suitable memento of a function honouring the member of Council.

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

Financial Implications There are no financial considerations associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team Colleen Hickey, Human Resources Specialist/Labour Relations

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Addendum A to the Code of Conduct 1.0

Background In 2013, the LHIN L-SAA Agreement executed following Council’s direction at the regular Council meeting in April requires a code of conduct to be in place covering Fairmount’s directors. Council is, under the Long Term Care Act, the board of directors for Fairmount. The provisions set out in LHIN L-SAA Agreements were proclaimed and came into force on January 1, 2008 and while Council is sitting as the Board of Management for Fairmount Home, it must confine to these rules:

2.0

Definitions “Board” means in respect of an HSP that is: (i) A corporation, the board of directors; (ii) A First Nation, the band council; (iii) A municipality, the committee of management; (iv) A board of management established by one or more municipalities or by one or more First Nations’ band councils, the members of the board of management; (v) A partnership, the partners; (vi) A sole proprietorship, the sole proprietor. “Conflict of Interest” in respect of an HSP, includes any situation or circumstance where: in relation to the performance of its obligations under the LHIN L-SAA agreement: (i) The HSP; (ii) A member of the HSP’s Board, or (iii) Any person employed by the HSP who has the capacity to influence the HSP’s decision, has other commitments, relationships or financial interest that: (iv) Could or could be seen to interfere with the HSP’s objective, unbiased and impartial exercise of its judgement; or (v) Could or could be seen to compromise, impair or be incompatible with the effective performance of its obligations under the LHIN L-SAA Agreement. “HSP’s Personnel” is defined as the controlling shareholders (if any), directors, officers, employees, agents, volunteers and other representatives of the HSP. In addition to the foregoing HSP’s Personnel shall include the contractors and subcontractors and their respective shareholders, directors, officers, employees, agents, volunteers or other representatives.

3.0

Conflict of Interest The HSP will use the Funding, provide the Services and otherwise fulfil its obligations under the LHIN L-SAA Agreement without an actual, potential or perceived Conflict of Interest. The HSP will disclose to the LHIN without delay any situation that a reasonable person would interpret as an actual, potential or perceived Conflict of Interest and comply with any requirements prescribed by the LHIN to resolve any Conflict of Interest.

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4.0

Confidential Information Members of County Council will treat confidential information as confidential and will not disclose confidential information except with the consent of the disclosing party or as permitted or required under FIPPA, the Municipal Freedom of Information and Protection of Privacy Act, the Act, court order, subpoena or other applicable law.

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

Signature of Member

Date

Printed Name of Member

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DRAFT County of Frontenac Code of Conduct for Members of County Council and Committees Draft 2: September 18, 2013

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1.0

Statement of Intent Those who are covered by this Code must adhere to these specific behaviours: ¾ To act with honesty and integrity ¾ To treat people with dignity and respect ¾ Not to abuse the special powers and authority elected officials are granted ¾ To act in a manner that does not discredit or undermine public confidence in Frontenac County services

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1.02.0 Application 1.1

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

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1.2

As Council Chair, the Warden has additional responsibilities and, accordingly, must:

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i. uphold and promote the purposes of the municipality; ii. promote public involvement in the municipality’s activities; iii. act as the representative of the municipality both within and outside the municipality, and promote the municipality locally, nationally and internationally; and iv. participate in and foster activities that enhance the economic, social and environmental well-being of the municipality and its residents The principles set out in this Code of Conduct apply to the distinct role of the Warden as the context requires. . 1.3

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

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

2.03.0 Responsibilities of Council, the Warden and Councillors 2.1

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

2.2

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

2.3

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

2.4

Members of Council: i. ii.

when appointed to committees and other bodies as part of their duties must make every effort to participate actively in these bodies with good faith and care, must uphold the law and conduct themselves with the highest degree of ethical behaviour and integrity, 1

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iii. iv.

must avoid conflict of interest, must seek to advance the public interest with honesty and treat members of the public with dignity, understanding and respect, and may not make statements known to be false or make a statement with the intent to mislead Council or the public.

v.

3.04.0 Members of Council and the Role of Staff 3.1

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

3.2

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

3.3

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

3.4

Members of Council must respect that: i.

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

ii.

4.05.0 County Assets and Gifts 4.1 a)

Definitions:

Formatted: No bullets or numbering

“benefit" means anything (other than a gift) given that confers an advantage, including but not limited to discounted or free services including food or beverages for immediate consumption, activities or event tickets, unless payment in any form, including the exchange of goods or services, of equal or greater value is received by the individual or entity giving the benefit;

b) “gift" means any real or personal property given, including but not limited to art work, clothing, money, gift certificates or gift cards that exceeds $50, unless payment in any form, including the exchange of goods or services, of equal or greater value is received by the individual or entity giving the gift; c) “token value” means and gift received whose value does not exceed $100. 4.2

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

4.23

Members of Council and members of the public appointed to committees must not use municipal assets for personal convenience, for profit or to assist during an election or in 2

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relation to a nomination, except where such privileges are granted to the public or provided by law. 4.34

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

4.5

If a member of Council or member of the public appointed to a committee receives a gift or benefit and the value of the gift or benefit exceeds $100, or if the total value received from anyone source during the course of a calendar year exceeds $100, the member of County Council shall within 30 days of receipt of the gift or benefit or of reaching the annual limit, file a disclosure statement with the CAO/Clerk. The disclosure statement must indicate: a) the nature of the gift or benefit; b) its source and date of receipt; c) the circumstances under which it was given or received.

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Any disclosure statement made under subsection 4.4 will be a matter of public record.

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5.06.0 Confidentiality 5.1

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

5.2

Members of Council must not disclose, use or release information in contravention of applicable privacy law. They are only entitled to information in the possession of the municipality that is relevant to matters before the Council or a committee. Otherwise, they enjoy the same level of access rights to information as any other member of the community and must follow the same processes as any private citizen.

5.3

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

6.07.0 Committees and Members of Committees 6.1

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

6.2

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

6.3

Committee work often depends on the specific expertise of members of the public appointed to committees, including their employment or business interests. Interests relating to expertise, knowledge or acquaintance of a topic or an individual does not necessarily constitute a pecuniary interest. Such an interest should still be declared, however, for the purposes of openness. 3

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6.4

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

6.5

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

6.6

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

6.7

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

7.08.0 Compliance with the Code – Complaint 7.1

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

7.2

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

advise the Member of Council that the behaviour or activity contravenes the Code of Conduct; ii. encourage the Member of Council to stop the prohibited behaviour or activity; iii. keep a written record of the incidents including dates, times, locations, other persons present, and any other relevant information; iv. advise someone else (for example, another Member of Council or a senior staff member of the Municipality) about their concern, their comments to the Member of Council and the response of the Member of Council; v. if applicable, confirm to the Member of Council their satisfaction with the response of the Member of Council or, if applicable, advise the Member of Council of their dissatisfaction with the response; and vi. consider the need to pursue the matter in accordance with the formal complaint procedure outlined in Part B, or in accordance with an applicable judicial or quasijudicial process. Individuals and organizations are encouraged to initially pursue this informal complaint procedure as a means of stopping and remedying a behaviour or activity that they believe to be prohibited by the Code of Conduct. However, it is not a precondition or a prerequisite that they pursue the informal complaint procedure prior to pursuing the formal complaint procedure in 8.2. 8.0 Formal Complaint Procedure - Integrity Commissioner 4

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8.1

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

8.2

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

8.3

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

9.0 Initial Classification by Integrity Commissioner 9.1

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

9.2

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

9.3

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

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

Integrity Commissioner Investigation

10.1

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

10.2

The Integrity Commissioner will proceed as follows: 5

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i. serve the complaint and supporting material upon the member whose conduct is in question with a request that a written response to the allegation be filed within ten days; and ii. serve a copy of the response provided upon the complainant with a request for a written reply within ten days. 10.3

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

10.4

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

10.5

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

10.6

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

11.0

Refusal to conduct inquiry

11.1

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

11.2

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

12.0

Reporting

12.1

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

12.2

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

12.3

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

12.4

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

13.0

Municipal Support for Members of Council

6

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13.1

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

14.0

Non-Compliance

14.1

The following measures may be instituted and applied to any member of Council under Section 223.4(5) of the Municipal Act: The following enforcement measures may be instituted by County Council and applied to any member of Council under Section 223.4(5) of the Municipal Act if the Integrity Commissioner reports to the municipality that, in his or her opinion, the member has contravened the code of conduct. i. ii. iii.

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

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

Signature of Member

Date

Printed Name of Member

7

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Addendum A – Fairmount Home 1.0

Background In 2013, the LHIN L-SAA Agreement executed following Council’s direction at the regular Council meeting in April requires a code of conduct to be in place covering Fairmount’s directors. Council is, under the Long Term Care Act, the board of directors for Fairmount. The provisions set out in LHIN L-SAA Agreements were proclaimed and came into force on January 1, 2008 and while Council is sitting as the Board of Management for Fairmount Home, it must confine to these rules:

2.0

Definitions “Board” means in respect of an HSP that is: (i) (ii) (iii) (iv)

A corporation, the board of directors; A First Nation, the band council; A municipality, the committee of management; A board of management established by one or more municipalities or by one or more First Nations’ band councils, the members of the board of management; (v) A partnership, the partners; (vi) A sole proprietorship, the sole proprietor. “Conflict of Interest” in respect of an HSP, includes any situation or circumstance where: in relation to the performance of its obligations under the LHIN L-SAA agreement: (i) The HSP; (ii) A member of the HSP’s Board, or (iii) Any person employed by the HSP who has the capacity to influence the HSP’s decision, has other commitments, relationships or financial interest that: (iv) Could or could be seen to interfere with the HSP’s objective, unbiased and impartial exercise of its judgement; or (v) Could or could be seen to compromise, impair or be incompatible with the effective performance of its obligations under the LHIN L-SAA Agreement. “HSP’s Personnel” is defined as the controlling shareholders (if any), directors, officers, employees, agents, volunteers and other representatives of the HSP. In addition to the foregoing HSP’s Personnel shall include the contractors and subcontractors and their respective shareholders, directors, officers, employees, agents, volunteers or other representatives. 3.0

Conflict of Interest 8

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The HSP will use the Funding, provide the Services and otherwise fulfil its obligations under the LHIN L-SAA Agreement without an actual, potential or perceived Conflict of Interest. The HSP will disclose to the LHIN without delay any situation that a reasonable person would interpret as an actual, potential or perceived Conflict of Interest and comply with any requirements prescribed by the LHIN to resolve any Conflict of Interest. 4.0

Confidential Information Members of County Council will treat confidential information as confidential and will not disclose confidential information except with the consent of the disclosing party or as permitted or required under FIPPA, the Municipal Freedom of Information and Protection of Privacy Act, the Act, court order, subpoena or other applicable law.

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

Signature of Member

Date

Printed Name of Member

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Appendix A B – Integrity Commissioner Duties of the Integrity Commissioner 1.0

The Integrity Commissioner shall:

1.1

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

1.2

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

1.3

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

1.4

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

2.0

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

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

ii.

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

iii.

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

iv.

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

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3.0

Procedure to Submit a Complaint to the Integrity Commissioner i.

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

ii.

All complaints will be treated as confidential at all times.

iii.

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

iv.

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

v.

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

vi.

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

vii.

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

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

HOME

WORK

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

ACTION

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

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

SUMMARY / COMMENTS Attach additional sheets as needed.

Date of Signature

Signature of Complainant

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AgendaItem#10b)

Report 2013-180 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Julie Shillington Administrator of Fairmount

Date Prepared:

September 17, 2013

Date of Meeting:

October 16, 2013

Re:

Fairmount Home – Health Care Innovations Conference & Trade Show

Recommendation RESOLVED THAT Council of the County of Frontenac receive this Health Care Innovations Conference & Trade Show report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the Fairmount Home Occupational Therapist to attend the Health Care Innovations Conference & Trade Show in Toronto on November 18 and 19, 2013.

Background On February 20, 2013, County Council amended By-Law 2010-0011 to add: The CAO/Clerk may attend 2 conferences per year and Department Managers may attend 1 conference per year. Any additional conference attendance by CAO/Clerk and staff would require prior permission via resolution by County Council. Fairmount’s Occupational Therapist (OT) would like to attend the Health Care Innovations Conference and Trade Show in Toronto on November 18 and 19, 2013.

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Comment At the Health Care Innovations Conference & Trade Show participants will: a) Attend clinical workshops relevant to their practice area b) Discuss clinical issues with the speakers and other participants c) Discover the latest products available for their clients d) Network with their peers, clinical experts, health care providers and others e) Explore innovative approaches to practice issues The trade show will highlight home medical supplies and equipment, mobility and seating products, lift positioning transfer solutions, support surfaces, respiratory care, van conversions and many more health care products. Sessions the OT will attend include: a) Prescribing Power Mobility to Clients with Complex Neurological Conditions – From Assessment to Prescription and Beyond b) The Effectiveness of Specialist Seating Provision for Nursing Home Residents c) Community Rehabilitation: The Future of Wound Prevention and Management

Sustainability Implications It is important that staff at Fairmount keep abreast of long-term care issues and emerging trends.

Financial Implications There are no additional costs associated with attending this conference. Food and travel is covered by the conference organizers and the OT does not require reimbursement for accommodation.

Organizations, Departments and Individuals Consulted and/or Affected Health Care Innovations Conference & Trade Show Beth Hopkins, Occupational Therapist Mary Lake, Director of Resident Care

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AgendaItem#10c)

Report 2013-181 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Julie Shillington Administrator of Fairmount

Date Prepared:

September 17, 2013

Date of Meeting:

October 16, 2013

Re:

Fairmount Home – Music Care Conference

Recommendation RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home Music Care Conference report for information; AND FURTHER that the Council of the County of Frontenac authorize the two Fairmount Recreationists to attend the Music Care Conference in Toronto on November 9 and 10, 2013.

Background On February 20, 2013, County Council amended By-Law 2010-0011 to add: The CAO/Clerk may attend 2 conferences per year and Department Managers may attend 1 conference per year. Any additional conference attendance by CAO/Clerk and staff would require prior permission via resolution by County Council. Fairmount’s two Recreationists would like to attend a Music Care Conference in Toronto.

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Comment From a staff perspective, the Music Care Conference has proven to be a very educational and inspiring environment. Using knowledge gained from this conference staff has been able to enrich the programming for the residents at Fairmount. All of the presenters at the conference share their own personal journey and how music has elevated their lives and the lives of their clients in a variety of environments. This year the focus is on seniors and palliative care. The Recreationists plan to attend the following workshops on November 9th: a) Using Music to Connect with People with Dementia b) Music in Hospice Palliative Care and Bereavement c) Singing for Dementia Care d) Maximize Your Music On November 10th they will attend the Music Medicine and Quality of Life Symposium. A report on the conference will be provided for Council in December.

Sustainability Implications It is important that staff at Fairmount keep abreast of emerging trends and programs within their areas of expertise.

Financial Implications The total conference fee for both Recreationists is $419. They will share accommodation at an estimated cost of $200 and meals are provided at the conference. They will take the Fairmount van so there will be no reimbursement required for mileage costs. These costs can be accommodated within the current programming budget.

Organizations, Departments and Individuals Consulted and/or Affected Music Care Melissa Clyde, Recreationist Katie Johnston, Recreationist Mary Lake, Director of Resident Care

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AgendaItem#10d)

Report 2013-186 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Senior Management Staff: Julie Shillington, Administrator Fairmount Home Marian VanBruinessen, Treasurer Paul Charbonneau, Director of ETS/Chief of Paramedic Services

Prepared by:

Colleen Hickey Human Resources Specialist - Labour Relations

Date prepared:

October 07, 2013

Date of meeting:

October 16, 2013

Re:

Human Resources – CAO/Clerk Recruitment Process

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Human Resources –CAO/Clerk Recruitment Process report for information; AND FURTHER THAT KMPG be requested to provide preliminary recommendations regarding the CAO/Clerk position in its interim report to County Council in November; AND FURTHER THAT the commencement of the recruitment process of a CAO/Clerk position be deferred to the November County Council meeting pending interim recommendations from KPMG; AND FURTHER THAT Marian VanBruinessen be appointed as Acting Chief Administrative Officer, at a salary increase of ten percent (10%) applied to her current rate of pay, until such time as a candidate for the CAO/Clerk position is appointed by the County; AND FURTHER THAT Jannette Amini be appointed as Acting Clerk at a salary increase of up to ten percent (10%) applied to her current rate of pay, until such time as a candidate for the CAO/Clerk position is appointed by the County; AND FURTHER THAT Angelique Tamblyn be appointed as Acting Deputy Clerk until such time as a candidate for the CAO/Clerk position is appointed by the County. Administrative Report Human Resources – CAO Recruitment Process October 16, 2013

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AgendaItem#10d)

AND FINALLY THAT a by-law be introduced later in the meeting reflecting the above noted appointments.

Background Elizabeth Savill, CAO/Clerk tendered her resignation to the Warden and members of County Council effective November 15, 2013 as noted in October Communications report to County Council. Her resignation requires immediate attention to seek a successor to fill the senior position. Therefore, the need to confirm the recruitment process going forward that will identify the most qualified and successful candidate for the County’s CAO/Clerk position.

Comment At present, the County of Frontenac is undergoing a Service Delivery and Organization Review being conducted by KPMG, which includes a comprehensive review of the County’s staffing and reporting structure. To date, the outcomes of the Service Delivery and Organization Review are unknown including any potential changes in the County’s organizational structure. As part of the Terms of Reference of the Service Delivery and Organization Review RFP, an interim report was required to be submitted to Council midpoint through exercise and it is anticipated that an interim report will be forthcoming to County Council in November from KPMG. Staff are recommending that KPMG, at that time, be requested to identify and provide interim recommendations with respect to the CAO/Clerk position in order to allow Human Resources to facilitate the recruitment process for the vacancy left by Ms. Savill’s resignation. Staff are requesting KPMG provide its interim report in November as identified in the contract. This will assist in providing clarification in the CAO/Clerk job description and allow staff to provide clear direction to the Executive Search Firm with identifying qualified and knowledgeable candidates and the type of remuneration candidates can expect when applying for the position. The contract with KPMG, which is based on the RFP approved by Council, indicates that its final report is due no later than December 2013. Given that the final report would first be required to be deliberated at the SDOR Committee, it can be anticipated that the SDOR Committee would receive the report sometime in January with recommendations being provided at the January 15, 2014 County Council meeting. It may also be anticipated that Council may defer the report to the Committee of the Whole in order to allow a more open deliberation. If this is the route that the SDOR follows, the recruitment of a new CAO/Clerk could be delayed well into 2014. By requesting KPMG to provide recommendations on the CAO/Clerk position in its interim report will allow the process to proceed in a more timely manner, thus allowing the Executive Search Firm to proceed with the agreed upon criteria in identifying a new CAO/Clerk as per Council’s direction based on the SDOR interim report. Administrative Report Human Resources – CAO Recruitment Process October 16, 2013

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AgendaItem#10d)

The additional workload and responsibilities that will be required of the Deputy Clerk to not only fulfil her own respective position but those duties of the Acting Clerk position require a fair remuneration. An assessment of workload requirements will be undertaken to determine an acting rate percentage of no greater than ten percent (10%). Preliminary research has indicated that acting compensation varies between municipalities from 10% or greater. At present, the County of Frontenac does not have a policy in place with respect to acting pay. Council should be aware that the increased workload will result in overtime, which will be mitigated by prioritization of duties where possible. Once recommendations are made in November by KPMG with respect to the CAO/Clerk position, staff will commence the recruitment process as follows: Recruitment Process: The CAO/Clerk position will be vacated on November 18, 2013. It is essential to ensure a process is developed and confirmed. As has been discussed at the Council table in the past, most recently through the presentation of the LEAPP report dated 2012, recruitment of the most senior staff at municipalities is becoming more challenging. Two of the Townships of Frontenac have had recent experience of this and availed themselves of outside services. The County has not had the experience of utilizing a search firm. Executive search firms vary in experience, price and services offered. Human Resources staff has conducted research on costing and sought the experiences of other municipalities within our region (Eastern Ontario Municipal Human Resources Association). This information has influenced the development of this report. An important component in hiring a consultant firm is to ensure clarity within the scope of work required as per Council direction and to attract firms in the process with extensive municipal experience. In doing so, the recruitment experience will be effective and experienced search firms will be able to attract a large scope of experienced and qualified candidates within their advertising strategy. Duties of the Executive Search Firm: The following are key criteria which should be used to evaluate the firms who submit proposals for this search:

1. Resources and experience of the agency in successfully completing similar work;
2. Experience, qualifications, and availability of team members;
3. Demonstrated ability of the agency to meet the project timelines and complete the project as proposed;
4. Demonstrated ability of the agency to meet the key components of the project;
5. Fees quoted in the proposal;
6. References provided.
7. Fee – flat fee or commission
8. Guarantee of candidate

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AgendaItem#10d)

Once potential candidates have been identified, Council will need to establish a Selection Committee comprised of not greater than three (3) Councillors to assist in the selection process with the Executive Search Firm. Upon completion of the selection process, the Selection Committee and the Executive Search firm will bring recommendations to full Council for approval. In the interim, the County organization structure currently identifies the Treasurer of assuming the CAO duties in the absence of the CAO and the Deputy Clerk assumes the of the Clerk duties in the absence the Clerk.

Sustainability Implications As noted in Directions for our Future, Government decision-making processes are clear, transparent, forward thinking and focused on the longer term. Hiring an Executive Search Firm with specialized experience in the municipal field and a demonstrated pattern of success with recruitments at the senior management level will prove the most effective process to ensure positive results are achieved.

Financial Implications The Treasurer will receive a 10% increase over her current salary rate to compensate for assuming the Acting CAO role in addition to her Treasurer duties. The Deputy Clerk will receive up to 10% increase over her current salary rate to compensate for assuming the Acting Clerk position. Human Resources anticipate the estimate cost to hire an Executive Search firm will be in the range of $25,000 - $40,000.

Organizations, Departments and Individuals Consulted and/or Affected EOMHRA

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AgendaItem#10e)

Report 2013-191 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Joe Gallivan Manager, Sustainability Planning

Date prepared:

October 10, 2013

Date of meeting:

October 16, 2013

Re:

Sustainability – Planning Services Contract for the Township of Central Frontenac

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Planning Services Contract for the Township of Central Frontenac report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the Warden and Clerk to enter into an agreement with Central Frontenac Township for the County of Frontenac to provide Land Use Planning services beginning January 1, 2014.

Background During budget discussions in 2011, the issue of the County’s ability to provide planning services for the Townships through the County’s Sustainability Planning office was raised. Subsequently, staff provided two reports to Council that reviewed planning services provided by other Counties in Eastern Ontario and a proposal to use a cost recovery approach to review all privately initiated applications. At the March 16, 2011 County Council meeting, the following motion was passed by Council: Motion #82-11:

Moved by Deputy Warden Gutowski Seconded by Councillor Doyle

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RESOLVED THAT Council of the County of Frontenac receive the ‘Land Use Planning – County Planning Services Review – Supplementary Report’ dated March 16, 2011; AND FURTHER that the Manager of Sustainability Planning be directed to meet with each Township to make available these professional planning services as outlined in this report. As requested by Council, the Manager of Sustainability made presentations to all four Councils in 2011. In October 2011, Frontenac Islands Council passed a motion to enter into a contract for planning services with the County. At its meeting held June 25, 2013, Central Frontenac Council passed a similar resolution: Central Frontenac Township – Council Resolution #278-2013 Moved by John Purdon Seconded by Janet Gutowski That the Township of Central Frontenac contract land-use planning services from the County of Frontenac, starting January 1, 2014 and further that all expense be tracked to determine if the municipality is recovering costs associated with planning services delivered to the private sector. CARRIED The purpose of this report is to: (1) Seek Council’s approval to enter into this contract; and (2) Provide background on expected benefits that will result from this arrangement, as well as the expected impact these services will have on the existing workload of the County planners.

Comment The proposed contract for the Township of Central Frontenac is attached as Appendix A. It is the same contract that the County has with the Township of Frontenac Islands for planning services. A brief overview is as follows: •

Planning Services – The County will provide all of the planning services that are currently being delivered by the Township of Central Frontenac’s planning consultant. This includes planning reports on development applications (minor variance, consent, rezoning, site plan approval, Official Plan Amendments). The only costs associated with these applications are the hourly costs of preparing the planning report on a private application (no cost for Township-initiated applications). There would be no charges for any planning questions or consultation with a citizen, developer, or Township staff. We will also offer to meet at the Township

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AgendaItem#10e)

office for face to face meetings at no charge, and to attend any Council or Committee of the Whole meeting where a planning issue is being reviewed, as well as attendance at Committee of Adjustment. This is how these services are being provided for the Township of Frontenac Islands. •

Major Planning Studies – No charges for any Township-initiated planning project such as an Official Plan update or a revised Zoning By-law or any other Township planning requirement. For example, for the Township of Frontenac Islands, a Municipal Capital Facilities By-law was prepared to allow the community-owned medical clinic to be formally considered as a ‘community facility’ and have its tax rate reduced from commercial to institutional. We also finalized the Official Plan update with the Ministry of Municipal Affairs and Housing. These projects are considered to be in the public interest.

•

Staffing and Workload Implications – There is ability for the municipal planners at the County to handle the additional workload of the day-to-day planning activities of the Township of Central Frontenac. Most of our neighbouring Counties have two or three planners on staff to do work with their municipalities. The Frontenacs by comparison have significantly fewer Townships and less development activity. Based on current development activity, two planners available for Township planning services are sufficient. As well, although the initiation and development of a new County Official Plan has been a major work commitment, the amount of time required for this project will be reduced following Council adoption expected in 2014.

As noted in the original report to Council in 2011, there are a number of benefits of having the County provide planning services to the Townships: (1) Unlike planning services provided by external consultants, there is no profit built into the planning fees, and no charges for municipally-initiated planning applications; (2) The services are exclusive to Frontenac County planning issues and can focus on developing local and cross-boundary solutions; (3) With the GIS system in place, all mapping needs for planning work can be done in-house, which again results in savings and also a very fast turnaround in delivery; (4) Planning will have a local presence and will be available on demand across the Frontenacs, and Townships can expect a quick response to planning issues and the ability to meet on very short notice; (5) Land use planning will be closely aligned with economic development planning across the Frontenacs, to encourage and help facilitate new development opportunities in the Frontenacs; and (6) It is possible that lower planning costs could encourage additional economic development in the Frontenacs and raise the assessment base across the County. Administrative Report Sustainability Planning – Planning Services Contract for the Township of Central Frontenac October 16, 2013

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Sustainability Implications The proposal for the Frontenac County planners to provide professional planning services to the Township of Central Frontenac could result in cost savings and efficiencies for the municipal planning application process. It also supports the economic and environmental pillars of Directions for Our Future, and will more closely align economic development with land use planning across the region.

Financial Implications No additional costs for land use planning are expected to be incurred in the 2014 Sustainability budget. It is also expected that the costs of delivering planning services to Central Frontenac will be reduced compared to the current costs of using a planning consultant.

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

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AgendaItem#10e)

Planning Services This Agreement is made this __ day of ____, 2013 BETWEEN: THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC hereinafter called the “Township” OF THE FIRST PART

• and THE CORPORATION OF THE COUNTY OF FRONTENAC hereinafter called “County” OF THE SECOND PART WHEREAS the Township has requested that the County provide certain Planning Services to the Township. AND WHEREAS the County has agreed to provide Planning Services to the Township for this purpose in accordance with the terms of this Agreement. AND WHEREAS this Agreement supersedes any previous agreements, verbal or written, and states the terms and conditions that have been agreed to by the Township and County; NOW THIS AGREEMENT WITNESSETH that in consideration of the mutual covenants contained herein, the parties hereto agree as follows: DEFINITIONS

1. In this Agreement: “Confidential Information” means any information or data, whether written, oral, or in other form, disclosed by the Township or communicated to or acquired by the County in the course of its provision of supplies, commodities and services in accordance with the Contract, directly or indirectly, and which is identified by the Township as being confidential in nature and shall specifically include all documents or other materials which are marked “Proprietary”, Confidential”, “Secret” or in a

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similar fashion to indicate that they are the proprietary and internal materials of the Township. “Planning Services” means those planning services related to Township more particularly described in Appendix A to this agreement. “Cost Recovery Basis” means payment of all costs paid or incurred by the County in order to provide the Planning Services to the Township as set out in Appendix ‘A’, including without limiting the foregoing, all costs for staff salaries and benefits and associated disbursements, provided that if any costs are paid or incurred by the County to provide the Planning Services as well as other services or functions not covered by this Agreement, the County shall for the purpose of this Agreement, determine in a fair and equitable manner the proportion of the total of such costs that was paid or incurred to provide the Planning Services. AGREEMENT 2. The County shall provide the Planning Services to the Township in accordance with generally accepted planning principles and any other applicable statutory, regulatory or professional standards governing Planning Services. 3. The County shall ensure that all information within its possession and control related to the Township’s Planning Services is provided upon request to the Township’s Clerk in such manner as the Clerk may determine necessary in order to discharge of the Clerk’s statutory duties under all applicable legislation. TERM OF CONTRACT 4. The term of the Agreement shall commence January 1, 2014 and shall continue for a period of one year ending January 1, 2015; provided that if the parties do not enter a new agreement at the end of the term, this Agreement shall continue thereafter on a year-to-year basis and otherwise on the same terms and conditions until terminated. PAYMENTS FROM THE TOWNSHIP 5. The County shall provide the Planning Services to the Township on a Cost Recovery Basis as per Appendix A with no upfront payments. 6. The Township shall pay the County for the Planning Services within thirty (30) days of the date of an invoice from the County. 7. Any amounts due to the County shall, if not paid when due, accrue interest at the rate of 1.25% per month (15% per annum) from the due date to the date of payment.

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TERMINATION 8. Either party may at any time, on not less than six (6) months written notice to the other party, terminate this Agreement without cause, such notice to be effective not sooner than _______________. 9. Notwithstanding Paragraph 8, the Township may terminate this Agreement at any time: a. In the case of the County failing to perform or observe any provision of the Agreement and not correcting such failure to the Township’s satisfaction, acting reasonably, within thirty (30) days of written notice from the Township describing such failure and the action required to remedy it; or b. The County being found guilty of any unlawful activity or impropriety involving Township property. 10. The Township’s right to terminate this Agreement shall not be affected by its failure to take action with respect to any previous default by the County. 11. Upon the termination of this Agreement, the County shall forthwith deliver to and otherwise cooperate fully with the Township in the transfer and return of all records, data and other information in its possession relating to the Planning Services and the Township’s planning affairs. CHANGES AND ADJUSTMENTS 12. If requested by the Township, the County will use its best efforts to accommodate the provision of any additional Planning Services to the Township on a Cost Recovery Basis. DISPUTE RESOLUTION 13. A dispute between the two parties with respect to this Agreement, which they are unable to resolve through negotiations, at the request of a party, shall be submitted to arbitration pursuant to the Arbitration Act, 1991 and the decision of the arbitrator or, if more than one, the decision of the majority shall be final and binding on the parties. The arbitrator(s) will not have any power to alter or change any provisions of this Agreement or to substitute any new provisions for any existing provisions or to give any decision inconsistent with the terms and provisions of the Agreement. Each party shall pay its own costs of the arbitration and shall share equally the costs of the arbitrator(s). LAW GOVERNING THIS CONTRACT 14. This Agreement shall be construed and governed in accordance with the laws of the Province of Ontario. Planning Services for the Township of Central Frontenac ___________ 2013

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INDEMNITY 15. The County will indemnify and save harmless the Township from any claims and actions that might arise from the provision of the Planning Services in accordance with this Agreement. CONFIDENTIALITY 16. The County shall not at any time before, during, or for a period of five (5) years after the expiration or earlier termination of the Agreement, without the prior written approval of the Township, divulge to any person (including its employees, officers, directors, agents, or representatives) or use for any other purpose any Confidential Information. 17. The County may disclose Confidential Information to any person to whom disclosure is required in order for the County to provide the Planning Services and in accordance with the Agreement, but only after such person provides a written assurance to County, in the form of a duly executed non-disclosure agreement, that such person will strictly adhere to the confidentiality obligations contained in this Agreement. 18. The County shall not enter into any non-disclosure agreement for the purposes of Item 17 unless and until the form and content of such agreement has first been approved by the Township. EXTENT OF AGREEMENT 19. No representations or warranties between the parties, expressed or implied, written or oral, shall be binding on the parties unless expressly contained in this Agreement and this Agreement constitutes the entire Agreement between the Township and the County and supersedes all prior negotiations, representations, or agreements, whether written or oral. 20. This Agreement may not be amended except by mutual agreement of the parties and signed by both the CAO and Mayor of the Township and the CAO and Warden of the County. NOTICE 21. Any notice to be given under this Agreement may be given personally or by prepaid first class mail (in which case, receipt shall be deemed to have occurred seven clear days after the mailing thereof). Notice to the parties may be delivered to the following addresses:

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AgendaItem#10e)

Township

County

CAO/Clerk Central Frontenac Township 1084 Elizabeth Street, P.O. Box 89 Sharbot Lake ON K0H 2P0

CAO/Clerk County of Frontenac 2069 Battersea Road Glenburnie ON K0H 1S0 Fax: (613) 548-8460

Fax: (613) 279-2422

or to such other addresses or facsimile numbers as the party entitled to or receiving such notice or document may, by notice given in accordance with this clause, communicate or deliver to the other party. TIME IS OF THE ESSENCE 22. Time shall be of the essence for this Agreement WORKPLACE SAFETY AND INSURANCE BOARD CLEARANCE 23. The County must carry WSIB coverage and maintain a valid WSIB Clearance Certificate throughout the period of the Agreement. FURTHER ASSURANCES 24. The parties agree that each of them shall execute such further and other assurances as may be reasonably necessary to give full effect to all terms and conditions of the Agreement. SUCCESSORS AND ASSIGNS 25. This agreement shall be binding upon and ensure to the benefit of the respective successors and assigns of the parties.

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IN WITNESS WHEREOF the Parties hereto agree to the terms of this contract and seal this day of , 2013.

THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC

Janet Gutowski Mayor

Larry Donaldson CAO/Clerk

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski Warden

Elizabeth Savill CAO/Clerk

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APPENDIX A Appendix A – Planning Services for the Township of Central Frontenac The County of Frontenac will provide Planning Services as outlined below as of January 1, 2014, being the transition date. The County and the Township will jointly develop procedures to facilitate the processes outlined below before the transition date. Pre-consultation/General Planning Public Inquiries There shall be no charge for pre-consultation or general planning inquiries from either Township staff or the general public. The County Planner will be available during normal business hours to field telephone and email inquiries from Township staff. The County Planner will respond to inquiries in a timely manner. The County Planner will be available for ½ day (3.5 hours) per week at the Township office in Sharbot Lake for appointments or in person inquiries. This time allocation will be re-assessed based on the volume of activity, in order to determine if an adjustment in hours is required. There will be no charge for County Planner attending the Township office or for appointments. If necessary, the County will draft a pre-consultation by-law in consultation with Township staff for adoption by Township Council. The County Planner will be available during normal business hours to field telephone and email inquiries from Township staff. The County Planner will respond to inquiries in a timely manner. Municipally Initiated Applications and Planning Policy There shall be no County staff-related fees associated with the review of a planning application initiated by the Township. The County Planner shall develop planning policy documents as required. For major planning policy work (e.g., Official Plan preparation/update, Comprehensive Zoning Bylaw preparation), the Township and the County will jointly determine the timing and work plan of each project. Depending on the nature of the policies being developed, external expertise may be required from time to time (i.e. Transportation Engineering, Hydrogeology etc.). Where such services are deemed necessary, a request for proposals may be issued. Privately initiated Applications For all privately initiated planning applications, the fee charged to the Township shall be in accordance with the following hourly rates according to the actual time taken to review the application and attend any Council or Committee meetings:

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(a) Manager of Sustainability Planning: $55.00/hour (b) Community Planner: $30.00/hour (c) Peer review at cost These rates will be reviewed annually starting in January 1, 2015. Where deemed necessary, the County Planner will conduct a site visit on scheduled office days. The Township shall receive the planning application fees from the applicant. The County Planner shall be responsible for deeming an application complete. GIS Mapping Services GIS mapping services will be provided for Township Council/Committee reports, bylaws, Official Plan schedules and other Township planning related documents at no cost to the Township. Council/Committee Meetings The County Planner shall be available for attendance at Council and Committee of Adjustment meetings to present and/or answer questions regarding planning applications with sufficient notice given. There will be no charge for attendance at these meetings. Ontario Municipal Board The County Planner shall represent the Township as an expert witness at any Ontario Municipal Board hearings related to planning applications at the invitation of the Township Council. A separate proposal outlining the scope of work and estimated costs would be provided to the Township, as the time and level of effort required to prepare for OMB hearings vary. OMB hearings resulting from decisions that are not supported by the County staff recommendation may require an alternative approach such as a private consulting firm. Administration Township staff shall administer all planning applications including scheduling of public meetings, circulation, notification of complete applications, and processing of applications. The County will invoice the Township for Planning Services on a quarterly basis.

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Report 2013-192 ADMINISTRATIVE REPORT To:

Warden and Council of the County of Frontenac

From:

Elizabeth Savill CAO/Clerk

Prepared By:

David Millard Manager of Information Services

Date Prepared:

October 10, 2013

Date of Meeting:

October 16, 2013

Re:

Administrative Services – 2013 ESRI Canada User Conference

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive this Information Services – 2013 ESRI Canada User Conference - Ottawa report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the Geographic Information System (GIS) Specialist to attend the 2013 ESRI Canada User Conference in Ottawa Ontario on October 22, 2013.

Background The County of Frontenac has invested significantly in the ESRI software platform and as such the Geographic Information System (GIS) Specialist is the custodian of that system. The ERSI User conference provides an opportunity for the GIS Specialist to interact with the vendor and fellow municipal colleagues.

Comment The 2013 ESRI Canada User Conference in Ottawa is themed “Transforming our World”. The two day conference includes multiple presentations from ESRI Canada, third party vendors and fellow municipal colleagues. Administrative Report Information Services – 2013 ESRI Canada User Conference October 16, 2013

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Presentations to be attended: • • • • •

“Transforming our World” - presented by Alex Miller president of ESRI Canada, Mike Gregotski, Technical Marketing Lead Esri Canada and Karen Li, Technical Solution Specialist, ESRI Canada “Open Government Data Portal” – presented by Tony Clement, President of the Treasury Board Mobile Data Collection with ArcGIS for IOS – presented by Brian Bonter and Grant Hopkins, Prince Edward County “In my Neighborhood” – presented by Jason Barney, City of Ottawa “ArcGIS for Canadian Municipalities” – presented by David Edwards, ESRI Canada

With Council’s direction, at its January 16, 2013 meeting, only Directors/Managers are now able to attend a conference and authorization is required from Council for the Geographic Information System (GIS) Specialist to attend the conference this year.

Sustainability Implications It is important that staff at the County keep abreast and up to date on issues and emerging trends related to GIS, municipal government and opportunities for excellence.

Financial Implications Costs for this conference are included in the 2013 Information Systems Training, Travel and Conference Fees budget. The ERSI conference registration of $125 includes access to all presentations, breakfast and lunch, with hotel accommodations being an additional $182.73. This conference is a two day event with technical seminars being conducted on day two. However after review of the technical seminars being offered, it was determined that the County would not benefit from any of the topics to be discussed. As such a savings of $450 in seminar costs and one additional night of lodging will be saved.

Organizations, Departments and Individuals Consulted and/or Affected Colleen Hickey, Human Resources Specialist/Labour Relations Marian VanBruinessen, Treasurer

Administrative Report Information Services – 2013 ESRI Canada User Conference October 16, 2013

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REPORT 2013-193 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date Prepared:

October 9, 2013

Date of Meeting:

October 16, 2013

Re:

Financial Services – Township of Frontenac Islands Financial Services Contract Transition Update

Recommendation RESOLVED THAT Council of the County of Frontenac accept the Financial Services – Township of Frontenac Islands Financial Services Contract Transition Update report for information; AND FURTHER THAT, in the absence of a signed termination letter from the Township of Frontenac Islands, that Council direct staff to meet with Township staff and Council members in October to determine next steps; AND FURTHER THAT should financial support be required after December 31, 2013 by the Township of Frontenac Islands that Council authorize staff, in consultation with Township staff, to develop a new agreement to provide financial support in 2014 based on total cost recovery; AND FURTHER THAT should a new agreement be developed, the Council of the Township of Frontenac Islands shall execute the agreement for financial services at its November meeting prior to consideration by County Council; AND FURTHER THAT the Council of the County of Frontenac recognize that the funds generated through cost recovery in 2014 will be required to support additional finance staff resources for the County;

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AND FINALLY THAT the Council of the County of Frontenac authorize the inclusion of finance staff resources, offset by the cost recovery from the Township, be included in the 2014 budget.

Background Council adopted the Report from Committee of the Whole on July 17, 2013 which included the following: Motion #: 319-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Davison

a) WHEREAS the County of Frontenac approved the completion of a contact with the Township of Frontenac Islands in July 2008 for the provision of Financial services on a cost recovery basis; AND WHEREAS the contract staff position originally provided for in the 2013 budget was removed as the representatives of the Township of Frontenac Islands indicated that the Township does not require the financial services provided by the County under the contract as of July 1, 2013; NOW THEREFORE the Committee of the Whole Council accept the Financial Services – Termination of Contract to Provide Services to the Township of Frontenac Islands report; AND FURTHER THAT the Council of the County of Frontenac shall direct staff to prepare an agreement to terminate the contract for financial services with the Township of Frontenac Islands as of December 31, 2013; AND FURTHER THAT the agreement to terminate the contract for financial services be forwarded to the Council of the Township of Frontenac Islands for execution; AND FINALLY THAT the Council of the County of Frontenac authorize the CAO and Warden to execute the termination agreement. CARRIED

Comment A letter of termination was forwarded to the Township of Frontenac Islands in August 2013. To date, the letter had still not been brought to the attention of the Council of the Township of Frontenac Islands. In a report to Council dated September 18, 2013, County staff identified the challenges that the Township staff were having with the transition of the financials to the Township. To date, the payroll only has been transferred. County staff is aware that all related payroll remittances are not being completed as required by Township staff. Administrative Report Financial Services – Township of Frontenac Islands Financial Services Contract Transition Update October 16, 2013

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County staff has tried to schedule opportunities for transition training for Township staff, but nothing has been finalized. Given: • • • •

It is now mid-October; No confirmation of the termination of the agreement with the Township has been received; The process of payroll transition was challenging; and No timeline for final transition of the other financial activities has been established,

County staff faces with two possible scenarios.

1. The County ceases service provision in accordance with the expiring agreement currently in place whether or not a transition of all financial activities has been successfully implemented.
2. The County anticipates that financial services will continue to be required by the Township of Frontenac Island after December 31, 2013. Critical dates are bolded in the following discussion. The first scenario, ceasing operations without a termination letter and without successful transition, should the Township require support, would put our partner Township in jeopardy. However if that is the wish of County Council, then vendors, contractors and ratepayers need to be notified by mid November to redirect all financial activity back to the Township effective December 31, 2013. Under the second scenario, County staff must confer with Township staff and Township Council members. Should the Township wish to continue the with the financial services provided by the County after December 31, 2013, the contract elements should be discussed in October and finalized by November 8th to ensure a new agreement can be prepared for execution. This timeline ensures that the agreement can be executed by both the Township and the County at their respective November Council meetings, and resources and processes can be put in place to facilitate any necessary transitions as of December 31, 2013.

Financial Implications Should it be determined through consultation with the Township that there is an identified requirement for financial assistance past December 31, 2013, these will be provided on a cost recovery basis. However, Council needs to recognize that the resources generated through cost recovery provision of those services will be required to support staff requirements at the County. The net impact of the cost recovery and the cost of additional resources should be zero.

Administrative Report Financial Services – Township of Frontenac Islands Financial Services Contract Transition Update October 16, 2013

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

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Report 2013-177 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:

September 20, 2013

Date of meeting:

October 16, 2013

Re:

Administrative and Financial Services – 2013 3rd Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative and Financial Services – 2013 3rd 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 July, August and September 2013.

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: July 17 and September 18 Committee of the Whole meetings: July 3 and September 4

Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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•

Council’s Advisory Committees (CAO, Deputy Clerk, Communications Officer and other staff, as needed) Sustainability: August 12 Trails: August 1 150th Anniversary: August 28 Accessibility: September 9 (the committee continues to seek two members: one from a North Frontenac and one from Frontenac Islands) Service Delivery & Organization Review: July 12

•

RULAC and Joint Management

•

Eastern Ontario Wardens’ Caucus (EOWC) Board: August 12 (hosted by Frontenac) CAOs: July 18 (Hawkesbury), September 12 & 13 (Kingston) Financial Sustainability Project (CAO and Treasurer): September 30 (hosted by Frontenac); July 24 (teleconference)

•

Eastern Ontario Regional Network (EORN) Board (Councillor Davison, CAO): September 6 (hosted by Frontenac) CAO EORN Next Strategy Meeting: September 12 (Kingston)

•

County of Frontenac CAOs/Clerks and Treasurers Working Group meeting – NIL

August 28 - Joint Management (City of Kingston) September 9 - RULAC (City of Kingston)

Conferences, Training and Seminars

Risk Management Symposium – September 10, Toronto - Treasurer MFOA Annual Conference, September 25-27: Treasurer and Deputy Treasurer Ontario East Municipal Conference, September 11-13 - Manager of Sustainability Planning and Manager of Economic Sustainability (Kingston) Ontario Professional Planners Institute Conference, September 18-19 - Community Planner (London, Ontario) AMO Conference, August 17-21: CAO (Ottawa) Hardening Windows Networks September 17-20: Systems Technician (Kingston) Municipal Enterprise GIS Workshop September 24: Manager of Information Systems (Milton) Integrated Assessment Record Privacy and Security Training: Assistant Director of Care, Fairmount Home and Manager of Information Systems August 15 (Provincially mandatory training in Toronto)

Committee Activities

KFL&A Children and Youth Services Planning Committee: Deputy Clerk – October 4 (Kingston); Aboriginal Services Work Group (Kingston) LHIN L-SAA Steering Committee, LAPS Working Group and Indicators Working Group: CAO - Conference calls, October 4 (Toronto)

Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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AMO Board of Directors and County Caucus: CAO – August 17, 18, 21 (Ottawa), September 27 (Toronto) AMO Long Term Care Committee: CAO (no meetings) OANHSS Municipal Group: CAO (no meetings) Kingston & Renfrew Central Ambulance Communications Centre Advisory Committee: CAO (Co-Chair) (no meetings) Ontario Municipal Administrators Association Nominations Committee: CAO Calls (no meetings) Shared Data Consortium: Treasurer (no meetings) Rideau Corridor Landscape Strategy Steering Committee: Councillor Jones and Community Planner

• Planners Group Meetings – Meetings were held on July 19 and August 22 to continue working on the development of principles and best management practices across the corridor Algonquin Land Claim: CAO attended meeting August 15 (Kingston) Thousand Islands Occupational Health Nurses –meeting and education attended by Occupational Health Nurse (Education Coordinator)September 17

Special Projects and Key Activities

The Integrated Sustainability Plan (ICSP) Workshop was held on September 20 at the Verona Free Methodist Church in Verona. 70 people gathered to give input to be used to update the County’s Sustainable Actions for 2013. Community Improvement Plans (CIP): The Community Planner and Manager of Economic Sustainability attended a third public meeting for the Marysville CIP on September 9 Support for Small Scale Community Sustainability Initiatives: There have been 2 approved projects to date. There are several in the process. Frontenac K&P Trail:

• A draft of the Implementation Plan- Phase 2 (Tichborne to Sharbot Lake) is ready for Trails Advisory Committee meeting in October.
• Several on-site visits were made for maintenance issues. Mowing was completed in July.
• A request for quotation was issued, evaluated and awarded for 9.2 km of trail development from Hartington to north of Verona and a refresh from Harrowsmith to Hartington. Township of South Frontenac staff will oversee the construction phase.
• Rights-of-way issue were investigated and where surveying was completed.
• The summer student assisted in compiling data and mapping of all the trails in the County.
• The funding application to Trans Canada trail was approved for the amount of up to $228,000. Collaboration on Home Energy Efficiency Retrofits in Ontario (CHEERIO); the Community Planner has been participating in the pilot project design advisory group and speaking with other municipalities;

Deputy Clerk – Clerk’s Office

• Attended the Rural Service Providers meeting on July 22
• Reviewed LSR reports provided by City of Kingston Community Services. Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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• Developed the new Integrated Accessibility Standards Regulation (IASR) Policy which is now required under the AODA
• Developed staff training manual, presentations and brochures for the new training required under the IASR
• Commenced County and Township staff training on the new IASR Policy
• Participated in policy development working groups
• Liaised with the Communications Officer for the development of the County of Frontenac Accessibility Logo and Statement
• Liaised with the Townships and the FAAC to draft the Multi-Year Plan Annual Status Report for approval at the December Council meeting.
• Assisted with the Official Plan Public Open House on Wolfe Island
• Support for all Council, Committee, Land Use Planning and Staff meetings Manager of Sustainability Planning and Community Planner
• County Official Plan – the first draft of the Frontenac County Official Plan was received by County Council at its meeting on June 19 and posted on the County website for public review on the same day. Public open houses to discuss this first draft were held in Plevna (August 12), Sharbot Lake (August 14), Sydenham (August 27), Howe Island (September 10) and Wolfe Island (September 17). The Manager of Sustainability Planning also attended Council meetings of all four Townships in July and August to formally provide Council members with copies of the first draft of the plan.
• Land Use Planning:
• Central Frontenac Assistance was provided to Township staff on evaluation of CIP applications. The Community Planner met with Township staff and residents interested in signage in Sharbot Lake on August 14.
• Frontenac Islands
• Several rezoning and consent applications reviewed
• Manager of Sustainability Planning Community Planner attended Council meeting on July 8th and the Community Planner attended Council meetings on August 12th and September 9th to be present for public meetings on all planning applications.
• Manager of Sustainability Planning attended two technical steering committee meetings in July and August to review the draft of the Howe Island Transportation Study.
• North Frontenac
• The Community Planner is working with the County project manager and Township staff on the Robertsville Paramedic Base site plan.
• South Frontenac The Sands Road subdivision in Battersea was approved by County Council. The neighbourhood association has appealed South Frontenac’s decision on the zoning to the OMB, but did not appeal County Council’s decision on the subdivision. Manager of Economic Sustainability
• Frontenac Islands
• Continue to compile information (with the assistance of the summer student) on the abandoned Wolfe Island Canal to investigate the possibility of reviving Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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the project. Met with mayor Doyle and an adjacent landowner to plan next steps for the proposed project.

• Presented to Frontenac Islands Council about the trails network in the County and how the Wolfe Island Canal has a connection to the history of the K&P.
• Met with a community volunteer to be updated on the plans for the Community Centre in Marysville. The Manager of Sustainability Planning also attended.

South Frontenac

• Met with staff from Cataraqui Region Conservation Authority and the Township of South Frontenac to finalize the location along Township Road 38 for Frontenac Farmer’s Market to set up on Friday’s. The market opened as a pilot project for September 6, 13, and 20 between the hours of 3 and 7 pm. It was deemed as a success with over 150 people attending.

GIS Specialist

• Frontenac Maps Website Improvements
• Browser compatibility issues resolved
• Parcel Fabric/MPAC Updates
• Updated within the file geodatabase
• Updates to interactive mapping sites (x5)
• Shapefiles/Feature classes provided to townships
• Address Point File
• Updated/Improved address point file
• Roads Layer Improvements (Ongoing)
• Wolfe Island – road and address checks and updates
• Updates from South Frontenac – road names and address ranges
• Updates from North Frontenac – changes to be implemented
• FI and SF Zoning
• Howe Island Zoning completed
• Wolfe Island Zoning ready for review
• South Frontenac Zoning ready for review
• Cemetery Information Collected (8254 plots digitized to date)
• Mundell Cemetery
• Piccadilly Cemetery
• Parham Cemetery
• Mountain Grove Cemeteries
• FPS Mapping ƒ Cross border call volume and density mapping ƒ Response time mapping for Wolfe Island ƒ Robertsville Base mapping ƒ Bulletin Board Maps section has been updated
• Sustainability (Internal Requests) ƒ CIP Mapping (Marysville) ƒ County OP Mapping – Multiple Maps ƒ Planning Application Mapping (Sites and Subdivisions) ƒ K&P Trail Mapping
• Custom Mapping: 2 Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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• Other Meetings and Webinars: ƒ Community GIS Meetings (August 14) ƒ Emergency Management Excercise (September 10) ƒ Developing with the ArcGIS API for JavaScript and HTML5 (Webinar) ƒ Publishing Story Maps with ArcGIS Online (Webinar) Finance
• Submitted Fairmount Annual Report
• Submitted Year-End Offload Nursing Report
• Reviewed and imported budget templates for 2014 for Department Managers review
• Compilation of Information for Absenteeism Report for Council
• Compilation of Asset Information for Asset Management Plan
• Compilation of Information for Attendance Report for Council
• Capping parameters finalized and processed
• Treasurer sits on MFOA Finance Policy Committee, and Financial Information Return (FIR) subcommittee, teleconference meetings held August 9; and attended meeting in September at MFOA Conference (Huntsville)
• Interviews Re: Service Delivery and Organization Review
• Ongoing policy review and update - 4 policies moved forward
• INFO HR - ongoing testing integration with GP financial software based on changed parameters from the consultant
• RFP- RFQ process – Service Delivery and Organization Review, Geotechnical Robertsville Site, Robertsville Ambulance Station Design Build, Asset Management Plan, K&P Trail Bridge, K&P Trail Development, Fairmount Solar Project; Geotechnical for Auditorium Project; Link Windows, Link Signage
• Frontenac Islands audit and preparation of financial statements
• Contract service to Frontenac Islands: monthly financials, payroll, processed tax certificates, supplementary and omitted tax assessment and ownership changes; preparation of interim audit information Human Resources Recruitment:
• Fifteen internal job competitions initiated – all positions are due to replacement positions of internal movement.
• Successfully recruited for a permanent FT Recreationist (CUPE 2290/FMT) as the result of a retirement and a temporary HR Generalist as approved by Council in the budget. Training and Development:
• HR Generalist attended the OMHRA Annual Conference in Orillia as approved by Council. Opportunity allows staff to become updated on new trends, legal cases, OMERS updating, benefits, etc.
• County Human Resources staff facilitated a total of five sessions of the Respect in the Workplace training for Central Frontenac; training was delivered to all Central Frontenac Council, staff and volunteer firefighters. Training was in conjunction with Frontenac Community Health Services Topics included: Central Frontenac’s Code of Conduct, Human Rights, and Occupational Health and Safety Act and mental health awareness. Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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HR staff are working on developing training sessions for remaining County staff for compliance of legislative training, such as: Respect in the Workplace and Working in a Unionized Environment.

• HR Specialist – Labour Relations attended the Eastern Ontario Municipal HR Meeting in Northumberland County. Meetings discuss settlements of collective agreements, policies, sharing of knowledge, trends and issues. Townships:
• HR assists Townships requesting clarity HR activity as needed. Projects – HRMS Software
• Human Resource Management Software implementation proceeding, testing is continuing between InfoHR, Finance, Information Systems and HR staff. Labour Relations
• CUPE 2290 negotiations – Union and Management negotiating committees met for two days of bargaining, no deal was reached and the parties agreed on arbitration. An Arbitration board will hear the issues between the parties and arrive at an award deemed by the board of arbitrators. Scheduling date will be set for 2014.
• OPSEU 462 Representatives & Management met September 24 to exchange proposals on the Essential Ambulance Services Agreement. No settlement was reached and application to the Labour Board will proceed. Scheduling expected to be in first or second quarter of 2014. Labour Relations: Grievances o OPSEU 462 Paramedics 3 new grievances – 2 resolved, 15 awaiting resolution o CUPE 2290 – 4 new grievances – 2 settled, 2 awaiting resolution, 2 awaiting arbitration from 2nd quarter o Two formal investigations initiated

Work on the HR Strategic Plan and policies continue as regular work with the goal of policies approval in place by mid October.

Occupational Health

• Forty (40) OH consultations/clinical appointments in office
• Two (2) Tb testing for new hires
• Twenty five (25) employee incidents, seven (7) WSIB claims
• Four (4) new WSIB return to work plans and one (1) ongoing
• Four (4) non-occupational accommodation return to work plans
• Provided one (1) orientation session to County new hires
• Purchased desk exercise machine as cost effective alternative to adjustable desk
• Physical Demands Analysis - Personal rideout with Paramedic Supervisor to further this process, final draft received
• Completed Air Quality Check for 01 Base
• Wellness Team survey completed and results to be presented to Senior Management
• Consulted with Fairmount management regarding infectious disease
• Conducted hand hygiene audits at Fairmount
• Preparing 2nd pandemic plan development training for Fairmount staff in November
• Presenting hand hygiene education, multiple dates for FPS staff Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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Provided WHMIS training for Corporate Services staff Attended Health and Safety Committee meetings for County & FPS Professional Advisory Committee, Environment Team, Code White Team at Fairmount

• Corporate Group, Wellness Team, Inverary Group, Accessibility, Emergency Management meetings at County
• Composed article for Fairmount Gazette
• Attended KFLA Public Health annual Influenza workshop
• Code of Conduct education onsite
• Participated in 2 webinars (free) on Ministry of Labour changes and Influenza immunization Occupational Health Special Projects & Committees
• Submitting an Expression of Interest to the Mental Health Commission of Canada to be considered a site for expert implementation of Psychological Safety Standards in the workplace
• Partnered with Infection Control colleagues for education day to teach Queen’s Rehabilitation students infection prevention and control practices
• Attended Ergonomists education/meeting who are preparing to conduct research with the Frontenac Paramedics
• Reviewed and preparing RFP for Physiotherapy Services for 2014
• Investigating electronic charting programs Township Support South Frontenac
• Young Worker Orientation – one (1) session Frontenac Islands
• Young Worker Orientation –one (1) session
• Consults as requested North Frontenac
• Consults as requested Manager of Information Systems and IT staff
• Upgraded Firewall appliances at all locations
• Smart Board installed and configured in multifunction room.
• New video display installed in Frontenac Boardroom
• New hardware was procured and readied for deployment
• Work orders #s: July 189 August 115 September 171 Communications
• Issued 3 approved media releases/advisories
• Sent out approved monthly e-newsletters “Frontenac County Bytes” in July (678 contacts), August (703 contacts) and September (764 contacts) providing updates on activities at the County Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

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Posted approved and timely updates to corporate social media accounts

• Twitter: 473 Followers and 183 Tweets since launch
• Facebook: 74 “likes” and total weekly reach as high as 240 views
• Created 7 online surveys based on defined requirements using Survey Monkey
• Created logo and award certificate for the Joint Accessibility Committee
• Drafted emergency call back list for Corporate Services
• Worked with the Manager of Economic Sustainability to draft an editorial piece highlighting the Sharbot Lake Farmers market for local editorial magazine, The Scoop
• Supported the organization review by preparing and formatting packages for each department that included; work plans, missed/delayed work, departmental plans, and support to townships.
• Designed advertisements for the Planning Department’s Official Plan Open Houses
• Supported ETS with communications to Howe Island residents about the disruption in Ferry Services
• Supported the Warden by drafting speaking notes for events, a letter in response to FPS cutbacks, and a letter in response to the City of Kingston.
• Supported HR by reviewing and formatting Budget Presentations
• Supported the FPS Community Paramedicine Wellness Clinics by creating a survey
• Drafted a PowerPoint Presentation for Chief Charbonneau to present to RULAC
• Worked with the Sustainability Advisory Committee and the Sustainability Team to plan and host another successful ICSP Workshop on September 20, 2013 with approximately 70 people in attendance
• Worked in conjunction with the Manager of Economic Sustainability to formalize five Community Partnership Agreements for presentation at the ICSP Workshop
• Monitored local media coverage of FPS Land Ambulance reduction in service, and assisted in providing advice on handling public reaction. Compiled public input for County Council’s review
• Provided support to all departments in posting materials to the County website
• Supported the 150th Anniversary Planning Advisory Committee and the Sustainability Advisory Committee
• Continued work on a Communications Services Plan
• Continued participation of internal Wellness Team Representing the County
• CAO continues as a member of the United Way serving KFL&A Success By 6 Council of Partners
• Executive Assistant attends Aboriginal Services Working Group (Specific Populations Committee - KFL&A Children & Youth Services Planning Committee)
• Manager of Economic Sustainability attended:
• Regular meetings of Land O Lakes Tourist Association in August and the as County representative on its board

Organizations, Departments and Individuals Consulted and/or Affected Administrative Report Administrative and Financial Services – 2013 3rd Quarter Activity Update October 16, 2013

2013-177 Administrative and Financial

Page 9 of 9

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AgendaItem#11b)

Report 2013-178 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:

September 18, 2013

Date of meeting:

October 16, 2013

Re:

Emergency and Transportation Services - 2013 3rd Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – 2013 3rd Quarter Activity Update report for information.

Background This report is presented to Council to provide an update on the various ongoing activities and special projects during the 3rd quarter of 2013.

Comment Meetings Attended County Council – Regular Meeting County Council – Special Meeting County Council – Committee of the Whole County Council – Joint Council Joint Management and RULAC County Emergency Management Program Committee City of Kingston Emergency Management Program CACC Advisory Administrative Report rd Emergency and Transportation Services – 2013 3 Quarter Activity Update October 16, 2013

2013-178 Emergency and

Dates July 17 and September 18 July 3 and September 4 August 28/September 9 September 10 September 12 Page 1 of 5

Page 103 of 203

AgendaItem#11b)

Regional Paramedic Program of Eastern Ontario August 21 (RPPEO) OPSEU Local 462 Labour Management Committee CUPE Local 109 Labour Management Committee County Health & Safety Committee May 28 EMO Loyalist Sector Meeting Committee Activities

1. Ontario Association of Paramedic Chiefs (OAPC) Executive (Teleconference): Every Monday morning
2. Ontario Association of Paramedic Chiefs (OAPC) Board
3. EHSB/OAPC Quarterly Meeting: August 28
4. OAPC - Eastern Ontario Chiefs: September 12-13
5. Emergency Medical Services Chiefs of Canada (Teleconference): a. Executive: August 6 and August 29-30 (face to face) b. Board of Directors: September 9 Special Projects/Other Activities
6. Township of North Frontenac Essential Services Fair On Friday, July 12, 2013, FPS participated in the 2nd Annual Essential Services Fair in Cloyne. FPS displayed an ambulance as well as our Patient Simulation Lab. The presentations were well received and the children enjoyed the fun in the ambulance and Lab.
7. OAPC (formerly AMEMSO) Fall Conference (September 24 - 28) The annual Ontario Association of Paramedic Chiefs (OAPC) fall conference was held on September 25-26, 2013 in Richmond Hill, hosted by the Region of York EMS. Once again this year it included the Gala Evening to award the Governor General Exemplary Services Medal. Four of our paramedics, Jeff Ashley, Terry Baker, Mark Podgers and Michael van Hartingsveldt received the EMS Exemplary Services Medal from Major General Richard Rohmer, Canada’s most decorated citizen.

Q3 Performance Standards - Key Performance Indicators (KPI) Administrative Report rd Emergency and Transportation Services – 2013 3 Quarter Activity Update October 16, 2013

2013-178 Emergency and

Page 2 of 5

Page 104 of 203

AgendaItem#11b)

C County of Frontenac c Legislated Respons se Time Sttandard (RT TS)

For the cale endar year of 2013, frrom Januarry 1 to Dec cember 31,, Council set the follo owing sttandards: i. Des signated De elivery Agen nt (DDA) - SUDDEN S C CARDIAC A ARREST 48% percent p of the t time, within w 6 minu utes from th he time am mbulance dis spatch conveys the ca all information to the paramedic, p the County y of Fronten nac will end deavour to have a res sponder eq quipped an nd ready to t use an AED at the t location of a pa atient determ mined to be e in sudden n cardiac arrrest. ii. EM MS Designatted Delivery y Agent - CTAS C 1 68% percent p of the t time, within w 8 minu utes from th he time am mbulance dis spatch conveys the ca all information to the paramedic, p the County y of Fronten nac will end deavour to have a PAR RAMEDIC as a defined by the Amb bulance Ac ct and duly equipped e a the locatio at on of a patient determined to be CTAS 1. MS Designa ated Deliverry Agent - CTAS C 2, 3, 4, 5 iii. EM The County C of Frontenac F w endeav will vour to hav ve a PARA AMEDIC as defined by y the Ambu ulance Act and a duly eq quipped at the t location n of a patient determin ned to be CTAS C 2, 3, 4, 4 5 within a period of time determined apprropriate by the DDA and a noted below b in Tab ble 1, or as resources permit (lev vel of effort)):

CTAS 2, 3, 3 4, 5 EMS S Delivery Agent A Com mmitment Ad dministrative Report R Em mergency and Transportation n Services – 20 013 3rd Quarterr Activity Updatte Oc ctober 16, 2013

2013-178 Emergency and

Page 3 of 5

Page 105 of 203

AgendaItem#11b)

CTA AS 2 3 4 5

Targe et Time from m Paramedic Received d Until on Scene S 10 minutes 10 minutes 10 minutes 10 minutes

Target 65% 65% 65% 65%

The image belo ow speaks to the factt that 98.15 5% of our responses s during the e 3rd quarte er of 2013 were w deem med emerge ency ambulance respo onses comp pared to 66 6% in 2000.. Non-urge ent transferrs have be ecome a ve ery small percentage p (1.16%) off our worklo oad compa ared to 33 3% in 2000 0. This was w our go oal when we w establis shed Minim mum Emerg gency Cov verage (ME EC) in the e early 2000s. The untitled 0..69% repres sents data errors in the t eACR program where w two or o more AC CRs have been b starte ed for the sa ame respon nse.

The im mage (belo ow) illustrate es the type of emerge ency calls we w responde ed to during g the 3rd qu uarter.

Ad dministrative Report R Em mergency and Transportation n Services – 20 013 3rd Quarterr Activity Updatte Oc ctober 16, 2013

2013-178 Emergency and

Page 4 of 5

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AgendaItem#11b)

Q Anaphyla Q3 axis (21 callls—80.9% clinical imp provement))

Q Operatio Q3 ons - Key Pe erformance e Indicators (KPI) During 2012 D 2, our entire e ambulance fleet was outfitted with w the new w ACETECH H software.. The so oftware has s two eleme ents to it:

1. Au utomatic Ve ehicle Locator (AVL) which w is ourr GPS syste em
2. EC CO-RUN which w is the program m that mo onitors battery voltage and in nside temperatures s The report below, b extra acted from the softwa are shows one ambulance’s perrformance (Unit

4122. within the ECOR RUN softwarre. The four shaded boxes is the total savings s for the fle eet of fiftee en ambulan nces for the 3rd uarter of 20

qu

Ad dministrative Report R Em mergency and Transportation n Services – 20 013 3rd Quarterr Activity Updatte Oc ctober 16, 2013

2013-178 Emergency and

Page 5 of 5

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AgendaItem#11c)

Report 2013-131 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

September 27, 2013

Date of Meeting:

October 16, 2013

Re:

Fairmount Home – 2013 3rd Quarter Activity Update

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

Background The following are some of the highlights from July 1 to September 30, 2013 of which County Council should be aware.

Comment Family Information Session As the home does not have a Family Council it is required to provide two information sessions to family members each year. We held a session early in July on a Tuesday evening with 11 family members in attendance. Discussion included, but was not limited to, budget, staff sick time, the service delivery and organization review, quality improvement, inspection reports, auditorium project and policies. Auditorium Renovation Project Fundraising An event was held to celebrate meeting and exceeding the $200,000 fundraising goal. Representatives from the Kingston-Frontenac Rotary were on site and presented cheques representing their $75,000 commitment to the project. Steve and Penny Lloyd were also present with the new sound equipment they purchased for the home. Administrative Report Fairmount Home – 2013 3rd Quarter Activity Update October 16, 2013

2013-179 Fairmount Home

Page 1 of 3

Page 108 of 203

AgendaItem#11c)

The project continues to move forward with approval received from the Ministry of Health and Long-Term Care (MOHLTC), the pre-qualification of contractors complete and tender documents nearing completion. Physiotherapy Funding MOHLTC has changed the way it funds physiotherapy services in long-term care homes. Homes will now receive $750 per bed for one to one physiotherapy services. An additional $0.27 per resident per day will be provided in the program and support services funding envelope for group exercise classes which are to be part of the recreation and leisure program. Prior to these changes exercise classes were funded as part of the physiotherapy program. Integrated Assessment Record (IAR) MOHLTC has mandated participation by long-term care homes in the IAR project. The IAR is an application that allows assessment information to move with the client from one health service provider to another. Health service providers can use the IAR to view timely client assessment information electronically, securely and accurately. It is anticipated that all long-term care homes will be participating by March 31, 2014. Mandatory participation in the project was unexpected and is resulting in additional responsibilities related to implementation being borne by the Administrator, Assistant Director of Care and Manager of Information Services. General Staff Meeting A general staff meeting was held at which the 2013 and 2014 budgets, auditorium renovation project, staff attendance, service delivery and organizational review, resident/family survey results, health and safety and infection prevention and control were discussed. Elevator Inspection Our annual elevator inspection has been completed. The work to install the railings on the top of the elevator is scheduled to ensure continued compliance with TSSA regulations. Fire Inspection Our annual fire inspection has been completed. Incontinence Product Trial As a result of our recent request for proposals (RFP) for incontinence products we have changed vendors and product. Included in the RFP was the requirement for a trial period. While satisfaction is not 100% we continue to work with residents, staff and the product supplier to address concerns. Water Supply Line Repairs The work on the repairs to the water supply line to the water reservoir at the front of the building is complete.

Administrative Report Fairmount Home – 2013 3rd Quarter Activity Update October 16, 2013

2013-179 Fairmount Home

Page 2 of 3

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AgendaItem#11c)

Nursing Software An RFP was issued for nursing software. At the conclusion of the interviews by managers, Information Technology staff and front-line nursing staff, we have selected MED e-care as our new software. There is a three-phase software implementation plan. Phase one is the implementation of the administrative and clinical components such as admissions, assessments, progress notes, etc. We anticipate this phase to be completed by the third week of January 2014. Phase two is the implementation of Point of Care (POC) which is essentially the documentation by the personal support workers such as daily flow sheets. We anticipate this phase to be completed by the end of February 2014. The third phase is the implementation of the electronic medication administration record (e-MAR). We anticipate this phase to be completed by the beginning of spring in 2015 as this phase will require a full pharmacy RFP. Bench Dedication The Monday Night Euchre Group from Storrington District has provided funds over the years to the Frontenac 4-H to support our 1North gardens. Two long-time members of the Euchre Group, Terry and Phil Hickey, passed away in 2013. Two benches were purchased for the 1North garden in memory of Terry and Phil and a dedication ceremony held at Fairmount. Emergency Management Exercise I participated in the County’s emergency management exercise.

Organizations, Departments and Individuals Consulted and/or Affected Residents Staff Volunteers MED e-care Centric Health

Administrative Report Fairmount Home – 2013 3rd Quarter Activity Update October 16, 2013

2013-179 Fairmount Home

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AgendaItem#11d)

Report 2013-182 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

September 27, 2013

Date of Meeting:

October 16, 2013

Re:

Fairmount Home – 2013 2nd Quarter Consolidated Statistical Update

Recommendation That Council of the County of Frontenac receive the Fairmount Home – 2013 2nd Quarter Consolidated Statistical Update report for information only.

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

Administrative Report Fairmount Home – 2013 2nd Quarter Consolidated Statistical Update October 16, 2013

2013-182 Fairmount Home

Page 1 of 3

Page 111 of 203

AgendaItem#11d)

Comment A new indicator has been added to the dietary department as a result of the dietary workflow project. We are now measuring staff satisfaction within the department and have a baseline rate of 38%. As we move throughout the workflow project we hope to see this rate increase. We are hopeful that the new electronic nursing documentation system will assist us in ensuring we meet documentation requirements regarding restraints and admissions. The software will be implemented in January 2014. There were 195 documented resident incidents and near misses. There is an increase in incidents of resident aggression. There were a variety of hazards documented through Risk IDs, inspections, observation, etc. There were several hazards related to slippery floors on 1North. We have an air balancing company coming in September to help us identify why we are having humidity problems on that unit. Three verbal complaints were received in the first quarter, two of them from staff related to resident care. All complaints were addressed. The high risk verification audit is conducted to ensure that staff understands the resident identification processes and other checking systems for high-risk activities. When a staff member is not absolutely sure of the identification of a resident and is carrying out a high risk activity, two identifiers shall be used. This will be the resident picture on the medication administration record (MAR) and/or resident data sheet AND verification with another staff member who knows the resident. High risk activities include: ordering and receiving results of critical tests; administering invasive procedures; diagnostic testing; administering medication; using restraints; dealing with clients who have cognitive disorders; overseeing recreational activities; and outings. Our resident and family survey was issued in the second quarter. 21 individual responded with a satisfaction rate of 95%. We will be sharing these results with Residents’ Council, family members and staff in the coming months.

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

Administrative Report Fairmount Home – 2013 2nd Quarter Consolidated Statistical Update October 16, 2013

2013-182 Fairmount Home

Page 2 of 3

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AgendaItem#11d)

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

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

Administrative Report Fairmount Home – 2013 2nd Quarter Consolidated Statistical Update October 16, 2013

2013-182 Fairmount Home

Page 3 of 3

Page 113 of 203

2013-182 Fairmount Home FAIRMOUNT HOME QUALITY ASSURANCE & ASSESSMENT COMMITTEE (QAAC)

Quality Improvement (QI) Consolidated Statistical Report 2013

AgendaItem#11d)

Page 114 of 203

2013-182 Fairmount Home

PROGRAMMING Statistic / Audit

Measurement

Program Attendance: First floor

residents

attending at least one program

(monthly)

/ # total residents

Program Attendance: Second floor

residents

attending at least one program

(monthly)

/ # total residents

Activity Calendar

1st floor programs

& # 2nd floor programs

(monthly)

Goal

3rd Quarter Results

4th Quarter Results

1st Quarter Results

2nd Quarter Results

Jan

Feb

Mar

Apr

May

Jun

62/64

61/64

62/63

60/64

61/63

62/64

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

59/63

60/64

63/64

47/64

58/64

46/64

2nd quarter stats 2nd fl. incomplete

18/18

23/15

18/20

18/19

19/18

19/13

Feb – 8 on Mondays 1st fl – 0 on 2nd – otherwise relatively equal

Jul

Aug

Sep

Oct

Nov

Dec

Comments

(to ensure equitable) Activity Calendar

weekend

programs in the quarter

46/13

38/13

8/12.5

9/13.7

/ # total weekends

/ # weeks in the quarter QAAC – QI Consolidated Statistical Report 2013 Page | 1

AgendaItem#11d)

Page 115 of 203

evening

programs in the quarter

2013-182 Fairmount Home

NEW – Program Descriptions

completed

program descriptions

100%

N/A

New indicator - not collected yet

100%

N/A

N/A

100%

100%

N/A

/total # programs Documentation for 1:1’s

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

NEW - Large group activity evaluations

large group

activity evaluations completed

New indicator - not collected for 1st quarter – still not collected for 2nd quarter – will meet with Recreationists to determine process

/total # large group activities

AgendaItem#11d)

Page 116 of 203

QAAC – QI Consolidated Statistical Report 2013 Page | 2

2013-182 Fairmount Home

VOLUNTEERS Measurement

Goal

1st Quarter Results

2nd Quarter Results

Volunteer Hours

volunteer hours

6500

1151

1729.5

Volunteer Survey (annual)

of surveys

returned

Statistic/Audit

3rd Quarter Results

4th Quarter Results

Comments

35% return rate

/ # surveys issued

of satisfied

volunteers

95% satisfaction rate

/ #of volunteers surveyed Volunteer Program Review

of programs

reviewed

4 programs / 12+ programs

April –Meeting with General Store Volunteers

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

100% of volunteer suggestions to improve programs considered

volunteer enewsletters

distributed

4 e-newsletters per year

/4 quarters QAAC – QI Consolidated Statistical Report 2013 Page | 3

1 in February

1 in May

AgendaItem#11d)

Page 117 of 203

Quarterly enewsletter

2013-182 Fairmount Home

Recognition of volunteer contributions

methods used to

ensure communication of volunteer contributions each quarter

NEW – Volunteer Education

of in-services

held for volunteers/

of volunteers

attended

1 per quarter / 8 attendees

• Road sign of total volunteer hours

• Newsletter produced highlighting appreciation night

• 3 in-services

• 4 attendees Jan

• 14 attendees Feb

• 10 attendees March

• 1 in-service

• 4 attendees

AgendaItem#11d)

Page 118 of 203

QAAC – QI Consolidated Statistical Report 2013 Page | 4

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

2013-182 Fairmount Home

DIETARY Goal

1st Quarter Results

2nd Quarter Results

Daily Food Temperature Audit

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

100%

84.5%

78%

Daily Café Fridge and Freezer Temperature Audit

Monthly audit of days temperatures were taken and documented

100%

TBA

89%

Weekly BBQ Food Temperature Audit

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

100%

N/A

N/A

Refrigerator & Freezer Temperature Log

Monthly audit of days temperatures were taken and documented

100%

91.50%

75%

Daily Warewashing Sanitation Logs

Monthly audit of days sanitation logs information was documented

100%

74.50%

77%

NEW – Dietary referrals

dietary referrals

completed as legislated.

100%

100%

100%

QAAC – QI Consolidated Statistical Report 2013 Page | 5

3rd Quarter Results

4th Quarter Results

Comments

AgendaItem#11d)

Page 119 of 203

Measurement

Statistic/Audit

2013-182 Fairmount Home

NEW – Quality initiatives

new quality

initiatives undertaken

3

3*

75%

n/a

*Results of Dietary Workflow project.

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

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

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 6

38%

2013-182 Fairmount Home

HOUSEKEEPING Statistic/Audit Goldcheck

New - Routine Cleaning Audit

NEW – New products & processes testing

Measurement

Goal

1st Quarter Results

2nd Quarter Results

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

90%

1N – 84% 1S – 85% 2N – 91% 2S – 89%

1N – 83% 1S- 85% 2N – 92% 2S- 90%

87.25% Avg.

87.5% Avg.

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

92%

1N – 94% 2N – 89% 1S – 88% 2S – 87%

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

Avg. = 89.5%

Avg. 88.1%

new product &

processes tested

100%

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

No support services trials in this quarter

/total number of new products & processes implemented

4th Quarter Results

Comments

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 7

3rd Quarter Results

2013-182 Fairmount Home

LAUNDRY Statistic/Audit

Measurement

Laundry Poundage

Measured daily compiled monthly

NEW - Lost Clothing

lost clothing

found

Goal

90%

1st Quarter Results

2nd Quarter Results

64000 lbs

64000lbs

1 item lost to date not recovered

No reports of missing items

3rd Quarter Results

4th Quarter Results

Comments

3rd Quarter Results

4th Quarter Results

Comments

0%

/total # lost clothing forms submitted

MAINTENANCE Statistic/Audit Work Orders

Measurement

completed

1 Quarter Results

2nd Quarter Results

100%

1223 issued 1183 completed

1343 issued 1222 completed

96.7% completed

90.9% completed

Electrical Inspection Admission

of inspections

completed

100%

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

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

100%

100%

100%

/ # of new inspections

Page 122 of 203

NEW – Regulatory Testing

regulatory

testing completed /total # regulatory testing scheduled

QAAC – QI Consolidated Statistical Report 2013 Page | 8

AgendaItem#11d)

Goal

/total # work orders

st

2013-182 Fairmount Home

NURSING 2nd Quarter Results

3rd Quarter Results

Measurement

Restraint Use

Average # of restraints used (excluding bedrails)

12

12

11

13

16

24

20

21

18

Average # of restraints used (including bedrails)

23

21

25

24

28

33

30

32

31

of residents

using a restraint

17

17

20

19

21

25

25

25

24

100%

1/3

33%

0/2 = 0%

0/1= 0%

2/3 = 66%

0/2 = 0%

2/2 = 100%

None new

1/1= 100%

2/3 = 66%

100%

19/ 57= 66%

93/ 124= 75%

65/97 = 68%

152/182 = 84%

77%

39/74

53%

16/ 43= 62%

77/123

62%

113/ 138= 81%

(monthly)

residents with

complete restraint documentation

Goal

1st Quarter Results

Statistic/Audit

4th Quarter Results

Comments

/ # resident charts audited

residents

entries with complete flow sheet documentation

QAAC – QI Consolidated Statistical Report 2013 Page | 9

AgendaItem#11d)

Page 123 of 203

/ # resident entries audited

2013-182 Fairmount Home

PostAdmission Audit

100%

Labeling 72% done VRE/MRSA 36% done on time and indicated done in computer PRN 45% 1st Mantoux done on time but 2nd Mantoux 81% on time

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

100%

100%

of time

admission meds are reconciled/# of admissions

100%

Medication Sign-off (MDSRAI audits)

% assessments with all meds signed in 7days

100%

65%

60%

Do Not Use List (MDS-RAI audits)

% assessments with acceptable abbreviations

100%

100%

99%

N/A

N/A

8

2

MSSA (completed annually)

Page 124 of 203

CIHI Statistics

CIHI measures

Medication Incidents

medication

incidents

0

QAAC – QI Consolidated Statistical Report 2013 Page | 10

12

3rd quarter – 1 RPN had 5 of the errors

AgendaItem#11d)

Medication Reconciliation Verified

2013-182 Fairmount Home

1 pharmacy error

medication

incidents resulting in harm to resident

0

0

0

1

discrepancies in

count of narcotic & controlled drugs

0

0

0

0

0

0

0

0

completed

79

102

charts lacking

f/u progress notes

N/A

22%

N/A

38%

159

195

Resident OK after 24 hours

/ # time counted

adverse drug

reactions Chart Audits

/# chart audits completed

charts lacking

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

QAAC – QI Consolidated Statistical Report 2013 Page | 11

An increase in resident aggression incidents in first and second quarter; near miss elopements in first

AgendaItem#11d)

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Resident Incident Reports

2013-182 Fairmount Home

quarter related to several residents Palliative Care

Number of residents with PPS 30% or less monthly

Jan 0

Feb 0

Mar 0

Apr 1

May 0

Jun 2

Jul

Aug

Sep

Oct

Nov

Dec

of compliments,

donations and deaths from Memory Book quarterly

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

0/3/7

2/1/2

1/1/1

1/2/2

2/1/2

2/1/2

% admission assessments & labeling completed on time

90%

N/A

98%

NEW – Incidence of Decline in all ADLs

Below 32%

37%

No data

NEW – Improved Locomotion on Unit

Above 10%

5.8%

No data

NEW - Resident Personal Items Labeling

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 12

2013-182 Fairmount Home

INFECTION PREVENTION & CONTROL Statistic/Audit Symptoms

Measurement

Goal

1st Quarter Results

residents

displaying symptoms resulting in an infection

2nd Quarter Results

3rd Quarter Results

39

7

1 quarter = 32 r/t enteric & respiratory outbreaks; 1 MRSA; 1 VRE; 1 C-diff 2nd quarter = 3 respiratory/1 enteric/ 2 C-diff/2 VRE (post admission swabs)

0

0

1 (C-diff)

C-diff admitted to previous infected resident’s room – was terminally cleaned but will look at process when this resident discharged.

Wheelchair Cleaning

wheelchairs

cleaned

100%

(monthly)

/ # scheduled

Hand Hygiene (JCYH audits x2/yr)

compliant/total

opportunities observed

Hand Hygiene (Bi-weekly Nursing Audit)

compliant/total

opportunities observed

65%

QAAC – QI Consolidated Statistical Report 2013 Page | 13

378/ 477= 80%

277/ 467= 59%

341/ 515= 66%

341/ 486= 70%

346/ 507= 60%

316/ 502= 62%

N/A

60%

21/26 = 81%

11/19 = 58%

364/ 519= 70%

Feb dates wrong on sign off sheet

2nd quarter - Snack time identified as problem time

AgendaItem#11d)

Page 127 of 203

nosocomial

infections

Comments st

/ 128

MRSA/CDif

4th Quarter Results

2013-182 Fairmount Home

Handling Dirty Linen

carts on unit/#

staff assignments

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

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 14

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

2013-182 Fairmount Home

FALLS Statistic/Audit Falls

Measurement

of falls

1st Quarter Results

Goal 30

(monthly)

residents who

have fallen

2nd Quarter Results

3rd Quarter Results

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

31

34

22

26

48

37

35

29

33

25

19

18

24

25

20

22

23

32

2

2

0

1

6

2

0

1

2

1

3

0

0

2

0

0

3

3

2/2

6/7

N/A

N/A

6/6

5/5

4/4

1/1

N/A

4th Quarter Results Oct

Nov

Comments

Dec

/ 128 Severity of falls

1

of near miss

falls

of residents who

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

100%

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 15

2013-182 Fairmount Home

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

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

falls prevention

education opportunities offered to staff, residents & family members

At least once per year to each group

0

1– Gazette – all

1– RNs on Beers list meds

1– Reg staff

0

0

1 – all in Gazette

0

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 16

10 staff

2013-182 Fairmount Home

INCONTINENT & BOWEL MANAGEMENT Statistic/Audit

Measurement

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Comments

Voiding record

residents with

completed 3d voiding record on admission

100%

9/11=82%

7/7 = 100%

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Comments

N/A

N/A

/ #admissions

SKIN & WOUND MANAGEMENT 1st Quarter Results

Statistic/Audit

Measurement

Goal

Pressure Ulcer Prevalence

of residents with

pressure ulcers

5%

5.5%

of residents with

new pressure ulcers

5%

.7%

5.5%

3.1%

3.5%

3.9

1.5%

5.4%

Wound Care Sheets

treatments

completed

100%

No data

45/47= 96%

On hold

On hold

On hold

On hold

On hold

(monthly)

/ # treatments scheduled

N/A

(annually) Pressure Ulcer Incidence (monthly)

AgendaItem#11d)

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QAAC – QI Consolidated Statistical Report 2013 Page | 17

2013-182 Fairmount Home

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

Measurement

Goal

1st Quarter Results

2nd Quarter Results

staff attending at

least one fire drill per year

100%

N/A

N/A

100%

100%

100%

100%

100%

100%

0

69%

0%

100%

N/A

13/13=100%

3rd Quarter Results

4th Quarter Results

Comments

/ total # of staff Employee Workplace Inspections

inspections

completed on time / # of inspections scheduled

Management Workplace Inspections

inspections

completed on time / # of inspections scheduled

lost time injuries

High Risk Activity Verification Process

staff knowing 1

identifier

Hazards

Quarterly hazard reports for trending

29 claims related to outbreak

/ # of total injuries

/ # staff knowing 2 identifiers

QAAC – QI Consolidated Statistical Report 2013 Page | 18

10/13 = 76% Several related to ergonomics and lifting; resident personal products not

Several related to slippery floors on 1N

13/15 = 86% 11/15 = 73% Air balancing to identify air flow problems on 1N scheduled for

AgendaItem#11d)

Page 132 of 203

Employee Incident Reports (from OHN quarterly updates)

2013-182 Fairmount Home

labeled Floor to Ceiling Poles

compliant/#

rooms checked

100%

24/25 = 96%

AgendaItem#11d)

Page 133 of 203

QAAC – QI Consolidated Statistical Report 2013 Page | 19

17/20 = 85%

September

2013-182 Fairmount Home

EDUCATION &TRAINING Statistic/Audit Inservice Attendance

Measurement

1st Quarter Results

2nd Quarter Results

218

228

70%

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

NA

75%

18/22 = 82%

7/7 = 100%

Goal

staff in

attendance at all inservices

of staff that

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

3rd Quarter Results

4th Quarter Results

NA

NA

Comments

(annual) Inservice Evaluations

inservices

evaluated / # inservices offered

Topics (annual)

100%

of staff attended

sessions on mandatory topics

100%

QAAC – QI Consolidated Statistical Report 2013 Page | 20

N/A

N/A

137

N/A

106

AgendaItem#11d)

Page 134 of 203

of educational

needs addressed / # of educational needs identified (annual)

2013-182 Fairmount Home

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

Measurement

respondents

satisfied

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Issued in May

95%

80%

83.7%

n/a

3%

5.3%

3.2%

Average 522 shifts/3918 hrs per week

2

5

2 terminations; 4 resignations; 1 retirement

Comments

/ total # respondents

respondents

satisfied / total #respondents

sick days taken

/average # shifts scheduled

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

staff leaving

employment /total # staff

Complaints

Bed Occupancy

0

5

3

written

complaints

0

0

0

98%

99.3%

99.5%

days bed

actually occupied / total number of

QAAC – QI Consolidated Statistical Report 2013 Page | 21

AgendaItem#11d)

Page 135 of 203

(trended quarterly)

verbal

complaints

2013-182 Fairmount Home

days

PAIN & SYMPTOM MANAGEMENT 3rd Quarter Results

4th Quarter Results

Statistic/Audit

Measurement

Goal

1st Quarter Results

2nd Quarter Results

Prevalence of Daily ModerateSevere Pain scores

of residents with

moderate-severe daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

Incidence of new Daily ModerateSevere Pain scores

of new resident

with moderatesevere daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

Comments

/ 128 residents New measures being discussed at pain & symptom management team

/ 128 residents

AgendaItem#11d)

Page 136 of 203

QAAC – QI Consolidated Statistical Report 2013 Page | 22

2013-182 Fairmount Home

RELIGIOUS & SPIRITUAL CARE Statistic/Audit NEW - Pastoral Visiting

(monthly) NEW - Multifaith Services provided

Measurement

resident

receiving a pastoral visit

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Jan

Feb

Mar

Apr

July

Aug

Sep

Oct

100%

100%

100%

100% 100% 100%

100%

99%

99%

May

June

Nov

Comments

Dec

/ total # respondents

weeks with at

least one multifaith service provided

80%

77%

100%

1st quarter – 3 services cancelled due to outbreak

/ total # weeks

AgendaItem#11d)

Page 137 of 203

QAAC – QI Consolidated Statistical Report 2013 Page | 23

AgendaItem#11e)

Report 2013-183 ADMINISTRATIVE REPORT To:

Warden and Council Members Council

From:

Elizabeth Savill CAO

Prepared by:

Peter Young Community Planner

Date prepared:

September 30, 2013

Date of meeting:

October 16, 2013

Re:

Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013)

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) report for information only.

Background The County of Frontenac is currently divided into two ridings for the purposes of federal and provincial elections: • Lanark-Frontenac-Lennox and Addington: The Townships of North, Central, and South Frontenac; the County of Lennox and Addington; and the County of Lanark, excepting the Town of Mississippi Mills. • Kingston and the Islands: The City of Kingston and the Township of Frontenac Islands. The federal riding boundaries are reviewed every 10 years and an independent commission is established to re-look at these boundaries in light of updated census information, based on the formulas and rules established by Parliament under the Electoral Boundaries Readjustment Act and Constitution Act, 1867.

Administrative Report Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) October 16, 2013 Page 1 of 4

2013-183 Administrative Services

Page 138 of 203

AgendaItem#11e)

Electoral Boundary Review Timeline: February 21, 2012: Federal Electoral Boundaries Commission for the Province of Ontario was established by proclamation. July 30, 2012: Draft proposed riding boundaries released by the Commission split Frontenac County into three ridings: • Lanark-Frontenac-Hastings: The northern portion of Hastings County; the Township of Addington Highlands; the Townships of North and Central Frontenac; and the County of Lanark. • Belleville-Napanee-Frontenac: The City of Belleville and the southern portion of Hastings County; the southern portion of Lennox and Addington County; and the Township of South Frontenac. • Kingston and the Islands: The current boundary of the riding including the City of Kingston and the Township of Frontenac Islands. October 17, 2012: Council of the County of Frontenac was presented with the proposed electoral boundaries and passed a resolution (Motion #283-12) supporting a revised proposal for two ridings that would cover the County: • Frontenac-Lennox and Addington: The County of Lanark; the County of Lennox and Addington; the Townships of North, Central, and South Frontenac; and the City of Kingston north of Highway 401. • Kingston and the Islands: The City of Kingston south of Highway 401 and the Township of Frontenac Islands. November 7, 2012: The CAO attended public hearings on the boundaries and presented Council`s recommendation to the Commission. February 25, 2013: The Commission’s Report to the Chief Electoral Officer of Canada was tabled in Parliament and included a revised proposal for two ridings covering the County: • Lanark-Frontenac: the Townships of North, Central, and South Frontenac; all of Lanark County, including the Separated Town of Smiths Falls; and that portion of the City of Kingston falling north of Highway 401 • Kingston and the Islands: The portion of the City of Kingston south of Highway 401 and the Township of Frontenac Islands. March 20, 2013: County Council received an information update on the February 25, 2013 Commission Report and did not take any further action. September 30, 2013: The Final Report was released by the Federal Electoral Boundaries Commission for Ontario with the same boundaries affecting Frontenac County as were proposed in February 2013.

Administrative Report Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) October 16, 2013 Page 2 of 4

2013-183 Administrative Services

Page 139 of 203

AgendaItem#11e)

Comment The Final Report has now been published in the Canada Gazette and the work of the Federal Electoral Boundaries Commission for Ontario is now complete. The report will be used by the Chief Electoral Officer to draft the representation order, which is expected to become official sometime in Fall 2013, and will be used for the first federal general election called at least seven months after that date. The next federal election is tentatively scheduled for October 19, 2015 under the Canada Elections Act, but could be called by the Governor General before that date. The revised federal electoral boundaries affecting Frontenac County are shown in Appendix A and Appendix B and as noted include the ridings of: • Lanark-Frontenac: The Townships of North, Central, and South Frontenac; all of Lanark County, including the Separated Town of Smiths Falls; and the portion of the City of Kingston falling north of Highway 401. • Kingston and the Islands: The portion of the City of Kingston falling south of Highway 401 and the Township of Frontenac Islands. Although these boundaries are not precisely what County Council recommended in October 2012, they go a long way to address both the community of interest and historical relationships concerns raised with the Commission when responding to its original proposal. The MPs for both Lanark-Frontenac-Lennox and Addington, and Kingston and the Islands made submissions to the Parliamentary Standing Committee regarding the names and boundaries of the proposed ridings. However, the Commission did not elect to revise the proposed riding boundaries further and maintained the boundaries outlined in the February 2013 report. These changes will not automatically be implemented for provincial elections. Under the Representation Act, 2005, provincial riding boundaries in Southern Ontario are fixed to the boundaries from the last federal readjustment in 2004. Only name changes to federal electoral districts that do not involve boundary changes are adopted automatically at the provincial level. New provincial legislation would be required if the revised boundaries for Lanark-Frontenac and Kingston and the Islands are also to be implemented at the provincial level.

Sustainability Implications Strong representation of the County of Frontenac by its federal and provincial members is critical. Members, who are accessible, understand our communities of interest, appreciate the diversity of the County, acknowledge the County residents’ vision, and recognize Council’s priorities ensure the County’s needs are taken into account in the daily dialogue and policy debates undertaken at our federal and provincial government tables.

Administrative Report Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) October 16, 2013 Page 3 of 4

2013-183 Administrative Services

Page 140 of 203

AgendaItem#11e)

Financial Implications No monetary impacts to the recommended action. However, within the broader context, strong federal and provincial representation can influence the level of support received by the County.

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Administrative Services – Final Report of the Federal Electoral Boundaries Commission for the Province of Ontario (2013) October 16, 2013 Page 4 of 4

2013-183 Administrative Services

Page 141 of 203

2013-183 Administrative Services

MCDOUGALL

MCKELLAR

PARRY SOUND

MAGNETAWAN

BURK’S FALLS

RYERSON

PA R RY S O U N D

² ³

KEARNEY

MCMURRICH/ MONTEITH

SEGUIN

PERRY

MUSKOKA LAKES

NI PI SSI NG

NIPISSING— TIMISKAMING

PARRY SOUND—MUSKOKA

THE ARCHIPELAGO

DEEP RIVER

LAURENTIAN HILLS

RENFREW— NIPISSING—PEMBROKE

LAKE OF BAYS

HUNTSVILLE GEORGIAN BAY

SOUTH ALGONQUIN

TAY

DYSART AND OTHERS

GRAVENHURST

SEVERN

(CITY)

BROCK

AM

CURVE LAKE FIRST NATION 35

DOURO-DUMMER

1 114 74

LIMERICK

HAVELOCKBELMONTMETHUEN

MARMORA AND LAKE

OTONABEESOUTH MONAGHAN

CLARINGTON

HAMILTON

MISSISSIPPI MILLS NORTH FRONTENAC

TWEED

FR ON T EN AC STIRLINGRAWDON

QUINTE WEST

² ³

TYENDINAGA

TYENDINAGA MOHAWK TERRITORY

BAY OF QUINTE BAIE DE QUINTE WELLINGTON BAY

77

76

64

CLARENCEROCKLAND

PERTH

TAY VALLEY

RIDEAU—CARLETON

RUSSELL

PRINCE EDWARD COUNTY

NORTH DUNDAS

PRINCE EDWARD BAY

THE NATION LA NATION

EAST HAWKESBURY

CASSELMAN

KITLEY

AUGUSTA

LEEDS AND THE THOUSAND ISLANDS GANANOQUE

BROCKVILLE

FRONT OF YONGE

ST.

LAW

PRESCOTT

CE REN

NORTH STORMONT

S T O R M O N T, D U N D A S A N D G L E N G A R RY

STORMONT—DUNDAS—SOUTH GLENGARRY SOUTH DUNDAS

SOUTH GLENGARRY

SOUTH STORMONT

CORNWALL

EDWARDSBURGH/ CARDINAL

LEEDS A ND G REN VI LLE

GREATER NAPANEE

44

IS

CHAMPLAIN HAWKESBURY

NORTH GLENGARRY

MERRICKVILLEWOLFORD

SOUTH FRONTENAC

FRONTENAC ISLANDS

² ³

MONTAGUE

LEEDS—GRENVILLE ELIZABETHTOWN-

KINGSTON

ALFRED AND PLANTAGENET

PR E SCO T T AN D R USSE LL

SMITHS FALLS

RIDEAU LAKES

LOYALIST

OU TAO UA

GLENGARRY—PRESCOTT—RUSSELL

NORTH GRENVILLE

LENN OX AN D ADD IN GTO N

DES

RIVIÈRE

78

DRUMMOND/ NORTH ELMSLEY

ATHENS

LAKE ONTARIO LAC ONTARIO

OTTAWA

BECKWITH

WESTPORT

BELLEVILLE

75 79

CARLETON PLACE

CENTRE HASTINGS

STONE MILLS

CRAMAHE BRIGHTON

LANARK HIGHLANDS

LA NA RK

ALNWICK/ HALDIMAND

N O RT H U M B E R L A N D

COBOURG

ADDINGTON HIGHLANDS

CENTRAL FRONTENAC

NORTHUMBERLAND—PINE RIDGE PORT HOPE

KANATA— CARLETON

TUDOR AND CASHEL

ASPHODELNORWOOD TRENT HILLS

R

MCNAB/ BRAESIDE ARNPRIOR

LANARK—FRONTENAC

MADOC

CAVANMONAGHAN

RI VE

HORTON

TUDOR AND CASHEL

PETERBOROUGH

DURHAM

WHITBY

AJAX

² ³

RENFREW

HASTINGS— LENNOX AND ADDINGTON

SCUGOG

OSHAWA

WHITCHURCHSTOUFFVILLE

RK H MA

² ³

DURHAM

PICKERING

ADMASTON/ BROMLEY

GREATER MADAWASKA

HASTINGS

PETERBOROUGH SMITH-ENNISMORELAKEFIELD

85

BONNECHERE VALLEY

FLEUVE

SAINT-LAURENT

ER RIV

UNITED STATES OF AMERICA ÉTATS-UNIS D’AMÉRIQUE

0

20

40 km

AgendaItem#11e)

Page 142 of 203

54

WOLLASTON

PE T E RB OR OU GH

UXBRIDGE

BRUDENELL, LYNDOCH AND RAGLAN

BANCROFT

YORK— SIMCOE GEORGINA EAST GWILLIMBURY

QUEBEC QUÉBEC

GALWAY-CAVENDISH AND HARVEY

NORTH KAWARTHA

YORK

WHITEWATER REGION

NORTH ALGONA WILBERFORCE

FARADAY

KAWARTHA LAKES

LAKE SIMCOE

005

CARLOW/ MAYO

HIGHLANDS EAST

RAMARA

PEMBROKE

RENFREW

HASTINGS HIGHLANDS

HALIBURTON— KAWARTHA LAKES—BROCK

ORILLIA

LAURENTIAN VALLEY

PIKWAKANAGAN (GOLDEN LAKE 39)

MINDEN HILLS

SI MC OE

OROMEDONTE

MADAWASKA VALLEY

H A L I B U RT O N

KILLALOE, HAGARTY AND RICHARDS

ALGONQUIN HIGHLANDS

MU SKO KA

BRACEBRIDGE

SIMCOE NORTH SIMCOE-NORD

1. AJAX
2. BARRIE—SPRINGWATER—ORO-MEDONTE
3. KINGSTON AND THE ISLANDS / KINGSTON ET LES ÎLES
4. MARKHAM—STOUFFVILLE
5. NEPEAN
6. OSHAWA
7. OTTAWA CENTRE / OTTAWA-CENTRE
8. OTTAWA—ORLÉANS
9. OTTAWA SOUTH / OTTAWA-SUD
10. OTTAWA—VANIER
11. OTTAWA WEST—NEPEAN / OTTAWA-OUEST—NEPEAN
12. PICKERING—UXBRIDGE
13. WHITBY

OT TA WA

PETAWAWA WAHTA MOHAWK TERRITORY

5

¢

HEAD, CLARA AND MARIA

ARMOUR

AD RO

RE E

2013-183 Administrative Services

W

ON ILT

K

RU

C

TL

V FRONTENAC U

GE

RO

AD

V U

V U

5

V U 20

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N

CRANESNEST LAKE

LH AV E M

IL

OR

V U

SE R

LOUGHBOROUGH LAKE RO

LITTLE CRANBERRY LAKE

SOUTH FRONTENAC ROUND LAKE

AD

38

DOG LAKE

UN ITY

D

CR E

SYD

401

R VE QU I CATA R A

SA N

D H

ET

AD

4 km NEL CHAN BOAT

AD

SOU

V U

ARY

TH L

KINGSTON AND THE ISLANDS EK KINGSTON ET LES ÎLES CR E O

RO

AD

ND

A KE

LEEDS AND GRENVILLE

LEEDS—GRENVILLE

K

GA

E QU NO NA

V U

ES OR

V U 401

KI HA NG R B S TO OU N R

M

2

CHAN

GANANOQUE

NEL

RIVER

V U 96

BARRETT BAY

FRONTENAC ISLANDS

FRONTENAC

WOLFE ISLAND

ER RIV

LEEDS AND THE THOUSAND ISLANDS

BROWNS BAY

2

AD

C

HOWE ISLAND

0

RO

RO

15

AU BATE

ST. LAWR ENCE

IL L

BO U

VIL LE

V U

D IV

LIT

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V U

CATARAQUI BAY

AMHERST ISLAND

JO YC E

CANADIAN NATIONAL (CN)

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RO

COLONEL BY LAKE

KINGSTON

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GA NT

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ET

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SEA

GR

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COLLINS BAY

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TER

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N S

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SOUTH LAKE

9

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EVARD

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DA Y’S

Page 143 of 203

CH AN N

15

19

CORONAT ION BOUL

L O YA L I S T

LENNOX AND ADDINGTON

V U

V U

CRANBERRY LAKE

INVERARY LAKE

FLEUVE

SAINT-LAURENT

AgendaItem#11e)

HASTINGS—LENNOX AND ADDINGTON

ODESSA LAKE

NO RT H

¢

TRAVERSE LAKE

10

ED

AgendaItem#11f)

Appendix A

Report 2013-184 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 Krista Vandewal Human Resources Generalist/Researcher

Date prepared:

September 30, 2013

Date of meeting:

October 16, 2013

Re:

Human Resources – Attendance Management Update

Recommendation THAT the Council of the County of Frontenac receive the Administrative Services – Attendance Management Update report for information.

Background County Council, at its regular meeting held June 19, 2013, passed the following motion: Motion #: 279-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Targets for the Reduction of Absenteeism report for information;

Administrative Report Human Resources – Attendance Management Update October 16, 2013

2013-184 Human Resources

Page 1 of 7

Page 144 of 203

AgendaItem#11f)

Appendix A

AND FURTHER THAT the Council of the County of Frontenac support the targets for the reduction of absenteeism as established by the County of Frontenac through our current Employee Attendance Awareness Program; AND FINALLY THAT the Council of the County of Frontenac direct senior staff to bring forward a report on staff absenteeism every four months commencing with the County Council meeting scheduled in October 2013. CARRIED

Comment The County of Frontenac expects regular attendance at work from all employees. County management recognizes that on occasion, employees need to be absent from work to aid with recovery from illness and injury or to prevent the spread of communicable diseases. It is also understood that the primary occupations of the County are predominately in the health care sector. Sixty-seven percent (67%) of County employees work directly with patients and residents who are responsible to treat and care for the most vulnerable people in our communities. It has been statistically proven by the “Mental Health Commission of Canada” that paramedics and health care staff working in palliative care are the high risk groups for invisible illness. Day to day duties include dealing with unnatural deaths, terminally ill and dying patients, tragedy, trauma and infectious diseases which affect our staff directly as they treat these individuals in a professional manner. As well as occupational hazards employees deal with personal injury and circumstance which at times are beyond their control and capabilities to limit, examples of these are: broken limbs, surgeries, personal and family loss and chronic illnesses. Given the above rationale, it is important to be supportive of staff to assist in the reduction of absenteeism while keeping within our rights to manage. Statistical research by staff indicates that organizations allocate 3% of their budget for absenteeism based on an annual average. The annual average for the County of Frontenac for 2012 was 3.21% and 2013 to date currently stands at 2.81% which is a reduction over 2012 as well as being below that indicated 3% average. County staff has presented a number of reports in 2013 discussing absenteeism and mitigation strategies. These are appended to this report for Council’s reference. Council directed senior staff to bring forward a report on staff absenteeism every four months commencing in October 2013. The indicators as approved by Council have been provided to show historical data which provides detail between January 01, 2012 to August 31, 2012 and current year January 01, 2013 to August 31, 2013.

Administrative Report Human Resources – Attendance Management Update October 16, 2013

2013-184 Human Resources

Page 2 of 7

Page 145 of 203

AgendaItem#11f)

Appendix A

The indicators are:

1. Percentage of employees who exceed their respective attendance goal by union/ non-union
2. Percentage of employee who exceed their respective attendance goal per department.
3. The total hours of paid and unpaid sick time per department per scheduled hours.
4. Cost of paid sick time per department as it relates to the operating budget. County staff brought the issue of absenteeism to Council’s attention as it has been recognized as an ongoing challenge. Management is however taking measures to address the issue as outlined in Reports 2013-092 – Fairmount Home Attendance Management which was presented to Council at its May meeting and Report 2013-106 Administrative Services – Establishment of Targets for the reduction of Absenteeism which was presented to Council at its June meeting which have been attached for Councils reference. As indicated there are often very legitimate reasons for absence which are included in the statistics. Please note that management has also contracted an audit of our disability management program to ensure that the actions being taken are as effective as possible. Attendance Targets Current Targets of the Employee Attendance Awareness Program Employee Group Targets of the EAPP Paramedics OPSEU

No more than 12 days in a 12 month period No more than 5 occurrences of absence in any 1 year period

Nursing CUPE Local 2290

No more than 10 days in a 12 month period and or No more than 5 occurrences of absence in any 1 year period

Non-Nursing/Ferry CUPE Locals 2290 & 109 All non- union staff

No more than 7 days in a 12 month period No more than 5 occurrences of absence in any 1 year period

It should be understood that these targets are based on rolling averages. Sustainability Implications It is acknowledged that costs related to attendance management are challenging. Management is pursuing attendance management programs and the audit of its processes to ensure that it can mitigate the financial impact.

Administrative Report Human Resources – Attendance Management Update October 16, 2013

2013-184 Human Resources

Page 3 of 7

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AgendaItem#11f)

Appendix A

Financial Implications Absenteeism has a direct impact on the County’s budget and staffing levels. With ongoing attendance management, it is the expectation of managers to continuously improve employee attendance which will result in substantial savings, increased productivity and morale.

Organizations, Departments and Individuals Consulted and/or Affected Finance Emergency and Transport Services Fairmount Home EOMHRA

Administrative Report Human Resources – Attendance Management Update October 16, 2013

2013-184 Human Resources

Page 4 of 7

Page 147 of 203

AgendaItem#11f)

Appendix A Attendance Management Update

1. Percentage of employees who exceed their respective attendance goal by Union/Non-Union. 2012 2013 Union 40% 42% Non‐union 19% 9%

Note: Fairmount PT1s and Casuals not included ETS Part time not included

Administrative Report Human Resources – Attendance Management Update October 16, 2013

2013-184 Human Resources

Page 5 of 7

Page 148 of 203

AgendaItem#11f)

2. Percentage of employees who exceed their respective attendance goal per department (based on a comparative 8 months of data) Emergency and Transportation Services Fairmount Home Corporate Services

2012 33% 42% 33%

2013 47% 35% 15%

3. The total hours of paid and unpaid sick time per department as a percentage of scheduled hours. 2012 2013 Emergency and Transportation Service 8.41% 8.61% Fairmount 8.17% 5.50% Corporate 1.61% 4.01%

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4. Cost of paid & unpaid sick time per department as percentage of operating budget Emergency and Transportation Service Fairmount Corporate

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2012

2013

3.56% 3.09% 0.88%

3.56% 1.89% 1.56%

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Report 2013-092 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

April 30, 2013

Date of Meeting:

May 15, 2013

Re:

Fairmount Home – Attendance Management

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

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

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

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

Hicks Morley, Attendance Management, (2007)

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

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

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

2 3

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

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Length of Service

Number of Weeks

Number of Weeks

• Full-time at 100% of Wages

• Part-time (PT8) at 90% of Wages

• Part-time (PT6) at 75% of Wages

• Full-time at 75% of Wages

• Part-time (PT8) at 75% of Wages

• Part-time (PT6) at 75% of Wages

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

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

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

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

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

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

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

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

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

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

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

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b) c)

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

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

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

7.7 11.5 10.9 11.8 13.7 11.3

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

2009

2010

2011

2012

2013 (to March 31)

4,680

9,416

9,703

11,655

1,750

704.5

2,130

2,407.5

1,891

170

131

61.5

85

49.5

21.5

5,515.5

11,607.5

12,195.5

13,595.5

1,941.5

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

2009

2010

2011

2012

2013 (to March 31)

8.4

17

17.5

21

3.2

3.2

9.8

12.8

10.1

0.9

4.4

2

2.8

1.7

0.7

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

2009

2010

2011

2012

2013 (to March 31)

$109,753

$215,568

$222,855

$273,183

$40,764

$12,289

$42,928

$44,901

$34,036

$2,995

$6,347

$2,468

$4,432

$2,398

$1,063

$128,389.00

$260,964.00

$272,188.00

$309,617.00

$44,822.00

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

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

Sick Days Paid

Sick Hours Paid

Pregnancy Mental Health Surgery Non-occupational injury Other

144 459 171 243 178

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

Total

1,195

8,896.75

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

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

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Report 2013-106 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Colleen Hickey Labour Relations Specialist/Human Resources

Date prepared:

June 6, 2013

Date of meeting:

June 19, 2013

Re:

Human Resources – Targets for the Reduction of Absenteeism

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Targets for the Reduction of Absenteeism report for information; AND FURTHER THAT the Council of the County of Frontenac support the targets for the reduction of absenteeism as established by the County of Frontenac through our current Employee Attendance Awareness Program; AND FINALLY THAT the Council of the County of Frontenac direct senior staff to bring forward a report on staff absenteeism every four months commencing with the County Council meeting scheduled in October 2013.

Background County Council, at its special budget meeting held May 2, 2013, passed the following motion with respect to attendance targets: Motion #: 214-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Council of the County of Frontenac, at its June 2013 meeting, set targets for staff to reduce absenteeism issues; Administrative Report Human Resources – Targets For the Reduction of Absenteeism June 6, 2013

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AND FURTHER THAT staff be directed to provide monthly reports on these targets. CARRIED

Comment An Employee Attendance Awareness Program (EAAP) is a management tool which allows management to review the attendance of its employees on a regular basis and to communicate and follow up as necessary. The County’s EAAP The County of Frontenac has a long established Employee Attendance Awareness Program (EAAP) in place. It was established in consultation with CUPE 2290 and the County’s legal labour advisors back in 1998 under the direction of the CAO and the current Administrator of Fairmount. Council members must be aware that the EAAP deals with innocent (non-culpable) absenteeism that arises through the ill-health on an employee. The Employee Attendance Awareness Program (EAAP) promotes consistent attendance and raises awareness of the importance of good attendance, provides a process for improving excessive absenteeism, and assists employees with overcoming difficulties which may adversely affect their regular attendance. Culpable (non-innocent) attendance is abuse of leave and is noted further on in this report. An employee enters the program when any one of the targets is surpassed during a review period. Reviews are undertaken every four months. The EAAP refers to the targets as goals and so, for the duration of this document, targets will be referred to as goals. The goals set in the EAAP are: Employee Group

Goals of the EAPP

Paramedics OPSEU Nursing CUPE Local 2290 Non-Nursing/Ferry CUPE Locals 2290 & 109 All union staff

No more than12 days in a 12 month period No more than 5 occurrences of absence in any 1 year period No more than10 days in a 12 month period and or No more than 5 occurrences of absence in any 1 year period No more than7 days in a 12 month period No more than 5 occurrences of absence in any 1 year period

Setting Attendance Goals Attendance goals are established to advise employees of the parameters of the attendance program. The County of Frontenac determines the program’s goals by assessing data from Statistics Canada as well as industry standards. The chart below provides an overview of data released by Statistics Canada in 2011. The chart indicates absenteeism numbers based on similar demographic work environments within Canada. The County’s goals are well within this framework. Setting unrealistic Administrative Report Human Resources – Targets For the Reduction of Absenteeism June 6, 2013

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goals or setting goals without factual data is ill advised by labour lawyers. There are numerous precedent setting cases from arbitrated grievances that advise employers to set reasonable goals and communicate effectively with staff. The County’s goals are reviewed on an annual basis by management to ensure they are in line with industry standards and assessed each year to ensure goals are fair and consistent. Information related to the EAAP is shared and communicated with our unionized employees through Joint Labour Management meetings and through individual meetings with all staff on a regular and ongoing basis. Industry levels reported through Statistics Canada: Lost Time by Group Average work days lost for illness for full-time employee Average work days lost for illness for full-time employees age 55 to 64 Average work days lost for illness for full-time employees – public sector Average work days lost for illness for full-time employees – health care sector Average work days lost for illness for those in the nursing profession

Average 7.7 in a 12 month period 11.5 in a 12 month period 10.9 in a 12 month period 11.8 in a 12 month period 13.7 in a 12 month period

Culpable (Non-Innocent) Absence Culpable (non-innocent) absenteeism refers to absenteeism for which the employee should be held responsible because the problems are within the employee’s power to address and correct. If an absenteeism problem is culpable, discipline procedures may be issued by management once the allegation is substantiated. Management reviews the gravity of the offence and reviews any prior disciplinary record. Discipline for such actions can include up to termination of employment. The Human Resource policy on progressive discipline provides the parameters of how disciplinary action is managed. The four key types of culpable absenteeism are as follows:  Lateness/leaving early;  Failure to notify;  Absence without approved leave; and  Abuse of leave, an example would be an employee calling in sick and attending an alternative encouragement. Management of Attendance Within both the non-union and unionized environments, these plans are approached as part of management’s rights to manage. The County’s EAAP requires a review of employees’ attendance every four months and ensures thorough and appropriate communications are relayed to the employees on their attendance. Communications are delivered from a positive standpoint and the program’s intention is to ensure a fair and consistent approach to the management of an employee who has reached and/or exceeded the program’s targets. Human resources and management staff began its most recent review of the County’s EAAP during the 4th quarter of 2012 which included discussions with some labour representatives through Labour-Management meetings. Changes to the program will Administrative Report Human Resources – Targets For the Reduction of Absenteeism June 6, 2013

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come into force by mid 2013 beginning first with the Paramedic staff followed by a planned roll-out with all other staff. A report tabled at the May County Council by the Administrator of Fairmount Home provided particulars of the current program as well as factual information on the parameters that attendance management programs are required to have as noted by case law. That report is attached for reference as Appendix A. Regular Report to Council Council directed management to report on employee absenteeism through a reporting mechanism to Council. Staff recommends that Council receive an employee attendance report on a four-month basis on the same timetable as the EAAP reviews commencing at the October 2013 regular meeting of council. The report will provide: 

Number of employees who exceed the respective attendance goal per department



The total hours of paid sick time per department



Total cost of paid sick time per department

Sustainability Implications Good governance is critical to the sustainability of our corporation. Managing employee attendance through our EAAP is a fair and consistent practice that allows effective communication with staff to ensure attendance is maintained at an acceptable level and to take actions when appropriate when attendance exceeds the average. Management will continually strive to improve the program as needed to ensure corrective action is taken as deemed appropriate.

Financial Implications There are no financial implications directly associated with this report. Ongoing management of absenteeism ensures effective responsible financial management.

Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team CUPE 2290 CUPE 109 OPSEU All staff

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Appendix “A”

Time Line: January 01, 2013- April 30, 2013 Department

Total Sick Time Costs

Total Sick Hours

• Average # of absences per Department

177,958 8,070 6,964 54,596 247,588

4,857 369 241 2,316 7,784

5.19 3.42 1.38 4.8

Employee’s Currently exceeding the Attendance Program Goals (12 month period)

Paramedics Services (F/T staff) Marine Services (F/T staff) Corporate Services (all staff) Fairmount Home (all staff) Total Costs & Hours

49 4 4 49 106

*Averages are based on all employees’ absenteeism per department which includes unionized and non-unionized staff. **Management’s responsibility is to actively work with all staff exceeding the attendance program goal to ensure, in each case, the absences are non-culpable. In the event culpable absences are found or suspected, action is taken within the scope of policy, the parameters of existing collective agreements and current case law. Current records are based on assessments of each individual case. Aggregate analyses have begun and will be reported as part of the information shared with Council in October.

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REPORT 2013-188 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Anne Marie Young Manager of Economic Sustainability

Date prepared:

October 8, 2013

Date of meeting:

October 16, 2013

Re:

Sustainability – Frontenac K&P Trail – Development Update

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Frontenac K&P Trail – Development Update report for information.

Background The unopened portion of the K&P rail bed, acquired by the County of Frontenac in 2008, runs through the Township of South Frontenac and part of the Township of Central Frontenac. The County’s acquisition of the land was undertaken as part of its economic stimulation efforts. The development of this multi-use trail offers an alternative transportation network for our residents and visitors, links us into the Trans Canada Trail system, connects our communities, and provides healthy lifestyle and recreational opportunities. County Council adopted the Implementation Plan of the Frontenac K&P Trail at its October 2009 regular meeting. In 2010 a bridge was reconstructed over Millhaven Creek and 2012 Phase 1 development work was completed on the trail from Orser Road to the K&P/Cataraqui Split near Harrowsmith.

Comment A Request for Quotations was issued for the development of Phase 2 of the trail. The development will be accomplished in two stages: Stage 1 is from Boyce Road to the south end of Verona Street and Stage 2 is from the north end of Verona Street to where it intersects the South Frontenac Township Road 38 north of Verona across from Craig Administrative Report Sustainability – Frontenac K&P Trail – Development Update October 16, 2013

2013-188 Sustainability

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AgendaItem#11g)

Road. The stages are to be completed by November 15th and November 30th respectively. In addition there will be a refresh of the Frontenac K&P Trail from the Cataraqui/K&P split to Boyce Road. This section was completed in 2008 as a test strip and needs to be brought up to the standards that were approved in the 2009 implementation plan. Seven submissions were received as follows: Company Name

Amount

Crains’ Construction Limited

$ 252,325.00

Morven Construction Ltd.

$ 257,701.00

K. Mulrooney Trucking Ltd.

$ 291,399.20

Arnott Bros. Const.

$ 296,524.50

Cruickshank Group

$ 501,275.00

CSL Group (Cedar Springs)

$ 519,626.90

Dig’N Dirt Ltd.

$ 679,931.60

The successful proponent is Crains’ Construction Limited for the amount of $252,325.00 plus HST. Township of South Frontenac Public Works is overseeing the construction work on the County’s behalf. The total development length will be approximately 9.2 km.

Sustainability Implications This project supports a number of focus areas adopted in Directions for Our Future and is directly identified in Sustainable Actions 2012 under the economic pillar of sustainability as Trail Network Development. The project supports the development of a network of trails in the County facilitating recreation and transportation networks and promoting active lifestyles.

Financial Implications The Development of the Frontenac K&P Trail – Phase 2 falls within the budget allotment for 2013.

Organizations, Departments and Individuals Consulted and/or Affected Township of South Frontenac Cataraqui Region Conservation Authority Quinte Region Conservation Authority Residents of County of Frontenac

Administrative Report Sustainability – Frontenac K&P Trail – Development Update October 16, 2013

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AgendaItem#11h)

Report 2013-190 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:

October 9, 2013

Date of meeting:

October 15, 2013

Re:

Sustainability – County Official Plan – Second Draft Update

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Official Plan – Second Draft Update report for information.

Background County Council endorsed the initiation of a County Official Plan process on December 14, 2011. At that meeting the following resolution was passed: RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – County Official Plan report; AND FURTHER that Council endorse the initiation of the development of a County Official Plan with the goal to having a draft plan to be considered by Council for adoption within its current term; AND FURTHER that Council direct staff to prepare a detailed work plan and consultation program to be presented to Council in early 2012;

Administrative Report Sustainability – County Official Plan – Second Draft Update October 16, 2013

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AgendaItem#11h)

AND FURTHER that a County Official Plan be prepared under the following parameters: (1) That the Official Plan be prepared as a ‘high level’ planning document using a regional planning perspective, recognizing that detailed planning policies are now in place for the four Townships’ Official Plans; (2) That the Official Plan use a systems-based approach and act as a guide for dealing with cross-boundary and cross-jurisdictional planning issues; (3) Ensure that the Official Plan is consistent with the Provincial Policy Statement while offering a solutions-oriented planning approach to deal with land use planning issues that are common to the Frontenacs; and (4) That community consultation regarding the vision and content of the Official Plan be extensive. At a Council Meeting held on February 20, 2013, Council passed a further resolution on the County Official Plan that endorsed the policy sections that should be contained in the Plan and for staff to use that template to prepare the first draft. The first draft of the Official Plan was received by Council at its meeting held on June 19, 2013. Public consultation has consisted of open houses that were held in each Township in the summers of 2012 and 2013. The purpose of the first set of open houses was to introduce the concept of a regional plan to residents and to explain how the plan would be ‘high level’ and would differ from the detailed and up to date Official Plans of each of the four Townships. The second set of open houses presented the first draft of the County Official Plan and its major themes. Many written comments were provided in both 2012 and 2013.

Comment The first draft of the Frontenac County Official Plan established a ‘high level’ plan based on the Council endorsed framework of major themes that set the policy direction for a regional plan (e.g., natural environment, economic sustainability, growth and settlement, transportation, etc.). It established the priorities for collaborative, watershed-based planning. The first draft was also written to be consistent with the Provincial Policy Statement (PPS), which is expected to be updated prior to Council adoption of the plan in early 2014. As noted at the release of the plan in June, the first draft was not intended to be set in stone. It served as an introduction into creating a regional plan that would set goals and objectives for land use and planning issues that are common across the County. The second draft is currently being prepared and will be presented to County Council at the meeting scheduled for November 20th. It will include revisions to the plan based on comments received by citizens, agencies, and formal responses from the Townships. The second draft will continue to have a ‘high level’ planning perspective and be focussed on policies that are important to deal with land use changes over the next twenty years. Administrative Report Sustainability – County Official Plan – Second Draft Update October 16, 2013

2013-190 Sustainability

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AgendaItem#11h)

A Committee of the Whole meeting is proposed for Wednesday, December 4th in order to hold a working session with Council to review the second draft in detail. The Manager of Sustainability Planning will also meet with Township Councils and staff in December and January to ensure each municipality is aware of the proposed changes. 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 should be considered as 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. From a broader perspective, the County Official Plan will serve as a regional plan to help deal with some of the issues affecting the Frontenacs over the next twenty-five years. Its development has now been mandated by the Province. Financial Implications The 2012 budget included an allocation of $30,000 for the preparation of a County Official Plan. The unspent balance was carried forward in the 2013 budget. This budget has been developed to cover meeting costs and the possible need for help in public consultation. At this time $5,161 has been spent, primarily for printing and advertising.

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

Administrative Report Sustainability – County Official Plan – Second Draft Update October 16, 2013

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AgendaItem#13a)

MINUTES Regular Meeting #2013-06 Kingston Frontenac Public Library Board June 26, 2013 - 4:00 PM Delahaye Room, Central Library Present: Barbara Aitken, Paige Cousineau, Patricia Enright (Chief Librarian/CEO), Ralph Gatfield, Wilma Kenny (arrived at 4:20 PM during In Camera session), Floyd Patterson, Councillor John Purdon, Claudette Richardson (Chair), Somnath Sinha, Monica Stewart Staff Present: Mary Glenn (Recording Secretary), Shelagh Quigley (Director, Human Resources), Chris Ridgley (Budget / HR Analyst), Kimberly Sutherland Mills (Manager, Programming and Outreach) Regrets: Erik Knutsen, Councillor Jim Neill Guests: Catherine Case (CUPE Local 2202)

1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:05 PM.
2. ADOPTION OF THE AGENDA The agenda was accepted as distributed, with the addition of 11.2 Pay Equity and 14. Bequest.
3. DECLARATIONS OF CONFLICT OF INTEREST There were no declarations of conflict of interest.
4. ACCEPTANCE OF MINUTES 4.1 Kingston Frontenac Public Library Meeting #2013-05 held May 22, 2013 2013-32 GATFIELD - AITKEN That the minutes of Regular Meeting #2013-05 of the Kingston Frontenac Public Library Board held May 22, 2013 be approved as circulated. CARRIED CONSENT AGENDA It was requested that 5.1.2 be removed from the approval of the consent agenda and discussed separately.
5. INFORMATION ITEMS 5.1 Correspondence / Information Received and Sent 5.1.1

From the Community Foundation for Kingston and Area, a letter dated May 27, 2013 enclosing the annual fund statement for the KFPL Endowment Fund for the year ending December 31, 2012. 5.1.2 From the Pages at Kingston Frontenac Public Library, an anonymous letter dated May 27, 2013, addressed to the Chair and copied to each board member, asking the board to re-visit wage increases and the rate of pay for Pages. Received since distribution of the agenda: 5.1.3 From the Limestone District School Board, a letter dated June 5, 2013 enclosing for our signature three copies of a Memorandum of Agreement between the Limestone District School board, Kingston Frontenac Public Library and the Municipality of Central Frontenac for the use of a portable at Hinchinbrooke Public School for the period September 1, 2013 to June 30, 2014. Signed copies were mailed back to LDSB.

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AgendaItem#13a)

Minutes Of Regular Meeting #2013-06 June 26, 2013 Kingston Frontenac Public Library Board

5.1.4

Page 2

From Mayor Gerretsen a letter including a motion of congratulations to the Kingston Frontenac Public Library, Sydenham Branch, and Shoalts and Zaback Architects, on receiving the 2013 Ontario Library Association New Library Building Award, and extending his personal congratulations to the management team and the Library Board.

Regarding the Ontario Library Association New Library Building Award, Ms. Richardson and Ms. Kenny will be in attendance to receive the award at the ceremony in Toronto in July, along with three other staff members who are also attending the OLA workshop Library as Place. 6. MONITORING REPORTS 6.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) 6.2 Access to Facilities & Maintenance (attached) 7. Mid-year Successes 8. Manager/Director’s Report – report of the Manager of Programming and Outreach This was postponed until the September meeting. 9. Motion to Accept Consent Agenda 2013-33 COUSINEAU – PURDON To accept the Consent Agenda, thereby accepting the materials on the consent agenda. CARRIED With regards to 5.1.2 page wages, this was discussed at the March board meeting where the following motion was passed: That the page wages remain as they are, currently, and that the page position be evaluated as part of the non-union pay equity process when the CUPE 2202 process has been completed. Ms. Enright reported that following the March Board meeting, she contacted the pages and branch supervisors to let them know of the decision regarding page wages. Due to the personnel nature of the discussion, further discussion was put on hold until the In Camera portion of the meeting. Ms. Aitken reported on Doors Open which was held on Saturday. She thought that the event very well, and commended Ms. Stanbridge and Ms. Ottenhof for all their efforts. Mr. Patterson commented on the Mid-Year Successes report. He noted the increased activity in the community and how it brought the library system more to the attention of the public, and wanted to express his appreciation to staff. Ms. Cousineau also commented on the Genealogy presentation at Sharbot Lake. ACTION AGENDA 10. Business Arising from the Minutes There was no business arising from the minutes. 11. Action Items 11.1 11.2

Review CEO Remuneration (confidential report under separate cover) Pay Equity

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AgendaItem#13a)

Minutes Of Regular Meeting #2013-06 June 26, 2013 Kingston Frontenac Public Library Board

Page 3

2013-34 AITKEN – STEWART That the Board go In Camera to discuss a personnel issue and a labour relations issue (4:15 PM) CARRIED All those in attendance, with the exception of board members and Ms. Glenn, Recording Secretary, left the meeting room at this time. Ms. Quigley was called in to the meeting at 4:40 PM for clarification and more information, and Ms. Enright was called in to the meeting during discussion on Pay Equity and Page Wages. 2013-35 SINHA – PURDON That the Board rise from In Camera. (5:45 PM) CARRIED Those who left the meeting at the beginning of the In Camera session returned at this time. 2013-36 AITKEN – GATFIELD That the salary of the Chief Librarian as recommended in the report dated June 26, 2013 be approved; and that the job rate for the position of Chief Librarian be reviewed annually at the December board meeting. CARRIED 2013-37 STEWART– AITKEN That the Pay Equity settlement with CUPE Local 2202 be ratified. CARRIED It was reported that the letter from the Pages was discussed In Camera, and that the decision and motion made at the March 2013 Board meeting was upheld. However, because the letter is anonymous there is no one to send a response to. If an individual wished to, they could speak with the Chief Librarian regarding their concern. 11.3

Strategic Planning

The consultant will meet with the Board and senior staff on July 18, 2013 at 4:00 PM to present the Strategic Plan. 12. ITEMS FOR DISCUSSION / EXPLORATION (30 minutes) 12.1 Accessibility for Ontarians with Disabilities Act (AODA) (report attached) A link to the video program was sent to each board member to complete the exercises. OTHER BUSINESS 13. Summer Branch Bus Tour The bus tour will take place on Tuesday, August 20. The mayors and the C.A.O.’s of the City, the Townships and the County have been invited to join the tour. 14. Bequest Ms. Enright reported that Mrs. Michael Dicketts was in to present a bequest in the amount of $50,000 on behalf of her husband, a former staff member, who passed away in October 2012. She asked Ms. Enright to pass on to the Board how much the library meant to Mr. Dicketts. Ms. Enright will bring a report to the board later this year with suggestions on how to acknowledge Michael and Betty Dicketts.

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AgendaItem#13a)

Minutes Of Regular Meeting #2013-06 June 26, 2013 Kingston Frontenac Public Library Board

Page 4

15. Board Yearly Self-Evaluation The yearly evaluation form was distributed prior to the meeting. NEXT MEETING DATE AND ADJOURNMENT The next regular Board Meeting will be held at 4:00 PM, Wednesday, September 25, 2013, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 6:00 PM.

Claudette Richardson, Chair

Kingston Frontenac Library Board Update - Councillor

Mary Glenn, Recording Secretary

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AgendaItem#13a)

MINUTES Kingston Frontenac Public Library Board Special Meeting held August 20, 2013 – 8:50 AM Sydenham Library Present: Barbara Aitken, Paige Cousineau, Patricia Enright (Chief Librarian/CEO), Ralph Gatfield, Wilma Kenny, Floyd Patterson, Councillor John Purdon, Claudette Richardson (Chair), Monica Stewart Staff Present: Mary Glenn (Recording Secretary), Kimberly Sutherland Mills (Manager, Programming and Outreach) Regrets: Erik Knutsen, Councillor Jim Neill, Somnath Sinha

1. CALL TO ORDER Ms. Richardson called the meeting to order at 8:50 AM.
2. Motion to support the Rideau Heights/Wally Elmer project (in principle) (report attached) The City has asked for a motion regarding the Rideau Heights/Waller Elmer project to bring to council in early September. The Board voiced their support of the idea of providing library services in the Rideau Heights area. However, certain considerations would need to be taken into account – whether the City would provide additional funding, whether this would be an additional branch and the impact on the existing operating funding model. After further discussion, it was felt that Option 1, to support in principle locating a branch library of approximately 6,500 s.f. in the proposed Rideau Heights Community Complex Development would not close any doors. 2013-38 STEWART – KENNY To support the Rideau Heights / Wally Elmer project (in principle). CARRIED A preamble reaffirming the implications and financial concerns will be sent to the City together with the motion.
3. NEXT MEETING DATE AND ADJOURNMENT The next regular Board Meeting will be held at 4:00 PM, Wednesday, September 25, 2013, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 9:15 AM.

Claudette Richardson, Chair

Kingston Frontenac Library Board Update - Councillor

Mary Glenn, Recording Secretary

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes Date: Monday, September 9, 2013 Place: Loyalist Room, 1st floor, City Hall (216 Ontario Street) Time: 3:00 p.m. – 4:30 p.m.

Attendees: County of Frontenac - Members Janet Gutowski, Warden Denis Doyle, Councillor Gary Davison, Councillor Liz Savill, CAO Other Staff Paul Charbonneau, Director of Emergency Services Julie Shillington, Administrator of Fairmount Present: City of Kingston - Members Mayor Mark Gerretsen Brian Reitzel, Councillor Gerard Hunt, CAO Other Staff Lanie Hurdle, Commissioner of Community Services Holly Wilson, Manager, Intergovernmental Relations Fred Saunders, Committee Clerk John Bolognone, City Clerk Hal Linscott, Director of Legal Services and City Solicitor

1. Welcome: Mayor Gerretsen chaired the meeting, calling it to order shortly after 3:00 p.m. The agenda was accepted by consensus.

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) 2. Adoption of Notes 

RULAC meeting notes dated May 6, 2013 were accepted by consensus; Councillor Doyle noted two items from the minutes that were to be addressed by City staff. These were discussed later in the agenda.

3. Communications: There were no communications.
4. Fairmount Home (Julie Shillington) 2013-109 First Quarter Consolidated Statistical Report: Ms. Shillington provided highlights of the report including that staff satisfaction is significantly increased this year over that of two years ago. 2013-131 Second Quarter Activity Update: Ms. Shillington updated members on the first half of the year ending June 30, 2013. The Home has received a grant from Benjamin Moore’s Community Restoration Program which will be used to erect a sunshade in the Pathways and repair benches and the balance to go towards paint. 2013-139 Service Elevator: Ms. Shillington summarized the issues with the Service Elevator and noted that, while it is currently working, the control panel is being built and will be installed at a cost of just over $59K.
5. Local Service Realignment Services a. Community & Family Services (Lanie Hurdle) Q1 2013 LSR and Q2 2013 LSR: Ms. Hurdle noted that overall both Ontario Works and Childcare are under budget. Some transitional onetime funding has been received from the Province; as well there are some vacant positions in childcare. Although a slight increase in caseload was anticipated, it has

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) remained steady. Currently there is a waiting list for the childcare fee subsidy; we will be opening up 40 fee subsidies this month (September 2013). At the recently held Joint Management meeting new residency benefits were discussed, including that the County participates and contributes in the same proportion to these benefits. The service manager has not had to use the funding to date. City staff will be working with County staff to review for 2014 and adjust funding for this program. b. Housing HHC-13-013 Housing & Homelessness Plan: Ms. Hurdle indicated the most significant development to report on is the Housing & Homelessness 10 year plan. It is mandated by province as Service Manager to have a plan in place for 2014. A consultant has been retained and the draft submitted. Consultation is underway with service providers and a number of meetings have been held with the public. Final revisions will be made and the Plan will follow the approval process. The Ministry has 90 days to review the document, and have had the draft for about a month. No comments have been received to date. Ms. Hurdle noted that of importance is the different way we are looking at providing services will not mean more funding but will mean utilizing the funding that we have differently. This could include use of some of the discretionary residency benefits as an option; the Service Manager will not be recommending an increase in terms of additional funding but reallocation of existing dollars. Ms. Savill asked about the point in time count. Ms. Hurdle responded that an exercise is planned wherein the Service Manager will be conducting an assessment, on one day, with volunteers to get a sense/feel for how many people are homeless in the community to get a better idea of numbers for statistics to base recommendations on. Concerns have been expressed from the rural area about how it would be counted as the systems and infrastructure in the County are very different. Ms. Savill has been in discussion with the Director of Housing, Sheldon Laidman, and provided the following summary of her discussions with Mr. Laidman:

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) According to the Director of Housing, to resolve concerns of those in the rural area, the approach will be to speak to the service providers and to the people who operate the services in the rural area as they will have a better understanding of who is out there and homeless or couch surfing, etc. rather than doing an actual “walk through” of the rural area to “find” the homeless. Ms. Savill suggested that there might be an opportunity to create small geographic nodes around settlement areas; however, she is not sure of progress on this suggestion. 13-181 Step Down Funding & End of Operating Agreements: Ms. Hurdle noted that the Service Manager is starting to work to plan for step down funding from upper levels of government. This is happening across the province; municipalities are continuously looking at reductions in funding as in other areas. By 2036 there will be no more funding from the federal government. Agreements are in place to service providers that this funding will be ending. The potential financial impacts need to be understood as they are fairly significant; over the next year the Service Manager will work on a plan with the assumption that there won’t be any other government program coming onstream. Plan will be based on what we currently know. This issue may arise at AMO and FCM as it will affect all Service Managers across the province. Warden Gutowski asked if the report is saying that there won’t be homelessness funding. Ms. Hurdle indicated that, to her knowledge, the operating agreements we have with the service providers will end in 2036 as will federal funding and plans need to be made for how affected municipalities are going to address that situation, developing strategies to deal with financial impacts. Mr. Hunt noted that part of the reason this information needs to get before Council is to build awareness so that decision makers and providers understand the need to look at their assets and determine how they will fund their assets once this change is implemented. FCM and others are trying to advance discussions on housing with the federal government; all part of infrastructure and housing as we go forward. Councillor Doyle asked if Councillor Dorothy Hector will bring this report to FCM. Mr. Hunt indicated that it may be premature to do so at the moment. There is information already at

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) AMO and some municipalities, including Kingston, have had delegations at the recent conference regarding this issue. Warden Gutowski commented that while this change is fairly far into the future, bringing it forward now is a good proactive step. It should be noted also that those people who are affected by homelessness will also not be able to contribute to infrastructure and we need to have long term thinking on this issue as well. Ms. Savill noted that the Eastern Ontario Wardens’ Caucus is aware of this funding change. Warden Gutowski commented further that more needs to be done to integrate affordable housing/social housing with other housing, including encouraging the public sector to step forward. She is pleased to see the City going forward on the integration of affordable housing, recognizing that it is a challenge. c. Emergency Services (Frontenac Paramedic Services) (Paul Charbonneau) 2013-107 Refurbishing of Ambulance Fleet Strategy: Council has received a number of reports regarding new ambulances. A three year pilot study has been undertaken using refurbished ambulances rather than new ambulances. The challenge is that the conversion box does not get refurbished. A local contractor (Taylor’s) is currently working on refurbishing the first ambulance. 2013-108 MOU – Fire Tiered Response Agreements – Supplemental: A number of reports on this issue have gone to County Council who asked that the City’s new Fire Chief be engaged. Following County Council direction, the County consulted with the City’s Fire Chief who indicated that he will review the criteria once he has seen the statistics for a full year. Mr. Hunt noted that the current fire response agreement is consistent with that of all other lower tier municipalities in Frontenac County. Mr. Charbonneau indicated that there is a report going to Council which will add Wolfe Island to the group.

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) 2013-134 Second Quarter Activity Update: Mr. Charbonneau provided highlights of the second quarter noting that starting with the Q1 2013 report, performance indicators on response time standards and patient outcomes are being used. He noted that the entire ambulance fleet has been changed over to a new system to “green the fleet”; this system means that sensors in the ambulance provide indicators to operators that if all equipment is functioning within certain parameters, the ambulance can be shut down and yet maintain the equipment availability. Statistics on this “green the fleet” system will be reported on quarterly. Mr. Charbonneau indicated that there are similar devices on command vehicles. Mayor Gerretsen, referencing the City of Edmonton, noted that these sensors can be used on entire fleet and noted, as an aside, that AVL can be installed on buses as locators. Mr. Charbonneau will the contact information on the County’s supplier to the City. 2013-143 Confirmation of Land Acquisition – Road 509 and Robertsville Road: Building a new station in the northern part of the county has been a project for 10 years and finally is coming to fruition with this land acquisition. It will enable indoor storage for the vehicle in addition to providing a staffed location for ambulance. A Request for Proposal for the design build closed last week. Mr. Charbonneau anticipates a report will go to County Council for approval on September 18 and construction will begin in October. The County will cover the capital cost of building. Warden Gutowski commented that it is a great thing for the rural area; at the blue skies event in August they required two teams to come and if the rural station had been in existence, it would have reduced the need for one team. Warden Gutowski reported that the nursing home that Dr. Bell had in Sharbot Lake is now closed; she felt that City staff should be aware of this. d. Provincial Offences (Hal Linscott) Q1 2013 and Q2 2013 Provincial Offences reports were distributed and Mr. Linscott addressed the Q2 report noting that:

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued)   

generally, the news is positive in terms of revenues. Year-to-date fine revenues are about $920K and that is almost 50% of the full year budget. As of June 30 these were on target. Last year fine revenue targets were not met. expenditures are on target at just under 50% at June 30, 2013, with outstanding receivables at just under $13M. This amount is made up of two components: $5M we inherited from province in 2000 when the municipality took over provincial offences and the remainder has accumulated since then. Our figures are similar to those of other municipalities. There are some relatively new measures to assist with collections but they aren’t significantly reducing that number.

Mr. Doyle noted that in a commercial business, a debt that is 10 years old can be written off, and asked if the City can do that with this debt. Mr. Linscott responded that a report would need to be written to City Council to ask for approval to write off this debt, and noted that just because the debt is written off doesn’t mean that the outstanding fines are erased; people can still pay their fines even though the debt has been written off. Mr. Doyle repeated his question from the last meeting regarding where the revenue for Frontenac Islands policing goes (he is assuming that it ends up in Brockville since it is done by Brockville OPP). Mr. Linscott indicated that he will follow up on this question. Mayor Davison commented on the high costs of policing. Mayor Gerretsen, referencing the City of Ottawa and its proximity to the Province of Quebec, asked if their inability to enforce out of province charges affects our region at all. Mr. Linscott noted that there is a very small percentage of effect on this region. For information, Mr. Linscott addressed the need for new court space for the Provincial Offences Administration Office. He noted that he had mentioned this information at the recent Joint Management meeting and wanted RULAC members to be aware. The administration office is in space that is shared with Ministry of the Attorney General criminal courts division. The Courtroom is available for our use for half days a couple of times a week; this arrangement has been in place since 2000 when courts were transferred to the municipality. While it worked well in earlier years, experience in the last 4-5 years RULAC – Monday September 9, 2013

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AgendaItem#13c)

RURAL-URBAN LIAISON ADVISORY COMMITTEE Meeting Notes (continued) shows that the criminal courts are becoming busier as is the POA because more people are pleading not guilty and being scheduled for trial which is taking more court time. The City is looking at finding different court space for POA, and have decided that a move should be made within the next year or so. To that end, a report will go to City Council in late October/early November recommending a location and capital budget plan. Staff are currently working through the costs estimate; a high level/preliminary cost is about $1.5M. The City will be speaking to the County regarding cost sharing on the same percentage as POA revenues/expenditures are currently charged. 6. Other Business: n/a 7. Confirmation of Next Meetings RULAC – Monday October 28 9:00-10:30 a.m. at the County offices 8. Adjournment: Mayor Gerretsen called for adjournment at 3:55 pm. Carried.

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AgendaItem#14a)

Minuttes of the Sustainabi S lity Adviso ory Commiittee Meeting ober 7, 2013 Octo A meetin ng of the Sustainability y Advisory Committee e was held in the Fronttenac Boardroom of the County C Adm ministrative Office, 206 69 Batterse ea Road, Glenburnie on Monday y, October 7, 7 2013 at 10:00 a.m. In attendance: • Geoff G Sandifford, Chair • Ron R Hipfnerr, Vice Chaiir • Denis D Doyle e, County Councillor C Member • Don D Ross, Community C • Janet Gutow wski, Warde en Regrets s: • John J McDo ougall, Coun nty Councillor Staff: E Sa avill, CAO/C Clerk • Elizabeth • Kristin K Mullin n, Commun nications Offficer • Jannette Am mini, Deputy y Clerk (Recording Secretary) • Anne A Marie Young, Ma anager of Economic Su ustainability y 1. C to orde Call er Chair Sa andiford called the me eeting to ord der at 10:06 6 a.m. 2.

A Adoption off the agend da

Moved By: B Seconde ed By:

Mr. M Doyle Mr. M Hipfner

he agenda be b confirme ed. THAT th CARR RIED 3.

D Disclosure of pecunia ary interes st and gene eral nature e thereof

The Cha air requeste ed the Reco ording Secrretary to ma ake note in the minute es that no memberrs of the committee de eclared any y disclosures of pecuniiary interest. 4.

A Adoption off minutes

Moved By: B Seconde ed By:

Mr. M Ross Mr. M Hipfner

Sustainability Advisory Co ommittee Meetting Minutes October 7, 2013

Sustainability Advisory Committee Minutes of

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AgendaItem#14a)

THAT the minutes of the Sustainability Advisory Committee meeting held August 12, 2013 be approved as circulated. CARRIED 5.

Deputations and/or presentations – Nil

Communications – Nil

Reports/Topics for Discussion 2013-175 2013 Work Plan Update

Moved By: Seconded By:

Mr. Ross Warden Gutowski

THAT the Sustainability Advisory Committee receive this Sustainability - 2013 Work Plan Update report for information; AND FURTHER THAT the Sustainability Advisory Committee recommend to the Council of the County of Frontenac the approval of the Sustainability Advisory Committee 2014 Work Plan as amended to move the August meeting to the second Monday of the month; AND FURTHER THAT the proposed 2014 Draft Sustainability Advisory Committee budget be forwarded to staff for inclusion in the 2014 Budget presentation to County Council. CARRIED Ms. Mullin provided an overview of the report. Mr. Sandiford thanked staff for all of their work and effort put into the ICSP Workshop which was seen by the Committee and staff as a success. With respect to volunteer opportunities with community organizations, the Committee agreed with and supported the staff recommendation to list non-profit and charitable organizations in need of volunteers on the County website. It was further agreed that general information addressing volunteer opportunities would also be added. With respect to the Speaker Series, the Committee looked at holding the first series on Wolfe Island sometime in November. It was suggested that the topic of discussion be the CHEERIO project. Ms. Savill provided information at this point from the session she recently attended in Ottawa at which the City of Toronto manager responsible for its CHEERIO pilot project spoke. He shared the steps taken to date and cautioned that it is a very large project requiring significant resources to be dedicated to its success. The City is also providing the funding pool. The pilot is in its very early days. Ms. Savill Sustainability Advisory Committee Meeting Minutes October 7, 2013

Sustainability Advisory Committee Minutes of

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AgendaItem#14a)

reminded the Committee that direction has already been given to County staff to provide a report to Council by the end of the year on the progress of the pilot. Ms. Savill suggested that the Committee could invite a speaker from Toronto to share its progress and the lessons being learned to the Sustainability Breakfast next May. It was discussed that the first session planned for Wolfe Island could focus on home energy retrofits. Homeowners could be informed of the benefits and future cost savings of home energy retrofits and be offered a brief introduction to the CHEERIO concept, something that the County is currently following. Councillor Doyle felt that there would be support to hold the speaker series in November on Wolfe Island and he felt it would receive a greater turnout at a Council meeting; however the Committee felt that the time limitations for delegations at Council meetings would hinder the speaker and it was suggested that a Town Hall meeting concept would provide greater benefit. Given this, it was suggested that a meeting be held in January which would provide staff more time to prepare for this presentation. The session could include recognition of the current successes on the Island as well as a Question and Answer period. With respect to the CHEERIO pilot, the Committee members recognized that buy in at the Township level by both Council and staff is needed to move this forward. At present, residents need to be informed about cost savings associated with energy retrofits in order to see the rewards. The next step is to introduce the CHEERIO project as something that might be coming in the future. It was suggested Brooke Gilmour, CEO of Hearthmakers, might be prepared to offer the presentation at the meeting in January. ÏAction Item Councillor Doyle and Mr. Sandiford will speak with Brooke Gilmour, Executive Director of Hearthmakers The Committee discussed promoting the upcoming speakers series by appearing as a delegation before Frontenac Islands Township Council before the session. With respect to the draft Sustainable Actions 2013 and the ICSP Workshop, staff advised attendance is tracked. It was felt by some that past attendees are not returning to the workshop. The challenge of complacency was raised as the level of satisfaction with the ICSP is high and individuals may feel their attendance at this work shop is no longer required. It was suggested that follow up take place with those not re-attending; however the County does not have the required staff resources. It was also questioned why the EMC and Frontenac News did not attend the event and there was discussion of the recent cut backs to these media outlets. Although some concerns remained that past participants did not attend this year, the Committee did acknowledge how well attended the event was again and that there is value in welcoming new faces to the sustainability workshop. Committee members debriefed and concluded it was a successful workshop. One suggestion for next year would be to ensure the purpose of the ICSP Workshop is clearly shared as it is outlined in the sustainability documents.

Sustainability Advisory Committee Meeting Minutes October 7, 2013

Sustainability Advisory Committee Minutes of

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Proposed 2014 Work Plan The Committee is required to provide a 2014 work plan and budget to Council by the end of the year. In particular, the conference budget was reviewed as the Sustainability Conference is to be held in Prince Edward Island this year; however some felt that a portion of the travel expenses could be borne by the attendee. Moved By: Seconded By:

Mr. Doyle Mr. Ross

THAT the August meeting date be moved to the second Monday of the month. CARRIED It was suggested to add a “Sustainability Corner” to the Frontenac County Bytes to highlight actions being taken by the community. Staff were also asked to bring forward ideas around a possible awards presentation similar to that which the Accessibility Committee is doing. ÏAction Item Kristin Mullin 8.

Other business

Mr. Sandiford thanked Ms. Savill for the work and effort she has put into the Sustainability Advisory Committee over the years and wished her well in her endeavors with the County of Northumberland. Mr. Hipfner advised the Committee that he will be resigning from the Sustainability Advisory Committee as he feels his work here is complete given its success to date. Ms. Savill thanked Mr. Hipfner for his work over the years and the expertise he has brought to the Committee table. 9.

Next meeting date

The next regular meeting of the Sustainability Advisory Committee is scheduled for Monday, December 2, 2013 at 10 a.m. at the County Administrative Building. 10.

Adjournment

Moved By: Seconded By:

Councillor Doyle Mr. Hipfner

THAT the meeting hereby adjourn at 11:20 a.m. CARRIED

Sustainability Advisory Committee Meeting Minutes October 7, 2013

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AgendaItem#14b)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

October 8, 2013

Date of meeting:

October 16, 2013

Re:

Sustainability Advisory Committee – Recommendations to Council

Recommendation a) 2013-175 Sustainability Advisory Committee – 2013 Work Plan Update THAT the County of Frontenac the approve of the Sustainability Advisory Committee 2014 Work Plan as amended to move the August meeting to the second Monday of the month; AND FURTHER THAT the proposed 2014 Draft Sustainability Advisory Committee budget be forwarded to staff for inclusion in the 2014 Budget presentation to County Council.

Sustainability Advisory Committee

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AgendaItem#14c)

Minutes s of the Tra ails Adviso ory Committee October 10, 201 13 A meetin ng of the Trrails Adviso ory Committtee was he eld in the Frrontenac Bo oardroom of o the County Administrat A tive Office, 2069 Batte ersea Road, Glenburnie on Thurs sday, Octob ber 10, 2013 3 at 10:00 a.m. a In attendance: • Allan A McPha ail, Chair • Councillor C Denis D Doyle e, Vice-Chair • Councillor C Jo ohn Inglis • Dieter D Eberh hardt • Joan Hollyw wood M Moeys s • Marc • Derrick D Spaffford Regrets s: • Councillor C Gary G Daviso on Staff: • Anne A Marie Young, Ma anager of Economic Su ustainability y • Jannette Am mini, Deputy y Clerk, Rec cording Secretary • Elizabeth E Sa avill, CAO/C Clerk 1.

C to orde Call er

Mr. McP Phail, Chair, called the meeting to o order at 10:00 a.m. 2.

A Adoption off the agend da

Moved By: B Seconde ed By:

Councillor C D Doyle Councillor C In nglis

THAT th he agenda for the Octtober 10, 2013 Trails Advisory Committee C b approve be ed as amende ed to add a presentatio on on the Ontario O Fed deration of Snowmobille Club sign nage requirem ments. CARR RIED 3.

D Disclosure of pecunia ary interes st and gene eral nature e thereof

The Cha air requeste ed the Reco ording Secrretary to ma ake note in the minute es that no memberrs of the Co ommittee de eclared any y disclosure es of pecun niary interes st.

Trails Advis sory Committe ee Meeting Minutes October 10 0, 2013

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Deputations and/or presentations

Signage Requirements by the Ontario Federation of Snowmobile Clubs Mr. Eberhardt provided the Committee with an overview of the required signage by the Ontario Federation of Snowmobile Clubs should the Frontenac K & P Trail be designated under that banner, which includes: ¾ Stop sign – which would be required at every road intersection and crossing; ¾ Warning stop sign ahead – which would be required at 180 metres prior to a stop sign; ¾ Slow sign – which indicates a caution ahead and for users to slow down; ¾ Directional sign – which indicates a sharp turn ahead; ¾ Speed Limit sign – which indicates that the maximum speed for snowmobiles on the trail is 50 km/hr. These signs are required every 5 km; ¾ Identifier trail sign; ¾ Risk Management Sign – This indicates that users are using the trail at their own risk. These signs would be placed at major access points to the trail. Mr. Eberhardt suspects there are roughly a dozen crossings in the portion of the trail that is currently being developed and the OFSC would provide, install and maintain all of its signage which is identified in the OFSC Signage Guide. The trail will receive a designation from the OFSC which would be L&A plus a number. He also advised that the OFSC would execute Land Use Permission forms with the County as well as provide $15M third party liability insurance. Ms. Savill advised of the County’s current GPS system which includes the trails and the OFSC signage could be photographed and inputted into the GPS system. 5.

Adoption of minutes

Moved By: Seconded By:

Ms. Hollywood Councillor Doyle

THAT the minutes of the Trails Advisory Committee meeting held August 1, 2013 be adopted as circulated. CARRIED Ms. Young advised that the Maintenance Plan has not yet been complete; however once it is complete, it will be forwarded to the Committee members. 6.

Communications

Committee members and staff advised of informal communications they have had with respect to the trail. 7.

Reports/Topics for Discussion

Trails Advisory Committee Meeting Minutes October 10, 2013

Trails Advisory Committee Minutes of Meeting held

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AgendaItem#14c)

2013-176 2013 Work Plan Update Moved By: Seconded By:

Councillor Doyle Councillor Inglis

THAT the Trails Advisory Committee receive this 2013 Work Plan Update report for information; AND FURTHER THAT the Trails Advisory Committee recommend to the Council of the County of Frontenac the approval of the Trails Advisory Committee 2014 Work Plan; AND FURTHER THAT the proposed 2014 Draft Trails Advisory Committee budget be forwarded to staff for inclusion in the 2014 Budget presentation to County Council as amended to add under Trails Activities: Trails Concept Plan Implementation Student

$30,000 $6,500 CARRIED

Ms. Young provided an overview of the report. With respect to the beaver dam at Millhaven Creek, it was asked if there were rules around how water from beaver dams can be released. Ms. Young advised that the CRCA will be lowering Sydenham Lake in the near future which will in turn raise the water levels around Millhaven Creek and could cause flooding to surrounding properties so staff will be acting quickly to remove these dams. She advised that the current trapper being utilized in the north for beaver control is willing to continue to work with the County regarding beaver trapping in other areas. Ms. Young provided an overview of the work being done with respect to the brushing and surfacing of the trail, including dimensions of the trails. She advised that there are portions where there are concerns with tree buffers and some trees may need to be removed. It was noted that, with respect to the Trail crossing on SF Road 38 south of Harrowsmith, the Township has made the decision to pave the entry to the Trail in order to provide an easier transition and prevent gravel from spilling onto the roadway. There is a meeting scheduled in November with the Township staff and the CRCA to discuss the Farmers Market location given that if this location is to become a permanent site for the Market, there will be a need for surfacing upgrades. 2014 Proposed Work Plan With respect to the budget, the Committee asked if additional dollars should be requested to include new initiatives that may be recommended by the Trails Concept Plan. Ms. Young did express that once the Concept Plan is approved, initiatives could arise. Trails Advisory Committee Meeting Minutes October 10, 2013

Trails Advisory Committee Minutes of Meeting held

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AgendaItem#14c)

Moved by: Councillor Doyle Seconded by: Mr. Moeys THAT the Trails Advisory Committee 2014 draft budget be amended to add a line item under Trails Activities: Trails Concept Plan Implementation

$30,000 CARRIED

Ms. Young provided an overview of the Frontenac K & P Trail Draft Implementation Plan. She noted that the data in the report is from the MPAC site; however there are plans to add maps to this document. The Committee was satisfied with the Frontenac K & P Trail Draft Implementation Plan as presented in the report. The Committee commended the work done this past summer by Kayla Blakely and asked if there were opportunities to have Ms. Blakely return if there were a budget for this cost. Moved by: Councillor Doyle Seconded by: Ms. Hollywood THAT the Trails Advisory Committee 2014 draft budget be further amended to add a line item under Trails Activities: Student

$6,500 CARRIED

Staff will ensure that all minor typing and printing errors will be adjusted. 8.

Other business

Funding Opportunities Mr. Moeys advised of his recent telephone conversation with Ms. Cindy Cassidy of the Eastern Ontario Trails Alliance (EOTA) who is eager to attend a Trails Advisory Committee meeting to discuss possible funding opportunities through the EOTA. Mr. Moeys indicated that she did express a concern that should the County utilize Trans Canada Trials funding, it would prohibit ATV use on the trails. It was noted that the EOTA is an organization outside of the County and that partners should be sought from inside the County. It was questioned if users within the County would look at funding the trails should the County lose the Trans Canada Trail funding; however this needs to be a larger discussion which includes other user groups. A concern was expressed that many user groups do not have the financial resources available to support this and the Committee needs to have an understanding of what user groups are out there; however the question of either permitting the use of ATV’s on a trail vs. receiving Trans Canada Trails Advisory Committee Meeting Minutes October 10, 2013

Trails Advisory Committee Minutes of Meeting held

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AgendaItem#14c)

Trail funding is a political decision that needs to be made by County Council and not this Committee. It was noted the differing surfacing requirements with respect to walking trails and motorized trails and this also needs to be considered. The existing trails that were not designed for ATV use are now requiring maintenance to the surface of the trail due to ATVs being on the trails at areas where the trail changes from walking use to ATV use. Rail Line Crossings Ms. Young was asked if any dialogue has taken place with C.P. Rail regarding possible locations of for the trail crossing at Tichborne. Ms. Young advised that C.P. Rail has not yet been contacted; however she will follow up on this. Mr. Eberhardt confirmed that the OFSC also has signage for rail line crossings. ÏAction Item Anne Marie Young 9.

Next meeting date

The next regular Trails Advisory Committee meeting is scheduled for Thursday, December 5, 2013 at 10:00 a.m. at the County Administrative Building. Mr. McPhail congratulated Ms. Savill on her new position. 10.

Adjournment

Moved By: Seconded By:

Mr. Spafford Councillor Doyle

THAT the meeting adjourned at 11:12 a.m. CARRIED

Trails Advisory Committee Meeting Minutes October 10, 2013

Trails Advisory Committee Minutes of Meeting held

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AgendaItem#14d)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

August 1, 2013

Date of meeting:

September 18, 2013

Re:

Trails Advisory Committee – Recommendations to Council

Recommendation a) 2013-176 Trails Advisory Committee – 2013 Work Plan Update THAT the Council of the County of Frontenac approve the Trails Advisory Committee 2014 Work Plan; AND FURTHER THAT the proposed 2014 Draft Trails Advisory Committee budget be forwarded to staff for inclusion in the 2014 Budget presentation to County Council as amended to add under Trails Activities: Trails Concept Plan Implementation Student

Trails Advisory Committee Recommendations

$30,000 $6,500

Page 192 of 203

AgendaItem#15a)

Posted Cheque Listing for the Period of: September

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AgendaItem#15a)

Posted Cheque Listing for the Period of: September

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AgendaItem#15a)

Posted Cheque Listing for the Period of: September

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AgendaItem#15a)

Posted Cheque Listing for the Period of: September

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Posted Cheque Listing for the Period of: September

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Posted Cheque Listing for the Period of: September

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Posted Cheque Listing for the Period of: September

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AgendaItem#20a)

BY-LAW NO. 2013-0037 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a By-law to appoint an Acting Chief Administrative Officer, an Acting Clerk and an Acting Deputy Clerk for the County of Frontenac for a temporary period until such time as a candidate for the Chief Administrative Officer and Clerk positions are appointed the County Council WHEREAS Section 229 of the Municipal Act, S.O. 2001, c.M.25, as amended, enables the Council of a municipality to appoint a Chief Administrative Officer; AND WHEREAS Section 228 of the Municipal Act, S.O. 2001, c.M.25, as amended, requires the Council of a municipality to appoint a Clerk; AND WHEREAS Section 228 of the Municipal Act, S.O. 2001, c.M.25, as amended, enables the Council of a municipality to appoint a Deputy Clerk; AND WHEREAS the Council of the Corporation of the County of Frontenac deems it appropriate and expedient to appoint by By-law an Acting Chief Administrative Officer, an Acting Clerk, and an Acting Deputy Clerk; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:

1. THAT By-law Number 16-2004, being a by-law that appoints Elizabeth Savill as County of Frontenac Chief Administrative Officer and Clerk be and is hereby repealed.
2. THAT the County of Frontenac Treasurer, Marian VanBruinessen, be hereby also appointed as Acting Chief Administrative Officer with all of the duties of a Chief Administrative Officer as set out in section 229 of the Municipal Act, S.O. 2001, c.M.25, as amended, until such time as a candidate for the Chief Administrative Officer position is appointed by the County.
3. THAT the County of Frontenac Deputy Clerk, Jannette Amini, be hereby appointed as Acting Clerk with all of duties of the Clerk as set out in section 228 of the Municipal Act, S.O. 2001, c.M.25, as amended, until such time as a candidate for the County Clerk position is appointed by the County.

By-law No. 2013-0037 – To appoint an Acting CAO, Acting Clerk and Acting Deputy Clerk Page 1 of 2

By-law No. 2013-0037 - To Appoint an Acting CAO,

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AgendaItem#20a)

4. THAT the County of Frontenac Executive Assistant, Angelique Tamblyn, be hereby appointed as Acting Deputy Clerk as set out in section 228 of the Municipal Act, S.O. 2001, c.M.25, as amended, until such time as a candidate for the County Clerk position is appointed by the County.
5. THAT this by-law shall come into full force and effect on the 18th day of November,

Read a First and Second Time this 16th day of October, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 16th day of October, 2013. The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0037 – To appoint an Acting CAO, Acting Clerk and Acting Deputy Clerk Page 2 of 2

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AgendaItem#20b)

BY-LAW NO. 2013-0038 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on October 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 October 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 October 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 October 16, 2013 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.

By-law No. 2013-0038 – To confirm all actions and proceedings of County Council on October 16, 2013

By-Law No. 2013-038 Confirmation of Proceedings

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AgendaItem#20b)

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

The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0038 – To confirm all actions and proceedings of County Council on October 16, 2013

By-Law No. 2013-038 Confirmation of Proceedings

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