Published April 17, 2013
Word Count 66917 words
Reading Time 315 min read

Body: Council Type: Agenda Meeting: Regular Date: April 17, 2013 Collection: Council Agendas Municipality: Frontenac County

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Document Text

County Council Meeting – Regular Meeting April 17, 2013 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page

  1. CALL TO ORDER

  2. ADOPTION OF THE AGENDA a) April 17, 2013 County of Frontenac Council Meeting Agenda

  3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

  4. DEPUTATIONS AND/OR PRESENTATIONS a) Ms. Shauna Dunn, OPSEU Local 462 Chief Steward, will address County Council on behalf of OPSEU Local 462 paramedics, with respect to concerns regarding the ambulance service reductions slated for May 20, 2013. b) Ms. Dorothy Hector, Councillor City of Kingston and Federation of Canadian Municipalities (FCM) Board Member, will update County Council on the work of the FCM.

[Addenda] 5. CLOSED MEETING a) As Authorized under Section 239 (2) of The Municipal Act, to Consider: Adoption of Closed Minutes of Meeting held March 20, 2013 (c) a proposed or pending acquisition or disposition of land by the muicipality or local board;

  1. ADOPTION OF MINUTES 7-24

a) County of Frontenac March 20, 2013 Council Meeting Minutes

  1. BUSINESS ARISING FROM THE MINUTES
  2. COMMUNICATIONS FOR INFORMATION

Page 1 of 355

Page 8. COMMUNICATIONS FOR INFORMATION 25-28 29-31 32-35 36

a) 2013-075 Communications of Interest to Council b) February 27, 2013 - Kingston Frontenac Public Library Board Meeting Minutes c) February 14, 2013 - Kingston & Frontenac Housing Corporation Board Meeting Minutes d) March 2013 Edition of Frontenac County Bytes

  1. COMMUNICATIONS FOR ACTION 37

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

  1. REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 10.1. Administrative Services Administration 38-45

a)

2013-064 2013 1st Quarter Activity Update

46-80

b)

2013-066 Review of Procedure By-law

81-82

c)

2013-072 AMCTO and MISA Annual Conferences

83-85

d)

2013-080 Monthly E-Newsletters: Frontenac County Bytes

86-124

e)

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

Sustainability 125-127

a)

2013-077 Pitch - In Canada Week

128-130

b)

2013-078 KFL & A Food Charter

Human Resources 10.2. Financial Services

Page 2 of 355

Page 10.2. Financial Services 131-137

a)

2013-071 2013 Property Tax Capping

138-287

b)

2013-065 2013 Draft Budget

288-290

c)

2013-083 2013 Unfunded Liability and Reserve Allocations

[Addenda] 10.3. Emergency and Transportation Services 291-292

a)

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

293-294

b)

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

295-299

c)

2013-069 2013 1st Quarter Activity Update

300-301

d)

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

302-323

e)

2013-079 2012 Year in Review

10.4. Fairmount Home 324-326

a)

2013-063 2013 1st Quarter Activity Update

  1. ACCOUNTS 327-334

a) March 13, 2013 to April 10, 2013 Accounts Listing

  1. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a) Moved by: Councillor Doyle Seconded by: Councillor McDougall WHEREAS the County of Frontenac has made a commitment, through Directions for our Future to a sustainable future throughout the County of Frontenac; AND WHEREAS St. Lawrence College Kingston will be hosting an Alliance of Rural Colleges North American Advanced Skills Energy Symposium and a Sustainable Energy Symposium from April 29 – May 1, 2013 that will showcase St. Lawrence College’s ability to engage the sustainable energy industry in the development of innovative technology solutions and knowledge transfer for regional economic enhancement on climate change solutions including key note

Page 3 of 355

Page 12. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN thinkers and inventors who are working to find possible ways out of the energy crisis; AND WHEREAS Schedule “A”, Section 1(a) of Bylaw 2010-0011, a Bylaw for reimbursement, clearly states that to be eligible for reimbursement for attendance at conferences by Frontenac County, that Council permission by resolution must be granted to attend such conferences; THEREFORE BE IT RESOLVED THAT Council of the County of Frontenac authorize Councillors Denis Doyle and John McDougall to attend the St. Lawrence College Sustainable Alliance of Rural Colleges North American Advanced Skills Energy Symposium and the Sustainable Energy Symposium from April 29 – May 1, 2013 at a cost of $450 per person. b) Moved by: Councillor Jones Seconded by: Councillor Doyle WHEREAS the Federation of Canadian Municipalities has scheduled it’s 2013 Annual Conference and Trade Show from May 31st – June 3rd 2013 in Vancouver; AND WHEREAS program topics such as Asset Management for Small and Rural Municipalities, Healthy Communities, Environmental Issues and Sustainable Development, Strengthening Local Partnership in Local Communities: Pathways to a Stronger Canada, Municipal Finance and Intergovernmental Arrangements, Social Economic Development and, Intelligent Citizen Service Delivery are of particular interest to Councillors Doyle and Jones; BE IT RESOLVED THAT Councillors Doyle and Jones be appointed delegates to attend on behalf of the County the FCM 2013 Annual Conference and Trade Show from May 31st – June 3rd 2013 in Vancouver; AND FURTHER THAT all their reasonable expenses be reimbursed accordingly. c) Moved by: Councillor McDougall Seconded by: Councillor Inglis WHEREAS the Council of the County of Frontenac, at its meeting held January 16, 2013 passed the following Mission and Vision Statements: Mission Statement “The County of Frontenac’s mission is the effective, efficient and sustainable delivery of services to citizens” Vision Statement “The County of Frontenac is recognized for its unique pristine natural environment and lifestyle choices and commitment to - and promotion of - strong, resilient, diverse, rural communities”

Page 4 of 355

Page 12. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN AND WHEREAS the County of Frontenac and its Townships have a goal to provide safe, sustainable and fully accessible senior friendly communities; AND WHEREAS this goal would see a much higher success rate if there were collaboration between the County of Frontenac, its Townships and potentially the provincial and federal governments as well as the CFDC; AND WHEREAS the County of Frontenac currently has sufficient funds in its Federal Gas Tax Reserve and its Working Fund Reserve: THEREFORE BE IT RESOLVE THAT $1,500,000 of the Federal Gas Tax or Working Fund Reserves be earmarked over five years to support the development and implementation of a plan done collaboratively between the County of Frontenac and its Townships that would see the County of Frontenac supporting seniors and their continued independent living by providing safe, sustainable, fully accessible senior friendly communities, to include but not limited to: The support of one new Seniors Housing development in each Township; ● Fulfil the County’s responsibilities as noted in the Municipal Housing Strategy and the Ten Year Homelessness Plan; ● Increase community consultation on accessibility and how to better create barrier free communities; ● Make better use of Community Improvement Plans to better assist local business and promote pedestrian friendly community development; ● Support local health care support services; ● Improve rural transportation; ●

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

  1. GIVING NOTICE OF MOTION
  2. OTHER BUSINESS 14.1. External Boards and Committees a)

Kingston Frontenac Library Board Update - Councillor Purdon

b)

KFL&A Public Health Board Update - Councillor Clayton

c)

RULAC, LSR and Other Updates

d)

Algonquin Land Claim Update - Councillor Inglis

e)

Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

f)

Housing and Homelessness Committee Update - Councillor McDougall

g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones

14.2. Advisory Committees of County Council

Page 5 of 355

Page 14.2. Advisory Committees of County Council 335-341

342-345

a)

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

b)

150th Anniversary of County Advisory Committee

c)

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

d)

Accessibility Advisory Committee

e)

Finance Committee

14.3. Other Updates 346-349

a)

Update by Councillor Doyle Summary of the SWITCH Green Profit Conference

  1. PUBLIC QUESTION PERIOD
  2. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 350

a) By-Law No. 2013-0014 - To Amend By-law No. 2011-0004 (Payment of Remuneration)

351

b) By-Law No. 2013-0015 - To Appoint the Deputy Clerk

352-353

c) By-Law No. 2013-0016 - To Adopt the 2013 Budget

354-355

d) By-Law No. 2013-0017 - Confirmation of Proceedings

  1. ADJOURNMENT a) The next regular meeting of County Council is scheduled for Wednesday, May 15,

Page 6 of 355

AgendaItem#6a)

MINUTES M O THE REG OF GULAR MEE ETING OF COUNCIL C Marrch 20, 2013 3 A regularr meeting off the Councill of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administtrative Office e, 2069 Batttersea Road d, Glenburnie e on Wedne esday, March 20, 2013 at 9:00 9 a.m. NT: PRESEN

ALSO PR RESENT:

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Davison, D Da avid Jones, John Purdo on, John McDougall, M D Denis Doyle and a John Ing glis County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillingtton, Adminis strator of Fairmount; Anne Marie Yo oung, Manag ger of Econom mic Sustainability; Joe e Gallivan, Manager of Sustaina ability Planning; Jannette Amini, Deputy D Clerk (Record ding Secretary); Angelique Tamblyn n, Executive Assistant Media: Elliot Fergu uson, The Kingston Whig-Standard; Jeff Green, The Fronten nac News; Craig C Backay y, Frontenac EMC

C CALL TO OR RDER

Warden Gutowski G ca alled the mee eting to orde er at 9:10 a.m m. Warden Gutowski offfered condo olences on behalf b of Co ounty Counc cil on the passing of Mr.. Don MacDona ald, former Councillor C off Wolfe Islan nd. She note ed that Mr. MacDonald M w a memb was ber of County Council C for 11 years betw ween 1977 and a 1988. 2.

A ADOPTION OF O THE AGENDA

Motion #: 119-13

y: Moved By Seconded d By:

eputy Warde en Clayton De Co ouncillor Inglis

BE IT RESOLVED R THAT the Council of the t County of Frontena ac waive Section 11 of o the Procedurral By-law to o amend the e order of bu usiness to consider c item m 10.2 (c) Fiinancial Serrvices Report 2013-053, 2 20 013 Revised d Draft Budg get Presenta ation and (d d) Financial Services Report R 2013-056 6, Reserve and a Reserve e Funds imm mediately following the Adoption A of th he Minutes. L LOST Motion #: 120-13

Moved By y: Seconded d By:

eputy Warde en Clayton De Co ouncillor Inglis

VED THAT the agenda for f the Marc ch 20, 2013 meeting of the Council of the Coun nty of RESOLV Frontena ac be adopte ed. CARR RIED m to amend below which w was LO OST) (See motion Regular Me eeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 1 of 18

Page 7 of 355

AgendaItem#6a)

Motion #: 121-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

BE IT RESOLVED THAT the agenda be amended to remove the Deputations. LOST 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Councillor Inglis declared a possible pecuniary interest in the matter of Financial Services Report 2013-053, 2013 Draft Budget Presentation should the issue of Transportation be discussed as his wife is employed with Frontenac Transportation Services. 4.

DEPUTATIONS AND/OR PRESENTATIONS a)

Mr. Jim Pine provided County Council with a video presentation on the Eastern Ontario Wardens’ Caucus.

Motion #: 122-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Mr. Jim Pine, CAO, Hastings County, regarding the Eastern Ontario Wardens' Caucus. CARRIED b)

Mr. Jim Pine provided County Council with a video presentation on the Eastern Ontario Regional Network. Ms. Severson noted that Public Information sessions will be held within Frontenac County and she is working with County staff to confirm dates.

Motion #: 123-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive for information the presentation by Mr. Jim Pine, CAO, Hastings County, regarding the Eastern Ontario Regional Network. CARRIED 5.

CLOSED MEETING

Motion #: 124-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

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 February 20 and March 8, 2013 d) Labour relations or employee negotiations CARRIED

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 2 of 18

Page 8 of 355

AgendaItem#6a)

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 3 of 18

Page 9 of 355

AgendaItem#6a)

Motion #: 125-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

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

ADOPTION OF MINUTES

Motion #: 126-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the minutes of the regular and special meetings of County Council held on February 20, 2013 and Special Budget meeting held on March 8, 2013 be adopted as circulated. CARRIED 7.

BUSINESS ARISING FROM THE MINUTES – Nil

COMMUNICATIONS FOR INFORMATION 2013-051 March 20, 2013 Communications of Interest to Council

Motion #: 127-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the items listed in the Communications of Interest to County Council report dated March 20, 2013 be received as circulated and filed for information purposes, including the KFPL Board meeting minutes dated January 23, 2013, and the March edition of Frontenac County Bytes. CARRIED 9.

COMMUNICATIONS FOR ACTION a)

February 22, 2013 United Way Re: Proclamation of Success By 6 Week

Motion #: 128-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive correspondence from the United Way Success By 6, thanking the County for its ongoing partnership with the annual Success By 6 Week and requesting that the week of May 4, 2013 be proclaimed United Way Success By 6 Week;

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 4 of 18

Page 10 of 355

AgendaItem#6a)

AND WHEREAS from the time of conception to age 6, children go through a crucial development period, it is important for communities to recognize how we can all play a role in contributing to healthy, happy and successful outcomes for young children; AND WHEREAS Success By 6 Week has been designed with our youngest residents in mind, offering no cost and low cost activities that provide opportunities for parents and caregivers to “Take the time, make the moments matter.™” with young children and their families; THEREFORE BE IT RESOLVED that the County of Frontenac gratefully recognize the County’s valuable contribution to the well-being of our early childhood education by proclaiming the week of May 4, 2013 to be United Way Success By 6 Week. CARRIED b)

February 22, 2013 - KFL&A Public Health Re: Endorsement of Energy Drink Regulations

Motion #: 129-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

BE IT RESOLVED THAT the Council of the County of Frontenac supports the KFL&A Public Health Endorsement of the Energy Drink Regulations; AND FURTHER THAT the County of Frontenac withdraw the sale of energy drinks in its municipally owned or operated facilities, including recreation centres. CARRIED c)

March 5, 2013 Township of South Frontenac Re: Resolution - Finance Frontenac Corridor Road Assessment

This matter was dealt with during the budget deliberations. 10.

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

10.1.

Administrative Services

10.1.1. a)

See page 7

Administration 2013-049 Proposed Amendments to the Ontario Building Code – Building Code Consultation Paper – Accessible Built Environment

Motion #: 130-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT Council of the County of Frontenac receive the Administrative Services – Proposed Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper report for information; AND FURTHER THAT County Council direct staff to submit the comments as outlined in the report to the Ministry of Municipal Affairs and Housing. Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 5 of 18

Page 11 of 355

AgendaItem#6a)

CARRIED b)

2013-058 Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012

Motion #: 131-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012 report for information only. CARRIED 10.1.2. a)

Sustainability 2013-055 FCM Sustainable Communities Conference Follow-Up Report

Motion #: 132-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – FCM Sustainable Conference Follow-Up Report for information purposes only. CARRIED 10.1.3.

Human Resources – Nil

10.2.

Financial Services

a)

2013-050 2012 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees

Motion #: 133-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – 2012 Remuneration of Expenses to Council Members and Non-Council Appointees report for information only. CARRIED b) 2013-052 2013 User Fees and Charges for Services By-law Motion #: 134-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT County Council accept the Financial Services – 2013 User Fees and Charges for Services By-law report; Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 6 of 18

Page 12 of 355

AgendaItem#6a)

AND FURTHER THAT Council instruct the Clerk to introduce a User Fees and Charges By-law later in the meeting. CARRIED

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 7 of 18

Page 13 of 355

AgendaItem#6a)

c)

2013-053 2013 Revised Draft Budget Presentation

Motion #: 135-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. LOST (See motions to amend below which were CARRIED) Motion #: 136-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Inglis

BE IT RESOLVED THAT the Transportation line of the Sustainability - Economic Development Planning budget be further increased from $11,000 to $14,500 to cover the cost of North Frontenac Township’s portion of the D.M. Wills Associates Limited completed Road Condition Assessment Report for Roads 506 and 509 in the amount of $3,435.09. CARRIED Motion #: 137-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

BE IT RESOLVED THAT the Travel, Training, Conference Fees line of the Governance budget be increased from $20,000 to $30,700; AND FURTHER THAT the additional $10,700 be funded from the Working Fund Reserve. CARRIED Motion #: 138-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Municipal Intern position in the amount of $28,000 be removed from the 2013 budget. CARRIED Motion #: 139-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

BE IT RESOLVED THAT the Travel, Training, Conference Fees line of the Corporate budget be increased from $40,000 to $50,934; AND FURTHER THAT the additional $10,934 be funded from the Working Fund Reserve. CARRIED Council recessed for lunch at 12:00 p.m. Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 8 of 18

Page 14 of 355

AgendaItem#6a)

Council reconvened at 12:42 p.m. Motion #: 140-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the contract position for a Financial Analyst be removed from the 2013 budget. CARRIED At this point in the meeting, Council moved to Section 14.2 (f) on the agenda to deliberate Motion 141-13 (see Page 13-14). Council then moved to Section 10.3 at 1:10 p.m. to deliberate Motions 142-13 to 157-13 at 1:10 p.m. (see Pages 8-13). Council next moved to Section 10.2 (d) 2:25 p.m. to deliberate Motion 158-13 (see Page 7). Council returned to the budget deliberations at 2:45 p.m. Council recessed at 2:52 p.m. Council reconvened at 3:01 p.m. Motion #: 160-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Davison

BE IT RESOLVED THAT staff be authorized to proceed with the Fairmount Home Auditorium and North Ambulance Base projects. CARRIED The motion on the 2013 Budget report as amended was now called and LOST. Council entered into discussion on the following item at 2:25 p.m. d)

2013-056 Reserve and Reserve Funds

Motion #: 158-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT Council of the County of Frontenac receive this Financial Services – Reserve and Reserve Funds report; AND FURTHER that Council direct the Treasurer to maintain a County Working Fund Reserve balance to provide for cash flow requirements and mitigation strategies at $2.151 million for 2013; AND FURTHER that Council adopt a bylaw later in the meeting directing that any surplus/deficit realized annually be distributed as a transfer from/to the Working Fund Reserve to the Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 9 of 18

Page 15 of 355

AgendaItem#6a)

Townships through the budget process after the Working Fund Reserve is replenished to (1) maintain the level of 5% of operating funds as recommended by the Government Finance Officers Association, (2) account for additional mitigation strategies, and (3) acknowledge prior year projects not completed. REFERRED TO THE COMMITTEE OF THE WHOLE (See motion to refer below which was CARRIED) Motion #: 159-13

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

BE IT RESOLVED THAT Report 2013-056, Reserve and Reserve Funds be referred to the Committee of the Whole. CARRIED Council returned to its budget deliberations at 2:45 p.m. Council entered into discussions on the following items at 1:10 p.m. 10.3. a)

Emergency and Transportation Services 2013-057 Alert System for Ferry Outages

Motion #: 142-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Alert System for Ferry Outages report for information; AND FURTHER the Council of the County of Frontenac give direction to staff to enter into an agreement, suitable to the Chief Administrative Officer, with the Howe Island Ratepayers Association to establish an Alert System for ferry outages. CARRIED 10.4. a)

Fairmount Home 2013-047 2013-2016 Long-Term Care Home Service Accountability Agreement (L-SAA)

Motion #: 143-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – 20132016 L-SAA report for information; AND FURTHER that the Council of the County of Frontenac direct the Clerk to sign the 20132016 L-SAA and return to the Local Health Integration Network as required under the Local Health Systems Integration Act. CARRIED Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 10 of 18

Page 16 of 355

AgendaItem#6a)

b)

2013-048 2012 Year in Review

Motion #: 144-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

That Council of the County of Frontenac receive this Fairmount Home – 2012 Year in Review report for information only. CARRIED c)

April Edition of the Grapevine Gazette

Motion #: 145-13

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive the April 2013 edition of the Fairmount Grapevine Gazette for information. CARRIED d)

2013-059 OANHSS Annual Convention

Motion #: 146-12

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

RESOLVED THAT Council of the County of Frontenac authorize the Fairmount Assistant Director of Care to attend the OANHSS Convention in Toronto from April 29 to May 1, 2013; AND FURTHER THAT Council give permission to ensure that the early bird registration (by April 12) deadline is met at the cost of $599 per person. CARRIED 11.

ACCOUNTS

Motion #: 147-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of February 13 – March 12, 2013:

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 11 of 18

Page 17 of 355

AgendaItem#6a)

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN Motion By Councillor Davison

Motion #: 148-13

Moved By: Seconded By:

Councillor Davison Councillor Jones

RESOLVED THAT By-law 2011-0004, being a by-law to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees, Schedule “A”, Section 1 f) and g) be deleted in their entirety; AND FURTHER THAT Schedule “A”, Section 1 be amended to add: f) Council members may claim reimbursement for the total distance traveled to and from the meetings in any one year at the current travel allowance. AND FURTHER THAT this amendment be retroactive to take effect January 1, 2013. CARRIED Motion By Councillor Davison Motion #: 149-13

Moved By: Seconded By:

Councillor Davison Councillor Jones

RESOLVED THAT staff be directed to bring forward a report to County Council itemized by Staff member, on all costs associated with staff Conference, Training, and Travel expenses for 2012. CARRIED Motion By Councillor Davison Motion #: 150-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report on the security requirements for the County of Frontenac Administrative Offices. CARRIED Motion By Councillor Davison Motion #: 151-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report detailing the usage of all County of Frontenac vehicles, showing what department they are assigned to, who uses them and what is the age and mileage on each vehicle excluding the 15 ambulances. CARRIED (With agreed to amendments) Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 12 of 18

Page 18 of 355

AgendaItem#6a)

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 13 of 18

Page 19 of 355

AgendaItem#6a)

Motion By Councillor Doyle Motion #: 152-13

Moved By: Seconded By:

Councillor Doyle Councillor McDougall

BE IT RESOLVED THAT Council of the County of Frontenac adopt a Committee of the Whole format; AND FURTHER THAT Committee of the Whole agenda items be determined by County Council and the CAO in consultation with Senior staff; AND FURTHER THAT the Finance Advisory Committee is hereby disbanded; AND FURTHER THAT these amendments be brought forward to the Special County Council meeting in April for inclusion in the review of the County of Frontenac Procedural By-law 20100028. CARRIED Council recessed at 2:00 p.m. Council reconvened at 2:05 p.m. 13.

GIVING NOTICE OF MOTION

OTHER BUSINESS

14.1.

External Boards and Committees

a)

Kingston Frontenac Library Board Update - Councillor Purdon Councillor Purdon had no updates for County Council.

b)

KFL&A Public Health Board Update - Councillor Clayton Deputy Warden Clayton advised that the KFL&A Public Health Board is proceeding with its Strategic Planning.

c)

RULAC, LSR and Other Updates Staff is currently working with the City of Kingston to determine a suitable date for the next RULAC meeting.

d)

Algonquin Land Claim Update - Councillor Inglis Councillor Inglis advised that the Public Information Sessions have now concluded and the negotiating team will take back this information to determine next steps.

e)

Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Page 14 of 18

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AgendaItem#6a)

Councillor Davison advised that the Committee’s quarterly meeting focused on collaboration. There will be a meeting on April 4th being by the Queen’s Law Society to discuss ways in which the various groups can focus on collaboration which will be open to the public. Councillor Davison also made mention of Youth Justice Day. f)

Housing and Homelessness Committee Update - Councillor McDougall Councillor McDougall presented to County Council a publication that will be inserted into area newspapers serving Frontenac County which provides an overview of the housing situation in Kingston and Frontenac County. He commended City of Kingston staff for their efforts in producing this publication.

g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones Councillor Jones advised that the report on the Rideau Corridor Landscape has now been translated into French and the Committee is working with Parks Canada to release the report. Further meetings have not yet been scheduled; however he anticipates a meeting being forecasted for the 2nd quarter of this year.

14.2.

Advisory Committees of County Council

a)

Sustainability Advisory Committee – Nil

b)

150th Anniversary of County Advisory Committee

Motion #: 153-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac accept the 150th Anniversary Planning Advisory Committee minutes of the meeting held February 21, 2013. CARRIED Motion #: 154-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

BE IT RESOLVED THAT the Council of the County of Frontenac approve the Partnership Agreement noted as Exhibit ‘D’ to Report 2013-045, 150th Anniversary Planning Advisory Committee – 2013 Work Plan Update, as listed on the February 21, 2013 150th Anniversary Planning Advisory Committee agenda. CARRIED c)

Trails Advisory Committee – Nil

d)

Accessibility Advisory Committee – Nil

e)

Finance Committee

Motion #: 155-13

Moved By: Seconded By:

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

Councillor Davison Councillor Doyle Page 15 of 18

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RESOLVED THAT the Council of the County of Frontenac accept the Finance Committee minutes of meeting held March 11, 2013. CARRIED Motion #: 156-12

Moved By: Seconded By:

Councillor Inglis Deputy Warden Clayton

2013-005 Financial Services – Amendments to County Procurement Policy BE IT RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – Amendments to County Procurement Policy report; AND FURTHER THAT the Council of the County of Frontenac adopt a By-law, being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac including the amendments recommended by the Finance Advisory Committee as follows: THAT a clause be added to Appendix D: “Where a sealed bid is required in the bid documents and the document is not sealed it becomes an automatic rejection.” THAT a clause to added to Appendix B: “Any project not addressed in the budget will go to County Council for approval.” THAT wording be added to Section 7.1: “Council will be advised immediately or at the earliest opportunity of any action deemed unmanageable in this section." CARRIED AS AMENDED (See motion to amend below which was CARRIED) Motion #: 157-12

Moved By: Seconded By:

Councillor McDougall Councillor Davison

BE IT RESOLVED THAT the motion be amended to include wording being added to Section 7.1 that “Council be advised immediately or at the earliest opportunity of any action deemed unmanageable in this section.” CARRIED The follow recommendation by the Finance Advisory Committee was considered during the discussion on Report 2013-053, 2013 Revised Draft Budget Presentation. Motion #: 141-12

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

2013-054 Information Services – Council Computer Replacement Options RESOLVED THAT County Council direct the Treasurer to add $4,800 to the 2013 County Council budget to facilitate the purchases of replacement laptop computers; Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

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AND FURTHER THAT members of Council be provided with the choice of Option 1 or Option 2 as noted in Report 2013-054, Information Services – Council Computer Replacement Options for the purchase of a laptop; AND FURTHER THAT should members of Council chose option 2, an allowance of $600 will be provided. CARRIED Council proceeded to its discussion on 10.2 Financial Services d) Report 2013-056, Reserve and Reserve Funds at 2:25 p.m. 14.3.

Other Updates – Nil

PUBLIC QUESTION PERIOD

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

Motion #: 161-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

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

By-Law No. 2013-0008 - to amend By-law No. 2011-0020 (to establish a Trails Advisory Committee)

By-Law No. 2013-0009 - to amend By-law No. 2011-0007 (to Re-establish a Sustainability Advisory Committee);

By-Law No. 2013-0010 - to Impose User Fees and Charges for Services;

By-Law No. 2013-0011 - to Adopt the Procurement Policy; and

By-Law No. 2013-0012 - to confirm all actions and procedures of council. CARRIED

Motion #: 162-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

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

By-Law No. 2013-0008 - to amend By-law No. 2011-0020 (to establish a Trails Advisory Committee)

By-Law No. 2013-0009 - to amend By-law No. 2011-0007 (to Re-establish a Sustainability Advisory Committee)

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

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By-Law No. 2013-0010 - to Impose User Fees and Charges for Services

By-Law No. 2013-0011 - to Adopt the Procurement Policy

By-Law No. 2013-0012 - to confirm all actions and procedures of council. CARRIED

ADJOURNMENT

Motion #: 163-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the meeting hereby adjourn at 3:16 p.m. CARRIED

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

Regular Meeting of Council Minutes March 20, 2013

County of Frontenac March 20, 2013 Council Meeting Minutes

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AgendaItem#8a)

Report 2013-075 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

April 3, 2013

Date of Meeting:

April 17, 2013

Re:

Administrative Services – Communications of Interest to Council

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

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

Comment A

Ministries, Other Municipalities, etc:

  1. Municipality of East Ferris, April 10, 2013 – Correspondence from John B. Fior, CAO/ Clerk re: two resolutions adopted by Council of the Municipality of East Ferris at its regular meetings held on October 9, 2012 and March 12, 2013. The Council of the Municipality of East Ferris does not support the transfer of the crown lands to the Algonquin First Nations, in particular those crown lands over which individual home owners must cross to access their private residences. Council is requesting a meeting with the Premier of Ontario, the Minister of Aboriginal Affairs and the Minister of Natural Resources to discuss its concerns over the land selection process.
  2. Ministry of Citizenship and Immigration, April 2, 2013 – Correspondence from The Honourable Michael Coteau, Minister re: Lincoln M. Alexander Award. This award honours young Ontarians who have demonstrated exemplary leadership in contributing

Administrative Report Administrative Services - Communications of Interest to Council April 17, 2013

2013-075 Communications of Interest to

Page 1 of 4

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to the elimination of racial discrimination. Nomination forms and information outlining details of the program is available www.ontario.ca/honoursandawards or 1-877-8328622. Deadline for nominations is May 31, 2013. Township of Central Frontenac, March 28, 2013 - Correspondence from Cathy MacMunn, Deputy Clerk/ Planning Coordinator. The following resolution was passed requesting Council action: That the Council of the Township of Central Frontenac requests that in partnership with North, South and Frontenac Islands that the County of Frontenac finance the proposal of D.M. Wills Associates Ltd., in the amount of $10,740 to undertake the Frontenac Corridor Road Assessment Township of North Frontenac, March 21, 2013 - Correspondence from Jenny Duhamel, Clerk/Planning Manager. Council passed the following Resolution on March 18, 2013: BE IT RESOLVED THAT Council accepts the information purposes, the Public Works Manager’s Administrative Report dated March 12, 2013 entitled “Frontenac Corridor Road Assessment 2013” AND THAT Council requests the County of Frontenac finance from the County’s Federal Gas Tax Reserve Fund, the proposal from D.M. Wills Associates Limited, in the amount of $10,740.00, plus HST, to undertake the Frontenac Corridor Road Assessment; and reimburse North Frontenac Township’s portion of D.M. Wills Associates Limited completed Road Condition Assessment Report for Roads 506 and 509 in the amount of $3,435.09; AND THAT the Clerk is instructed to forward a copy of this Resolution to Frontenac County Council requesting a response. Ministry Responsible for Seniors, March 20, 2013 - Correspondence from Mario Sergio, Minister re: the Senior Achievement Award. The award highlights the significant voluntary and professional achievements made by individuals after they have reached the age of 65. The deadline for nomination is June 15. Online nomination forms and information is available at www.ontario.ca/honourand awards or call 1-877-832-8622. Ministry of Community Safety and Correctional Services, February 15, 2013 Correspondence from Allison J. Stuart, Assistant Deputy Minister and Chief. The Ministry would like to congratulate the municipality for completing the mandatory emergency management program elements required under the Emergency Management and Civil Protection Act (EMCPA) and Ontario Regulation 380/04 for 2012. Other Correspondence:

  1. Municipal Advisory Committee, March 28, 2013 - Correspondence from Norm Lemke, Co-Chair Municipal Advisory Committee. The Fact Sheet on the Algonquin Land Claim Negotiations is now posted on the Ontario website at Ontario.ca/algonquinlandclaim This provides basic information about the negotiations and the current status of the Preliminary Draft Agreement-in-Principle which was made public in December 2012. For information contact the Ontario Information Centre alcinfo@ontario.ca or toll-free 1-855-690-7070.
  2. Ontario Sheep Marketing Agency, March 20, 2013 - Correspondence from General Manager of the Ontario Sheep Marketing Agency providing background information on the increasing challenge livestock farmers face in dealing with problem predators and also to request that the municipality consider the important role of livestock guardian dogs (LGDs) when writing dog control bylaws. The OSMA wishes to work cooperatively with all levels of government to assist producers to put in place effective predator prevention techniques and welcome the opportunity to answer any questions in regards to predation or sheep production in general. www.ontariosheep.ca or 1-519-836-0043.

AMO Member Communications:

Administrative Report Administrative Services - Communications of Interest to Council April 17, 2013

2013-075 Communications of Interest to

Page 2 of 4

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  1. News Releases • Taxpayers Deserve Efficient, Accountable and Transparent Interest Arbitration (March 28, 2013) • AMO Welcomes Focus on Infrastructure in 2013 Federal Budget (March 21, 2013) • Municipalities Welcome Tools to Collect Unpaid Fines (March 20, 2013)
  2. AMO Breaking News & Policy News • Interest Arbitration - Private Members’ Bill Tabled Today • AMO Board Meeting Report March 2013 • AMO’s 2013 Pre-Budget Submission: The Next Chapter • The Federal Budget, March 22, 2013, the Honourable Jim Flaherty table the Government of Canada’s 2013-2014, 2013 Economic Action Plan. • AMO Welcomes Focus on Infrastructure in 2013 Federal Budget
  3. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • March 21, 28 and April 4, 2013 FCM Member Communications:
  4. News Releases • Statement by FCM president in response to the federal budget (March 21, 2013)
  5. PCP News • 2013 Energy Matters Summit, May 6 and 7 in Toronto. Visit www.energymatterssummit.com (April 9) • Free webinar: Introducing the New PCP Milestone Tool, April 9, 2013, 1:00 to 2:00 p.m. The free webinar will introduce and train municipal staff on how to use the new PCP Tool. To register https://iclei.webex.com/iclei/onstage/g.php?d=806541640&t=a Password required. (March 28, 2013) • PCP Energy Emissions and Management Tool Access is free to PCP members. Contact bahareh.toghiani.rizi@iclei.org to obtain access. If you would like your inventory loaded into the new PCP tool, contact Devin Causley dcausley@fcm.ca (March 15, 2013) B

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

C

Agency/Board Minutes:

  1. Kingston Frontenac Public Library Board Minutes • Minutes of February 27, 2013
  2. Kingston Frontenac Housing Corporation Board Minutes • Minutes of February 14, 2013

D

The following items of correspondence require action: • United Way serving KFL&A, March 28, 2013 - Correspondence from Bhavana Varma, President & CEO re: April 21-27 is National Volunteer Week across Canada. In recognition of volunteers in the community, United Way serving KFL&A would to request that County Council proclaim the week of April 21-27, 2013 Volunteer Week. National Volunteer Week is about inspiring, recognizing and encouraging people to seek ways to engage with others. United Way Volunteer Services will honour volunteers in our community by hosting Volunteer Awards Breakfast on April 19, 2013 at The Rogers K-Rock Centre on April 19th. RSVP to volunteer@unitedwaykfla.ca

Administrative Report Administrative Services - Communications of Interest to Council April 17, 2013

2013-075 Communications of Interest to

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E

County of Frontenac Outgoing Communications:

  1. Media Releases: • County of Frontenac to Reduce Land Ambulance Costs (March 20, 2013)
  2. E-Newsletters March edition of Frontenac County Bytes (attached)

Administrative Report Administrative Services - Communications of Interest to Council April 17, 2013

2013-075 Communications of Interest to

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MINUTES Regular Meeting #2013-02 Kingston Frontenac Public Library Board February 27, 2013 - 4:00 PM Delahaye Room, Central Library

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

  1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:00 PM.
  2. ADOPTION OF THE AGENDA The agenda was accepted with the addition of 8. State of the Union report, and 12.1 Board Self-Evaluation.
  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 #2013-01 held January 23, 2013 2013-05 AITKEN – NEILL That the minutes of Regular Meeting #2013-01 of the Kingston Frontenac Public Library Board held January 23, 2013 be approved as circulated. CARRIED 4.2 C.O.W. meeting held February 13, 2013 (attached) (motion) 2013-06 AITKEN – STEWART That the minutes of the Committee of the Whole meeting held February 13, 2013 be confirmed. CARRIED CONSENT AGENDA It was requested that item 6.1.2 be removed from the consent agenda for further discussion. A board member noted the increase to the number of online queries. Ms. Enright explained that previously the responses were handled by different staff members by email and some were not recorded, and there has been a change in how they are reported which is likely why there seems to be an increase.
  5. INFORMATION ITEMS 5.1 Correspondence / Information Received and Sent There was no correspondence to report on.

February 27, 2013 - Kingston Frontenac Public Library

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Minutes of Regular Meeting #2013-02 held February 27, 2013 Kingston Frontenac Public Library Board

Page 2

  1. MONITORING REPORTS 6.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) 6.1.2 4th Quarter Statistical Report (attached) 6.2 Staff Relations (report attached) 6.3 Financial Condition (year-end) (report attached)
  2. Motion to Accept Consent Agenda 2013-07 STEWART – AITKEN To accept the Consent Agenda, thereby accepting the materials on the consent agenda, separating 6.1.2, CARRIED ACTION AGENDA
  3. State of the Nation - Year End Review (Chair) (will be attached to the original minutes) Ms. Richardson reported on the accomplishments and achievements over the past year.
  4. Business Arising from the Minutes There was no business arising from the minutes.
  5. Action Items 10.1

Strategic Planning – Consultant

It was reported that we received six proposals. The committee met yesterday to review the proposals and the recommendation from the Committee is to award the RFP to Dysart and Jones, who have much experience with public libraries and with developing Strategic Plans. They will be setting up planning meetings with the Board and according to the timelines, will present the Strategic Plan to the Board in June. 2013-08 STEWART – PATTERSON That the Board accept the recommendation of the Strategic Planning RFP sub-committee and accept the Request for Proposal (RFP) from Dysart & Jones Associates. CARRIED 11. ITEMS FOR DISCUSSION / EXPLORATION (30 minutes) 11.1

Freedom to Read Week: Intellectual Freedom

There was discussion on the materials distributed which included the Collection Development policy and Collection Challenges. 2013-09 PATTERSON - STEWART That the Board re-affirm the Statement of the Ontario Library Association on Intellectual Freedom. CARRIED 2013-10 STEWART - PATTERSON That the Board re-affirm the Canadian Library Association Statement on Intellectual Freedom. CARRIED

February 27, 2013 - Kingston Frontenac Public Library

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Minutes of Regular Meeting #2013-02 held February 27, 2013 Kingston Frontenac Public Library Board

Page 3

  1. OTHER BUSINESS 12.1 Board Self-Evaluation The regular evaluation form, which is scheduled for February, May and October, was distributed. The yearly evaluation will be done in June.
  2. NEXT MEETING DATE AND ADJOURNMENT The Annual General Meeting will be held at 4:00 PM, Wednesday, March 27, 2013, Delahaye Room, Central Library. The next regular Board Meeting will be held following the AGM at 4:30 PM, Wednesday, March 27, 2013, Delahaye Room, Central Library There being no further business, the meeting was adjourned at 5:00 PM.

Claudette Richardson, Chair

February 27, 2013 - Kingston Frontenac Public Library

Mary Glenn, Recording Secretary

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February 14, 2013 - Kingston & Frontenac Housing

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February 14, 2013 - Kingston & Frontenac Housing

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February 14, 2013 - Kingston & Frontenac Housing

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February 14, 2013 - Kingston & Frontenac Housing

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AgendaItem#8d) March Newsletter

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Frontenac County Bytes Keeping you updated on Frontenac County’s 987,581 acres. March 2013 - Issue XV

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

2013 Kingston-Frontenac Renovates Program starts April 1st Beginning April 1st, the Kingston-Frontenac Renovates program will once again be offered through the County and City of Kingston. The program, which was very well received in 2012, provides grants for accessibility projects (to a maximum of $3,500) and/or interest free forgivable loans (to a maximum of $10,000) to assist homeowners to complete emergency repairs to their homes. The City of Kingston administers the program. Click here to visit the County’s website for summary information, click here to see program details on the City of Kingston’s website, or call Lynn Carrier at 613-546-2695 ext 4949 or Rob Rowe at 613-546-2695 ext 4911 at the City of Kingston for full details.

Marysville Meeting April 17th on Community Improvement Plan The Township of Frontenac Islands and the County of Frontenac are working on a Community Improvement Plan for Marysville. The proposed plan will help to stimulate economic development in the village through incentives to property owners and businesses. A public meeting to review the draft plan is planned for Wednesday, April 17th, 6:30 p.m. to 8:00 p.m. at the Wolfe Island Community Centre. Contact Peter Young, Community Planner at 613 548-9400 ext. 359 or pyoung@frontenaccounty.ca for more information and to provide your input.

Join us for the Annual Trail Clean Up Day on Saturday, April 27th Help make the Frontenac K&P Trail more beautiful! When: 10:00 a.m. - noon Where: Verona - Bellrock Road to Verona Public School Who: All Frontenac County Residents Wear comfortable walking or running shoes, dress for the weather and come prepared with garden gloves, bug spray and sunscreen. Children and pets are welcome. Refreshments will be provided. To register, email Trina Jones at tjones@frontenaccounty.ca or call 613-548-9400 ext 304.

Accessibility News The Ministry of Municipal Affairs and Housing (MMAH) is developing potential enhancements to current accessibility requirements in buildings. Public consultation on these potential updates to the Ontario Building Code is now underway – MMAH has released a Consultation Paper for public review and comment. Click here to view this paper. The County Accessibility staff team met on February 25th to review and discuss the Building Code Consultation Paper and provided a report to Council regarding their comments on the Consultation Paper. Click here to view the report and comments.

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

Upcoming Events North Frontenac Clarendon Public School’s 50th Anniversary April 13, 10 a.m.-4 p.m. Clarendon Public School Ceremony at 12 p.m. Visit decade rooms, purchase memorabilia and lunch in the 60’s Diner. Central Frontenac Free Local Food Presentation & Workshop Sharbot Lake Farmers Market May 11, 7-9:30 p.m. Soldiers Memorial Hall See website for more South Frontenac 4th Annual Adopt a Barrel Flower Competition The Verona Community Association is accepting applications from those who would like to adopt a barrel for the summer. Five cash prizes. Enter by May 18. Visit www.yourverona.com or call Debbie at 613-374-2091. Frontenac Islands Annual Fish Fry & Plant Sale May 18, starting 4:30 p.m. Wolfe Island United Church Hall. If you have plants for sale, bring them along!

Improved Internet Access Through Eastern Ontario Regional Network Throughout 2013, EORN will formally launch a number of zones that will impact highspeed internet access in the County of Frontenac. Information sessions will be held throughout the year at various locations. More information on these sessions will be coming soon. Visit www.eorn.ca for more on the project, which aims to promote economic growth through improved internet access to at least 95% of homes and businesses in Eastern Ontario. Forward email

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March 2013 Edition of Frontenac County Bytes

4/4/2013

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a) United Way - Request April 21st to 27th, 2013 be

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Report 2013-064 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:

March 5, 2013

Date of meeting:

April 17, 2013

Re:

Administrative and Financial Services – 2013 1st Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Administrative and Financial Services – 2013 1st 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 January, February and March 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: January 16, February 20 and March 20 Special meetings: January 17 (Budget), February 20 (Draft Official Plan, and March 8 (continuation of budget deliberations)

•

Council’s Advisory Committees (CAO, Deputy Clerk, Communications Officer and other staff, as needed) Sustainability: February 6 Trails: February 1 150th Anniversary: February 21

Administrative Report Administrative and Financial Services – 2013 1st Quarter Activity Update April 17, 2013

2013-064 2013 1st Quarter Activity

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Green Energy:

January 9 (This Committee was subsequently disbanded at the January 17 Special Budget Meeting of County Council) Accessibility: February 22 (the committee continues to seek 2 members

•

RULAC and Joint Management – no meetings held during this period

•

Eastern Ontario Wardens’ Caucus (EOWC) Board: February 24 as part of the ROMA/OGRA Conference CAOs: February 19 (via conference call) Financial Sustainability Project (CAO and Treasurer): February 15 (hosted by Frontenac)

•

Eastern Ontario Regional Network (EORN) Board (Councillor Davison; CAO unable to attend): Hastings County)

February 15 (hosted by

Conferences, Training and Seminars • • • • • • • •

Health Data Branch, MOHLTC, Data Quality Session January 24: Deputy Treasurer (Kingston) Imedic Training onsite Administration and Dashboard February 5: Manager of Information Systems, Systems Technician Ergonomics for Intensive Computer Users February 7: Occupational Health Nurse (Onsite Webinar) FCM Sustainable Communities Conference February 12-15: Manager of Economic Sustainability; Deputy Warden Bud Clayton and 2 members of the Sustainability Advisory Committee (Windsor) MFOA Mastering the Budget Process March 8: Deputy Treasurer (Kingston) AMCTO Workshop Rules of Procedure and the Science of Minute-Taking March 14: Executive Assistant (Kingston) Website training e-Solutions onsite introduction to the new website tools and features March 26: Manager of Information Systems, Communications Officer, Executive Assistant, IT Technician and Systems Technician (Onsite County of Frontenac) SWITCH Kingston’s 2012 Annual General Meeting January 11: Administrative Assistant (Kingston) Committee Activities

• • • • • •

KFL&A Children and Youth Services Planning Committee: Deputy Clerk - January 11 and February 1, 2013 meetings unable to attend due to conflicts with other meetings; Attended the March 1, 2013 (Kingston) LHIN L-SAA Steering Committee, LAPS Working Group and Indicators Working Group: CAO - Conference calls and other calls throughout the period AMO Board of Directors and County Caucus: CAO - March 22 (Toronto) AMO Long Term Care Committee: CAO - No meetings this period OANHSS Municipal Group: CAO (unable to attend) on March 25 Kingston & Renfrew Central Ambulance Communications Centre Advisory Committee: CAO (Co-Chair) - No meeting this period

Administrative Report Administrative and Financial Services – 2013 1st Quarter Activity Update April 17, 2013

2013-064 2013 1st Quarter Activity

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• • • • •

•

Municipal Finance Officers Association Finance Policy Committee: Treasurer Teleconference January 11, January 25, February 8, February 25, March 1, March 22 Ontario Municipal Administrators Association Nominations Committee: CAO - Calls February 14, March 6 Shared Data Consortium: Treasurer - No meeting this period Fairmount Fundraising Committee: Treasurer and Communications Officer - March 13 Rideau Corridor Landscape Strategy Steering Committee: Councillor Jones and Community Planner

•

• •

•

•

Municipal Management Internship Program

Deputy Clerk – Clerk’s Office

2013-064 2013 1st Quarter Activity

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Ontario Building Code – Building Code Consultation Paper - Accessible Built Environment. Prepared and submitted to the IPC the County of Frontenac MPIPPA and PHIPA reports for the County Administration, Frontenac Paramedic Services and Fairmount Home. Participated and prepared reports around the new Integrated Accessibility Standards Regulations and Consultation Paper on the Ontario Building Code. Submitted to the Ministry of Municipal Affairs and Housing the County of Frontenac comments on the Consultation Paper on the Ontario Building Code. Continue to work on the amendments to the County Procedural By-law and prepare for the upcoming Public Meeting in April regarding amendments to the Term of Warden and Deputy Warden. Reviewed LSR reports provided by City of Kingston Community Services. Support for all Council, Committee, and Staff meetings

Manager of Sustainability Planning and Community Planner • County Official Plan – proceeding to first draft report • Land Use Planning:

2013-064 2013 1st Quarter Activity

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•

•

for Frontenac Farmer’s Market to set up on Friday’s (in addition to Saturdays at Verona) Central Frontenac

GIS Specialist Frontenac Maps Website Improvements

Administrative Report Administrative and Financial Services – 2013 1st Quarter Activity Update April 17, 2013

2013-064 2013 1st Quarter Activity

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Treasurer and Deputy Treasurer • Year end reconciliations re Federal Gas Tax, Investing in Ontario funds, Payroll remittances (EI, CPP, WSIB, OMERS) • Audit completed March 25-28 • Contract service to Frontenac Islands: monthly financials, payroll, process tax certificates, supplementary and omitted tax assessment and ownership changes; preparation of interim audit information Human Resources • Twenty-nine internal job competitions • Successfully recruited casual Registered Nurses and a temporary Nurse Practitioner • Labour Relations: • CUPE 2290 Fairmount 2 grievances • OPSEU 462 Paramedics 8 grievances • CUPE 2290 exchange of proposals in January and 3 days of negotiations were held; moving to conciliation • Conducted and completed three formal investigations • Human Resource Management Software implementation proceeding • St. Lawrence College Human Resources Placement Student Rachel Van Vlymen assisted HR County staff for an eight week placement • HR Specialist involved in MOL Investigation regarding flagging of ambulance calls. • Work on the HR Strategic Plan continues • HR Generalist, HR Specialist and HR Placement student took part in a webinar on the topic of “How to Build a Contingency Plan for Labour Disputes” Occupational Health

2013-064 2013 1st Quarter Activity

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Introducing the Just Clean Your Hands program to FPS staff BCP - drafting staff alternate skillset database with H.R. Developing 2nd workshop on pandemic plan for Fairmount Incident Investigation presentation/education to FPS supervisors Spoke at Fairmount Resident Council on hand hygiene Consulted on disinfection practices in Dietary Dept., Fairmount Policies submitted for electronic alerting devices for working in remote areas (GPS Spot) MOL reports and submissions for Fairmount outbreak Committees: H&S- County; FPS; Fairmount, Code White Task Force, Lifts & Transfers; Professional Advisory Committee; Accessibility Staff Committee, Wellness Team

Township Support:

2013-064 2013 1st Quarter Activity

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Contributed to the redevelopment of the County’s website, which will launch shortly Supported the 150th Anniversary Planning Advisory Committee and the Sustainability Advisory Committee Attended a meeting with Jim Garrard, Executive Director of the Macdonald Bicentennial Commission and a presentation on the preservation of artifacts at the City of Kingston to conduct research for the 150th Anniversary Planning Advisory Committee Participated in Accessibility Staff Committee preparation of comments on the proposed changes to the Ontario Building Code Began drafting a County Communications Plan, as required through AODA regulations; expected completion is June 2013 Supported the County’s sponsorship of the 2013 SWITCH Green Profit Conference, finalizing arrangements and preparing display materials Assisted with preparations of the ETS 2013 Annual Report Continued participation of internal committees: Code White Task Force, Wellness Team, Fairmount Auditorium Fundraising Committee Representing the County

• • •

The CAO continues as a member of the United Way serving KFL&A Success By 6 Council of Partners. The Executive Assistant is a member of the 2013 United Way Success By 6 Week Committee. The Manager of Economic Sustainability attended: • Regular meetings of Frontenac Community Futures Development Corporation in February and March as County liaison Note of interest: The Eastern Ontario Development Fund delivered by the CFDCs has been extended for the next five years • Information meeting hosted by Thousand Island Workforce Development Board • Regular meetings of Land O Lakes Tourist Association in January as County representative on its board. There was no meeting held in March

Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Administration and Finance Staff

Administrative Report Administrative and Financial Services – 2013 1st Quarter Activity Update April 17, 2013

2013-064 2013 1st Quarter Activity

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Report 2013-066 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk Kieran Williams Municipal Management Intern

Date prepared:

March 20, 2013

Date of meeting:

April 17, 2013

Re:

Administrative Services – Review of the Procedure By-law

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Review of the Procedure By-law report; AND FURTHER THAT Council approve the recommended amendments to By-law No. 20100028, as amended by By-law No. 2011-0026 as outlined in this report; AND FINALLY THAT staff be directed to bring forward for adoption a by-law to pass a procedure by-law for governing the calling, place and proceedings of meetings for the County of Frontenac and rescind by-law 2010-0028, as amended, to the next regular meeting of County Council.

Background In November 2010, County Council adopted By-law No. 2010-0028, being a By-law to Govern the Proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings. The by-law was subsequently amended in August 2011 by By-law No. 2011-0026 and is to be reviewed annually by staff and Council.

Comment Over the last year, procedural issues have arisen during Council and Committee meetings that need to be addressed through amendments to the procedure by-law. Staff has also become Administrative Report Administrative Services – Review of the Procedural By-law April 17, 2013

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aware of procedure issues from other municipalities that Council may wish to consider including in the County’s by-law. Further to this, County Council, at a special meeting held December 11, 2012 passed the following resolution: Motion #: 352-12

Moved By: Seconded By:

Councillor Jones Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Review of the Procedure By-law report for information; AND FURTHER Council of the County of Frontenac request that staff take all suggestions made by Council into account when amendments to the Procedure By-law are brought forward for further consideration by Council at a special meeting called for that purpose. CARRIED For Council’s consideration, the following is a summary of the proposed amendments to the procedure by-law recommended by staff which incorporates suggestions received by members of County Councillors:

  1. Section 1 - Definitions (b) Add “Briefings” to the Definitions. (g) Add “Closed Meeting Investigator” to the Definitions. (j) Add “Committee of the Whole” to the Definitions. (o) To address a typographical error, change “electrically” to “electronically”. (q) Revise the wording of the definition of Meeting to clarify that a meeting is for the purpose of exercising the power or authority of the Council (Committee) or for the purpose of doing the ground work necessary to exercise that power or authority. (dd) Revise the wording of the definition of Quorum to reflect The Municipal Act, 2001 definition. Renumber Section 1 accordingly.
  2. Section 2 - Application ƒ

Add to Section 2.1, after the words “by resolution”, “clearly indicating the purpose and intent for the suspension”.

  1. Section 3 - Locations, Meeting Times and Notice of Regular Meetings of Council ƒ

Add Section 3.2 - Clerk to Act as Chair regarding election of the Warden being the first agenda item of the Inaugural meeting of Council, and that the Clerk shall act as Chair until the Warden is elected.

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Amend Section 3.4 - Notice to Members regarding notice of regular meetings by deleting reference to delivering agenda packages by courier, facsimile or regular mail and making reference to alternate formats being available upon request.

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Amend Section 3.5 - Notice to Media, Constituent Municipalities and Public to include reference to alternate formats being made available upon request.

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Renumber Section 3 accordingly.

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  1. Section 5 - Election of Warden and Deputy Warden ƒ

Amend Section 5.1 to change the term of office of Warden and Deputy Warden to one year unless elected to remain in office by Council.

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Add Section 5.11 - Acclamation of Warden.

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Renumber Section 5 accordingly.

  1. Section 6 - Meetings of Council ƒ

Amend Section 6.1 - include reference to in the minutes where Clerk records attendance of members.

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Add Section 6.4 - Committee of the Whole.

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Add Section 6.7 - Introducing New Business at a Closed Meeting.

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Renumber Section 6 accordingly.

  1. Section 9 - Quorum for Council ƒ

Amend Section 9.1 - Quorum - Council is amended to reflect the wording of the definition of quorum as per The Municipal Act which is defined as a majority of the members of a municipal council (quorum for County of Frontenac Council is 5).

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Add Section 9.4 - addressing the issue of knowing in advance that no quorum will be present at a meeting, including circumstances of inclement weather.

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Add Section 9.5 - addressing notice of a rescheduled meeting.

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Renumber Section 9 accordingly

  1. Section 11 - Order of Business ƒ

Amend Section 11.1 - Agenda Order for the business of Council as follows: ¾ Move Closed Meeting following Call to Order to allow Council to meet in a separate room to ensure confidentiality of the meeting ¾ Move Adoption of Minutes before Deputations and/or Presentations; and Re-name “Business Arising from the Minutes” to “Unfinished Business” ¾ List Communications for Information and Communications for Action as Communications ¾ Add “Briefings” after “Deputations and/or Presentations” ¾ Turn the Reports from the Chief Administrative Officer into 2 separate headings: a) Recommend Reports from the Chief Administrative Officer; and b) Information Reports from the Chief Administrative Officer All Information Reports may be passed under a consent motion making all Information Reports the subject of one motion which is neither debatable nor amendable. However, any member may ask for an item or items included in the Information Reports to be separated from that motion. The Information Reports without the separated item(s) is put to a vote and then the separated item(s) considered next. ¾ Add “Reports from External Boards and Committees” after “Reports from the Chief Administrative Officer”

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¾ Add “Reports from Advisory Committees of County Council” after “Reports from External Committees” ƒ

Amend Section 11.2 - Unfinished Business change the word “indisposed” to “unresolved” to add that unfinished business can also be addressed at a special meeting of Council.

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Add Section 11.3 - Briefings - Briefings are allowed at the beginning of the meeting or when the issue arises on the agenda. Briefings are limited to 10 minutes, unless an extension has been recommended by the Chief Administrative Officer due to the importance of the subject and approved by Council by a simple majority. By adding this section, staff is separated from members of the public when making addresses to Council.

  1. Section 12 - Council Minutes ƒ

Amend Section 12.2 - Adoption of Minutes to include a statement specifying that the Warden and Clerk shall sign the open and closed minutes of Council.

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Renumber Section 12 accordingly.

  1. Section 13 - Duties of the Warden ƒ

Amend spelling error in Section 13.1 e) “with” to “which”.

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Amend Section 13.3 in order to clarify when the Warden (or Chair) should relinquish the chair during debate to include: a) The Warden (or Chair) may ask or answer questions and comment in a general way without ceding the chair. b) If the Warden (or Chair) wishes to speak on a motion or take a definite position and try to persuade Council to support that position, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair of a Committee) to take over the chairing of the meeting until the Warden has finished speaking. c) If the Warden (or Chair) wishes to make a motion, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair) to chair the meeting until the motion has been resolved.

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Amend Section 13.4 - Absence of Warden to add a 30 minute time frame before the Deputy Warden assumes the Chair.

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Add Section 13.5 - Absence of Warden and Deputy Warden to read “In the absence of the Deputy Warden, the Clerk shall convene the meeting until a Chair, chosen by the Council shall preside during such absence and shall while in the Chair have vested in him all the powers as given by this By-law to the Warden”.

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Renumber Section 13 accordingly.

  1. Section 14 - Duties of Members ƒ

Correct the spelling error for BlackBerrys in 14.2.

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Delete Section 14.3 and 14.4 as these refer more to Rules of Debate and are covered under Sections 17.1 and 17.2.

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  1. Section 16 - Deputations and/or Presentations ƒ

Add Section 16.3 - Authority to Approve or Deny providing the Clerk, in consultation with the Warden, to deny a deputation request to be placed on the agenda if it is inappropriate or outside the scope of Council authority.

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Add Section 16.4 - New Information Only limiting a person who has previously appeared before Council on the same subject matter to providing only new information in subsequent appearances.

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Amend Section 16.5 - Exceptions to Ten Days’ Notice Requirement to include “under extenuating circumstances”.

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Amend Section 16.6 - Time Limits to limit deputation speaking time to five minutes.

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Add Section 16.7 - Number of Deputations to be limited to three deputations per meeting.

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Renumber Section 16 accordingly.

  1. Section 18 – Motions ƒ

Add Section 18.2 - Putting a motion on the agenda a) Motions introducing new matters must be in the hands of the Clerk by Noon on the Friday prior to the regular County Council or Committee meeting for inclusion on the agenda. b) Every motion must be in writing and have a mover and seconder before being submitted to the Clerk for inclusion on the agenda. c) All motions will be placed in the order in which they are received.

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Renumber Section 18 accordingly.

  1. Section 19 – Specific Motions ƒ Amend Section 19.9 to include an additional sentence, “A motion to reconsider is not in order if the provisions of the original motion have been partly carried out or involve a contract where the party to the contract has been notified on the outcome.”
  2. Section 21 – Voting ƒ

Add Section 21.3 - Number of Votes to clarify that the Mayor of South Frontenac has two (2) votes on a question.

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Renumber Section 21 accordingly.

  1. Section 25 - Committees ƒ

Add a new Section 25.2 Advisory Committees of County Council – Schedule A so that all Advisory Committee information is contained in one location. Currently, they are in separate by-laws which make tracking and amendments difficult.

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Add a new Section 25.3 External Boards Committees of County Council – Schedule B to maintain all records of external Boards and Committees in one location.

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Add Section 25.5 - Eligible Appointees to stipulate that committee members must be eligible to be elected as a member of Council unless approved by a resolution of Council.

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Section 25.6 c) The Warden shall not be eligible to be the Chair or Vice-Chair of a standing committee. This section is redundant as the County of Frontenac does not use the Standing Committee system. This section should either be deleted or amended to replace the word “standing” with “Advisory”.

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Section 25.6 d) elects chairs for a 4 year term. Does Council want to amend this to a one year term to reflect the change in term of Warden and Deputy Warden.

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Amend Section 25.9 - Clerk shall be Secretary to stipulate that the Clerk shall record the proceedings of all committees in the form of minutes and that all committee minutes shall be approved by Council and shall be signed by the Chair and Secretary.

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Amend Section 25.11 - Committee Meeting Dates & Locations to allow for alternate locations of meetings.

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Delete Section 25.15 b) - Responsibility to Act on Recommendations to allow for time sensitive items to be brought forward to Council separately for approval prior to the committee minutes being approved by Council. Committees have no power or authority to act without Council approval and this section should be removed.

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Amend Section 25.25 - Quorum to reflect the wording from The Municipal Act and to delete the reference to the Municipal Conflict of Interest Act as it does not apply to Advisory Committee members.

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Renumber Section 25 accordingly.

Sustainability Implications Good governance is critical to the sustainability of a community. A Procedure By-law that provides the necessary framework to guide members of council fairly and courteously through meetings of council and committees aids good decision-making.

Financial Implications There are no cost implications directly associated with the adoption of a revised procedure bylaw.

Organizations, Departments and Individuals Consulted and/or Affected All County Departments All County Councillors

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CORPORATION OF THE COUNTY OF FRONTENAC BY-LAW NO. 2013-00xx – SCHEDULE “A”

PROCEDURE BY-LAW INDEX

  1. Interpretation……………………………………………………………………………………3-4
  2. Application…………………………………………………………………………………….….4

Comment [SB1]: The pg. #s and headings will need to be reviewed.

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

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  1. Interpretation Use of Pronouns Headings

1.1 1.2 1.3

Definitions

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

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Comment [JA2]: It has been suggested by Councillor Doyle to add that Council may appoint any person as Deputy Clerk provided they are not a member of Council. For the purposes of this by-law, staff feel that

Comment [JA3]: Councillor Doyle expressed concern that this definition is in contraction with section 25.3 c) which prohibits the Warden from holding the Chair or Vice Chair position of a standing Committee; however the County of Frontenac does not use the Standing Committee model. As such, staff are recommending to delete Section 25.3 c)

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Frontenac’s vote counts as 2 votes. (q)(u) “Meeting” means any regular, special, closed or other meeting of Council or Committee at which a quorum is present a majority of the Members of Council or Committee that comes together for the purpose of exercising the power or authority of the Council or Committee or for the purpose of doing the groundwork necessary to exercise that power or authority (r)(v) “Member” means a Councillor of the Corporation and for Committees as defined in 1(f), shall mean a person appointed to the Committee (s)(w) “Minutes” means a record, without note or comment, of all resolutions, decisions and other proceedings of Council and Committee Meetings (t)(x) “Motion to Call the Question” means a motion to close debate and bring Council to a vote on a pending question (u)(y) “Motion to Defer” means a motion to delay consideration of a matter until later in the same meeting or to a future meeting of Council or a Committee (v)(z) “Motion to Receive” means a motion to acknowledge the particular item, report or recommendation under consideration and to have it placed in the records of Council with no additional action being taken (w)(aa) “Motion to Refer” means a motion to dispose of a question under consideration, with or without any proposed amendment, in order to seek consideration by, and, if deemed desirable, one or more reports from any designated committee, body or official (x)(bb) “Motion to Table” means a motion to postpone without setting a definite date as to when the matter will be considered again (y)(cc) “Pecuniary Interest” means a direct or indirect pecuniary interest of a Member of Council within the meaning of the Municipal Conflict of Interest Act, R.S.O. 1990, c.M.50, as amended (z)(dd) “Point of Order” means a question by a Member with a view to calling attention to any issue relating to the Procedure By-law or the conduct of Council’s business or in order to assist the Member in understanding Council’s procedures, making an appropriate motion, or understanding the effect of a motion (aa)(ee) “Point of Privilege” or “Personal Privilege” means a question by a Member who believes that another Member has spoken disrespectfully towards that Member or another Member or who considers that his integrity or that of a Member or County official has been impugned or questioned by the Member (bb)(ff) “Present” means physically in attendance at the meeting (cc)(gg) “Presentation” means an address to Council or Committee at the request of Council, a Committee or staff (dd)(hh) “Quorum” as it relates to Council and its Committees shall consist of more than 50% of the applicable membership a majority of the members (ee)(ii) “Recorded Vote” means a written record to be included in the minutes of the meeting of the name and vote of every Member voting on any matter or question (ff)(jj) “Resolution” means the decision of Council or its Committees on any motion (gg)(kk) “Two-thirds majority vote” means an affirmative vote of at least two-thirds of the Members present. The Mayor of South Frontenac would count as 2 votes., and (hh)(ll) “Warden” means the Head of Council of The Corporation

Comment [JA4]: Councillor Purdon felt this would add clarification.

Comment [JA5]: Councillor Purdon felt this would add clarification.

  1. Application By-law No. 2013-00xx –Schedule A - County of Frontenac Procedure By-law May 15, 2013

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2.1 General

2.2 Statutory Requirements Rules of Order not Covered

2.3

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

Comment [JA6]: This wording has been added to clarify the reason for suspending the by-law

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

3.1 3.2

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

Notice to Media, Constituent Municipalities and Public

3.5

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

Comment [KW7]: Added “to meet accessibility needs”

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

Appointment of Alternate Member

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

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

5.1 5.2 5.2 5.3 5.4 5.5

Nominators to Speak Candidates to Speak Secret Ballot

5.6 5.7 5.8

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

5.12 5.13

The term of office of the Warden and Deputy Warden shall be 14 years unless elected to remain in Office by Council. Only the Mayors of the Townships are eligible to hold the office of Warden and Deputy Warden. The election of the Warden shall be conducted by the Clerk. Nominations shall be received until Council by Motion closes the nominations. Once nominations have been closed, the Clerk shall determine the willingness of each candidate nominated to stand for election. Each mover and seconder of those candidates who stand for election shall be entitled to speak once in support of their candidate for a maximum of five minutes. Each candidate who stands for election may make a presentation to Council, not to exceed five minutes in duration. The election of the Warden shall be by secret ballot under the authority and the direction of the Clerk. Pursuant to Section 233 of the Municipal Act, 2001 and amendments thereto, for the purposes of election of Warden, each Member of County Council shall have one vote. If no candidate for Warden receives a majority of the votes cast, the candidate receiving the fewest votes shall be eliminated from the next secret ballot. In the case of a tie for the fewest votes, there will be a second vote of the candidates that tied to determine which candidate will be eliminated from the ballot. In the case of an equality of votes for Warden, the successful candidate shall be determined by the Clerk placing the names of the candidates on equal size pieces of paper in a receptacle and one name shall be drawn by a person named by the Clerk. The successful candidate shall be the one whose name was drawn. Where only one person is nominated for Warden and nominations have been closed by resolution, the Chair shall declare that person elected to the office in question, by acclamation. The same process shall be followed for the election of the Deputy Warden as for the Warden. All ballots shall be destroyed by shredding them following the election of Warden and Deputy Warden.

Comment [JA8]: This additional wording has been suggested by Councillor Doyle. Comment [JA9]: Councillor Purdon pointed out that the Procedural By-law presently is silent on who is eligible to hold the office of Warden and Deputy Warden.

  1. Meetings of Council 6.1 Protocols for Beginning Session

Clerk to be in Attendance at all Meetings of Council

6.2 6.3

Recording of Council Meetings 6.4 Committee of the Whole

At the hour appointed, when a Quorum is present, the Warden shall take the Chair and call Council to order. The Clerk shall record in the minutes attendance of Members of County Council, County Staff, Members of Township Councils, Township Staff and Media. If a Member of Council arrives late or leaves before final adjournment, the Clerk shall note the time or arrival or departure in the minutes. The Clerk shall be in attendance at all times for a Meeting of Council to be properly constituted. In addition, the Clerk shall be free of potential conflicts and independent of the proceedings. Members of the public, including accredited and other representatives of any news media, may use cameras, recording equipment, television cameras, and any other devices of a mechanical, electronic, or similar nature to transcribe or record Council Meetings. These devices may not be used in such a way as to obstruct the proceedings of the Meeting. Council may meet as Committee of the Whole to consider any matter it decides. Council may meet as Committee of the Whole during a regular Meeting of Council if included on the agenda. Council may meet as Committee of the Whole during a regular Meeting when it is not included on the agenda by way of motion and a 2/3 vote of the members who are

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6.5

Closed Meetings

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

Closed Meeting Documentation to Remain Confidential Closed Meeting Investigations

6.68 6.79

present and voting. Council may also hold a separate Meeting to meet as Committee of the Whole should the need arise. All regular and special Meetings of Council shall be open to the public, except that a Meeting or part of a Meeting may be closed to the public if the subject matter being considered relates to: a) The security of the property of the municipality or local board; b) Personal matters about an identifiable individual, including municipal or local board employees; c) A proposed or pending acquisition or disposition of land by the municipality or local board; d) Labour relations or employee negotiations; e) Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board; f) Advice that is subject to solicitor-client privilege, including communications necessary for that purpose; g) A matter in respect of which a council, board, committee or other body may hold a closed Meeting under another Act; h) The Meeting is held for the purposed of educating or training the members and at the Meeting, no member discusses or otherwise deals with any matter in a way that materially advances the business or decision-making of the council, local board or committee. A Meeting shall be closed to the public if the subject matter relates to the consideration of a request under the Municipal Freedom of Information and Protection of Privacy Act if the Council is the head of the institution for the purposes of the Act. A written resolution outlining the general nature of the subject matter is required before going into a closed Meeting and in the case of a closed Meeting held under 6.4(h), the resolution shall state the general nature of the subject matter to be discussed. If a member of Council wishes to introduce new business at a closed Meeting, it must be introduced in open session at the confirmation of the agenda. When the Council resolves into a closed session, the Council member advise on the nature of the new business and the County Council, by majority vote, will determining if the matter will be dealt with in the closed session. No debate on the issue will take place until the motion to deal with the new business has been decided in the majority. All information, documentation and/or deliberations received, reviewed or taken in a closed Meeting, including agendas and minutes shall, remain confidential and shall not be released to the public. Upon receipt of a request for a closed Meeting investigation, the Clerk shall refer the matter to the Closed Meeting Investigator.

Comment [JA10]: Councillor Doyle has suggested that this section include information from the Ombudsman’s Office; however staff feel that information from the Ombudsman’s Office is not relevant in this section as this wording is taken directly from the legislation.

  1. Special Meetings of Council Warden’s Request

7.1 7.2

Request by Members Responsibility for Notice Minimum Notice Items of Business

7.3 7.4 7.5 7.6

Validity of Meeting Notice to Media,

7.7

The Warden may, at any time summon a Special Meeting of Council. The Clerk shall, upon receipt of a written petition of the majority of the Members, call a Special Meeting for the purpose and time mentioned in the petition. The Clerk shall provide all Members with at least forty-eight (48) hours notice of a Special Meeting. Minimum Notice shall consist of a telephone message to all Members followed by an electronic Notice and Agenda. The only business to be dealt with at a Special Meeting is that which is identified in the Notice of the Meeting. The lack of receipt of a Notice or of an Agenda for a Special Meeting by any Member shall not affect the validity of the Meeting or any action taken thereat. Notice for Special Meetings of Council shall be posted as soon as

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Constituent Municipalities and Public 7.8 Joint Council Meetings

practical after being established on the County’s web site. Agendas and supporting documentation shall be posted as soon as practical prior to the Special Meeting and in the event an agenda is amended, it shall be re-posted as an amended agenda. County Council may host a joint Meeting of the constituent lower tier Municipal Councils and County Council for a topic(s) that is common to all municipalities within the County. These Meetings shall be considered Special Meetings of County Council and procedural rules as outlined in this by-law shall apply.

  1. Emergency Meetings of Council 8.1 Warden’s Authority

Items of Business

8.2 8.3

Validity of Meeting Notice to Media and Public

8.4

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

  1. Quorum for Council Quorum – Council

9.1 9.2

No Quorum at Beginning Loss of Quorum During Meeting

9.3 9.4

No Quorum Possible

Responsibility of Notice

9.5 9.6

Municipal Conflict of Interest Act

Quorum as it relates to Council shall consist of a majority of the members. (Quorum for Frontenac County Council is 5) If a quorum is not present at a scheduled Meeting thirty (30) minutes after the scheduled commencement time, the Meeting shall stand adjourned until the date of the next regular Meeting and the Clerk, shall record the names of the Members present. If a quorum is lost during a Meeting then the Meeting shall stand adjourned and all unfinished business shall be carried forward to the next Meeting. Should it become known in advance of a regularly scheduled or special Meeting of Council that a quorum of members will not be present, or due to inclement weather, the Warden shall cancel the Meeting and reschedule it for the earliest possible time. The Clerk shall provide all Members with at least forty-eight (48) hours notice of a rescheduled Meeting. Notwithstanding Section 9.3, where the number of Members, who by reason of the provisions of the Municipal Conflict of Interest Act, are prohibited from participating in a Meeting is such that, at that Meeting, the remaining Members are not of sufficient number to constitute a quorum, then the remaining number of Members shall be deemed to constitute a quorum.

Comment [JA11]: Councillor Purdon suggested that the number for Quorum be added to avoid confusion with over the SF Mayor being entitled to 2 votes.

  1. Agenda 10.1 General 10.2 Agenda Items due to Clerk

The Clerk, in consultation with the Warden, shall have prepared and delivered to the Members a minimum of five days prior to the Meeting of Council an electronic agenda, including staff reports, by-laws and background information, for their review and consideration in accordance with Section 3.3 of this By-Law. All items of business for the agenda of a regular Meeting of Council shall be received by the Clerk’s Department by 4:00 p.m. on the Friday of the week preceding the week prior to the week of the Meeting (either the 4th Friday of the preceding month or the 1st Friday of Council month).

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  1. Order of Business 11.1

Agenda Order

11.2 Unfinished Business 11.3 Briefings

The business of Council shall be taken in the order in which it stands upon the agenda as follows:

Comment [KES12]: moved to make it easier for Council to meet in a separate room Comment [KW13]: moved Comment [JA14]: This is a new section specifically for staff.

Formatted: Font: Bold, Font color: Red Comment [KW15]: Communication for Information and Communications for Action are combined

Comment [JA16]: These sections have been moved from “Other Business” as per the definition of “Other Business”

Comment [KW17]: This is added

  1. Council Minutes 12.1 Minutes Content 12.2 Adoption of Minutes

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

  1. Duties of the Warden 13.1

Responsibilities

In addition to the responsibilities of the head of council as set out in the Municipal Act, 2001 and any amendments thereto, it shall be the duty of the Warden: a) To preserve order and decorum and decide all questions of order, subject to an appeal to the Council b) To receive and submit, in the proper manner, all motions presented to the Members of the Council c) To put to vote all questions which are properly brought before

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13.2 Expulsion 13.3

Warden to Participate in Discussion

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

13.65

Council or necessarily arise in the course of proceedings, and announce the results d) To rule on all procedural matters, without debate or comment e) To decline to put to a vote motions which do not comply with the rules of procedure, or which are not within the jurisdiction of Council f) To restrain the Members, within the rules of order, when engaged in debate g) To call by name any Member persisting in breach of the rules of order of the Council and may order the Member to vacate the Council Chamber h) To adjourn or suspend the Meeting if the Warden considers it necessary because of grave disorder i) To authenticate, by signature, all by-laws, resolutions and minutes of the Council; j) To represent and support the Council, declaring its will and implicitly obeying its decisions in all things. The Warden may expel or exclude from any Meeting any person or Member whom the Warden feels has exhibited improper conduct during a Meeting of Council. When the Warden wishes to comment on any questions before the Council, he may call the Deputy Warden to the Chair and then present his views from the floor. The Warden shall refrain from taking part in any discussions while in the Chair. a) The Warden (or Chair) may ask or answer questions and comment in a general way without ceding the chair. b) If the Warden (or Chair) wishes to speak on a motion or take a definite position and try to persuade Council to support that position, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair of a Committee) to take over the chairing of the Meeting until the Warden has finished speaking. c) If the Warden (or Chair) wishes to make a motion, then the Warden (or Chair) must call on the Deputy Warden (or Vice-Chair) to chair the Meeting until the motion has been resolved. If the Warden does not attend a Meeting of Council within thirty (30) minutes after the time appointed, the Deputy Warden shall preside until the arrival of the Warden and the Deputy Warden shall have vested in him all the powers as given by this by-law to the Warden while presiding at the Meeting. In the absence of the Warden and the Deputy Warden, the Clerk shall convene the Meeting until a Chair, chosen by the Council shall preside during such absence and shall while in the Chair have vested in him all the powers as given by this By-Law to the Warden. The Warden may vote on any matter at his discretion with the exception of a recorded vote at which time voting is required.

Formatted: Font: 10 pt Formatted: Font: 10 pt Comment [JA18]: This new wording is more in line with Roberts Rules, as the Warden should only relinquish the Chair when trying to persuade Council. Formatted: Font: 10 pt Formatted: Font: 10 pt Comment [KW19]: Changed to 30 mins

  1. Duties of Members 14.1

Legislative Responsibilities

It is the role of Members of County Council: a) To represent the public and to consider the well-being and interests of the County; b) To develop and evaluate the policies and programs of the County; c) To determine, as applicable, which services the County provides; d) To ensure that administrative policies, practices and procedures and controllership policies, practices and procedures are in place to implement the decisions of Council;

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14.2

Prohibitions

Determination of Order of Speakers Address Warden When Speaking

14.3 14.4

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

  1. Disclosures of Pecuniary Interest 15.1

Method of Disclosure

15.2 Closed Meetings

Absence – Disclosure at Next Meeting

15.3

Where a Member, either on his own behalf or while acting for, by, with or through another, has any pecuniary interest, direct or indirect, in any matter and is present at a Meeting at which the matter is the subject of consideration, the Member shall, in accordance with the Municipal Conflict of Interest Act: a) Prior to any consideration of the matter at the Meeting, disclose the Member’s interest and the general nature thereof; and b) Not take part in the discussion of, or vote on any question in respect of the matter, and c) Not attempt in any way whether before, during or after the Meeting to influence the voting on the matter. Where a Meeting is not open to the public, in addition to complying with the requirements of the Municipal Conflict of Interest Act, the Member shall forthwith leave the Meeting or the part of the Meeting during which the matter is under consideration. Where the interest of a Member has not been disclosed by reason of the Member’s absence from a particular Meeting, the Member shall disclose the Member’s interest and otherwise comply at the first Meeting of the

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Comment [JA20]: Councillor Purdon suggested that these sections should be deleted as they refer to “Rules of Debate” and are covered in Sections 17.1 and 17.2 to which staff agreed.

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15.4 Record of Disclosure

Council or Committee, as the case may be, attended by the Member after the particular Meeting. The Clerk shall record in reasonable detail the particulars of any disclosure of pecuniary interest made by a Member, and this record shall appear in the Minutes of that Meeting.

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

Authority to Approve or Deny

16.3 16.4

New Information Only Exceptions to Ten Days’ Notice Requirement

16.5 16.6

Time Limits Number of Deputations Number of Speakers Addressing the Warden

16.7 16.8 16.9 16.10

Behaviour

16.11 Curtailment of Time 16.12 Conduct

Any person desiring to present information orally on matters of fact or to make a request of Council shall give notice and disclose the subject matter to the Clerk not less than ten days preceding the Council Meeting at which such person desires to be heard. In order to be scheduled as a deputation before Council, a person shall submit to the Clerk written and/or electronic documentation concerning the presentation not less than seven days preceding the Council Meeting. The Clerk, in consultation with the Warden, shall have the authority to deem a deputation inappropriate or outside the scope of Council authority and deny the item a place on the agenda. Except as required by law, any person appearing before Council or a Committee who has previously appeared before Council or the same Committee on the same subject matter shall be limited to providing only new information in their second and subsequent appearances. Under extenuating circumstances, exceptions to the ten days’ notice required in 16.1 may be approved by the Clerk.

Comment [KW21]: Language changed

Comment [KW22]: Language changed.

Comment [KW23]: Added “under extenuating circumstances”

Each deputation shall be limited to not more than a total of fifteen five minutes. Extensions to these limits will be at the discretion of the Warden. A maximum of three deputations may address Council per Meeting. The number of speakers for one deputation shall be limited to two, unless authorized by Council resolution. All deputants shall address the Warden, shall state their name and whom they represent. No deputant shall: a) Speak disrespectfully of any person; b) Use offensive language; c) Speak on any subject other than the subject for which he has received approval to address Council; d) Disobey the rules of procedure or a decision of the Warden or Council. The Warden may curtail any deputation, any questions of a deputant or debate during a deputation for disorder or any other breach of this bylaw, and, if the Warden rules that the deputation is concluded, the person or persons appearing shall withdraw. Members of the public who constitute the audience at a Meeting, shall not: a) Address Council or Committee without permission; b) Bring signage, placards or banners into such Meetings and refrain from any activity or behaviour that would affect the Council deliberations.

  1. Rules of Debate Recognition of Member Order of Speakers Interruptions

17.1 17.2 17.3

To address Council, a Member shall request to speak, be recognized by the Warden and direct all comments through the Warden. When two or more Members indicate their desire to speak at the same time, the Warden shall designate the order of speakers. When a Member is speaking, no other Member shall interrupt the

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17.4 Read Motion Five Minutes

17.5 17.6

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

17.9 17.10 17.11 17.12

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

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

Motions for which Notice has not been given

18.3 18.4

Withdrawal of Motions 18.5

Motions Introduced Orally

A motion or notice of motion in respect of a matter which is not within the jurisdiction of Council shall not be in order and shall not be considered by Council. a) Motions introducing new matters must be in the hands of the Clerk by Noon on the Friday prior to the regular County Council or Committee Meeting for inclusion on the agenda. b) Every motion must be in writing and have a mover and seconder before being submitted to the Clerk for inclusion on the agenda. c) All motions will be placed in the order in which they are received. Motions for which notice has not been previously given shall only be considered if agreed upon by a two-thirds majority vote of the Members present. After a motion has been proposed and seconded, and placed in the hands of the Warden, it shall be considered to be in the possession of Council but may be withdrawn with the consent of the mover and the support of a majority of Council. The following may be introduced orally without written notice and without leave of Council: a) A point of order, privilege or personal privilege b) Presentation of petitions c) A motion to waive or suspend the rules of procedure d) A motion to recess e) A motion to adjourn f) A motion to call the question g) A motion to separate the question h) A motion that Council resolve itself into a closed Meeting i) A motion to receive an item j) A motion to table an item k) A motion to lift from the table l) A motion to refer m) A motion to defer

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Motions to be in Writing Motions to be Seconded Motion to Refer Takes Precedence over Amendments Mover May Vote in Opposition

18.6 18.7 18.8 18.9

n) A motion to amend, and o) A motion to adopt a recommendation. Except as provided in Section 18.5, all motions and notices of motion shall be in writing. A motion shall be moved and seconded before being open for discussion and consideration. Motions under Sections 18.5 (a) and (b) do not require a seconder. A motion to refer, until it is decided, shall precede all amendments of the main question. A member may move a motion in order to initiate discussion and debate and that Member may vote in opposition to the motion. A seconder of a motion may also vote in opposition to the motion.

  1. Specific Motions 19.1 Recess 19.2

Adjourn

19.3 Call the Question 19.4

Motion to Table (postpone indefinitely)

19.5 Refer

19.6 Defer (postpone to a certain time) 19.7 Amendment

a) A motion to recess is debatable; however debate is restricted to the length of time of the recess only. b) A motion to recess is amendable; however any amendment shall refer to the length of time of the recess only.

  1. A motion to adjourn the Council Meeting is not debatable and shall always be in order except: a) when another Member is in possession of the floor; b) when a vote has been called; c) when the Members are voting, or d) when a Member has indicated to the Warden his desire to speak on the matter before Council.
  2. A motion to adjourn shall take precedence over any other motion. a) A motion to call the question is not debatable and shall be put immediately. b) A member who moved a motion to call the question shall not be allowed to speak to the question again if the motion is decided in the negative. A motion to table: a) is not amendable; b) shall apply to the motion and any amendments under debate when the motion to table is made; c) is debatable; however debate may go into only the reasons why the motion should or should not be dealt with at this time; d) if the motion to table carries, in the absence of any direction from Council, the matter may not be discussed until a Member through a Notice of Motion, brings it forward to a subsequent Meeting. A motion to refer: a) is amendable; b) is debatable; c) shall include the name of the Committee or official to whom the motion or amendment is to be referred; and d) shall include the terms upon which it is to be referred and time or period, if any, on or within which the matter is to be returned. A motion to defer: a) is debatable; b) is amendable; c) shall include the time to or period within which, consideration of the matter is to be deferred; and d) shall include an explanation to demonstrate the purpose of the motion to defer. A motion to amend: a) is debatable b) only one motion to amend a motion shall be on the floor at any

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one time shall receive disposition of Council before a previous amendment to the question d) shall not be amended more than once before voting e) shall be relevant to the question to be received f) shall not be received proposing a direct negative to the question g) may propose a separate and distinct disposition of a question h) shall be put in the reverse order to that in which it is moved. A motion to receive, moved after the main motion, is debatable and shall be treated as an amendment to the main motion. A motion to reconsider a matter within one year following the decision of the Council shall be in order to permit correction of hasty, ill-advised or erroneous action or to take into account added information or a changed situation that has developed since the taking of the vote. A motion to reconsider is not in order if the provisions of the original motion have been partly carried out or involve a contract were the party to the contract has been notified on the outcome. a) A motion to reconsider is debatable; b) No discussion of the main question shall be allowed until the motion for reconsideration is carried by a two-thirds majority vote of the members present; c) Once the question is reopened, it is reopened in its entirety unless the reopening motion specifies otherwise; d) If the question is reopened, all previous decisions of the Council remain in force unless the Council decides otherwise; e) No motion to reconsider may, itself, be the subject of a motion to reconsider. c)

Receive

19.8 19.9

Reconsideration

19.10

Reconsideration General

  1. Notices of Motion 20.1 Timing of Notice

Notice of Motion Disclosure of Subject Matter

20.2 20.3

Committees

A notice of motion shall be given in accordance with the Agenda of Council and shall be in writing and shall include the name of the mover and seconder. The Clerk will read any notices of motion at the designated point on the Agenda; however they will form part of the Agenda for the subsequent Meeting of Council. Any Member giving a Notice of Motion shall disclose the subject matter of the motion. Any notice of motion, the subject matter of which falls within the mandate of a Committee, shall be referred directly to that Committee by the Council unless the Council determines that it should not be first considered by the Committee, for reasons of emergency, health, safety or legal deadline.

  1. Voting 21.1

Order of Votes

Members Shall Vote

21.2

Motions relating to an item under consideration shall be voted on in the following order: a) A motion to waive or suspend the rules of procedure b) A motion to adjourn c) A motion to recess d) A motion to receive an item e) A motion to call the question f) A motion to defer g) A motion to refer h) A motion to amend, in reverse order of its being placed i) A motion to table an item j) The main motion. Every Member present at a Meeting of Council where a question is put shall vote on the question, unless prohibited by statute, in which case

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21.3 Number of Votes

Warden to State the Question Method of Voting

21.4 21.5 21.6

Actions During Vote

21.7 Split Votes 21.8 No Vote Deemed Negative Warden Majority Vote Equality of Votes

21.9 21.10 21.11 21.12

Two-Thirds

21.13 Recorded Vote

Clerk to Announce Results of Vote Request for Further Vote

21.14 21.15

the Clerk shall so record. Subject to the exception under Section 5,8 above, every Member present at a Meeting of Council where a question is put shall have 1 vote except for the Mayor of South Frontenac who shall have 2 votes. If the Mayor of South Frontenac is absent at a Meeting, the other Councillor representing South Frontenac shall only have 1 vote. Immediately preceding the taking of a vote, the Warden shall state, if requested, the question in the precise form in which it will be recorded in the minutes. A Member shall vote by raising a hand or otherwise indicating the Member’s vote, except where a recorded vote is requested. When the Warden calls for the vote on a question, a) Each Member shall occupy his seat and shall remain in place until the result of the vote has been declared by the Warden, and b) During this time no Member shall walk across the room or make any other motion or speak to the question or any other Member or make any noise or disturbance. Upon the request of any Member, and when the Warden is satisfied that a matter under consideration contains distinct proposals, the vote upon each proposal shall be taken separately. If any Member present does not vote at a Meeting of the Council where a question is put and a recorded vote taken, he shall be deemed to vote in the negative except where the Member is prohibited from voting by statute. The Warden may vote on any question and shall vote in the case of recorded votes. All decisions of Council shall require a majority vote except as otherwise set out in this By-Law. Any motion that receives a tie vote shall be deemed to have been decided in the negative. The following decisions of Council require a two-thirds majority vote: a) A motion to consider a report or by-law that does not relate to a matter listed on the Agenda; b) A motion to consider a matter previously postponed indefinitely or to a time or eventuality that has not been reached or occurred under Section 19.4 of this By-Law; c) A motion to reconsider a question decided within the previous year under Section 19.10 of this By-Law; d) A motion to suspend the provisions of the By-Law under Section 2.1 of this By-Law; e) A motion to call the question under Section 19.3 of this By-law. A request for a recorded vote by a Member present at the Meeting shall be made prior to the commencement of the vote being taken or immediately thereafter. When a recorded vote is requested by a Member, the Clerk shall record the name and vote of every Member on the question using alphabetical order by last name for order of voting with the Warden voting last. The Clerk shall announce the result of the vote.

Comment [JA24]: Councillor Purdon pointed out that the Procedural by-law is silent on the number of votes that the Mayor of South Frontenac is entitled to. Staff agree this should be added to the by-law.

If a Member doubts the results of a vote as announced by the Clerk, the Member may call for the vote to be taken again and the Warden shall request that the Members shall vote again.

  1. Public Question Period 22.1 Questions/Comments from the Public

Council will entertain questions and/or comments from the public at each Meeting at the designated point on the agenda as time permits. Questions and/or comments must pertain to an item on the agenda for that meeting unless Council directs otherwise by resolution.

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  1. Other Business 23.1

Items to be Considered for Other Business without Prior Notice

Statement by Members – When a Councillor(s) wishes to inform Council of a matter that does not require action or consideration by Council, such information may be announced under Other Business. Matters of Urgency – When a Councillor(s) wishes to inform Council of a matter that must be considered immediately, due to extreme time constraints, Council shall determine if the matter is admissible and requires immediate action by Council, by a two-thirds majority vote. Only matters of urgency, ruled admissible by Council, shall be considered by Council without prior notice.

  1. By-Laws Introduction Three Readings By-Laws Taken as Read Separate Vote Pass at One Meeting

24.1 24.2 24.3 24.4 24.5 24.6

Confirmatory By-law 24.7 Amendments 24.8 Authorization

All by-laws shall be introduced by motion specifying the title thereof. Every by-law shall have three readings prior to being passed. By-laws shall be taken as read for the first, second and third readings unless otherwise decided by a majority vote of Council. By request of any Member, any by-law(s) may be discussed or voted on individually. A by-law may be passed through all its stages and be finally passed at one Meeting. The proceedings of every Meeting of Council shall be confirmed by bylaw at each Meeting in order that every decision of Council in that year and every resolution thereof shall be of the same force and effect as if each and every one of them had been the subject matter of a separate by-law duly enacted. All amendments to any by-laws approved by Council shall be deemed to be incorporated into the by-law and if the by-law is enacted by Council, the amendments shall be recorded by the Clerk. Every by-law once passed shall be numbered with a progressive number in the following form: four digits for the year, dash, four digits for the by-law number, (e.g. By-law No. 2010-0001 shall be the first bylaw number in the year 2010), dated, duly signed by the Warden and Clerk and the Clerk shall affix the seal of the Corporation thereto.

  1. Committees Council’s Role

25.1 25.2

Advisory Committees of County Council – Schedule B

External Boards and Committees – Schedule C Appointment/Nominees to Other Boards

25.3

25.4 25.5

Eligible Appointees Election of Chairs and Vice-Chairs

25.6

Council shall determine the appropriate number of Committees, their membership, mandates and reporting practices. The composition and terms of reference for Advisory Committees are in accordance with Schedule B, attached hereto and forming a part of this By-Law as follows: Schedule B-1 Joint Frontenac Accessibility Advisory Committee Schedule B-2 Trails Advisory Committee Schedule B-3 Sustainability Advisory Committee Schedule B-4 150th Anniversary Planning Advisory Committee The Committees to which County Council makes appointments, but are not Committees of County Council, is included in Schedule C. These Committees are bound by the rules established by their governing body. Appointments and nominees to other boards, such as the KFL&A Public Health Board and the Kingston Frontenac Public Library Board, shall be appointed directly by Council. Every member of a Committee must be either a member of Council or a person eligible to be elected as a member of the Council, in accordance with the Municipal Elections Act, unless approved by a majority resolution of Council. Chair and Vice-Chair of each Committee shall be elected on an annual basis by the Committee from its Members:

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Comment [JA25]: Section 25.2 and 25.3 are a suggested change in order that all Committee information is located in one place. Currently each Committee has a separate by-law.

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Removal of Chair or Vice-Chair Warden’s Membership on Committees

25.7 25.8 25.9

Clerk shall be Secretary 25.10 Delegation of Clerk’s Duties 25.11 Committee Meeting Dates & Locations 25.12 Notice to Members 25.13 Notice to Media and Public 25.14

General Role of Committees

25.15 Responsibility to Act on Recommendations

a) Each candidate for Chair and Vice-Chair who stands for election may make a presentation to the Committee; b) The Committee shall elect a Vice-Chair to chair the proceeding in the absence of the Committee Chair; c) The Warden shall not be eligible to be the Chair or Vice-Chair of a standing committee; d) The Chair and Vice-Chair of committees may hold their respective positions for a maximum of four consecutive years; e) Each Chair and/or Vice-Chair shall preside at every Meeting of their Committee, may vote on every question submitted for consideration and may require that resolutions be in writing. The Chair or Vice-Chair can only be removed by a vote of the majority of Members of the Committee or by resolution of Council. The Warden shall be an Ex-officio Member of all Committees and Task Forces. The Clerk shall be the Secretary of all Committees of Council and shall be present at all Meetings. The Clerk shall record the proceedings of all Committees of Council in the form of minutes. All Committee minutes shall be directed to Council for adoption and shall be signed by the Chair and Secretary at the next Committee Meeting. Despite Section 25.7, the Clerk may delegate to any employee in the Administrative Services Department duties related to the preparation of the Agendas, giving of notice of the Meetings, recording of the minutes and general administrative support to the Committees. Committees shall establish regular Meetings dates, times and location at the beginning of each year. Meetings will be held in the County of Frontenac Administration Building. Alternative locations shall only be considered where staff capacity and resources are deemed sufficient. Notice of Meetings including agendas, minutes and supporting documentation to the Members shall be via electronic mail, regular mail, courier or facsimile. Notice may also be provided by telephone or personal contact in case of an emergency. Notice of Meetings shall be given by posting agendas and supporting documentation on the County’s website. Notice of Meetings shall be posted as soon as practical after being established by Committees. Agendas and supporting documentation shall be posted three days prior to the Meeting and in the event an agenda is amended it shall be reposted as an amended agenda. The role of Committees shall generally be to: a) make recommendations to Council on matters which are in their jurisdiction; b) guide and request staff to provide reports on the direction and nature of policy development, fact finding, analysis and generation of public policy matters; c) receive public deputations and establish mechanisms to receive further public input on vital public policy matters. No action shall be taken on Committee recommendations until approved by Council unless: a) the responsibility has been delegated to the Committee by Council; b) in the case of a time sensitive matter that the Committee has directed in its minutes that action be taken at the next Council Meeting prior to Council’s adoption of its minutes.

Comment [JA26]: This is redundant as the County does not use the Standing Committee system. Do we want to change this to an Advisory Committee Comment [JA27]: Do we want to change this so that election of officers is once a year (in keeping with the proposed change in term of appointment of Warden

Comment [KW28]: This comment is added to address staff’s concerns about changing locations.

Comment [KW29]: Reworked to add next council meeting Comment [JA30]: This whole section should come out. Committees do not have this authority to carry out any action without Council authorization regardless of whether the item is time sensitive.

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25.16

Committee Procedures

25.17 Members’ Rights 25.18

Absence of Chair and Vice Chair

Meeting Limitation Agendas

25.19 25.20 25.21

Additional Agenda Items 25.22

Deputations

Closed Meetings Declarations of Pecuniary Interest Quorum Right to Expel

25.23 25.24 25.25 25.26 25.27

Reconsideration

The rules governing the procedure of the Council and the conduct of Members at Council shall be observed as far as they are applicable, and, subject to the specific rules for Committees set out in this section including: a) the number of times of speaking on any question shall not be limited; b) a majority vote shall be required to decide any matter before the Committee; c) recorded votes shall not be weighted and members shall be called to vote by last name in alphabetic order; Members who are not Members of a specific Committee may attend Meetings of that Committee and may, with consent of the Chair of that Committee, take part in the discussion, but shall not be counted in the quorum or entitled to make motions or to vote at these Meetings. In the event of the Chair of a Committee not attending the Committee at which he is to preside within fifteen (15) minutes after the time appointed for the commencement of the Meeting, the Committee Vice Chair shall call the Meeting to order and preside until the arrival of the Committee Chair. Should the Committee Vice-Chair not be in attendance at the Meeting, then, those Members in attendance shall appoint one of the Members to act in place of the Committee Chair for that Meeting. Such Member shall then call the Members to order and shall preside until the arrival of the Committee Chair or the Committee Vice-Chair. No Committee Meeting shall be held while Council is in session. The Clerk shall prepare for distribution Committee agendas. Any matter, which is within the Committee’s mandate and which is not on the Committee agenda or does not relate to a matter on the agenda, may be considered by the Committee if it agrees to add the matter to the agenda through a majority vote. Any person desiring to present information to a Committee may do so subject to the following: a) The request shall be in writing and the information to be presented shall be on matters of fact or to make a request of the Committee; b) Requests shall be made not less than ten days preceding the Committee Meeting at which such person desires to be heard; c) Exceptions to the ten days’ notice requirement required in (b) above may be approved by the Committee Chair; d) Any person who is scheduled to appear as a deputation before a Committee is requested to submit written documentation for the Committee’s consideration to the Clerk’s Department not less than five (5) days preceding the Committee Meeting; e) The rules relating to time limits, behaviour, curtailment of time and conduct shall be as set out in Section 16. No Meeting of a Committee shall be held as a closed Meeting except in accordance with Sections 6.4, 6.5 and 6.6. Members of Committees shall adhere to Section 15 with respect to declarations of pecuniary interest in Committees. A quorum as it relates to Committees of Council shall consist of a majority of the members.. The Chair has the right to expel or exclude any person from any Meeting for improper conduct. No Committee shall reconsider any question decided by the Council within a year after the Council decision, nor consider any other matter which could involve a decision inconsistent with a Council decision.

Comment [KW31]: added Comment [SB32]: Mun. Conflict of Interest Act does not apply to committees so deleted this sentence.

  1. Amendment to the By-Law Majority Vote

26.1

This By-law shall not be amended or repealed except by a majority

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vote of Council.

  1. Conflict Conflict with Statute

27.1

If there is any conflict between this By-law or any portion thereof and any statute, the provisions of the statute shall prevail.

This is Schedule A to By-law No. 2013-00xx passed by the Council of the County of , 2013 Frontenac this day of

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

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SCHEDULE B-1 ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Joint Accessibility Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) That a Committee to be known as the County of Frontenac Joint Accessibility Advisory Committee be hereby established. (ii) That the Committee shall be comprised of not more than 7 members as follows: ƒ ƒ ƒ

2 Members of County Council 4 Members of the Community who are persons with disabilities (one representative from each Township) 1 Member from the Community at large

who shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council. (iii) That Committee shall adhere to the County’s Procedural By-law No. 2013-00XX and any amendments thereto, specifically Section 25 – Committees to govern all proceedings of the Accessibility Advisory Committee Meetings. (iv) The Committee shall hold a minimum of four (4) and a maximum of six (6) Meetings per year.

MANDATE OF THE COMMITTEE To assist the County and Township Councils in the County of Frontenac in enabling persons with disabilities to have equal access to all opportunities within the County.

DUTIES OF THE COMMITTEE The committee shall: (a) advise the councils about the legislative requirements and implementation of the accessibility standards and the preparation of accessibility reports and such other matters for which the council may seek its advice; (b) review in a timely manner the site plans and drawings described in section 41 of the Planning Act that the committee selects in terms of how they address the accessibility needs of persons with disabilities; (c) perform all other functions as specified by legislation. (d) in consultation with Council and Municipal Staff, review new and existing municipal by-laws and policies as applicable; (e) work with Council and the community at large to identify and address the needs of persons with disabilities within the community; (e) provide recommendations to Councils on the promotion of public awareness and understanding of the needs of persons with disabilities. By-law No. 2013-00xx –Schedule B - County of Frontenac Procedure By-law May 15, 2013

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SCHEDULE B-1 ADVISORY COMMITTEES continued COMMITTEE NAME: Joint Accessibility Advisory Committee RESPONSIBILITIES OF COUNCIL Council shall: (a) establish the Accessibility Advisory Committee and appoint its members; (b) seek advice from the Committee regarding accessibility plans and reports required to be submitted to the province; (c) seek advice from the Committee on the accessibility for persons with disabilities to a building, structure or premises, or part of a building, structure or premises, (i) that the council purchases, constructs or significantly renovates; (ii) for which the council enters into a new lease; or (iii) that a person provides as municipal capital facilities under an agreement entered into with the council in accordance with the Municipal Act, 2001; and (d) when the committee selects site plans and drawings described in section 41 of the Planning Act to review, supply them to the Committee in a timely manner for the purpose of the review; and (e) have regard to the accessibility for persons with disabilities in deciding to purchase goods and services through the procurement process for the use of it by itself, by the Townships, its’ employees or the public.

GENERAL (a) That Administrative Support shall be provided by the Deputy Clerk or Designate. (b) That the records of the Accessibility Advisory Committee shall be retained and preserved in accordance with the provisions of the County Records Retention by-law.

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Joint Accessibility Advisory Committee: Two (2) Members of County Council: ƒ ƒ

John McDougall Gary Davison

Four (4) Representatives from the Community who are Persons with Disabilities - One (1) from each of the Four (4) Townships: ƒ ƒ ƒ ƒ

Township of North Frontenac – vacant Township of Central Frontenac – Danka Brewer Township of South Frontenac – Neil Allen Township of Frontenac Islands - vacant

One (1) Representative from Community at Large: ƒ

Francine Arsenault

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SCHEDULE B-2 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Trails Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac TAC shall be comprised of seven (7) members appointed by County Council as follows: ƒ Three (3) members of County Council; ƒ Two (2) Adjacent Landowners; ƒ Two (2) Representatives from Major User Groups; and ƒ One (1) CRCA Representative. (ii) The members of the County of Frontenac TAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council. (iii) That the Committee shall hold bi-monthly Meetings or less frequently if Meetings are not required to fulfill the mandate of the TAC. (iv) The County of Frontenac TAC shall adhere to the County’s Procedural By-law No. 20100028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within this context, the Vision shared in the Frontenac Trails Master Plan can be read: Trails in the County of Frontenac promote sustainable and healthy communities by encouraging residents and visitors to get active while appreciating the natural beauty and rich heritage of Frontenac County. (ii) Mandate • • •

To provide input and suggestions regarding the execution of Implementation Plan for the Frontenac K&P Trail, To provide input and suggestions regarding other trails initiatives throughout the County including the Townships of North, Central, South Frontenac and Frontenac Islands, and To report periodically to County Council on progress on the committee’s work.

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Trails Advisory Committee: Three (3) Members of County Council: ƒ ƒ ƒ

John Inglis Denis Doyle Gary Davison

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SCHEDULE B-2 ADVISORY COMMITTEES continued COMMITTEE NAME: Trails Advisory Committee Two (2) Adjacent Landowners: ƒ ƒ

Marc Moyes, South Frontenac Resident Joan Hollywood, Central Frontenac Resident

Two (2) Representatives from Major User Groups: ƒ ƒ

Dieter Eberhardt, President, L & A Ridge Runners Snowmobile Club Derrick Spafford, Spafford Health & Adventure and Director of the Sydenham Fall Trail Run

1 CRCA Representative: ƒ

Allan McPhail

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SCHEDULE B-3 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: Sustainability Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac SAC shall be comprised of up to five (5) members appointed by County Council as follows: ƒ two (2) members of County Council; and ƒ four (4) community representatives. (ii) The members of the County of Frontenac SAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council and who shall be named in Schedule “A” to this By-law; (iii) That the Committee shall hold one meeting each year of their term in order to establish an annual work plan and thereafter hold e-Meetings as required. (iv) The County of Frontenac SAC shall adhere to the County’s Procedural By-law No. 20100028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within the context of the Values and Principles detailed, SAC will endeavour to assist the Frontenacs reach sustainability overall and ensure strong community engagement. (ii) Mandate • •

To provide input and suggestions regarding the implementation of Directions for Our Future, in particular to help meet the “Commitment Towards a Sustainable Future” and the “Community Input” elements. To report periodically to County Council and to produce an annual work plan for adoption by Council.

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac Sustainability Advisory Committee: Two (2) Members of County Council: ƒ John McDougall] ƒ Denis Doyle Four (4) Community Representatives: ƒ Geoff Sandiford ƒ Ron Hipfner ƒ Don Ross ƒ Vacant By-law No. 2013-00xx –Schedule B - County of Frontenac Procedure By-law May 15, 2013

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SCHEDULE B-4 - ADVISORY COMMITTEE TO COUNTY COUNCIL COMMITTEE NAME: 150th Anniversary Planning Advisory Committee ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac 150th Anniversary PAC shall be comprised of up to five (5) members appointed by County Council as follows: ƒ two (2) members of County Council; and ƒ three (3) community representatives. (ii) The members of the County of Frontenac 150th Anniversary PAC shall hold office from the date of their appointment, at the pleasure of Council, up to the end of the term of Council and who shall be named in Schedule “A” to this By-law; (iii) That the Committee shall hold 2 Meetings each year of their term in order to establish an annual work plan and confirm activities and thereafter hold e-Meetings as required. (iv) The County of Frontenac 150th Anniversary PAC shall adhere to the County’s Procedural By-law No. 2010-0028 and any amendments thereto, specifically Section 25 – Committees for the conduct of all Meetings. TERMS OF REFERENCE (i) Goal/Vision The vision of the County of Frontenac stated in Directions for Our Future is Fresh with Opportunity Growing Vibrant, Innovative, Natural, Sustainable Places. Within the context of the Values and Principles detailed, the 150th Anniversary PAC will be guided by the Culture and Heritage Vision Statement: The County celebrates the arts and local history, and demonstrates the value it places on its artifacts and built heritage. Residents are part of a vibrant community that enjoys a wide range of formal and informal festivals, programs, and opportunities to create and enjoy the arts. It fosters opportunities to showcase local cultures and the values of sustainability (reflecting an integration of social, cultural, economic and environmental values) throughout the Frontenacs. (ii) Mandate • To assist County Council with the provision of suitable community-wide celebrations of the County’s 150th Anniversary. • To report periodically to County Council and to produce an annual work plan for adoption by Council.

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SCHEDULE B-4 ADVISORY COMMITTEES continued COMMITTEE NAME: 150th Anniversary Planning Advisory Committee

COMPOSITION OF THE COMMITTEE The Council of the County of Frontenac hereby appoints the following individuals to the County of Frontenac 150th Anniversary Planning Advisory Committee: Two (2) Member of County Council: ƒ Gary Davison ƒ vacant Three (5) Community Representatives: ƒ ƒ ƒ ƒ

Philip Leonard Marcel Gerieux Jim VandenHoek Barbara Sproule

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SCHEDULE C - EXTERNAL BOARDS AND COMMITTEES WITH COUNTY COUNCIL APPOINTEES

  1. The Kingston Frontenac Public Library Board - one member of Council and twp members of the community, appointed for the term of County Council. Provides for the information, education and leisure needs of the citizens of the City of Kingston and the Townships of Frontenac through its 5 urban and 12 rural branches; establishes policies and appoints the Chief Librarian/CEO, who administers the library under the guidance of established board policies.

  2. The Kingston, Frontenac, Lennox & Addington Public Health, Board of Health one member of County Council, appointed for the term of County Council. This body provides advice and makes recommendations to KFLA Public Health on the programs and services to be offered, sets the annual budget and oversees expenditures.

  3. The Rural/Urban Liaison Advisory Committee (RULAC) – The Warden and two members of County Council appointed for the term of Council, three members of Kingston City Council, the Mayor and two members of Council. The Rural/Urban Liaison Advisory Committee was established by the order of the Minister of Municipal Affairs under Section 25.2(4) of the Municipal Act. The Committee shall meet at least quarterly with the Chief Administrative Officer of the City and the Frontenac Management Board for the purposes of discussing issues arising from joint agreements and recommending solutions to matters of common concern.

  4. The Algonquin Land Claim Municipal Advisory Committee - one members of County Council, appointed for the term of Council. This Committee represents local, County and district governments across and adjacent to the land claim area. The Committee consists of heads of Council, or their designates, for each of the member municipalities. It provides advice to the Ontario negotiation team regarding the municipal implications of the potential transfer of crown lands to Algonquin ownership and the nature of future relationships facing the Algonquins and local municipal governments.

  5. The Frontenac County Youth Justice Advisory Committee - one member of County Council appointed for the term of Council. Information on this committee will be forthcoming.

  6. The Rideau Corridor Landscape Strategy Steering Committee - one member of County Council appointed for the term of Council. This Committee works to identify key features and values of the Rideau Corridor in order to support more effective planning and management of the Rideau Corridor’s landscape into the future.

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SCHEDULE C EXTERNAL BOARDS AND COMMITTEES continued

  1. The Housing and Homelessness Advisory Committee (formerly the Affordable Housing Development Committee) - one member of County Council, appointed for the term of Council. This is an Advisory Committee of the City of Kingston who acts as the Local Service Realignment body for the County of Frontenac. This Committee works to ensure that there is a comprehensive understanding of housing, affordable housing and homelessness issues, initiatives and developments, with a mandate to provide advice to Kingston City Council Council on housing, publicly assisted affordable housing and homelessness policies, provide advice regarding the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives, provide information and input on housing matters as related to poverty reduction through the appointment of one member of the Housing and Homelessness Advisory Committee to the Poverty Reduction Group, for a term of two years and two members of Housing and Homelessness Advisory Committee to the Poverty Reduction Housing Sub Working Group for a term of two years and to maintain close linkages with other City of Kingston Committees and working groups to ensure co-ordination of housing, affordable housing and homelessness initiatives.

That Council make the following appointments to external boards and committees for the term of Council: BOARD/COMMITTEE

Kingston Frontenac Public Library Board KFL&A Public Health Board RULAC (Rural Urban Liaison Advisory Committee) with City of Kingston Algonquin Land Claim Municipal Advisory Committee Frontenac County Youth Justice Advisory Committee Affordable Housing Development Committee Rideau Corridor Landscape Strategy Steering Committee

NUMBER OF APPOINTEES 1 Member of County Council: ƒ John Purdon 2 Members from the Community: ƒ Wilma Kenny and Paige Cousineau 1 Member from County Council: ƒ Bud Clayton 3 Members from County Council: ƒ Gary Davison ƒ Janet Gutowski ƒ Denis Doyle 1 Member from County Council: ƒ John Inglis 1 Member from County Council: ƒ Gary Davison 1 Member from County Council: ƒ John McDougall 1 Member from County Council: ƒ David Jones

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Report 2013-072 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Jannette Amini Deputy Clerk

Date Prepared:

April 3, 2013

Date of Meeting:

April 17, 2012

Re:

Administrative Services – AMCTO and MISA Annual Conferences

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

Background AMCTO: The Deputy Clerk is a member of the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) as well as sits on the Executive of the AMCTO Zone 6 Board as a Director at Large. The AMCTO is an association representing Ontario municipalities that offer leadership, direction and service to the municipal sector in Ontario by offering education, member services and advocacy. It is the “go to” organization in fostering and sustaining excellence in municipal management and administration. Each year, AMCTO hosts a three-day annual conference which rotates within municipalities in Ontario. This year the conference is being held at the Blue Mountain Resort starting the evening of June 9th and wrapping up during the afternoon of June 12th. MISA: The County has a membership with the Municipal Information Services Association. The MISA is an association composed of municipal government representatives engaged in and the development and operation of municipal information systems. Administrative Report Administrative Services – AMCTO and MISA Annual Conferences April 17, 2013

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Each year, MISA holds an annual MISA Ontario conference which rotates within municipalities in Ontario. This year the conference is being held at the RIM Park beginning on Sunday afternoon, June 2nd and wrapping up on June 5th.

Comment The Annual AMCTO Conference offers 24 different concurrent educational sessions, many related to finance and the new accessibility standards, keynote sessions, the annual general meeting and a members’ issues forum. This year’s guest speakers are Stuart Ellis-Myers, a professional speaker living with Tourettes Syndrome who speaks on improving lives through personal experience, and, David Usher who apart from being a member of the rock band and a solo artist, speaks on the use of technology to build new and interesting businesses, including real-time social media aggregation software and reveals the essential elements for developing a more dynamic and open creative process for today’s rapidly changing business landscape. The MISA conference offers two full days of value-packed information sessions on various IT systems and tools. This year its theme is collaboration. In addition, the program includes key notes by Mike Lipkin, a internationally acknowledged motivator and communicator, and Linda Edgecombe, an expert recognized by the Wall Street Journal for her expertise in helping people shift their perspectives. It also offers three educational streams. Staff relies heavily on this conference to learn about new tools and evolving trends. The final day is reserved for open discussions with fellow IT professionals. For the past several years, the Deputy Clerk has attended the AMCTO Annual Conference and the Manager of Information Systems or one of the technicians has attended the MISA Annual Conference. This year, the Manager of IS is not able to attend and a technician is being asked to represent the County. With Council’s direction at its January 16th meeting, only Managers are now able to attend a conference, and special permission is required from Council for the Deputy Clerk and one of the technicians to attend these conferences this year.

Sustainability Implications It is important that staff at the County keep abreast and up to date of issues and emerging trends related to municipal government.

Financial Implications Costs for these conferences are included in the 2013 Corporate Training, Travel and Conference Fees budget. The AMCTO conference costs for the full registration, which includes all conference materials and access to all plenary and workshop sessions, breakfast and lunch is $706 per person, with hotel accommodations being approximately an additional $550. Transportation would be shared travel with another municipality. The MISA conference costs for the full registration, which includes all conference materials, access to all plenary and workshop sessions, and meals is $550 per person, with hotel accommodations being approximately $450 plus transportation costs.

Organizations, Departments and Individuals Consulted and/or Affected Marian VanBruinessen, Treasurer Administrative Report Administrative Services – AMCTO and MISA Annual Conferences April 17, 2013

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Report 2013-080

COUNCIL REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Alison Vandervelde Communications Officer

Date prepared:

April 8, 2013

Date of meeting:

April 17, 2013

Re:

Administrative Services – Monthly E-Newsletters: Frontenac County Bytes

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

Background In an effort to support Council’s strategic direction to implement an active program of communications with taxpayers, stakeholders, townships and other partners, the first issue of the monthly electronic newsletter, Frontenac County Bytes, was distributed on December 20, 2011 to 90 recipients. To date, 16 issues of Frontenac County Bytes have been sent – the most recent of which was sent on March 28, 2013 to 624 recipients. The recipient list consists of County and Township Councillors and staff, Advisory Committee members, local media, staff of other government and non-government agencies and community members. The list continues to grow organically as recipients forward monthly issues to their contacts and as issues are posted to social media. It is expected the distribution list will grow steadily as more people become aware of and interested in the newsletter. In addition to the 16 monthly issues of Frontenac County Bytes that have been sent, the enewsletter service program, Constant Contact, has been used to distribute 15 topic-specific newsletters. These additional newsletters delivered information on various ICSP events, the Seniors Community Housing Pilot Project, and took the place of hardcopy holiday greetings. Administrative Report Administrative Services – Monthly E-newsletters: Frontenac County Bytes April 17, 2013

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The Communications Officer drafts the monthly e-newsletters, with input from other staff members and final approval by the CAO. Generally covering County programs and activities, it focuses on information dealing with recent and upcoming staff-lead projects (Official Plan, CIPs, Community Paramedicine, Fairmount Auditorium Fundraising Campaign, K&P Trail Development, etc). The newsletter has also become a vehicle to promote the work of many local agencies and organizations, including: • • • • • • •

KFL&A Public Health Kingston Frontenac Public Library Sharbot Lake Farmers Market Verona Community Association Wolfe Island Business and Tourism Association City of Kingston Parham Agricultural Society

• • • • • •

KFL&A Food Charter Ontario Ministry of Aboriginal Affairs Snow Road Snowmobile Club Central Frontenac Heritage Festival South Frontenac Recreation Committee Ompah Volunteer Firefighter Association

The newsletter is billed as, “a monthly newsletter from Frontenac County providing information and stimulating conversation on actions and activities in and around the County.” The newsletter focuses on “good news” to better communicate the County as an identifiable entity with clear roles and responsibilities and it shares the benefits associated with County programs. The newsletter omits political content for a few reasons: (1) municipal staff remain neutral on local political issues, making it impossible for staff to draft such content; (2) the basis for and approval of politically slanted content would have to be given by County Council at its regular meetings, which would cause delays in releasing information; and (3) local journalists regularly cover County Council proceedings, providing highlights of political issues for citizens in accessible media. From a more historic perspective, at one time County staff prepared and distributed a media release that highlighted decisions following each meeting of Council. However, as media representatives have consistently attended Council meetings for a number of years, the media releases were discontinued.

Comment The County of Frontenac is not the only municipality in Ontario that distributes a regular electronic newsletter. The following is just a sampling of the electronic newsletters issued by other municipalities in this region: • •

• • •

Lennox & Addington County o “This Weekend in L&A” is aimed at tourists, focusing on upcoming events City of Kingston o “City News” provides information that impacts the daily lives of residents, distills recent Council decisions and promotes upcoming public meetings County of Haliburton o No County e-newsletter, but a weekly tourism-focused newsletter is distributed Lanark County o Media Releases following County Council Meetings focus on meeting highlights The County of Renfrew o “County Council Review” focuses on meetings highlights and Council initiatives

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Sustainability Implications As stated in Directions for Our Future, “ongoing engagement and communication with seasonal and year-round stakeholders across the Frontenacs is critical to sustainable and long-term planning. Therefore, a commitment to continuously facilitating open paths of communication in order to ensure the long-term success, community support and excitement for the plan is an important part of the program.”

Financial Implications Approximately $360 USD per year, which allows for up to 2,500 contacts on the distribution list. With 675 active contacts currently on the distribution list, the cost is expected to remain at this level for at least the next year. Once the distribution list reaches 2,501 contacts the price would increase to approximately $600 USD per year.

Organizations, Departments and Individuals Consulted and/or Affected None.

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Report 2013-081 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Jannette Amini Deputy Clerk

Date Prepared:

April 12, 2013

Date of Meeting:

April 17, 2012

Re:

Administrative Services – Draft RFP for a Services Review and Organizational Study

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive this Administrative Services – Draft RFP for a Services Review and Organizational Study report; AND FURTHER THAT the Council of the County of Frontenac authorize the CAO/Clerk to issue a Request for Proposal (RFP) for a Service Review and Organization Study, the terms of which have been authorized by Council. Background At the December 19, 2012 County Council meeting, staff brought forward a report for Council’s consideration to engage the services of a consultant to complete an appropriate Organizational Study for the County of Frontenac. County Council, at that same meeting referred the report to the Finance Advisory Committee for review. At its January 7, 2013 meeting, the Finance Advisory Committee directed the CAO to bring back a Terms of Reference for the services of a consultant to complete an appropriate Organizational Study and to include members of Council when developing an RFP for the Terms of Reference. Comment At the January 16, 2013 meeting, Council passed the following resolution: Motion #: 38-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

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RESOLVED THAT the CAO be directed to bring to the March 11, 2013 Finance Advisory Committee a Terms of Reference for the services of a consultant to complete an appropriate Organizational Study. Although the resolution speaks to the completion of an organizational study, the Finance Advisory Committee at its meeting held on March 11, 2013 felt that it was the expectation that the RFP was for a comprehensive services review in addition to the organizational study. As such, staff took it as direction to expand the RFP and Section 3 of the draft RFP details the work to be done for this larger project. It is this section that can be considered the terms of reference. A copy of the draft RFP for a Services Review and Organizational Study prepared by staff is attached as Appendix A. The revised document reflecting the input of Councillors Doyle and Davison and Deputy Warden Clayton is attached as Appendix B. A document showing the changes made to the original through the use of “tracked changes” is attached as Appendix C.

Sustainability Implications As noted in Directions for our Future, government decision making processes need to be clear, transparent, forward thinking and focused on the longer term, all of which depend on a strong organizational structure. There is a clear direction for land use planning, economic development, physical, social and cultural infrastructure and investment in community capacity. A service and organizational review will ensure the successful delivery of these functions. Financial Implications $125,000 has been allocated to the 2013 draft budget for the provisions of an Administrative Organization Review.

Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac staff Councillor Denis Doyle Councillor Gary Davison Deputy Warden Bud Clayton

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2069 Battersea Road Glenburnie, ON K0H 1S0 Tel. 613-548-9400 Fax 613-548-8460

REQUEST FOR PROPOSALS SERVICES REVIEW AND ORGANIZATIONAL STUDY 1

Scope of Request for Proposals (RFP)

The County of Frontenac (hereinafter the “County”) requires the services of a consultant to undertake a comprehensive study of its services and organization (hereinafter the “Project”). The Project involves a number of key elements detailed in this RFP. The draft final Consolidated Report is expected to be presented to County Council in November and the Project completed by the end of December 2013. 2

Background Information

The County is a rural upper tier municipality located in Eastern Ontario extending from the islands south of the City of Kingston to north of Highway 7. The total population of the County is approximately 26,655 with an area of 3,200 square kilometres, including the Townships of North Frontenac, Central Frontenac, South Frontenac, and Frontenac Islands. The population density ranges from 19 residents per square kilometre along the urban fringe of the City of Kingston to 1.7 residents per square kilometre in North Frontenac, which is more than 160 km north of the City. The northern part of the County is accessible via Highway 38 from Kingston or via Highway 7 from Ottawa or Peterborough. The southern part of the County has easy access to the 401 and is approximately 250 km from the City of Toronto. The County is also accessible via Highway 41 from the Trans-Canada Highway at Pembroke. The County manages the operations of Fairmount Home, Frontenac Paramedic Services and the Frontenac-Howe Islander Ferry. Others services it provides include land use planning, economic development, trail development, public health, libraries, etc. The latter two activities are delivered through KFL&A Public Health and the Kingston Frontenac Public Library respectively. The County employs approximately 400 people under three different union contracts. Social Services and Social Housing needs of County residents are addressed through ongoing liaison with the City of Kingston, which acts as the County’s Consolidated Municipal Service Manager (CMSM) for these services. The County is governed by an 8-member Council with the Warden being the head of Council. Two representatives from each constituent Township sit on Council including its mayor and one other member which is currently selected by the local council members. Before 2011, County Council was comprised of only four members being the mayors of each Township. Council has undertaken several strategic planning exercises since its restructuring in 1998. The first document Strategic Directions to 2003 dates back to October 2000. A second exercise was undertaken through 2005 which included a gathering of all of the municipal councillors from within the County and their senior staff along with County staff over two days to consider how best to position themselves for the future. The resulting reports: Frontenac County Strategic Planning 2005 followed by Frontenac County Municipalities Strategic Positioning 2005 Summary Report and Frontenac County Municipalities Opportunities for Co-operation and Collaboration were produced with a 5-year timeframe. Staff picked up the challenge, and the County and Townships’ senior staff met in February 2006 resulting in A Framework for Frontenac Development. At the same time, Strategic Plan 2006-2008 for the County of Frontenac Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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Corporate Offices was completed in February 2006. All internal parts of the organization have undertaken strategic planning activities also. County Council established Priorities in February 2011, immediately following the 2010 municipal election. Most recently, Council undertook a strategic planning exercise that resulted in the adoption of a Mission and Vision Statement in January 2013. Other significant planning activities have taken place and continue in Frontenac. Beginning in 2005, the County began its Integrated Community Sustainability Planning process culminating with the approval of a community plan in 2009, Directions for Our Future, which engaged community members extensively. Its companion document, Sustainable Actions, in its fourth iteration, is an annually produced report detailing the community’s sustainability priorities. The County is also developing a County Official Plan which is anticipated to be before Council in 2013 for consideration. Other planning studies include (but are not limited to): an initial Homelessness Study; a Housing Strategy completed in 2011 with the City of Kingston; a Seniors Housing Study completed in 2012; and a further homelessness project is nearing completion with the City. Another important report entitled Population, Housing and Employment Projections for the Frontenacs was produced in 2011. A Trails Master Plan and Trails Implementation Plan were completed in September 2009. Further documents of interest are referenced later in this RFP. Finally, the County has been an active member of the Eastern Ontario Wardens Caucus since its inception. A number of reports have been published over the years, the most recent of which is Facing Our Fiscal Challenges – A Report on the Financial Sustainability of Local Government in Eastern Ontario. 3

Intent of the Proposal

The County is seeking a Consultant or team of Consultants that will deliver a comprehensive series of reports that review and comprehensively assess its services and administration to provide the following: 3.1

Deliverables

Based on the work detailed in this document, the Consultant will produce the following draft reports as the work is completed: • • • • •

Current-State Assessment Report Comparisons and Opportunities Report Work Flow Review Report Service Delivery Options, Organizational Options and Recommendations Report Consolidated Report including an Executive Summary

A. Current-State Assessment Report

  1. The Consultant will gain an understanding of and comment on all aspects of the operations of the County. This will be accomplished through: • Gaining an understanding of the Council’s Mission and Vision Statements and Priorities • Reviewing decision-making processes from Council through to the staff level • Documenting all both obligatory and discretionary activities undertaken by the County • Reviewing council-staff relations and communications Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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  1. The Consultant will gain an understanding of the current operations including the administrative organization that supports the operations of the County. This will be accomplished through: • Reviewing the County’s current organization chart • Developing an understanding of the operations of Fairmount Home, Emergency and Transportation Services, and Corporate departments by reviewing the Policies and Procedures and selected interviews with identified staff in each work unit • Developing an understanding of the current administration through a review of all administrative staff job descriptions:
  1. The Consultant will review the municipal services and service levels for all activities under Corporate, Fairmount Home and Emergency and Transportation Services. Council members and County staff will be interviewed. In addition, key stakeholders to be interviewed along with key documents available for review include (but not limited to): • Stakeholders:

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• Documents:

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B. Comparisons and Opportunities Report

  1. The Consultant will select a small group of Counties (3-4 upper tier municipalities) with which to establish a comparator set. Comparison details will be collected through interviews and from available documents. Service offerings, service levels and decision/delivery models will be considered as part of the exercise of comparing the County with the set. Taxation levels and user fees will be analyzed to determine affordability for the County in comparison with its comparators.
  2. The Consultant will identify potential opportunities for cost savings balanced against community benefit and any other opportunities to improve service delivery. The Consultant will also identify opportunities to achieve economies of scale in partnership with member Townships. C. Work Flow Review Report
  3. The Consultant will undertake a work flow review to ensure that the resulting hours of work and work flow routines lead to optimal human resource allocation across the departments and the various administrative offices of the County. Any tools to be used (for example a LEAN approach) should be identified and the expected outcomes explained. This report must, as a minimum: • Using a process mapping or similar approach, complete an objective analysis of (a) the hours of work across the organization including the administrative staff, and (b) the workflow routines of these functional areas recognizing the need to coordinate with those of other areas/departments • Identify factors impacting on the hours of work and workflow routines • Make recommendations for the revision of the workflow routines • Develop a plan for the implementation of the new/recommended workflow routines
  4. An interim report must be submitted mid-point of this stage. D. Service Delivery Options, Organizational Options and Recommendations Report
  5. The Consultant will offer service delivery options, organizational options and provide recommendations. This will include: • Revised Organization Chart • Job Descriptions for all positions identified on the Chart
  6. The Consultant will also include a salary schedule for Non-Union administrative positions taking into account: • Pay Equity considerations • Market influences
  7. A confidential assessment of unionized staff compensation is also anticipated. E. Executive Summary At the completion of the above-described reports, the Consultant will prepare an executive summary and tie all of the above reports into a single document. Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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4

Proposal Structure and Content Requirements

4.1

Proposal Submission Structure The proposal document should be structured in sections that refer to the headings in 4.2, Proposal Content Requirements below, with corresponding numbers and tabbing.

4.2

Proposal Content Requirements 4.2.1

Applicable Expertise and Resources

4.2.1.1 Describe the expertise you will bring to the project by outlining both formal and informal training that can be used to implement this project with specific reference to: • • • • • • • •

Demonstrated project management skills and results orientation Demonstrated understanding of statutory and discretionary municipal services Demonstrated familiarity with the legislation, regulations and policy affecting municipal operations including expertise with the Long Term Care and the Land Ambulance services Experience in conducting municipal service reviews and organizational studies Experience dealing with sensitive compensation reviews and pay equity requirements Demonstrated process review and mapping skills Experience in developing job descriptions Analysis and problem solving skills and techniques

4.2.1.2 Identify any actual or potential conflict of interest of which the Consultant is aware, conflict of interest being defined as a situation or circumstance that could give the Consultant or any of its Sub-Contractors an unfair advantage during the selection process or compromise the ability of the service provider to perform its contractual obligations. The County reserves the right to solely determine whether any situation or circumstance constitutes a conflict of interest. 4.2.1.3 Organizational chart showing the roles of all Consultant and Sub-Contractors’ team members and detailing why the team members are appropriate for the roles proposed. CVs for all team members will be included. 4.2.2

Project Experience Provide examples of recent municipal projects, which are similar in nature and size.

4.2.3

Project References Provide a list of references, whom the committee may contact, complete with telephone numbers.

4.2.4

Key Issues The Consultant will provide a discussion of key issues related to the Project.

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4.2.5

Work Plan The Consultant will provide a Work Plan with details on individual steps required to prepare the reports, identified under Section 3 above, including the following: • • • •

Objectives of the individual steps Deliverables, if applicable, from the individual steps Team members who will take part in individual steps Scheduling of individual steps

4.2.6

Budget A budget summary by major task outlined under Section 3, Intent of the Proposal, is required, including anticipated hours. Also required are all costs associated with the project including an estimate of expenses and the hourly rates for each team member. The budget shall include a Maximum Upset Limit that cannot be exceeded. The successful candidate will be requested to sign a Maximum Upset Limit type contract and will report monthly on expenditures to date.

4.2.7

Other Considerations Please include any other items, not covered in the previous sections, which will identify why your firm should be selected by the County.

Section 5: Proposal Process 5.1

Timeline The following timeline has been established for the Proposal selection process: Request for Proposals Issued Receive Proposals Determine Short List for Interviews Interviews/Presentations Notification of Award

5.2

Saturday, March 23, 2013 1 p.m. Monday, April 22, 2013 Friday, May10, 2013 Monday, May 13, 2013 Thursday, May 23, 2013

Date & Place for Receiving Proposals a) Proposals will be received by 1:00 p.m. local time on Monday, April 22, 2013. FAX / EMAILED COPIES WILL NOT BE ACCEPTED. Proposals received after 1:00 p.m., local time on Monday, April 22, 2013, will be returned unopened. b) Proposals must be addressed to: County of Frontenac Attention: Elizabeth Savill, CAO 2069 Battersea Road Glenburnie ON K0H 1S0 and clearly marked: Request for Proposal – Services Review and Organizational Study

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c) Before being officially received, the proposal envelope will be marked by the Office of the County, with the time and the date that the envelope was received in the office. d) All proposal submissions are appreciated. However, the County will be contacting only those selected for an interview/presentation. 5.3

Documentation a) Three (3) copies of the proposal are required. b) All proposals must be legible and typewritten.

5.4

Interview /Presentation An on-site interview/presentation will be necessary as part of the evaluation process. Short-listed proponents will be advised on Friday, May 10, 2013 for an interview to occur on Monday, May 13, 2013.

5.5

Negotiations In the event that a prepared proposal does not precisely and entirely meet the County’s requirements, the County reserves the right to enter into negotiations with the selected Proponent(s) to arrive at a mutually satisfactory arrangement with respect to any modifications to a proposal.

5.6

Contract The successful Proponent will be required to enter into a formal Contract with the County. The contract will be based on the specifications, terms and conditions expressed in this document, the successful Proponent’s proposal and documented negotiations. The County will prepare the Contract document for execution by both parties. The County will not accept a Contract document prepared by the Proponent or a third party. During the term of the Contract, the successful Proponent shall maintain in full force and effect, professional liability insurance with a minimum limit of $2,000,000 and shall provide the County with proof of insurance.

5.7

Communications All requests for information and/or clarification as well as questions regarding the interpretation of the terms set out in this document should be referred to Elizabeth Savill, CAO at esavill@frontenaccounty.ca with the subject line clearly marked as: “Services Review and Organizational Study – Information or Clarification Required”. The County reserves the right to distribute any or all questions and answers to the other proponents.

5.8

Withdrawal or Substitution of Submission A Proponent may withdraw or substitute all or part of his/her proposal at any time up to the official closing time by submitting a letter bearing the signature as in his/her proposal to the Clerk of the County, who will mark thereon the time and date of receipt and will place the letter in the proposal box. The last proposal received shall supercede and invalidate all proposals previously submitted by that proponent for this proposal. No telephone calls or telephone transmissions by facsimile copies will be considered.

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5.9

Alterations or Variations No alterations or variations of this document shall be valid or binding upon the County unless authorized in writing in accordance with the procedure set out in Communications 5.7.

5.10

Oral Explanation or Interpretation No oral explanation or interpretation shall modify any of the documents or provisions of the County’s request for proposals documents.

Section 6: Proposal Evaluation 6.1

Qualification evaluations will be carried out based on the following criteria: 1 2 3 4 5 6

Proposed approach to the project Qualifications and experience of the proposed Project Team Qualifications and experience of the proposed Project Manager Quality of previous comparable work Interview Cost Total

30 25 20 10 10 __5 100

The submissions will be assessed on the merits of the information provided. Proposals should address the elements, required under Section 4, above to enable the Review Committee to undertake adequate assessment and determine a short list for interviews. LOWEST BID OR ANY PROPOSAL NOT NECESSARILY ACCEPTED. 6.2

Review Committee The Review Committee will be comprised of both Council members and senior County staff. The Review Committee will be responsible for reviewing all Proposals received and for relating with the successful Consultant throughout the Project.

6.3

Incurred Costs The County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent(s) prior or subsequent to or by reason of the acceptance or non-acceptance by the County of any proposal by reason of any delay in the acceptance of a proposal.

7

General Conditions

7.1

Errors and Omissions The County of Frontenac shall not be held liable for any errors or omissions in any part of this RFP. While the County has used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the County, nor is it necessarily comprehensive or exhaustive.

7.2

Acceptance of Proposals The County is not obliged to accept the Lowest or any Proposal.

7.3

Cancellation of RFP The County reserves the right to cancel this RFP at any time up to the award of the Contract.

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7.4

Laws, Notices, Permits and Fees The laws of the municipality where the project is situated will apply to all work.

7.5

Indemnification The successful Proponent(s) agrees to indemnify and save harmless the County from and against all actions, claims, and demands of any nature which may be made by any person or entity arising from or in connection with the services provided including all bodily injury, death, property damage, losses, charges, costs and expenses which the County, its employees, officers or agents may incur or be liable for in consequence of any such claims, demands or actions or in consequence of damages sustained to the County property or facilities.

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2069 Battersea Road Glenburnie, ON K0H 1S0 Tel. 613-548-9400 Fax 613-548-8460

REQUEST FOR PROPOSALS COMPREHENSIVE REVIEW OF SERVICES AND ORGANIZATION 1

Scope of Request for Proposals (RFP)

The County of Frontenac (hereinafter the “County”) requires the services of a consultant to undertake a comprehensive review of its services and organization (hereinafter the “Project”) to ensure taxpayers are getting value for their money. The Project involves a number of key elements detailed in this RFP but at the outset it needs to be understood that it has been commissioned by County Council and will be managed by the Review Work Group, comprising of three representatives appointed by Council. The draft final Consolidated Report is expected to be presented to County Council in November and the Project completed before the end of December 2013. 2

Background Information

The County is a rural upper tier municipality located in Eastern Ontario extending from the islands south of the City of Kingston to north of Highway 7. The total population of the County is approximately 26,655 with an area of 3,200 square kilometres, including the Townships of North Frontenac, Central Frontenac, South Frontenac, and Frontenac Islands. The County is governed by an 8-member Council with the Warden being the head of Council. Two representatives from each constituent Township sit on Council including its mayor and one other member which is currently selected by the local council members. The County manages the operations of Fairmount Home, Frontenac Paramedic Services and the Frontenac-Howe Islander Ferry. Others services it provides include land use planning, economic development, trail development, public health, libraries, etc. The latter two activities are delivered through KFL&A Public Health and the Kingston Frontenac Public Library respectively. The County employs approximately 400 people under three different union contracts. Social Services and Social Housing needs of County residents are addressed through ongoing liaison with the City of Kingston, which acts as the County’s Consolidated Municipal Service Manager (CMSM) for these services. Priorities on sustainability developed over the past several years can be reviewed in two documents, Directions for Our Future, and Sustainable Actions. The County is also developing a County Official Plan (OP) which is anticipated to be before Council in 2013 for consideration. Work on the OP and various other documents of interest will be made available to explain detail of various activities outlined in other studies completed on such areas as Seniors Housing, Trails Master Plan and etc.

3

Intent of the Proposal

County Council is seeking a Consultant, or team of Consultants, to deliver a comprehensive series of reports that review and develop recommendations to Council for improvements. The focus of the improvements must be focused on achieving greater economies, efficiencies, and Request for Proposals – Comprehensive Review of Services and Organization DRAFT updated April 12, 2013

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effectiveness in delivering services. It is expected that the consultant will refer to best practices used in other government organizations and in the private sector. 3.1

Deliverables

Based on the work detailed in this document, the Consultant will produce the following draft reports as the work is completed: • •

•

Current-State Assessment and Work Flow Report Comparisons and Opportunities Report providing options for:

  1. Service Delivery
  2. Organization
  3. Recommendations on each Consolidated Report including an Executive Summary

A. Current-State Assessment and Workflow Review Report

  1. The Consultant will gain an understanding of, and comment on, all aspects of the operations of the County. This will be accomplished through: • • • •

Gaining an understanding of the current Council’s Priorities Reviewing decision-making processes from Council through to the staff level Documenting obligatory and discretionary activities undertaken by the County Reviewing council-staff relations and communications

  1. The Consultant will gain an understanding of the current operations including the administrative organization that supports the operations of the County. This will be accomplished through: • Reviewing the County’s current organization chart. • Developing an understanding of the operations and financial viability and sustainability of Fairmount Home, Emergency and Transportation Services, and Corporate departments by reviewing the Policies and Procedures and selected interviews with staff in each work unit. • Developing an understanding of the current administration through a review of all administrative staff job descriptions, plus management, union and non-union staff. • Interviewing all administrative staff in all departments.
  2. The Consultant will review the municipal services and service levels for all activities under Corporate, Fairmount Home and Emergency and Transportation Services. All members of Council and County senior staff are to be interviewed. Key stakeholders to be considered for interviews, after agreement with the three Councillors appointed to coordinate this review, along with key documents available for review, are included in Appendix A attached to this document.
  3. As the current state is being reviewed the Consultant will at the same time document work and work flow routines to assess optimal human resource allocation across the departments. Any tools to be used (i.e. a LEAN approach) should be identified and the expected outcomes explained. This report must, as a minimum: • Use a process mapping or similar approach complete an objective analysis of a) the hours of work across the organization including administrative staff, and b) the workflow routines of these functional areas recognizing the need to coordinate with those of other areas/departments.

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• •

Identify factors impacting on hours of work and workflow routines and identify low value work being done that should be changed or considered for elimination Develop a plan for the implementation of the recommended workflow routine.

  1. An interim report must be submitted midpoint of this stage to those appointed by Council to coordinate this review, Bud Clayton, Denis Doyle and Gary Davison. B. Comparisons and Opportunities Report
  2. The Consultant will select 3 to 4 Counties of similar sizes (around 27,000 people) with similar responsibilities, (i.e. no Roads to manage), to establish a comparator set. Comparison details will be collected either from available documents or through interviews. Service offerings, service levels and decision/delivery models will be considered as part of the exercise of comparing the County with the set. Taxation levels and user fees will be analyzed to determine affordability for the County in comparison with its comparators.
  3. To ensure Taxpayers are getting value for their money the Consultant will identify potential opportunities for cost savings balanced against broad community benefit. At the same time identify opportunities to improve service delivery, and to eliminate work of low value, or that is not desired or of benefit to most Taxpayers. It is expected that the Consultant will refer to best practices in private industry as well as government organizations to make such recommendations. Note: This comparison & opportunities to be done in conjunction with Service Deliver Options in C below to identify options and recommendations for improvement as each comparison is carried out. C. Service Delivery Options, Organizational Options and Recommendations Report
  4. The Consultant will offer service delivery options, organizational options and provide recommendations. This will include: • Revised Organization Chart and review against similar Upper Tier Counties • Changes to Job Descriptions for all positions identified on the Chart
  5. While not a major focus of this review the Consultant may include a salary schedule for Non-Union administrative positions as compared to similar size Counties, and similar work done in private industry, with similar responsibilities taking into account: • Pay Equity considerations • Market influences
  6. A confidential assessment of unionized staff compensation is also anticipated. D. Executive Summary At the completion of the above described reports, the Consultant will prepare an executive summary and tie all of the above reports into a single document, and review it with Councillors Clayton, Doyle and Davison. 4

Proposal Structure and Content Requirements

4.1

Proposal Submission Structure

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The proposal document should be structured in sections that refer to the headings in 4.2, Proposal Content Requirements below, with corresponding numbers and tabbing. 4.2

Proposal Content Requirements 4.2.1

Applicable Expertise and Resources

4.2.1.1 Describe the expertise you will bring to the project by outlining both formal and informal training that can be used to implement this project with specific reference to: • • • • • • • • •

Demonstrated project management skills and results orientation Demonstrated understanding of statutory and discretionary municipal services Demonstrated familiarity with the legislation, regulations and policy affecting municipal operations including expertise with the Long Term Care and the Land Ambulance services. This to include knowledge of similar private sector operations. Experience in conducting municipal service reviews and organizational studies Experience dealing with sensitive compensation reviews and pay equity requirements Demonstrated process review and mapping skills Experience in developing job descriptions Analysis and problem solving skills and techniques Familiarity with best practices used to eliminate low value work and gain efficiencies in both private industry and government operations

4.2.1.2 Identify any actual or potential conflict of interest of which the Consultant is aware, conflict of interest being defined as a situation or circumstance that could give the Consultant or any of its Sub-Contractors an unfair advantage during the selection process or compromise the ability of the service provider to perform its contractual obligations. The Work Group appointed by County Council reserves the right to solely determine whether any situation or circumstance constitutes a conflict of interest. 4.2.1.3 Organizational chart showing the roles of all Consultant and Sub-Contractors’ team members and detailing why the team members are appropriate for the roles proposed. CVs for all team members will be included. 4.2.2 4.2.3

Project Experience Provide examples of similar and recent municipal or private sector projects completed. Project References Provide a list of references, whom the selection committee may contact, complete with telephone numbers.

4.2.4

Key Issues The Consultant will provide a discussion of key issues related to the Project.

4.2.5

Work Plan The Consultant will provide a Work Plan with details on individual steps required to prepare the reports, identified under Section 3 above, including the following: • • • •

4.2.6

Objectives of the individual steps Deliverables, if applicable, from the individual steps Team members who will take part in individual steps Scheduling of individual steps

Budget

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A budget summary by major task outlined under Section 3, Intent of the Proposal, is required, including anticipated hours. Also required are all costs associated with the project including an estimate of expenses and the hourly rates for each team member. The budget shall include a Maximum Upset Limit that cannot be exceeded. The successful candidate will be requested to sign a Maximum Upset Limit type contract and will report monthly on expenditures to date. 4.2.7

Other Considerations Please include any other items, not covered in the previous sections, which will identify why your firm should be selected by the County.

Section 5: Proposal Process 5.1

Timeline The following timeline has been established for the Proposal selection process: Request for Proposals Issued Receive Proposals Determine Short List for Interviews Interviews/Presentations Notification of Award

5.2

Saturday, March 23, 2013 1 p.m. Monday, April 22, 2013 Friday, May10, 2013 Monday, May 13, 2013 Thursday, May 23, 2013

Date & Place for Receiving Proposals a) Sealed proposals will be received by 1:00 p.m. local time on Monday, April 22, 2013. FAX / EMAILED COPIES WILL NOT BE ACCEPTED. Proposals received after 1:00 p.m., local time on Monday, April 22, 2013, will be returned unopened. b) Proposals must be sealed and addressed to: County of Frontenac Attention: Councillors Clayton, Doyle and Davison 2069 Battersea Road Glenburnie ON K0H 1S0 Clearly marked: Request for Proposal – Services Review and Organizational Study c) Before being officially received, the proposal envelope will be marked by the Office of the County, with the time and the date that the envelope was received in the office. d) All proposal submissions are appreciated. interview/presentation will be contacted.

5.3

However, only those selected for an

Documentation a) Three (3) copies of the proposal are required. b) All proposals must be legible and typewritten.

5.4

Interview /Presentation An on-site interview/presentation will be necessary as part of the evaluation process. Short-listed proponents will be advised on Friday, May 10, 2013 for an interview to occur on Monday, May 13, 2013.

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5.5

Negotiations In the event that a prepared proposal does not precisely and entirely meet the County’s requirements, the County reserves the right to enter into negotiations with the selected Proponent(s) to arrive at a mutually satisfactory arrangement with respect to any modifications to a proposal.

5.6

Contract The successful Proponent will be required to enter into a formal Contract with the County. The contract will be based on the specifications, terms and conditions expressed in this document, the successful Proponent’s proposal and documented negotiations. The County will prepare the Contract document for execution by both parties. The County will not accept a Contract document prepared by the Proponent or a third party. During the term of the Contract, the successful Proponent shall maintain in full force and effect, professional liability insurance with a minimum limit of $2,000,000 and shall provide the County with proof of insurance.

5.7

Communications All requests for information and/or clarification as well as questions regarding the interpretation of the terms set out in this document should be referred jointly to Bud Clayton dundiggin@xplornet.ca, Denis Doyle denisdoyle@kos.net, and Gary Davison davison4544@yahoo.ca with the subject line clearly marked as: “Comprehensive Review of Services and Organization– Information or Clarification Required. The County Review Work Group reserves the right to distribute any or all questions and answers to the other proponents.

5.8

Withdrawal or Substitution of Submission A Proponent may withdraw or substitute all or part of his/her proposal at any time up to the official closing time by submitting a letter bearing the signature as in his/her proposal to the Clerk of the County, who will mark thereon the time and date of receipt and will place the letter in the proposal box. The last proposal received shall supercede and invalidate all proposals previously submitted by that proponent for this proposal. No telephone calls or telephone transmissions by facsimile copies will be considered.

5.9

Alterations or Variations No alterations or variations of this document shall be valid or binding upon the County unless authorized in writing in accordance with the procedure set out in Communications 5.7.

5.10

Oral Explanation or Interpretation No oral explanation or interpretation shall modify any of the documents or provisions of the County’s request for proposals documents.

Section 6: Proposal Evaluation 6.1

Qualification evaluations will be carried out based on the following criteria: 1 2 3 4

Proposed approach to the project Qualifications and experience of the proposed Project Team Qualifications and experience of the proposed Project Manager Quality of previous comparable work

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5 6

Interview Cost Total

10 __5 100

The submissions will be assessed on the merits of the information provided. Proposals should address the elements, required under Section 4, above to enable the Review Committee to undertake adequate assessment and determine a short list for interviews. LOWEST BID OR ANY PROPOSAL NOT NECESSARILY ACCEPTED. 6.2

Review Working Group The Review working group who will select the Consultant will be comprised of the three Councillors who have been appointed by Council, Councillors Clayton, Davison and Doyle. The Review Committee will be responsible for reviewing all Proposals received and for relating with the successful Consultant throughout the Project.

6.3

Incurred Costs The County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent(s) prior or subsequent to or by reason of the acceptance or non-acceptance by the County of any proposal by reason of any delay in the acceptance of a proposal.

7

General Conditions

7.1

Errors and Omissions The County of Frontenac shall not be held liable for any errors or omissions in any part of this RFP. While the County has used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the County, nor is it necessarily comprehensive or exhaustive.

7.2

Acceptance of Proposals The County Review Work Group is not obliged to accept the Lowest or any Proposal.

7.3

Cancellation of RFP The County Review Work Group reserves the right to cancel this RFP at any time up to the award of the Contract.

7.4

Laws, Notices, Permits and Fees The laws of the municipality where the project is situated will apply to all work.

7.5

Indemnification The successful Proponent(s) agrees to indemnify and save harmless the County from and against all actions, claims, and demands of any nature which may be made by any person or entity arising from or in connection with the services provided including all bodily injury, death, property damage, losses, charges, costs and expenses which the County, its employees, officers or agents may incur or be liable for in consequence of any such claims, demands or actions or in consequence of damages sustained to the County property or facilities.

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Appendix A

• Stakeholders:

Accessibility Advisory Committee County departments Townships’ staff County Auditors County Solicitors City of Kingston (Shared Services) Kingston-Frontenac-Lennox and Addington Children and Youth Services Planning Committee Northern Frontenac Community Services Southern Frontenac Community Services

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        

Emergency Health Services Branch, Southeast Office Fire Coordinator (relating to the Tiered Response Agreement) Kingston General Hospital City of Kingston County of Renfrew Paramedicine Limestone District School Board St. Lawrence College, Cornwall Campus Kingston Partners for Safe Community PAD Program Community Partners

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                  

Ontarians with Disabilities Act (OADA) Hospital Labour Disputes Arbitration Act, 1990 Ambulance Services Collective Bargaining Act, 2001 Municipal Freedom of Information and Protection of Privacy Act, 1990 Ontario Municipal Employees Retirement System Act Personal Health Information Protection Act, 2004 Assessment Act Employment Insurance Act and Regulations Canada Pension Plan Act Workplace Safety and Insurance Act Corporate Policies and Procedures Quarterly Activity Reports for the last 3 years Annual Accessibility Plan Multi-Year Accessibility Plan Corporate Training Logs Modified Work reports Attendance Management Program Wellness Program Information Services Help-Desk Activities

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2069 Battersea Road Glenburnie, ON K0H 1S0 Tel. 613-548-9400 Fax 613-548-8460

REQUEST FOR PROPOSALS SERVICES REVIEW AND ORGANIZATIONAL STUDY 1

Scope of Request for Proposals (RFP)

The County of Frontenac (hereinafter the “County”) requires the services of a consultant to undertake a comprehensive study of its services and organization (hereinafter the “Project”) to ensure taxpayers are getting value for their money. The Project involves a number of key elements detailed in this RFP but at the outset it needs to be understood that it has been commissioned by County Council and will be managed by the Review Work Group, comprising of three representatives appointed by Council. . The draft final Consolidated Report is expected to be presented to County Council in November and the Project completed by the end of December 2013. 2

Background Information

The County is a rural upper tier municipality located in Eastern Ontario extending from the islands south of the City of Kingston to north of Highway 7. The total population of the County is approximately 26,655 with an area of 3,200 square kilometres, including the Townships of North Frontenac, Central Frontenac, South Frontenac, and Frontenac Islands. The population density ranges from 19 residents per square kilometre along the urban fringe of the City of Kingston to 1.7 residents per square kilometre in North Frontenac, which is more than 160 km north of the City. The northern part of the County is accessible via Highway 38 from Kingston or via Highway 7 from Ottawa or Peterborough. The southern part of the County has easy access to the 401 and is approximately 250 km from the City of Toronto. The County is also accessible via Highway 41 from the Trans-Canada Highway at Pembroke. The County manages the operations of Fairmount Home, Frontenac Paramedic Services and the Frontenac-Howe Islander Ferry. Others services it provides include land use planning, economic development, trail development, public health, libraries, etc. The latter two activities are delivered through KFL&A Public Health and the Kingston Frontenac Public Library respectively. The County employs approximately 400 people under three different union contracts. Social Services and Social Housing needs of County residents are addressed through ongoing liaison with the City of Kingston, which acts as the County’s Consolidated Municipal Service Manager (CMSM) for these services. The County is governed by an 8-member Council with the Warden being the head of Council. Two representatives from each constituent Township sit on Council including its mayor and one other member which is currently selected by the local council members. Before 2011, County Council was comprised of only four members being the mayors of each Township. The County manages the operations of Fairmount Home, Frontenac Paramedic Services and the Frontenac-Howe Islander Ferry. Others services it provides include land use planning, economic development, trail development, public health, libraries, etc. The latter two activities are delivered through KFL&A Public Health and the Kingston Frontenac Public Library respectively. The County employs approximately 400 people under three different union contracts. Social Services and Social Housing needs of County residents are addressed Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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through ongoing liaison with the City of Kingston, which acts as the County’s Consolidated Municipal Service Manager (CMSM) for these services. Priorities on sustainability developed over the past several years can be reviewed in two documents, Directions for Our Future, and Sustainable Actions. Council has undertaken several strategic planning exercises since its restructuring in 1998. The first document Strategic Directions to 2003 dates back to October 2000. A second exercise was undertaken through 2005 which included a gathering of all of the municipal councillors from within the County and their senior staff along with County staff over two days to consider how best to position themselves for the future. The resulting reports: Frontenac County Strategic Planning 2005 followed by Frontenac County Municipalities Strategic Positioning 2005 Summary Report and Frontenac County Municipalities Opportunities for Co-operation and Collaboration were produced with a 5-year timeframe. Staff picked up the challenge, and the County and Townships’ senior staff met in February 2006 resulting in A Framework for Frontenac Development. At the same time, Strategic Plan 2006-2008 for the County of Frontenac Corporate Offices was completed in February 2006. All internal parts of the organization have undertaken strategic planning activities also. County Council established Priorities in February 2011, immediately following the 2010 municipal election. Most recently, Council undertook a strategic planning exercise that resulted in the adoption of a Mission and Vision Statement in January 2013. Other significant planning activities have taken place and continue in Frontenac. Beginning in 2005, the County began its Integrated Community Sustainability Planning process culminating with the approval of a community plan in 2009, Directions for Our Future, which engaged community members extensively. Its companion document, Sustainable Actions, in its fourth iteration, is an annually produced report detailing the community’s sustainability priorities. The County is also developing a County Official Plan (OP) which is anticipated to be before Council in 2013 for consideration. Other planning studies include (but are not limited to): an initial Homelessness Study; a Housing Strategy completed in 2011 with the City of Kingston; a Seniors Housing Study completed in 2012; and a further homelessness project is nearing completion with the City. Another important report entitled Population, Housing and Employment Projections for the Frontenacs was produced in 2011. A Trails Master Plan and Trails Implementation Plan were completed in September 2009. Further documents of interest are referenced later in this RFP. Work on the OP and various other documents of interest will be made available to explain detail of various activities outlined in other studies completed on such areas as Seniors Housing, Trails Master Plan and etc. Finally, the County has been an active member of the Eastern Ontario Wardens Caucus since its inception. A number of reports have been published over the years, the most recent of which is Facing Our Fiscal Challenges – A Report on the Financial Sustainability of Local Government in Eastern Ontario. 3

Intent of the Proposal

County Council The County is seeking a Consultant or team of Consultants that will deliver a comprehensive series of reports that review and develop recommendations to Council for improvements. The focus of the improvements must be focused on achieving greater economies, efficiencies, and effectiveness in delivering services. It is expected that the consultant will refer to best practices used in other government organizations and in the private sector.comprehensively assess its services and administration to provide the following: 3.1

Deliverables

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Based on the work detailed in this document, the Consultant will produce the following draft reports as the work is completed: • •

• • •

Current-State Assessment Report and Work Flow Report Comparisons and Opportunities Report providing options for:

  1. Service Delivery
  2. Organization •3. Recommendations on each Work Flow Review Report Service Delivery Options, Organizational Options and Recommendations Report Consolidated Report including an Executive Summary

Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.75” + Indent at: 1"

A. Current-State Assessment Report

  1. The Consultant will gain an understanding of and comment on all aspects of the operations of the County. This will be accomplished through: • Gaining an understanding of the Council’s Mission and Vision Statements and Priorities • Reviewing decision-making processes from Council through to the staff level • Documenting all both obligatory and discretionary activities undertaken by the County • Reviewing council-staff relations and communications
  2. The Consultant will gain an understanding of the current operations including the administrative organization that supports the operations of the County. This will be accomplished through: • Reviewing the County’s current organization chart • Developing an understanding of the operations and financial viability and sustainability of Fairmount Home, Emergency and Transportation Services, and Corporate departments by reviewing the Policies and Procedures and selected interviews with identified staff in each work unit • Developing an understanding of the current administration through a review of all administrative staff job descriptions, plus management, union and non-union staff.: • Senior Management • Non-union staff • Unionized staff • Interviewing all administrative staff in all departments.: • Corporate • Fairmount Home • Emergency and Transportation Services
  3. The Consultant will review the municipal services and service levels for all activities under Corporate, Fairmount Home and Emergency and Transportation Services. All members of Council and County senior staff are to Council members and County staff will be interviewed. Key stakeholders to be considered for interviews, after agreement with the three Councillors appointed to coordinate this review, along with key documents available for review, are included in Appendix A attached to this document.In addition, key stakeholders to be interviewed along with key documents Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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available for review include (but not limited to): THE LONG LIST WAS SHIFTED TO APPENDIX A 4. As the current state is being reviewed the Consultant will at the same time document work and work flow routines to assess optimal human resource allocation across the departments. Any tools to be used (i.e. a LEAN approach) should be identified and the expected outcomes explained. This report must, as a minimum: • Use a process mapping or similar approach complete an objective analysis of a) the hours of work across the organization including administrative staff, and b) the workflow routines of these functional areas recognizing the need to coordinate with those of other areas/departments. • Identify factors impacting on hours of work and workflow routines and identify low value work being done that should be changed or considered for elimination • Develop a plan for the implementation of the recommended workflow routine. 5. An interim report must be submitted midpoint of this stage to those appointed by Council to coordinate this review, Bud Clayton, Denis Doyle and Gary Davison. • Collective agreements

  1. The Consultant will select 3 to 4 Counties of similar sizes (around 27,000 people) with similar responsibilities, (i.e. no Roads to manage), to establish a comparator set. The Consultant will select a small group of Counties (3-4 upper tier municipalities) with which to establish a comparator set. Comparison details will be collected through interviews and from available documents. Service offerings, service levels and decision/delivery models will be considered as part of the exercise of comparing the County with the set. Taxation levels and user fees will be analyzed to determine affordability for the County in comparison with its comparators. To ensure Taxpayers are getting value for their money theThe Consultant will identify potential opportunities for cost savings balanced against broad community benefit. At the same time identify and any other opportunities to improve service delivery, and to eliminate work of low value, or that is not desired or of benefit to most Taxpayers. It is expected that the Consultant will refer to best practices in private industry as well as government organizations to make such recommendations. The Consultant will also identify opportunities to achieve economies of scale in partnership with member Townships. Note: This comparison & opportunities to be done in conjunction with Service Deliver Options in C below to identify options and recommendations for improvement as each comparison is carried out. Request for Proposals – Services Review and Organizational Study DRAFT March 11, 2013

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THIS SECTION WAS DELETED C. Work Flow Review Report

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  1. The Consultant will undertake a work flow review to ensure that the resulting hours of work and work flow routines lead to optimal human resource allocation across the departments and the various administrative offices of the County. Any tools to be used (for example a LEAN approach) should be identified and the expected outcomes explained. This report must, as a minimum: • Using a process mapping or similar approach, complete an objective analysis of (a) the hours of work across the organization including the administrative staff, and (b) the workflow routines of these functional areas recognizing the need to coordinate with those of other areas/departments • Identify factors impacting on the hours of work and workflow routines • Make recommendations for the revision of the workflow routines • Develop a plan for the implementation of the new/recommended workflow routines
  2. An interim report must be submitted mid-point of this stage. D. Service Delivery Options, Organizational Options and Recommendations Report
  3. The Consultant will offer service delivery options, organizational options and provide recommendations. This will include: • • • •

Revised Organization Chart and review against similar Upper Tier Counties Changes to Job Descriptions for all positions identified on the Chart Revised Organization Chart Job Descriptions for all positions identified on the Chart

  1. While not a major focus of this review the Consultant may include a salary schedule for Non-Union administrative positions as compared to similar size Counties, and similar work done in private industry, with similar responsibilities taking into account:The Consultant will also include a salary schedule for Non-Union administrative positions taking into account: • Pay Equity considerations • Market influences
  2. A confidential assessment of unionized staff compensation is also anticipated. E. Executive Summary At the completion of the above-described reports, the Consultant will prepare an executive summary and tie all of the above reports into a single document, and review it with Councillors Clayton, Doyle and Davison.. 4

Proposal Structure and Content Requirements

4.1

Proposal Submission Structure The proposal document should be structured in sections that refer to the headings in 4.2, Proposal Content Requirements below, with corresponding numbers and tabbing.

4.2

Proposal Content Requirements

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4.2.1

Applicable Expertise and Resources

4.2.1.1 Describe the expertise you will bring to the project by outlining both formal and informal training that can be used to implement this project with specific reference to: • • • • • • • • •

Demonstrated project management skills and results orientation Demonstrated understanding of statutory and discretionary municipal services Demonstrated familiarity with the legislation, regulations and policy affecting municipal operations including expertise with the Long Term Care and the Land Ambulance services. This to include knowledge of similar private sector operations Experience in conducting municipal service reviews and organizational studies Experience dealing with sensitive compensation reviews and pay equity requirements Demonstrated process review and mapping skills Experience in developing job descriptions Analysis and problem solving skills and techniques Familiarity with best practices used to eliminate low value work and gain efficiencies in both private industry and government operations

4.2.1.2 Identify any actual or potential conflict of interest of which the Consultant is aware, conflict of interest being defined as a situation or circumstance that could give the Consultant or any of its Sub-Contractors an unfair advantage during the selection process or compromise the ability of the service provider to perform its contractual obligations. The Work Group appointed by County Council The County reserves the right to solely determine whether any situation or circumstance constitutes a conflict of interest. 4.2.1.3 Organizational chart showing the roles of all Consultant and Sub-Contractors’ team members and detailing why the team members are appropriate for the roles proposed. CVs for all team members will be included. 4.2.2

Project Experience Provide examples of similar and recent municipal or private sector projects completed.Provide examples of recent municipal projects, which are similar in nature and size.

4.2.3

Project References Provide a list of references, whom the committee may contact, complete with telephone numbers.

4.2.4

Key Issues The Consultant will provide a discussion of key issues related to the Project.

4.2.5

Work Plan The Consultant will provide a Work Plan with details on individual steps required to prepare the reports, identified under Section 3 above, including the following: • • • •

4.2.6

Formatted: Indent: Left: 0", Hanging: 0.49"

Objectives of the individual steps Deliverables, if applicable, from the individual steps Team members who will take part in individual steps Scheduling of individual steps

Budget

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A budget summary by major task outlined under Section 3, Intent of the Proposal, is required, including anticipated hours. Also required are all costs associated with the project including an estimate of expenses and the hourly rates for each team member. The budget shall include a Maximum Upset Limit that cannot be exceeded. The successful candidate will be requested to sign a Maximum Upset Limit type contract and will report monthly on expenditures to date. 4.2.7

Other Considerations Please include any other items, not covered in the previous sections, which will identify why your firm should be selected by the County.

Section 5: Proposal Process 5.1

Timeline The following timeline has been established for the Proposal selection process: Request for Proposals Issued Receive Proposals Determine Short List for Interviews Interviews/Presentations Notification of Award

5.2

Saturday, March 23, 2013 1 p.m. Monday, April 22, 2013 Friday, May10, 2013 Monday, May 13, 2013 Thursday, May 23, 2013

Date & Place for Receiving Proposals a) Proposals will be received by 1:00 p.m. local time on Monday, April 22, 2013. FAX / EMAILED COPIES WILL NOT BE ACCEPTED. Proposals received after 1:00 p.m., local time on Monday, April 22, 2013, will be returned unopened. b) Proposals must be addressed to: County of Frontenac Attention: Councillors Clayton, Doyle and Davison Attention: Elizabeth Savill, CAO 2069 Battersea Road Glenburnie ON K0H 1S0 and clearly marked: Request for Proposal – Services Review and Organizational Study c) Before being officially received, the proposal envelope will be marked by the Office of the County, with the time and the date that the envelope was received in the office. d) All proposal submissions are appreciated. However, the County will be contacting only those selected for an interview/presentation will be contacted.

5.3

Documentation a) Three (3) copies of the proposal are required. b) All proposals must be legible and typewritten.

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5.4

Interview /Presentation An on-site interview/presentation will be necessary as part of the evaluation process. Short-listed proponents will be advised on Friday, May 10, 2013 for an interview to occur on Monday, May 13, 2013.

5.5

Negotiations In the event that a prepared proposal does not precisely and entirely meet the County’s requirements, the County reserves the right to enter into negotiations with the selected Proponent(s) to arrive at a mutually satisfactory arrangement with respect to any modifications to a proposal.

5.6

Contract The successful Proponent will be required to enter into a formal Contract with the County. The contract will be based on the specifications, terms and conditions expressed in this document, the successful Proponent’s proposal and documented negotiations. The County will prepare the Contract document for execution by both parties. The County will not accept a Contract document prepared by the Proponent or a third party. During the term of the Contract, the successful Proponent shall maintain in full force and effect, professional liability insurance with a minimum limit of $2,000,000 and shall provide the County with proof of insurance.

5.7

Communications All requests for information and/or clarification as well as questions regarding the interpretation of the terms set out in this document should be referred jointly to Bud Clayton dundiggin@xplornet.ca, Denis Doyle denisdoyle@kos.net, and Gary Davison davison4544@yahoo.ca to Elizabeth Savill, CAO at esavill@frontenaccounty.ca with the subject line clearly marked as: “Services Review and Organizational Study – Information or Clarification Required”. The County reserves the right to distribute any or all questions and answers to the other proponents.

5.8

Withdrawal or Substitution of Submission A Proponent may withdraw or substitute all or part of his/her proposal at any time up to the official closing time by submitting a letter bearing the signature as in his/her proposal to the Clerk of the County, who will mark thereon the time and date of receipt and will place the letter in the proposal box. The last proposal received shall supercede and invalidate all proposals previously submitted by that proponent for this proposal. No telephone calls or telephone transmissions by facsimile copies will be considered.

5.9

Alterations or Variations No alterations or variations of this document shall be valid or binding upon the County unless authorized in writing in accordance with the procedure set out in Communications 5.7.

5.10

Oral Explanation or Interpretation No oral explanation or interpretation shall modify any of the documents or provisions of the County’s request for proposals documents.

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Section 6: Proposal Evaluation 6.1

Qualification evaluations will be carried out based on the following criteria: 1 2 3 4 5 6

Proposed approach to the project Qualifications and experience of the proposed Project Team Qualifications and experience of the proposed Project Manager Quality of previous comparable work Interview Cost Total

30 25 20 10 10 __5 100

The submissions will be assessed on the merits of the information provided. Proposals should address the elements, required under Section 4, above to enable the Review Committee to undertake adequate assessment and determine a short list for interviews. LOWEST BID OR ANY PROPOSAL NOT NECESSARILY ACCEPTED. 6.2

Review Committee The Review Committee will be comprised of both Council members and senior County staff. The Review Committee will be responsible for reviewing all Proposals received and for relating with the successful Consultant throughout the Project.

6.3

Incurred Costs The County shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any Proponent(s) prior or subsequent to or by reason of the acceptance or non-acceptance by the County of any proposal by reason of any delay in the acceptance of a proposal.

7

General Conditions

7.1

Errors and Omissions The County of Frontenac shall not be held liable for any errors or omissions in any part of this RFP. While the County has used considerable effort to ensure an accurate representation of information in this RFP, the information contained in the RFP is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the County, nor is it necessarily comprehensive or exhaustive.

7.2

Acceptance of Proposals The County is not obliged to accept the Lowest or any Proposal.

7.3

Cancellation of RFP The County reserves the right to cancel this RFP at any time up to the award of the Contract.

7.4

Laws, Notices, Permits and Fees The laws of the municipality where the project is situated will apply to all work.

7.5

Indemnification The successful Proponent(s) agrees to indemnify and save harmless the County from and against all actions, claims, and demands of any nature which may be made by any person or entity arising from or in connection with the services provided including all bodily injury, death, property damage, losses, charges, costs and expenses which the

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County, its employees, officers or agents may incur or be liable for in consequence of any such claims, demands or actions or in consequence of damages sustained to the County property or facilities.

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MOVED TO APPENDIX A • Stakeholders:

Formatted: Font color: Red

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       

Fire Coordinator (relating to the Tiered Response Agreement) Kingston General Hospital City of Kingston County of Renfrew Paramedicine Limestone District School Board St. Lawrence College, Cornwall Campus Kingston Partners for Safe Community PAD Program Community Partners

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                 

Ambulance Services Collective Bargaining Act, 2001 Municipal Freedom of Information and Protection of Privacy Act, 1990 Ontario Municipal Employees Retirement System Act Personal Health Information Protection Act, 2004 Assessment Act Income Tax Act and Regulations Employment Insurance Act and Regulations Canada Pension Plan Act Workplace Safety and Insurance Act Corporate Policies and Procedures Quarterly Activity Reports for the last 3 years Annual Accessibility Plan Multi-Year Accessibility Plan Corporate Training Logs Modified Work reports Attendance Management Program Wellness Program Information Services Help-Desk Activities

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 

Emergency Management and Civil Protection Act and Regulations Emergency Management Ontario Annual Compliance Reports

The Consultant will review staffing levels, associated compensations, the costs expended and the revenues received related to all services. At this stage, other relevant documents to be reviewed include: • Collective agreements

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Report 2013-077

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:

April 8, 2013

Date of meeting:

April 17, 2013

Re:

Sustainability – PITCH-IN CANADA WEEK

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

Background 2013 is the 46th annual PITCH-IN CANADA WEEK. The campaign’s theme is: OPERATION: Clean Sweep. The program is the largest environmental improvement Campaign in Canada. It is a partnership between governments, the media, industry and the public. Administrative Report Sustainability – Pitch-In Canada Week April 17, 2013

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Volunteer “Partners” participate in a wide range of PITCH-IN CANADA WEEK activities. Most participants take part in more than one project before, during and after PITCH-IN CANADA WEEK. In total more than 622,000 Canadians, members of thousands of local Partner groups and coordinated by more than 1,200 local PITCH-IN Volunteer Coordinators participate in the program each year in communities throughout Canada. The annual PITCH-IN CANADA Week Campaign results are incorporated in the world-wide Clean-Up the World statistics. This campaign, of which PITCH-IN CANADA is a founding participant, was started in 1990 and is supported by the UNEP (United Nations Environment Program). The objectives of the Campaign include to: • Involve millions of Canadians, young and old in local projects which clean-up, restore and/or preserve the environment, thereby promoting environmental sustainability and involving both young and ‘older’ people in local partnerships which benefit and enhance their communities; • Clean up, restore and beautify the environment by cleaning up litter and other garbage from urban, rural and wilderness areas and by initiating local projects such as habitat preservation and restoration and urban renewal activities, thereby promoting respect for Canada’s natural and urban environments; • Encourage voluntary action as a means of resolving environmental problems; • Stress the value of waste as a resource by encouraging Canadians to refuse, reuse, reduce, recycle and properly dispose of waste; • Educate Canadians to pack-in/pack-out their waste when they enjoy the natural environment; and, • Encourage civic pride and develop long-term working relationships for the future which will help local communities develop in an environmentally friendly and sustainable manner, thereby leaving lasting benefits.

Comment County staff volunteers along with members of the community are participating in the PITCH-IN CANADA Week Campaign by holding the 5th Annual Trail Clean-up Day. Trash will be collected on Saturday morning, April 27, 2013. The location this year will be the Frontenac K&P Trail through the hamlet of Verona.

Sustainability Implications Protection of Natural Areas - The Frontenacs have a rich natural environment which makes the region a unique place to live, work and play. There is a strong desire for a unified ecological identity in the Frontenacs based around the dozens of conservation, protection and preservation efforts undertaken by stakeholder groups.

Financial Implications Participants are volunteering their time and garbage bags are provided through the main campaign. The County will advertise this initiative and light refreshments will be offered to the volunteers.

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Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac - Staff Trail Advisory Committee Members Township of South Frontenac

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Report 2013-078

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:

April 8, 2013

Date of meeting:

April 17, 2013

Re:

Sustainability – Kingston, Frontenac, Lennox & Addington Food Charter

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Kingston, Frontenac, Lennox & Addington Food Charter report for information purposes.

Background In November 2010, as part of its Integrated Community Sustainability Plan, Frontenac County sponsored a Local Food Summit, attended by a range of people involved in the local food system. Participants identified the establishment of a food council and a food charter as priorities. In response to the need in Kingston, Frontenac, and Lennox & Addington to address issues of food access in an inclusive process, a series of meetings and forums were held to identify key stakeholders and initiate dialogue on food system development. In March 2011, the KFL&A Healthy Eating Working Group was established to oversee and achieve the establishment of a KFL&A Food Charter and Food Coalition or Council with municipal endorsement(s). The KFL&A Healthy Eating Working Group is comprised of members from the sectors of health, municipal government, social justice, agriculture, retail and procurement, and interested community members. The Kingston, Frontenac and Lennox & Addington Food Charter was presented in draft form to key stakeholders and community members during the months of March to June 2012. Food Charters have been used as a tool to foster the development of municipal food related planning, policy and program development. Food Charters have been adopted by a number of Administrative Report Sustainability – Kingston, Frontenac, Lennox & Addington Food Charter April 17, 2013

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municipalities, including Toronto, the City of Greater Sudbury, the Regional Municipality of Durham, Thunder Bay, Saskatoon, Vancouver and the Capital Regional District (BC). A Food Charter for Kingston, Frontenac and Lennox & Addington supports the development of healthy public policies and the creation and enhancement of supportive environments to promote healthy eating and healthy weights within the region. In the fall of 2012, the County of Frontenac, the City of Kingston and the KFL&A Board of Health endorsed the Kingston, Frontenac, and Lennox & Addington (KFL&A) Food Charter prepared by the KFL&A Healthy Eating Working Group.

Comment Following the endorsement of the KFL&A Food Charter, the working group, using funds provided by the Healthy Communities Fund, contracted the consulting firm 8020 Inc. to facilitate a workshop to which members of the communities were invited to give comments and suggestions concerning the possibility of forming a Food Policy Council (FPC). More than 40 people attended. It was proposed that a Food Policy Council be established in the KFL&A region to help create a more secure and sustainable community food system, with the following purposes: • To serve as a forum for discussing food issues • To evaluate and influence food or food-related policies • To look at food system deficiencies and related policy gaps In the course of its work, the KFL&A Food Policy Council would also be expected to foster coordination between sectors in the food system. It would also provide education and overall guidance on community food system solutions for government, institutions, agencies, businesses and the public. At this stage, it is not expected that the Food Policy Council would play a direct role in operating frontline programs or services to meet needs, undertaking formal system research studies or leading advocacy initiatives. As appropriate within its policy mission, however, the FPC may help others to propose legislation or design and implement projects that address deficiencies in the short or longer term. The KFL&A Healthy Eating Working Group continues on the formation of the Food Policy Council. The County participates on this committee through the contribution of staff time.

Sustainability Implications Sustainable Actions 2011, 3.13: Support of Local Food and Local Farms: Coming out of the Local Food Summit held at the end of 2010: County-wide local food advisory group, local food charter, a follow up summit, and the development and implementation and a plan supporting local farms and farm gate sales.

Financial Implications None. Administrative Report Sustainability – Kingston, Frontenac, Lennox & Addington Food Charter April 17, 2013

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Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac City of Kingston County of Lennox & Addington Kingston-Frontenac-Lennox & Addington Board of Health

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Report 2013-071 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill, CAO

Prepared by:

Marian VanBruinessen, Treasurer

Date prepared:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Financial Services – 2013 Property Tax Capping

Recommendation WHEREAS the County of Frontenac adopted tax ratios of 1.0 for the Multi-residential, Commercial and Industrial Classes in 1998 thereby providing a fair and equitable property tax environment for the business sector; AND WHEREAS property taxation at Current Value Assessment (CVA) is considered fair and equitable; AND WHEREAS the property taxation at CVA has been the goal since its implementation in 1998; AND WHEREAS property tax decreases continue to fund the claw-back resulting from capped properties; AND WHEREAS under the Municipal Act S.O. 2001, Chapter 25 as amended (the Act), Subsection 329.1 (1), upper tier and single tier municipalities have the opportunity to select from prescribed options the calculation of the amount of taxes for municipal and school purposes payable in respect of property in the commercial class, industrial class or multi-residential property class for 2005 or a subsequent taxation year; AND WHEREAS County Council has reviewed the provisions of Section 329.1(1) of the Act and hereby deems it necessary and appropriate to adopt optional tools for the purpose of providing minimum amounts for properties subject to the provisions of Section 331 for the Commercial, Industrial and Multi-residential property classes; NOW THEREFORE, Council of the County of Frontenac accepts this Financial Services – 2013 Property Tax Capping report; AND FURTHER THAT Council of the County of Frontenac shall adopt a bylaw setting the 2013 capping adjustment at 10% of the previous year’s annualized tax or 5% of CVA tax, whichever Administrative Report Financial Services – 2013 Property Tax Capping April 17, 2013

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is greater and a threshold of $250 for increasing and decreasing properties for properties in the Commercial, Industrial and Multi-residential Classes to which Part IX of the Act applies; AND FURTHER THAT properties that were at CVA tax in 2012 are excluded from the capping and claw-back calculation in 2013; AND FURTHER to exclude properties that would move from being capped in 2012 to being clawed back in 2013 or from being clawed back in 2012 to being capped in 2013 as a result of the changes to the CVA tax caused by the 2013 reassessment; AND FURTHER that for all properties that become eligible within the meaning of subsection 331(20) of the Act, the taxes for municipal and school purposes for the year or portion of the year shall be the greater of: a) the amount of the taxes determined for the property for 2013 under subsection 331(2), and b) the amount of the uncapped taxes for the property multiplied by one hundred per cent (100%) where “uncapped taxes” means the taxes for municipal and school purposes that would have been imposed for the taxation year but for the application of the cap.

Background Under the Fair Municipal Tax Finance Act, S.O. 1997, c. 29, as amended, the provincial government introduced an assessment and taxation policy to affect a more equitable distribution of municipal property taxation. Current Value Assessment (CVA) was to result in similar tax bills for similarly valued properties in the same municipality. It was also to ensure that similarlyvalued properties in different municipalities would bear similar assessments. Full implementation of CVA would have addressed the unfairness of two similar properties in the same municipality paying significantly different tax bills. However, the shifts to achieve this level of fairness resulted in an outcry by those individuals and collective groups anticipating the significant increases to their tax bills and, in response, the provincial government introduced a tax capping program requiring that property tax increases for the Multi-residential, Commercial and Industrial tax classes be contained. Within the capping regime, properties which should be experiencing a decrease in taxation as a result of Current Value Assessment (CVA) are shouldering the burden of tax protection. In the two tier system, the claw-back process is undertaken across the County. County Council had the option to finance the subsidization of the capped property owners’ taxes either through a general levy across each municipality as a whole or from within the same property tax class. A strong but unsuccessful argument was presented at the time to exclude Frontenac from the tax capping program. Justifying this position was the tax policy decision made by Council in 1998 to bring the tax ratios for all property classes to 1.0. This, in effect, reduced any additional tax burden experienced by Multi-residential, Commercial and Industrial properties vis-a-vis residential property owners within the County. In fact, it shifted the burden of property taxes from non-residential to residential taxpayers creating a more desirable environment for our nonresidential taxpayers. This full movement to the fair assessment environment led to Council’s decision to finance taxation subsidies resulting from the capping program from within each property class. Shifting any further costs to the residential taxpayer would have added an unreasonable additional burden to this class of ratepayers. Under the Budget Measures Act, 2004, new Property Tax Capping Options have been offered for 2005 and future years. These options are described in the Municipal Act, S.O. 2001, c. 25 as amended, Section 329.1 (1), which is attached as Appendix A. Starting in 2005, Administrative Report Financial Services – 2013 Property Tax Capping April 17, 2013

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municipalities could set the annual percentage rate of the cap using some or all of the following parameters: ¾ at 5 per cent of the previous year’s CVA taxes ¾ up to 10 per cent of the previous year’s annualized taxes ¾ at the greater of the above or up to 5 percent of the previous year’s annualized CVA taxes. Municipalities can move capped or clawed-back properties directly to their CVA taxes if the taxes are within (up to) $250 of the properties’ CVA taxes. Although this will not significantly reduce the overall level of protection, it will reduce the number of protected properties. In 2010 municipalities had two additional options, which the County implemented. The first is the “Stay at CVA Tax” Option which excludes properties from the capping and clawback calculation if they were at CVA tax in the prior year. The second is the “Cross CVA Tax” Option which excludes properties that would move from being capped in the prior year to being clawed back in the current year or from being clawed back in the prior year to being capped in current year. If a municipality decides to adopt an option other than the default option (5% of previous year’s annualized taxes), the municipality must specify the option in a by-law each year.

Comment The capping program is complex. The basic intent of the program was and continues to be the reduction of the tax bill levied against certain properties at the expense of other taxpayers. The County’s policy actions since 1998 have already reduced the obligations of all non-residential ratepayers, including those captured within the capping program. The opportunity presented by the revised legislative framework allows the County to follow its established taxation policy to the greatest extent by removing the maximum number of properties from the program and reducing the excess burden placed on the balance of the ratepayers in the affected assessment classes. County Council undertook an extensive review of the options available in 2005 and set the capped adjustment at the greater of 10% of the prior year’s annualized taxes or 5% of the previous year’s annualized CVA and moved any capped or clawed-back properties directly to their CVA taxes if the taxes are within (up to) $250 of the properties’ CVA taxes. In 2010 Council adopted the new parameters whereby properties previously at CVA tax will not move back into the capping program and therefore the number of capped properties will be reduced. After consultation with the Township Treasurers in 2013, it has been agreed that setting the options as specified above is the most appropriate course of action.

Sustainability Implications Governance – appropriate stewardship of County resources.

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Financial Implications As all Township budgets and the County budget have not been passed, it is difficult to provide actual financial implications. Using the OPTA Tax Tools, which provide for estimated tax rates, capping would have no impact on multi-residential properties, the cap impact on commercial properties is estimated at $1,145 and industrial properties in total would generate an estimated cap impact of $1,011. This policy will ensure that more properties move toward or stay at their CVA tax rate.

Organizations, Departments and Individuals Consulted and/or Affected Louise Fragnito, Treasurer, Township of South Frontenac Michael McGovern, Treasurer, Township of Central Frontenac Angela Millar, Treasurer, Township of North Frontenac Carol Dwyre, Treasurer, Township of Frontenac Islands

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APPENDIX A: Municipal Act 2001, as amended, Section 329.1 (1) Municipal option: application of certain provisions of the Act 329.1 (1) A municipality, other than a lower-tier municipality, may pass a by-law to have one or more of the following paragraphs apply in the calculation of the amount of taxes for municipal and school purposes payable in respect of property in the commercial classes, industrial classes or multi-residential property class for 2005 or a subsequent taxation year:

  1. In determining the amount of taxes for municipal and school purposes for the year under subsection 329 (1) and the amount of the tenant’s cap under subsection 332 (5), i.

10 per cent or a percentage specified in the by-law for the purposes of this paragraph that exceeds 5 per cent, whichever is lower, shall be used, instead of 5 per cent, in determining the amount to be added under paragraph 2 of subsection 329 (1), and

ii.

the same percentage used under subparagraph i, instead of 5 per cent, shall be used in increasing under paragraph 2 of subsection 332 (5) the amount calculated under paragraph 1 of that subsection.

  1. In determining the amount of taxes for municipal and school purposes for the year under subsection 329 (1) and the amount of the tenant’s cap under subsection 332 (5), i.

the amount to be added under paragraph 2 of subsection 329 (1) shall be the greatest of, A. the amount of the taxes for municipal and school purposes that would have been levied in respect of the property for the previous year but for the application of this Part, subject to such adjustments as may be prescribed, multiplied by 5 per cent or a percentage specified in the by-law for the purposes of this subparagraph that is less than 5 per cent, B. the amount that would be added under paragraph 2 of subsection 329 (1) for the year using the percentage used under subparagraph 1 i, if the municipality passes a by-law to have paragraph 1 apply for the year to property in the class in which the property is included, and C. 5 per cent of the amount determined under paragraph 1 of subsection 329 (1) for the property for the year, and

ii.

the amount determined under paragraph 1 of subsection 332 (5) shall be increased under paragraph 2 of that subsection by the amount determined under the following, instead of the amount specified in paragraph 2 of that subsection: A. the amount on account of taxes levied for municipal and school purposes that the tenant would have been required to pay under the

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tenant’s lease in the previous year but for the application of section 332 multiplied by the percentage used in determining the amount under sub-subparagraph i A, if the amount determined under subsubparagraph i A is the greatest of the amounts determined under subparagraph i, B. the amount calculated under paragraph 1 of subsection 332 (5) multiplied by the percentage used in determining the amount under sub-subparagraph i B, if the amount determined under subsubparagraph i B is the greatest of the amounts determined under subparagraph i, or C. the amount calculated under paragraph 1 of subsection 332 (5) multiplied by the percentage used under sub-subparagraph i C, if the amount determined under sub-subparagraph i C is the greatest of the amounts determined under subparagraph i. 3. The amount of the taxes for municipal and school purposes for a property for a taxation year shall be the amount of the uncapped taxes for the property for the year if the amount of the uncapped taxes exceeds the amount of the taxes for municipal and school purposes for the property for the taxation year as determined under section 329 by the lesser of, i.

$250, and

ii.

the amount, if any, specified in the by-law for the purposes of this paragraph.

  1. The amount of the taxes for municipal and school purposes for a property for a taxation year shall be the amount of the uncapped taxes for the property for the year if the amount of the taxes for municipal and school purposes for the property for the taxation year as determined under section 330 exceeds the amount of the uncapped taxes by the lesser of, i.

$250, and

ii.

the amount, if any, specified in the by-law for the purposes of this paragraph.

  1. If, for all or part of 2006, a property becomes an eligible property within the meaning of subsection 331 (20), the taxes for municipal and school purposes for the year or portion of the year shall be the greater of, i.

the amount of the taxes determined for the property for 2006 under subsection 331 (2), and

ii.

the amount of the uncapped taxes for the property for 2006 multiplied by 80 per cent or the percentage specified in the by-law for the purposes of this subparagraph, whichever is lower.

  1. If, for all or part of 2006, a property becomes an eligible property within the meaning of subsection 331 (20), the taxes for municipal and school purposes for the year or portion of the year shall be the greater of, i.

the amount of the taxes determined for the property for 2006 under subsection 331 (2), and

ii.

the amount of the uncapped taxes for the property for 2006 multiplied by 80 per cent or the percentage specified in the by-law for the purposes of this subparagraph, whichever is lower.

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  1. If, for all or part of 2007, a property becomes an eligible property within the meaning of subsection 331 (20), the taxes for municipal and school purposes for the year or portion of the year shall be the greater of, i.

the amount of the taxes determined for the property for 2007 under subsection 331 (2), and

ii.

the amount of the uncapped taxes for the property for 2007 multiplied by 90 per cent or the percentage specified in the by-law for the purposes of this subparagraph, whichever is lower.

  1. If, for all or part of 2008 or a subsequent taxation year, a property becomes an eligible property within the meaning of subsection 331 (20), the taxes for municipal and school purposes for the year or portion of the year shall be the greater of, i.

the amount of the taxes determined for the property for the taxation year under subsection 331 (2), and

ii.

the amount of the uncapped taxes for the property for the taxation year multiplied by 100 per cent or the percentage specified in the bylaw for the purposes of this subparagraph, whichever is lower. 2004, c. 7, s. 11.

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Report 2013-065

ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

April 5, 2013

Date of meeting:

April 17, 2013

Re:

Financial Services – 2013 Draft Budget

Recommendation RESOLVED THAT County Council accept the Financial Services – 2013 Draft Budget report; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended.

Background A draft budget was presented in November 2012 to the Finance Committee members, Councillors Clayton, Jones, McDougall and Warden Gutowski. Staff provided detailed presentations on each department to the committee outlining issues, mitigation strategies and implications. After a number of lengthy meetings, the Finance Committee provided its recommendations on the draft budget to Council in January. Council met and considered the draft budget in detail on January 17, February 20, March 8 and March 20. The tax levy at the end of the March 20 meeting was $8,201,429 a 0.34% reduction over the 2012 budget. The budget was not supported at that meeting.

Comment The new draft budget, appended to this document incorporates all the Council discussions to date.

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There is an urgency to complete the County budget process to facilitate finalizing lower tier budgets and the release of tax bills in May. Further, senior staff from our funding partner, the City of Kingston, had scheduled a report to City Council on April 23 with respect to its tax levy for 2013 prior to issuing tax bills. For this meeting, City representatives require an understanding of the County’s budgets related to the shared services of Fairmount Home and Land Ambulance. Concern has been expressed with respect to the review and realignment of the County reserves. A report related to this discussion was deferred to a Committee of the Whole, and it is anticipated that a fair amount of time is required to facilitate a comprehensive reserve review in light of the long term implications of the decisions.

Sustainability Implications Sustainability is dependent on good governance and stewardship of County resources.

Financial Implications The budget as presented proposes a levy of $8,201,429 or a 0.34% reduction over the 2012 budget.

Organizations, Departments and Individuals Consulted and/or Affected Gerard Hunt, CAO, City of Kingston Desiree Kennedy, Director of Financial Services and Treasurer, City of Kingston Louise Fragnito, Treasurer, Township of South Frontenac Michael McGovern, Treasurer, Township of Central Frontenac Angela Millar, Treasurer, Township of North Frontenac Carol Dwyre, Treasurer, Township of Frontenac Islands

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Report 2013-083

ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

April 10, 2013

Date of meeting:

April 17, 2013

Re:

Financial Services – 2013 Unfunded Liability and Reserve Allocations

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

Background Ontario Regulation 284/09 allows municipalities to exclude amortization expenses, postemployment benefits, and solid waste landfill closure and post-closure expenses in budget preparations. This regulation was intended to be in place for a transition period as municipalities implement the reporting of tangible capital assets (TCAs) on their financial statements. The County of Frontenac is required under Ontario Regulation 284/09 to report on amortization, post employment benefits and solid waste landfill closures and post-closure expenses that are excluded from the annual budget.

Comment In 2013, the County will be dealing with two unfunded liabilities. The first relates to capital: the depreciation cost compared to amounts being put in reserve for replacement of capital. The second relates to post employment benefits. Administrative Report Financial Services – 2013 Unfunded Liability and Reserve Allocations April 17, 2013

2013-083 2013 Unfunded Liability and

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Unfunded Capital Liability: There are two components to the discussion of the unfunded capital liability. The first component is the comparison between the annual requirement for depreciation and the annual allocation to reserve. The second component relates to the total estimated unfunded liability for capital to the end of 2013. Annual Depreciation and Reserve Allocations: Budget documents presented to Council show estimated depreciation, but as this is a non-cash outlay the amounts are then reversed before the tax levy is calculated. Council does however provide for allocations to reserve for capital replacement. These amounts are either levied or transferred from other reserves where available. In 2012 the calculated depreciation was $1,366,641 in the following categories 2012 Depreciation

Land Improvements Buildings Bridges Machinery and Equipment Vehicles Total

$ 37,830 453,936 8,913 439,773 426,188 1,366,640

2012 Reserve Allocations $ 0 0 0 387,629 422,658 810,287

The reserve allocations provide for the County’s share only of Fairmount Home as the County does not retain replacement reserves for the City of Kingston’s share of Fairmount Home. The County does retain replacement reserves for the Land Ambulance vehicles and equipment replacement. Reserve JOINT FPS Vehicle Replacement Reserves JOINT FPS Equipment Replacement Reserve FRO Fairmount Capital Replacement Reserve FRO Capital Replacement Reserve TOTAL

2012 Allocation $ 422,658 214,605 85,024 88,000 810,287

In the 2013 Draft budget, $1,105,359 has been allocated to reserve for capital replacement while estimated depreciation is $1,666,465. The difference is $561,105. Reserve JOINT FPS Vehicle Replacement Reserves JOINT FPS Equipment Replacement Reserve FRO Fairmount Capital Replacement Reserve FRO Capital Replacement Reserve TOTAL

2013 DRAFT BUDGET Allocation $ 527,300 209,975 142,338 225,746 1,105,359

The County’s share of the unfunded capital liability in 2013 is $193,327. Administrative Report Financial Services – 2013 Unfunded Liability and Reserve Allocations April 17, 2013

2013-083 2013 Unfunded Liability and

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Total Estimated Unfunded Capital Liability: The discussion around annual allocation of depreciation versus reserves does not acknowledge the full implication of the unfunded capital liability. The following table shows the depreciation liability. Depreciation is calculated on historic cost and does not provide for the cost of replacement in the future. Replacement reserves includes a component which acknowledges an increase in future cost. Asset

Total Depreciation Liability

County of Frontenac Share

Replacement Reserve Totals

$ 200,157 4,548,417 27,764 3,580,544

$ 94,862 2,010,034 27,764 2,198,642

$ 0 0 0 2,304,751

1,556,143 9,913,025

1,556,143 5,887,445

775,697 3,080,448

Land Improvements Buildings Bridges Machinery and Equipment Vehicles

Total Unfunded Capital Liability 94,862 2,010,034 27,764 -106,109 780,446 2,806,997

Post Employment Benefit Liability: CUPE 2290 negotiated post employment benefits in 2010. This liability is funded. OPSEU 265 negotiated post employment benefits in its last contract to be in effect in 2012. The actuarial assessment related to this liability was received in March 2013. The outstanding liability is $35,175 in 2012 and is currently unfunded. The County’s share of this unfunded liability is $7,330. For 2013, the actuarial assessment of required contributions for post employment benefits is $6,542 for Land Ambulance and $14,744 for Fairmount Home. The contribution to Fairmount Home’s post employment benefit has been funded. The contribution for the Land Ambulance post employment benefit is not. The County’s share of the unfunded contribution in 2013 is $1,360. The Ministry of Municipal Affairs and Housing is currently undertaking consultations on Regulation 284-09. Discussions will include consideration of the presentation of unfunded liabilities on the budget document as well as consideration of requirements for funding these liabilities on an annual basis. The County Treasurer is participating in a consultation on April 26th.

Sustainability Implications Sustainability is dependent on good governance and stewardship of County resources.

Financial Implications The County’s share of total unfunded liability related to capital and post employment benefits at the end of 2013 is $2,815,340. The total unfunded liability related to the 2013 budget is $567,647 of which the County’s share is $194,687. Organizations, Departments and Individuals Consulted and/or Affected Administrative Report Financial Services – 2013 Unfunded Liability and Reserve Allocations April 17, 2013

2013-083 2013 Unfunded Liability and

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Report 2013-067 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:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Emergency and Transportation Services – 2013 Emergency Medical Services Week Proclamation, May 26th to June 1st

Recommendation WHEREAS each year the paramedics of Frontenac Paramedic Services will respond to approximately 22,000 calls for assistance from the public; AND WHEREAS the paramedics of emergency medical services are ready to provide lifesaving care to those in need 24 hours a day, 7 days a week, 365 days a year; AND WHEREAS access to quality emergency medical care dramatically improves the survival and recovery rate of those who experience sudden illness or injury; AND WHEREAS the members of emergency medical services teams, whether career or volunteer, engage in thousands of hours of specialized training and continuing education to enhance their life saving skills; AND WHEREAS the members of emergency medical services teams often find themselves in dangerous and traumatic situations requiring spontaneous decision-making; AND WHEREAS the members of emergency medical services teams provide a vital pre-hospital service to the residents of the geographic area of the County of Frontenac and the City of Kingston; NOW THEREFORE BE IT RESOLVED the Council of the County of Frontenac receive this Emergency and Transportation Services – 2013 Emergency Medical Services (EMS) Week, May 26th to June 1st, report; AND FURTHER that the week of May 26 to June 1, 2013 be proclaimed EMS WEEK in the County of Frontenac. Administrative Report Emergency and Transportation Services – 2013 EMS Week Proclamation, May 26th to June 1st April 17, 2013

2013-067 2013 Emergency Medical

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Background The Ontario Association of Paramedic Chiefs (OAPC), the Paramedic Chiefs of Canada (PCC), the Paramedic Association of Canada (PAC), the Ontario Paramedic Association (OPA) and all associated Paramedic organizations have agreed that Emergency Medical Services (EMS) Week will take place on an annual basis.

Comment Every year Frontenac Paramedic Services (FPS) continues to “bring the hospital to the patient” through the skilled hands of our Primary Care Paramedics (PCPs) and Advanced Care Paramedics (ACPs). Our paramedics raise awareness of emergency medical services and its role within the community. In addition, we strive to promote our paramedics, the dedicated service they provide within the Frontenacs and surrounding areas, through their involvement in numerous outreach activities. Requests from our various community members (local schools and/or their Boards, churches, community groups, regional and private daycare facilities, nonprofit organizations and private sector companies) for education and information about the services paramedics provide continue to rise annually. This year’s theme is:

EMS: Health Care in Motion!

Sustainability Implications Directions for Our Future, under Capacity Building and Governance on page 36, states: “Strong links ensure seamless relationships between community and municipalities”. This work also contributes to the sustainability indicator – number of collaborative projects developed and implemented with two or more municipalities.

Financial Implications The costs for EMS Week activities are within the 2013 Land Ambulance budget allocations.

Organizations, Departments and Individuals Consulted and/or Affected Association of Ontario Paramedic Chiefs (OAPC) Emergency Medical Services Chiefs of Canada (EMSCC) Paramedic Association of Canada (PAC) Ontario Paramedic Association (OPA) Administrative Report Emergency and Transportation Services – 2013 EMS Week Proclamation, May 26th to June 1st April 17, 2013

2013-067 2013 Emergency Medical

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Report 2013-068 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:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Emergency and Transportation Services – 2013 Preparedness Week Proclamation, May 5th to 11th

Emergency

Recommendation WHEREAS the Council of the County of Frontenac recognizes the importance of everybody being prepared for emergencies; AND WHEREAS the goal of Emergency Preparedness Week is to raise community awareness and the need to prepare for the possibility of an emergency; AND WHEREAS the safety of our community is the responsibility of each and every one of us, we must prepare now and learn how to secure a strong and healthy tomorrow; NOW THEREFORE Council of the County of Frontenac accept this Emergency and Transportation Services – 2013 Emergency Preparedness Week, May 5th to 13th report for information; AND FURTHER Council of the County of Frontenac hereby proclaim the week of May 5th to 13th, 2013, to be EMERGENCY PREPAREDNESS WEEK throughout the County, and encourage all citizens to participate in educational activities on emergency preparedness.

Background An emergency situation can happen anywhere and anytime. We all need to be prepared to deal with these events at the personal, community, provincial/territorial and federal government levels. Utilities can be out, roads closed, and crucial supplies can become unavailable. While local, provincial and federal officials prepare for emergencies, individuals can and should plan to be prepared at home and at work. Administrative Report Emergency and Transportation Services – 2013 Emergency Preparedness Week Proclamation, May 5th to 11th April 17, 2013 Page 1 of 2

2013-068 2013 Emergency

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With increased levels of fear and anxiety throughout Canada and the world around emergency situations, it makes sense to prepare for the unexpected. Everyone should be prepared to take care of themselves and their families for up to 72 hours in the event of an emergency or disaster. A series of self-help advice brochures produced by Public Safety Canada and Emergency Management Ontario (EMO) offer helpful hints and step-by-step information to prepare an emergency kit and recover more quickly in case of an emergency. What is EP Week? EP Week is a Canada-wide initiative to increase awareness about individual and family preparedness, emphasizing how the public can reduce the risks and consequences of an emergency by being better prepared.

Comment As part of our ongoing Public Awareness Campaign, as mandated under the Emergency Management and Civil Protection Act, it is important that we provide citizens with timely, relevant and accurate information regarding emergency preparedness and encourage that they be knowledgeable and prepared for the possibility of an emergency. Ontario’s focus this year is reaching seniors and teaching them about the importance of emergency preparedness. Seniors have much experience upon which to draw, however they can also face added challenges and vulnerabilities. This means considering their specific needs in emergency preparedness and providing them with the information they need to be more resilient. Of course, EP Week encourages all Canadians to be prepared to cope on their own for the first 72 hours following an emergency. During this time, frontline emergency responders may be assisting those in urgent need and might not have the ability to support other households.

Sustainability Implications Directions for Our Future, under Capacity Building and Governance on page 36, states: “Strong links ensure seamless relationships between community and municipalities”. This work also contributes to the sustainability indicator – number of collaborative projects developed and implemented with two or more municipalities.

Financial Implications The County will publish a notice regarding the Proclamation of Emergency Preparedness Week in our local newspapers on behalf of all the municipalities within the Frontenacs. The cost is estimated at approximately $2,000 and has been included in the 2013 budget.

Organizations, Departments and Individuals Consulted and/or Affected Emergency Management Ontario Townships’ CEMCs Administrative Report Emergency and Transportation Services – 2013 Emergency Preparedness Week Proclamation, May 5th to 11th April 17, 2013 Page 2 of 2

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Report 2013-069 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:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Emergency and Transportation Services - 2013 1st Quarter Activity Update

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

Background This report is presented to Council to provide an update on the various ongoing activities and special projects during the 1st quarter of 2013.

Comment Meetings Attended County Council – Regular Meeting County Council – Special Meeting County Council – Joint Council Joint Management and RULAC County Emergency Management Program Committee City of Kingston Emergency Management Program CACC Advisory Regional Paramedic Program of Eastern Ontario (RPPEO) Fire/Paramedic Labour Relations Committee OPSEU Local 462 Labour Management Committee CUPE Local 109 Labour Management Committee

Dates January 16, February 20, March 20 January 17, February 20, March 8

January 14

Administrative Report Emergency and Transportation Services – 2013 1st Quarter Activity Update April 17, 2013

2013-069 2013 1st Quarter Activity

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County Health & Safety Committee EMO Loyalist Sector Meeting

February 26

Committee Activities 1. 2. 3. 4.

Ontario Association of Paramedic Chiefs (OAPC) Board: February 21, March 21 EHSB/OAPC Quarterly Meeting, January 29 OAPC - Eastern Ontario Chiefs: January 16 and 17 Emergency Medical Services Chiefs of Canada (Teleconference) a. Executive: February 4, March 4 b. Board of Directors: February 11, March 11

Special Projects/Other Activities

  1. Ottawa Paramedic Services (OPS) Site Visit The Deputy Chief of Operations, our Project Manager and I travelled to Ottawa to visit and discuss several of the paramedic services facilities know as “Posts”. This review was to ascertain the layout, space requirements and operational positives and negatives of the facility, as it may relate to our northern station development. We received tours of three (3) different styles of posts (high density, low density and rural).
  2. Public Access Defibrillation (PAD) Program The last three months have been very busy with the Ontario Defibrillator Access Initiative (ODAI). As the PAD program designate for the County, the ODAI approved 15 locations within the County’s boundaries for Automatic External Defibrillators (AED) to be placed in community centres and schools. This initiative includes training funds for ten people at each location. Part way into the project, the Heart and Stroke Foundation of Ontario contacted us to request we also oversee the distribution of thirty AEDs within the City of Kingston to all schools. We agreed to assist as we already had agreements in place with the school boards. By March 31st, all paperwork was submitted to conclude this project and 45 AEDs now wait in anticipation of saving a life.
  3. Caution Address “Flagging” After FPS called the Ministry of Labour on itself last October, and following close to six months of discussion and debate between the Ministry of Health and Long term Care, Emergency Health Services Branch and the Ontario Association of Paramedic Chiefs, the Branch has official launched a flagging process across the province. This is a positive announcement, as it protects the health and safety of not only the County’s paramedic staff, but all paramedics across the province. Council has already approved moving forward with completion of a required agreement with the Kingston Regional Central Ambulance Communications Centre.
  4. Media Relations Two notable issues received considerable media attention through late February and March: “Flagging” and the Budget Mitigation Strategy. On these two issues alone, I have given eight media interviews. Since the beginning of 2013, I have given a total of 11 media interviews, hosted a press conference and distributed two media releases. With the expert guidance and assistance of Alison Vandervelde, our Communications Officer, and input from Squeaky Wheel Communications, media relations during the first quarter of 2013 were handled efficiently and effectively.

Administrative Report Emergency and Transportation Services – 2013 1st Quarter Activity Update April 17, 2013

2013-069 2013 1st Quarter Activity

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Performance Standards - Key Performance Indicators (KPI) County of Frontenac Legislated Response Time Standard (RTS)

NB: The County of Frontenac established RTS is at the mid-point of the orange range

For the calendar year of 2013, from January 1 to December 31: i. Designated Delivery Agent (DDA) - SUDDEN CARDIAC ARREST 48% percent of the time, within 6 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a responder equipped and ready to use an AED at the location of a patient determined to be in sudden cardiac arrest. ii. EMS Designated Delivery Agent - CTAS 1 68% percent of the time, within 8 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 1. iii. EMS Designated Delivery Agent - CTAS 2, 3, 4, 5 The County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 2, 3, 4, 5 within a period of time determined appropriate by the DDA and noted below in Table 1, or as resources permit (level of effort): Table 1, CTAS 2, 3, 4, 5 EMS Delivery Agent Commitment CTAS Target time from paramedic received until on scene 2 10 minutes 3 10 minutes 4 10 minutes 5 10 minutes

% Target 65% 65% 65% 65%

The County of Frontenac is meeting all of its established Response Time Standards during the 1st quarter. Administrative Report Emergency and Transportation Services – 2013 1st Quarter Activity Update April 17, 2013

2013-069 2013 1st Quarter Activity

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This image, below, speaks to the fact that 95.57% of our responses during the 1st quarter of 2013, were deemed emergency ambulance response compared to 66% in 2000. Non-urgent transfers have become a very small percentage (2.01%) of our workload compared to 33% in 2000; which was our goal when we established Minimum Emergency Coverage (MEC) in the early 2000s. The untitled 2.29% represents data errors in the eACR program where two or more ACRs have been started for the same response.

This image (below) illustrates the type of emergency calls we respond to during the 1st quarter

Diabetic Emergency – Patient Outcome = 71% Improved Clinical Status (42/59 cases) for the 1st quarter

Administrative Report Emergency and Transportation Services – 2013 1st Quarter Activity Update April 17, 2013

2013-069 2013 1st Quarter Activity

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Operations - Key Performance Indicators (KPI) for the 1st quarter During 2012 all of our ambulance fleet was outfitted with the new ACETECH software. The software has to elements to it:

  1. Automatic Vehicle Locator (AVL) which is our GPS system
  2. ECO-RUN which is the program that monitors battery voltage and inside temperatures. Where these readings fall within pre-set parameters, the program will shutdown the unit to save fuel. When the reading falls out of the parameters the vehicle is automatically restarted. The report below, extracted from the software shows one ambulance’s performance (Unit 4122) within the ECORUN software. The four (4) shaded boxes is the total of the fleet of fifteen (15) ambulances savings for the 1st quarter of 2013.

Administrative Report Emergency and Transportation Services – 2013 1st Quarter Activity Update April 17, 2013

2013-069 2013 1st Quarter Activity

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Report 2013-070 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:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Emergency and Transportation Services – National Emergency Medical Services (EMS) Database – Data Sharing Agreement

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

Background The Paramedic Chiefs of Canada (PCC) has moved forward with the initiation of various strategies outlined in the white paper, Defining the Road Ahead, including the development of a proposed set of performance measures for EMS. Following this development, the PCC made an application through the Canadian Police Research Centre for grant funding to develop a National EMS Database. The first element of the National Database project is the development of a standardized repository and collection process. This will be completed through the service partnership between PCC and Interdev Technologies. The parties are now preparing to complete the first phase through the initiation of data collection across participating Ontario EMS organizations. Upon completion of this step, the second phase will involve gathering information nationally.

Administrative Report Emergency and Transportation Services – National Emergency Medical Services (EMS) Database – Data Sharing Agreement April 17, 2013 Page 1 of 2

2013-070 National Emergency Medical

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Comment PCC is developing and operating a National Emergency Medical Services (EMS) Database containing non-identifying EMS incident data from participating emergency service providers that can be used by PCC, emergency service providers and others for approved planning, quality improvement and research purposes The Database is being created with the intention of sharing non-identifying EMS data with EMSCC, emergency services providers throughout Canada who contribute data to the National EMS Database and third party organizations for development of Key Performance Indicators for Canadian EMS. Sustainability Implications The agreement will see the County of Frontenac participate in industry-leading initiatives and the creation of a common dataset that we can utilize to measure our key performance indicators in relation to other services in Ontario and across Canada.

Financial Implications None.

Organizations, Departments and Individuals Consulted and/or Affected Paramedic Chiefs of Canada Ontario Association of Paramedic Chiefs Interdev Technologies Dave Millard, Manager of Information Services

Administrative Report Emergency and Transportation Services – National Emergency Medical Services (EMS) Database – Data Sharing Agreement April 17, 2013 Page 2 of 2

2013-070 National Emergency Medical

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Report 2013-079 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:

March 26, 2013

Date of meeting:

April 17, 2013

Re:

Emergency and Transportation Services - 2012 Year in Review

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

Background In order to improve service delivery and build upon past achievements, it is important to review accomplishments and success.

Comment 2012 was another exhilarating year in Emergency and Transportation Services. Many new opportunities and challenges presenting themselves to paramedics, ferry operators and support staff. The Emergency and Transportation Services - 2012 Year in Review is attached.

Sustainability Implications In viewing the 2012 Year in Review, one can appreciate the importance of community service and protection provided through the programs operated by ETS and the quality patient care offered and advocacy undertaken by FPS.

Administrative Report Emergency and Transportation Services – 2012 Year in Review April 17, 2013

2013-079 2012 Year in Review

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Financial Implications None.

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Emergency and Transportation Services – 2012 Year in Review April 17, 2013

2013-079 2012 Year in Review

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2013-079 2012 Year in Review

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Director of Emergency and Transportation Services/ Chief of Paramedic Services Paul J. Charbonneau A Year in Review This past year, more than any other, Frontenac Paramedic Services have put our employees and the public‟s safety at the forefront of our daily business decisions.

Vehicles Early in 2012, our service took the initiative to add five smaller and lighter ambulances to the fleet. These vehicles are equipped with a highly visible “Battenburg” decaling design to improve visibility and safety of our medics and the public, and technical improvements make them more environmentally friendly. This initiative was the culmination of a year and a half of extensive research, carried out in collaboration with a committee of paramedics, management and a consultant. For a more detailed overview, please see our Operations update in this publication. Wolfe Island Accommodation Building Grand Opening The County of Frontenac is very fortunate to have a volunteer paramedic service, one of only two of its kind in Ontario. The volunteers provide essential services to the local Wolfe Island community. In order to create a more comfortable and secure working space, the County took it upon itself to build a separate, on-site accommodation building for our volunteers. This new building includes sleeping space, washrooms, a small kitchen and a common room, and will provide off-island volunteers with a dedicated space to prepare meals and rest during prolonged shifts. We were very pleased to host an official grand opening in the summer, attended by staff, municipal and provincial dignitaries and the public.

“The ambulance accommodations building has improved the quality of life for Wolfe Island volunteer paramedics and in turn has made it easier to attract quality volunteer paramedics to the service.”

Greening our Service Our service is continually looking at ways to decrease our impact on the environment and improve ways of doing – Janet Gutowski, Warden of the County of Frontenac business. The end of last year saw 88% of our fleet equipped with either eco-run or hybrid technology, two stations generating solar energy (one that has been awarded LEED Gold Certification), and environmentally friendly cleaning products and bathroom paper sourced from recycled materials in all stations. In a paper reduction exercise alone, FPS saved 8,120 pieces of paper by changing five processes. For more information on our environmental activities, please see our new website www.frontenaccounty.ca (to be launched in spring 2013).

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Lives Saved This year, we acknowledged 22 FPS paramedics for saving nine lives during emergency response calls. I am regularly reminded that FPS would not be the successful organization it is today without the commitment “On behalf of the residents of and caliber of people who go above and beyond, to ensure Frontenac County, I would like to quality help is always close at hand. Congratulations to: Heather thank the men and women who Wilkes, Andrew Bourgon, Travis Ratcliffe, Lindsay Esford, Joe serve as paramedics in our County. Recognizing these Ferguson, Corie Rowlands, Shawn Phillips, Andrew Liersch, wonderful milestones allows us Greg Allan, Chris Lovell, Alex Kroeze, Jonathan Andreozzi, Alicia to honour their hard work and Scott, Dale Hodgins, Andrew Gagnon, Richard Bowlby, Lisededication to the job.” Anne LePage, Kenny Heintz, Chris Hackett, Mark O‟Meara, – Janet Gutowski, Warden of the County of Frontenac Jason Coulter. Exemplary Medics In the fall, I had the honour of standing with six of FPS‟s best as they received the Governor General‟s Emergency Medical Services Exemplary Medal in Ottawa, individually presented by Major General Richard Rohmer, Canada‟s most decorated citizen. Luc Croteau, Joe Ferguson, John Taggart, Ross Brown, Dave Parkhill and Jeff Burgess are to be celebrated and applauded on this achievement and recognition of their service to Frontenac Paramedic Service and our Country. In fact, Luc Croteau was the only recipient at the event to receive a medal with 2 bars, which represents 40 years of service. An Autumn Story It is rare in our profession that we get to share a good news story as heart-warming as this one. In the winter of 2011, a young lady named Autumn was the victim of a traumatic car accident, in which she was hit from behind by an oncoming vehicle as she reached into her trunk. Our paramedics Rob, Debbie, Pete, Mike and supervisor Richard were called to the scene, successfully treated and Autumn got her to the hospital. Many months and surgeries later, she took the initiative to contact FPS as she wanted the opportunity to meet the paramedics who gave her, “another year… my husband his wife and my daughters their mother”. We are pleased to report

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that Autumn is doing very well, and although she has a few surgeries in her future, she is truly living each moment to the fullest. The Road Ahead Community Paramedicine At its meeting on February 20th, County Council unanimously supported the introduction of a Community Paramedicine Pilot Project on Wolfe Island. The project will include a bi-monthly clinic at the Wolfe Island Medical Clinic, which will be open to the entire community. The pilot project is an effort to investigate creative and alternative activities to support residents’ efforts to stay in their homes longer. EMS of the future includes community paramedicine, which can greatly impact the demands placed on emergency health care and the region’s hospitals, contributing to the containment of rising 911 calls and health care costs. Community paramedicine is about more than just containing costs – with the right resources in place, we can successfully involve the public in the chain of survival. See “In the Community” for more on FPS‟s community involvement. Ministry Review in 2013 Every three years, FPS undergoes a review by the Ministry of Health Emergency Health Services Board to renew its certification to operate as an emergency medical services provider. That review will occur this year, with completion expected for June. Moving Ahead Though they have been a part of our team for a few months now, I‟d like to officially welcome those new part-time staff who joined the service in 2012. To those who will be retiring this year, thank you for the years you have spent serving our community and good luck in your future endeavours. And lastly, to all FPS employees, it continues to be an honour and pleasure to represent a team as dedicated as you. I appreciate the professionalism and service each of you continues to provides to the public.

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In the Community 2012 was another successful year for Frontenac Paramedic Services getting out into the community – volunteering, showing support for various causes and promoting the good work that is being done. Over the course of 30 events, our medics contributed 165 hours; both volunteer and paid time, and connected with close to 9,400 people. Children Over the past year, our medics have been actively involved in WITS (Walk away, Ignore, Talk it out, and Seek help), the community based program that teaches children positive strategies to deal with bullying and peer victimization. They have visited elementary schools within the County of Frontenac, partnering with Queens University and Fire and Police personnel, to help facilitate assemblies and they return periodically to see the progress students are making and how they have used the tools. For more information on the program, go to http://www.witsprogram.ca. FPS participated again this year in the “Teddy Bear Toss” for the Salvation Army, by donating 25 FPS Teddy Bears. This toy drive aims to ensure that less fortunate children have a new toy on Christmas morning. For more on the toy drive, visit http://www.chumtoydrive.com/about.html. Outreach In October, the County celebrated Local Government Week in Cloyne. Frontenac Paramedic Services participated in a North Frontenac Township event with an interactive display designed to raise civic awareness with students in Grade 5. Paramedics were pleased to interact with young students and highlight the world of emergency medical care. Sport & Fitness The County of Frontenac proudly sponsored the 2012 Special Olympics in Kingston, May 31st – June 3rd, 2012, and was especially honoured to adopt two athletes and support and encourage them throughout their competition. Frontenac Paramedic Services also provided any medical supplies needed throughout. This event provided the opportunity for over 500 athletes, with intellectual disabilities, to have yearround sports training and athletic competition.

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Health In June, a group of FPS Staff raised $4,379.38 for the Becel Ride for Heart Campaign for the Heart & Stroke Foundation, in return for the challenge of cycling 25km, 50km or 75km on the Don Valley Parkway! This gave Frontenac Paramedic Services the opportunity to purchase another three Public Access Defibrillators (PADs) for our surrounding community, adding to the list of 22 locations that we have supplied with PADs within the last 4 years. Defibrillators donated to date: Venue

Address

Community

Arden Legion Hall

5967 Arden Road

Arden

Fire Chief’s Vehicle Frontenac Municipal Office Harlowe Community Hall Howe Island Municipal Office Marysville School - Wolfe Island North of 7 Restaurant/Plevna Market

Box 97, 6648 Road 506 Box 97, 6648 Road 506 1047 Gull Lake Road Baseline Road, R.R. #4 53 Victoria Street 7325 Hwy. 506

Plevna Plevna Harlowe Gananoque Wolfe Island Plevna

Ompah Community Hall Public Works Office Sacred Heart School - Wolfe Island Sharbot Lake Legion Hall Sharbot Lake Medical Centre South Frontenac Municipal Office

10200 Road 509 2490 Keeley Road #57 Road 95 Box 8 1005 Medical Centre Road 4432 George Street

Ompah Sydenham Wolfe Island Sharbot Lake Sharbot Lake Sydenham

St. Philomena’s Parish Hall Sydenham Legion Hall Sydenham Rural Vision Centre Wolfe Island Community Centre Wolfe Island Municipal Office Veron’s Lions Hall

1739 Howe Island Drive 4362 Amelia Street 4419 George Street 56 Victoria Street Box 103 4504 Verona Sand Road

Howe Island Sydenham Sydenham Wolf Island Wolfe Island Verona

Bon Echo Park Cloyne Fire Hall Response Truck

613-479-2231 - Steve Riddell 14833 Highway 41 in Cloyne

North Frontenac Cloyne

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Breast Cancer Awareness In October, our paramedics organised a campaign to raise awareness of Breast Cancer by donning pink epaulettes and gloves. This self-funded initiative was very well received by the community and other services, and we congratulate Tania Pellitier and Heather Wilkes on inspiring our service to participate. Food and Toy Drives In December, the service participated in both a Toy and Food Drive. These important initiatives filled an ambulance with toys and brought in 2,400 lbs of food and $1,395 for the Partners in Mission Food Bank.

Emergency Services Week May 20th - 26th, 2012 Dedication to more than just a job! Our annual weeklong Emergency Medical Services celebration successfully saluted the men and women in our community who serve as paramedic. A team of FPS medics took over centre court in the Cataraqui Town Centre, equipped with the county‟s new ambulance and equipment to demonstrate the trade and share with the community their chosen profession.

2013-079 2012 Year in Review

“Their profession is not just a job; it is a lifelong dedication to a professional career. Paramedics have chosen their career in the service of those in need for it is more than a job, it truly is a calling.” – EMS Chiefs of Canada, www.emscc.ca

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Deputy Chief of Performace Standards Gale Chevalier

Simulation Training The field of paramedicine has evolved dramatically over recent years, and the paramedic scope of practice has expanded. This has created the need for enhanced educational programs to ensure paramedics are competent in the skills required to deliver excellent patient care. Patient simulation is an important part of training at Frontenac Paramedic Services. Using our state-of-the-art Mobile Simulation Lab, paramedics have an opportunity to practice realistic scenarios in a controlled environment. The Sim Lab allows paramedics to learn new skills, practice procedures performed infrequently, and enhance communication skills and teamwork in a safe environment with no risk to a patient. A unique feature of the simulation training program at FPS is that it is run by paramedics, for paramedics. FPS has 13 trained peer facilitators who take the simulation training on the road to the paramedics in the field. The facilitators are trained to create and present scenarios, operate the equipment and brief and debrief the scenarios in order to enhance learning. Paramedics are surveyed to determine the types of training scenarios they would like to experience in the Sim Lab. Scenarios are then developed by the facilitators. Objectives are set for each scenario and the paramedics choose which scenarios they would like. In 2012, a total of more than 175 scenarios were completed by Frontenac Paramedics, covering topics including respiratory distress, anaphylaxis, trauma and cardiac dysrhythmia. Call Demographics Frontenac Paramedic Services continues to see a significant growth in call volume for patients over the age of 60. In 2012, the total number of calls for patients in this age category was 8,479 (see graph), which was 47.95% of the total FPS call volume. This number reflects an increase of 15% over the past four years. This is consistent with Statistics Canada data that life expectancy continues to rise. In the 60-70 year-old category, the number of ambulance calls for males and females were almost equal. However,

2013-079 2012 Year in Review

Feedback from paramedics: “The facilitators made it very comfortable and provided great feedback.” “Very good to review practices not often experienced.” “I enjoy these! Great for learning” “Fun!”

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by age 80, calls for female patients were 29% higher than males, which is consistent with the Statistics Canada information that women continue to have a longer life expectancy than men. The most common reasons prompting a call for an ambulance in patients over the age of 60 are trauma (often caused by falls), breathing difficulties and neurologic problems (often strokes). As the population continues to age, strategies to assist seniors in aging at home must be developed. Community Paramedicine is one such strategy being investigated by Frontenac Paramedic Services.

Research Frontenac Paramedic Services responded to 218 suspected cerebral vascular accidents (strokes) in 2012. Strokes are a serious medical emergency where a portion of the brain is not receiving oxygen, either from a clot blocking an artery (ischemic) or from rupture of an artery (hemorrhagic). The symptoms of a stroke depend on which part of the brain is affected. Common symptoms may include paralysis of a part of the body, loss of all or part of the vision, or loss of the ability to speak or to understand speech.

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With an ischemic stroke, patients may receive a medication called tPA which can dissolve the clot and allow blood flow to return to the affected area of the brain. In 2011, the Ontario Stroke Redirect Protocol was revised to allow paramedics to transport a patient directly to a Stroke Center, when the patient can be delivered to the Centre within 3.5 hours from onset of stoke symptoms. This is an increase from the previous guideline of 2 hours. Frontenac Paramedic Services recently participated in a study designed to evaluate the impact and effectiveness of this protocol. Over the course of the one-year study in 2012, Frontenac Paramedic Services transported 80 patients who met the new criteria to Kingston General Hospital (The Regional Stroke Center). FPS had 100% compliance with transporting the correct patients to the correct location under these guidelines, and submitting the study paperwork. The study demonstrated accurate, safe and effective implementation of the revised Ontario Stroke Redirect Protocol by paramedics. Results from this valuable research, which our paramedics made a significant contribution to, will allow more stroke patients to benefit from early treatment. FPS also played an important role as KGH was awarded The National Stroke Distinction Award through Accreditation Canada. A critical component of the award was a review of Emergency Medical Services protocols, including use of the Stroke Prompt Card, hospital pre-notification, medical redirect, and family and patient education and ensuring that the paramedics were aware and compliant with these protocols.

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Drug Interventions FPS paramedics respond to a wide variety of call types (see problem codes table below). Over time, the scope of practice of the paramedics has increased to meet the needs of our patients. Primary Care Paramedics (PCP) are now certified to administer nine different medications. Advanced Care Paramedics (ACP) are certified to administer 21 medications.

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The administration of dimenhydrinate (Gravol) and diphenhydramine (Benadryl) have recently been added to the PCP scope of practice. Gravol is given intramuscularly (IM) by needle to relieve nausea and vomiting. Benadryl can be given (IM) to a patient with a mild to moderate allergic reaction, and may be given in addition to epinephrine in a severe allergic reaction. In 2012, 65 patients benefitted from the addition of this skill to the PCP scope of practice.

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The table below illustrates the medications administered by FPS in 2012.

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Deputy Chief of Operations Dave Gemmill

New Ambulances At the close of 2011, Frontenac Paramedic Services added five new ambulances that were six inches narrower, and 400 pounds lighter than the older models with a new tailored decal package. These vehicles are the result of 18 months of research by a committee of paramedic and management staff working with a consultant, to create a smaller vehicle with an exterior design proven to have high visibility improved conspicuity. The new design is also supported by a considerable body of research and reflects the direction many other jurisdictions throughout Europe and Australia are taking. The highly visible yellow and blue Batttenburg markings are the most recognized and sensitive colouring to the eye, and can be seen in darkness at least 500 metres away.

“It is so important that our ambulances be extremely visible day and night, while traveling and stopped at the scene of an accident. An ambulance that is easily discernible attracts attention and alerts drivers of the need to slow down and give the vehicle as much room as possible.” – Paul Charbonneau, Chief of Paramedic Services

The ECO-Run System The County of Frontenac Paramedic Services has 19 ambulances and emergency response vehicles that are equipped with an ECO-Run monitoring system and 3 with hybrid technology. This system monitors voltage and occupant compartment temperature and automatically cycles the engine off and on during vehicle idle, reducing vehicle idle times by up to 40%, which lowers fuel consumption, carbon emissions, and general wear on the vehicle‟s engine. When ECO-Run is engaged, the ignition key may also be removed, leaving the module to run in anti-theft mode, which puts the County of Frontenac in control of its fleet‟s fuel consumption and carbon footprint. This system has helped the County reduce its carbon emissions and contribute to a greener environment.

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Eco-Mode Data for 2012 Vehicle Excess Idles ECO-Run Activations* ECO-Run Percentage* Idle Duration (h:m:s) Idle Fuel Consumed (L) Idle Fuel Cost (CAD) ECO-Run Duration (h:m:s) ECO-Run Fuel Saved (L) ECO-Run Cost Saved (CAD)

4122 598 992 165.89 165:23:11 322.5

4129 715 212 29.65 164:25:32 320.63

4131 999 668 66.87 189:30:53 369.55

4132 570 337 59.12 188:06:46 366.82

4181 1,258 966 76.79 403:23:46 786.62

Totals 4,140 3,175 79.66% 1110:50:80 2,166.12

403.13 232:37:07

400.79 43:33:18

461.94 146:14:08

458.52 72:38:31

983.28 183:12:37

2,707.66 678:15:41

453.61

84.93

285.16

141.65

357.26

1,322.61

567.01

106.17

356.45

177.06

446.58

1,653.27

The ACETECH Automatic Vehicle Informatics (AVI) Module The 22 FPS Ambulances and Emergency Response Vehicles (ERV) that have ACETECH with the AVI module gives the service unparalleled information and insight on driver behaviour and vehicle status. The AVI module monitors real-time information supplied from OBDII, sim-card, modem, GPS, a three-axis accelerometer, speed and basic vehicle information. This gives visibility on a variety of data points including engine status and errors, electrical and lighting systems, and the ACETECH dashboard. Knowing the real-time status of a driver, a vehicle, and even the whole fleet, allows FPS to have control of vehicle utilization and safety, improves dispatch and response times with advanced vehicle tracking and improves the ability to modify driving behaviours with real time dashboard and full featured reports, and automatic updates on driving violations

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Frontenac Howe Islander, Ferry Operations Campbell Dailey, Marine Supervisor Upon reflection, 2012 proved to be busy for Ferry Operations with 650 annual passes sold, an increase in ridership and weather related interruptions, a decline in heavy truck traffic and an unscheduled „out-of-service‟ time. The Ministry of Transportation made much needed upgrades to the ramp, and in less time than originally anticipated. Marine Services also welcomed two new crew members aboard in 2012. Management and crew remain cognizant of the unique role they play in the daily lives for the transportation of Islanders. As such, they continue to maximize service while being mindful of operational costs and would like to thank Council for their continued support. Total Vehicles Over the past three years, ridership on the ferry has grown from over 204,010 vehicles to 207,276 vehicles.

Vehicles less than 3,000kgs In 2010, analysis illustrates that 197,658 passenger vehicles weighing less than 3,000 kgs each used the ferry, compared to 201,918 vehicles in 2012. This accounts for an increase of 4,260 vehicles using the ferry over the last two years.

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Vehicles over 3,000kgs Heavy trucks over 3,000kg have continued to decline from 6,352 in 2010, to 5,358 in 2012. The decline in heavy truck traffic may mirror the decrease in new home construction currently taken place on the island. As the available riverfront lots decline on Howe Island, it is anticipated that the truck traffic will decline further and stabilize. Service Interruptions Mechanical and electrical upgrades were successfully made to the transfer ramps, and catwalks have been installed on both sides to allow for ongoing maintenance and safety of the crews. This construction caused an increase in scheduled „out of service‟ maintenance time required by the contractor.

Unscheduled Service Interruption Minutes

1402

304 35 2010

2011

2012

Scheduled maintenance time, the actual time that MTO took to perform scheduled maintenance during the year, has increased from 1748 minutes in 2010 to 6552 minutes in 2012. The unscheduled „out of service‟ time went from a high of 1402 minutes in 2011, to a low of 35 minutes in 2012.

Weather Related Interruptions The environmental impact of heavy wind and ice flow in the track can curtail service operations for extended periods. The crew acts in a prudent manner during these times as the safety of the passengers, crew and the vessel is paramount. Weather and ice related service interruptions rose from 1,127 minutes in 2010 to 1,817 minutes in 2012.

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Voyages The number of round trip voyages rose from 25,648 in 2010 to 26,605 in 2012.

Greening Services Between 2011 to 2012, in keeping with Council‟s mandate to green the County, Marine Services introduced the use of coated salt to assist in snow and ice clearing operations aboard the vessel. Coated salts usage in various road applications has been known to reduce the consumption of salt for road de-icing operations. This technology continues to be tested on the ferry, and early indications show that reductions in salt usage can be achieved. While the reduction in salt usage is promising, these savings are offset by an increase in the price of coated salt over the traditional road rock salt.

New Staff Marine Services welcomed Jordan Coyne and Yelda Miedema in 2012, both bringing extensive marine experience to the Frontenac-Howe Islander Ferry operations.

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Emergency Management During the past year the County of Frontenac‟s Emergency Management Program Committee has been successful in building relationships with outside agencies, improving the working relationships with the Townships, offering several courses to enhance emergency management knowledge within the County, and increasing our capacity for emergency communications through a Joint Emergency Preparedness Program Grant. A selection of achievements include: 

The County hosted the Emergency Management Ontario Basic Emergency Management training in January, which was attended by County staff, Township staff, and representatives from outside agencies.

The County hosted the Emergency Management Ontario Emergency Information Officer Workshop in June. The Workshop presented basic emergency communications information and strategies to 15 participants – County staff, Township staff, and representatives from partner agencies.

In June, the County Emergency Management Program Committee and County Control Groups from the Townships obtained simultaneous presentations from the local Emergency Management Communications Agency, Frontenac County EMCOMM on its capabilities during emergencies.

In 2012, through collaboration with the Townships, the County was able to complete a county-wide telecommunications exercise. With the help of Frontenac County EMCOMM, the exercise focussed on the transfer of messaging between the County and the Township‟s Emergency Operation Centres through amateur radio equipment.

A successful public education campaign took place during May‟s Emergency Preparedness week through newspaper ads and a display with educational material.

Public Safety Canada approved a Joint Emergency Preparedness Program Grant (JEPP) application by the County of Frontenac in the amount of $6,111.04. This grant helped to fund a base radio and two 10ft mast antennas that will enhance communications abilities with the Township‟s Emergency Operations Centres and other partner agencies during a failure of modern communication technologies.

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Richard, Alex and Don, of Frontenac County EmComm pose with the antenna used during the telecommunications exercise.

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Sustainability The County of Frontenac places a high value on operating in a sustainable manner and believes it touches every aspect of our lives. This is no different within Frontenac Paramedic services. We focus on introducing practises and technology that meet our present needs, without compromising the ability of the future to meet their own needs, such as our hybrid and Eco-run vehicles (see Operations update), and the introduction of eco-salt (see Marine Services update). This has also been a focus when considering the construction or refurbishing of our stations. Sydenham Base – Gold LEED Standard Certified In 2012, The County of Frontenac‟s Sydenham Ambulance Station was awarded the LEED Gold Standard by the Canada Green Building Council. This station is equipped with bike storage, changing rooms, uses alternative fuel vehicles, and has reduced its site disturbance by protecting open spaces and having a developed footprint. It has reduced its water consumption for landscaping by 50% and daily usage by 30%. The station generates renewable energy via solar panels and during construction 75% of waste was diverted from landfill and wood materials sourced were certified renewable. For more information on LEEDS certifications: http://www.cagbc.org/Content/NavigationMenu/Programs/LEED/default.htm. Palace Road In 2009, the Palace Road Land Ambulance Station was completely renovated with several energy saving features. Some of these include motion activated lights, ENERGY STAR rated windows, and a heat recovery ventilator system to circulate fresh air while recovering energy and pre-tempering the air coming into the building. The station was also fitted with 10 kilowatts of roof-top solar power in 2011. The diagram to the right depicts the station‟s reduced carbon footprint (as of Jan 28/2013). All of our stations are equipped with recycling receptacles, cleaning products that are environmentally friendly and bathroom paper that is sourced from recycled materials. Staff regularly assess service processes, and determine and suggest how they can be done in a more environmentally and efficient manner. In 2012, with the simple change of five processes, Frontenac Paramedic Services managed to save 8,120 pieces of paper. For more information on the County of Frontenac‟s Integrated Community Sustainability Plan (ICSP) go to http://www.directionsforourfuture.ca.

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Report 2013-063 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 2, 2013

Date of Meeting:

April 17, 2013

Re:

Fairmount Home – 1st Quarter Activity Update

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

Background The following are some of the highlights from January 1 to March 31, 2013 of which County Council should be aware.

Comment Collective Bargaining Collective bargaining with CUPE 2290 commenced. The employer negotiating committee consists of the Labour Relations Specialist, Administrator, Treasurer and Director of Care. Christmas Dinner The resident and family Christmas dinner, postponed from December due to outbreak, was held with close to 170 participants. General Staff Meeting A general staff meeting was held at which time the concern regarding sick leave levels was again shared with staff. Dietary Workflow Review A team consisting of dietary staff and managers has been formed that will oversee the implementation of the recommendations coming out of the dietary workflow conducted in 2012. As recommended in the report, the team will be taking a quality improvement approach to Fairmount Home – 1st Quarter Activity Update April 17, 2013

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implementation. Through one-time funding from the Ministry of Health & Long-Term Care, team members will receive training on quality improvement tools. Conferences, Workshops, Information Sessions I attended a webinar on Human Resources Law – A Year in Review sponsored by OANHSS. I also sat in on an OANHSS information teleconference in which possible funding recommendations to the Ministry were presented. I attended a long-term care homes funding session presented by OANHSS in Woodbridge. At this session topics included the history of long-term care funding, high level plans for health system funding reform, an overview of CMI and RUGs, an overview of the L-SAA and data reporting and management tools that can be accessed through OANHSS and Health Quality Ontario. Website Staff spent time over the past few months working on new content for the home’s website. The Volunteer & Special Events Coordinator prepared a virtual tour of the home for the site, something that site visitors have requested in the past. OARC Info Session A representative of the Ontario Association of Residents’ Councils met with members of the home’s Residents’ Council and the staff that help to facilitate the Council. Clinical Telemedicine Through the LHIN’s Telemedicine Nursing Initiative, Fairmount has become a clinical telemedicine site for residents and the community. HACCP Training With one-time funding from the Ministry, all dietary staff received Hazard Analysis and Critical Control Point (HACCP) training. HACCP is an internationally recognized system used to enhance food safety throughout the food chain. Responsive Behaviours & Mental Health Training Staff from all departments received training on managing residents’ responsive behaviours. The overall goal of the curriculum is to educate staff on how to use a person-centred, compassionate and gentle persuasive approach and to respond respectfully, with confidence and skill to challenging behaviours associated with dementia. As well staff received training on mental health, specifically schizophrenia. The Long-Term Care Homes Act requires that staff receive training on responsive behaviours and mental health issues annually. Restorative Nursing Audit Centric Health performed an audit of our nursing restorative care program. pending.

The report is

Well Project The well project is coming close to being complete. The contractors have been on site since mid-March. Once the new well is connected the old well will be decommissioned. Outbreaks There were two outbreaks in the first quarter of the year. There was a respiratory outbreak affecting three of the four resident units and no staff. The day that it ended an enteric outbreak was declared that affected the first floor of the home and over 20 staff. Grant Application – Fairmount Auditorium Our application for $50,000 to the Enabling Accessibility Fund has been approved. These funds will need to go towards the installation of the accessible lift and other accessible features in the auditorium renovation project. The project must be completed by March 31, 2014. Fairmount Home – 1st Quarter Activity Update April 17, 2013

2013-063 2013 1st Quarter Activity Update

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Grant Application – New Horizons for Seniors Our application for $23,897 for a theatre program for residents entitled “Outside the Box” was approved. The goal of our project is to engage and empower seniors to share their vast knowledge, skills, experiences and abilities with the greater community through their involvement in developing and performing short skits/ story telling performances. We have titled the project “Outside the Box” because we will be challenging stereotypes about seniors not only through the skits and dialogue, but also by the very nature of having seniors in long term care participate in this challenging and invigorating opportunity. One of the stereotypes we constantly encounter is people believing seniors come to long term care in order to die. This project will give us a very public opportunity to prove that there are indeed opportunities to live, grow, learn and laugh in long term care. The program must be completed by March 31, 2014.

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

Fairmount Home – 1st Quarter Activity Update April 17, 2013

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Min nutes of the Sustainabiility Advisory Committtee Meeting Ap pril 3, 2013 A meeting of the Sustainabiliity Advisory y Committee (SAC) was w held in n the Fronttenac Boardroo om of the County Ad dministrative e Office, 2069 2 Batterrsea Road, Glenburnie e on Wednesd day, April 3, 2013 at 1:30 PM dance: In attend • Geoff G Sandifo ord, Chair • Ron R Hipfner, Vice Chair • Jo ohn McDoug gall, County Councillor • Denis D Doyle, County Cou uncillor • Don D Ross, Co ommunity Member M • Warden W Jane et Gutowski, Ex-Officio Staff: • Elizabeth E Sav vill, CAO/Cle erk • Alison A Vande ervelde, Com mmunications s Officer • Ja annette Amini, Deputy Clerk, C Recorrding Secreta ary • Kieran K William ms, Municipa al Intern • Anne A Marie Young, Y Mana ager of Econ nomic Sustainability • Peter P Young, Community y Planner 1.

C to orderr Call

Mr. Sand diford, Chair,, called the meeting m to order o at 1:32 p.m. 2.

A Adoption of the agenda a

B Moved By: Seconde ed By:

Mr. M Hipfner Councillor C Mc cDougall

THAT the e agenda for the April 3,, 2013 Susta ainability Adv visory Comm mittee be adopted. CARR RIED 3.

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

The Cha air requested d the Record ding Secreta ary to make note in the minutes tha at no membe ers of the comm mittee declarred any disc closures of pecuniary p interest. 4.

D Deputations and/or pres sentations

Ms. Rachelle Harde esty, Genera al Manager, Land O’ La akes Touristt Association addressed d the Sustaina ability Adviso ory Committtee regardin ng recent and a upcomin ng activities of the Lan nd O’ Lakes To ourist Assoc ciation. Sh he distribute ed a copy of o the 2012 highlights and a provide ed an overview w on same. A copy of the e presentatio on is attache ed to the min nutes. Sustainability Advisory Co ommittee Meetting Minutes April 3, 201 13

Sustainability Advisory Committee a) Minutes of Meeting held April 3,

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When asked what the largest gap is with respect to servicing new visitors, Ms. Hardesty advised that this would be in the area of expansion. She is hoping to receive additional funding in order to focus on workshops; however additional boat rentals and resources for businesses are needed in order to help businesses expand. There is also a lack of year round accommodations which makes it difficult to promote the area all year and local business cannot afford to winterize existing cottages. It was suggested that the Land O’ Lakes Tourist Association approach W.A. Robinson Asset Management Limited for potential loans which Ms. Hardesty will take back to the Board. With respect to the County of Frontenac, the Loughborough Lake, Kashwakamak Lake and Desert Lake are very popular with tourists as well as a few smaller lakes in the north that provide excellent fishing. It was noted that the majority of activity takes place south of Highway 7 and they would like to see more activity in the north. Accommodations are also an issue and concerns were expressed that existing “mom and pop” run cottages are being sold and turned into private development. Ms. Hardesty noted that the Land O’ Lakes Tourist Association is trying to encourage homeowners to start opening bed and breakfast operations as an option and welcomed any additional suggestions the Committee might have. One issue that was noted is that many of the smaller businesses cannot absorb the cost of new regulations imposed by the Province. 5.

Adoption of Minutes

Moved By: Seconded By:

Councillor Doyle Warden Gutowski

THAT the minutes of the Sustainability Advisory Committee meeting held February 6, 2013 be adopted. CARRIED 6.

Business arising from the minutes

Communications i.

Property-Assessed Payments for Energy Retrofits PAPER Report Update

Councillor Doyle provided the Committee with a report from the SWITCH Green Profit Conference that he recently attended and provided an overview on same. He did have the opportunity at the conference to speak with City of Kingston Mayor Mark Gerretsen who felt that this was something that his staff at the City could get involved with. Mr. Young will follow up. Councillor Doyle noted that the County is the only county involved in the PAPER project and the City would like to partner with it. He also had the opportunity to speak with M.P.P. John Gerretsen and update him on this project. The County information booth at the conference received a lot of positive feedback and he personally thanked Mr. Young for all of his work on this project. The CHEERIO group has now taken over the PAPER project and he feels that the County will have an active role in this as it will bring a rural perspective as all other participants are from larger cities. The Committee was informed the Energy Retrofit Program is structured along the same lines as local improvement charges projects where residents are able to secure a long term low cost loan that is paid back through municipal property taxes. A source of loan funds is required either from another level of government, financial institutions or internal resources. The County Sustainability Advisory Committee Meeting Minutes April 3, 2013

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AgendaItem#14142a) does have reserve funds that could potentially be used for this; however if this program proves successful it could require a significant allocation to meet demand. Councillor Doyle advised that the funding issue is being discussed by the CHEERIO group but no decisions have yet been made; however he suspects a subcommittee will be formed to look at this issue. Mr. Young provided an overview of the program indicating it is administered like the local improvement charges where loans are repaid through municipal tax levies. The CHEERIO group is trying to develop a pilot project by reviewing case studies and lessons learned. This review will take into consideration: • the target audience, • building type and age (residential/commercial); however he feels the pilot will be for single family residential homes although Toronto is also looking at industrial, • municipal funding (taxation that is set aside or reserves) or external (financial institutions) as this can be administered through the municipality or an external organization, • municipal resources to asses applications, • interest rates based on risks as the eligibility criteria needs to be a balance between risk and ease of submitting an application, and • other programs that may currently be available to homeowners such as energy retrofits through local PUCs, utility companies etc. Municipalities can also look at using contractors as a marketing tool. This is a three month project and he suspects that more information will be available sometime in April. The Committee talked about other potential partners the County could get involved with such as AMO or the EOWC. Moved By: Seconded By:

Mr. Hipfner Councillor Doyle

THAT the Council of the County of Frontenac authorize staff to enter into discussions with the City of Kingston and other partners such as AMO and the EOWC on a possible collaboration for a PAPER Program and to report back to the Sustainability Advisory Committee on possible further steps. CARRIED ii.

Correspondence received from the Town of Halton Hills “Caught You Green Handed” - Recognizing employees who act sustainably in the workplace

Moved By: Seconded By:

Councillor Doyle Warden Gutowski

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

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Reports/Topics for Discussion i.

2013-060 Solar Power Production – April 2013 Update

Moved By: Seconded By:

Mr. Hipfner Councillor Doyle

THAT the Sustainability Advisory Committee receive this Sustainability – April 2013 Solar Power Production Update report for information only. CARRIED Warden Gutowski noted that concerns have been expressed to her that the Sydenham solar panels are not working properly. Mr. Young advised that staff is looking into this. It was questioned if this type of report should be going to County Council and it was agreed that the revenues earned information be provided to County Council through the Quarterly Financial Reports. ii.

2013-061 Sustainability Advisory Committee – 2013 Work Plan Update

Moved By: Seconded By:

Mr. Doyle Mr. McDougall

THAT the Sustainability Advisory Committee receives this 2013 Work Plan Update report for information only. CARRIED It was suggested that the Big Sandy Bay Stewardship Committee be added under Partnership Opportunities. Mr. Ross and Mr. Sandiford were thanked by the Council members for their presentations to the Township Councils of South and Central Frontenac. Mr. Sandiford overviewed for the Committee the presentations that were made. Warden Gutowski noted that there were no negative comments by the Council of Central Frontenac and felt the presentation was very well made. The presentation to North Frontenac will take place next Monday (April 8th) and Frontenac Islands will be made on May 13th. The Committee suggested that the following topics be added to the survey: ¾ lake management plans ¾ alternatives to septic systems ¾ community development and encouraging volunteerism ¾ energy retrofits

Sustainability Advisory Committee Meeting Minutes April 3, 2013

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Moved By: Seconded By:

Mr. Ross Councillor McDougall

THAT Frontenac County Council authorize the Sustainability Advisory Committee to hold the Annual Integrated Sustainability Planning Celebration Breakfast on May 24, 2013 at an approximate cost of $1,000. CARRIED Committee discussed a possible awards program around sustainability and questioned if such an award could make some feel excluded, noting that the Community Partnership provides more of an inclusive program. The Committee made no further indication to staff to pursue a Sustainability Award. Ms. Vandervelde advised the Committee on discussions that she has had with two individuals around encouraging volunteers which centered on improving awareness around volunteer opportunities. What was noted to her in those conversations was that there needs to be a clear statement of duties for volunteer positions, cross promotion of events, training as the difficulty is more in finding volunteers to organize events as opposed to finding volunteers to come for the day to volunteer at the event, mentorship programs, recognition (especially youth and high school students who are required to do 40 hours of volunteer work), and family opportunities to volunteer. The Committee suggested that Ms. Vandervelde also speak with South Frontenac Community Services, the Northern Adult Learning Centre, the United Way and the Girl Guides who all have an excellent track record of volunteers. It was noted that the issue around the lack of volunteers was raised originally as a result of the Committee’s desire to encourage employers to allow employees time off work to volunteer. It was acknowledged that the limited total number of and lack of any large employers challenge this concept. As well, many of those who live in the County work in the City which in turn raised the question of whether Kingston employers would support this. iii.

2013-074 Community Improvement Plans – Future Directions

Moved By: Seconded By:

Mr. Hipfner Councillor McDougall

RESOLVED THAT the Sustainability Advisory Committee receive the Sustainability – Community Improvement Plan – Future Directions report and the attached report. CARRIED As part of the next steps, Councillor McDougall would like to see broader topics included in the CIPs such as accessibility or seniors housing. The Committee discussed the positive aspects that have come from Community Improvement Plans. Councillor McDougall noted that the Township of South Frontenac is working with the Frontenac Community Futures Development Corporation to create streetscape renderings and produce custom renderings for businesses applying for the façade improvement programs.

Sustainability Advisory Committee Meeting Minutes April 3, 2013

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Other business

Next meeting date

The next regular meeting of the Sustainability Advisory Committee is scheduled for Wednesday, June 5, 2013 at 1:30 p.m. 11.

Adjournment

The meeting adjourned at 3:33 p.m.

Sustainability Advisory Committee Meeting Minutes April 3, 2013

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COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

April 9, 2013

Date of meeting:

April 17, 2013

Re:

Sustainability Advisory Committee – Recommendations to Council

Recommendation a) THAT the Council of the County of Frontenac authorize staff to enter into discussions with the City of Kingston and other partners such as AMO and the EOWC on a possible collaboration for a PAPER Program and to report back to the Sustainability Advisory Committee on possible further steps. b) THAT Council authorize staff to investigate ways in which a recognition program for employees who act sustainably in the workplace might be implemented at the County of Frontenac, including any associated costs; AND FURTHER THAT a copy of the correspondence from the Town of Halton Hills on recognizing employees who act sustainably in the workplace be forwarded to the Townships and included in the County newsletter. A copy of the correspondence from the Town of Halton Hills was attached to the April 3, 2013 Sustainability Advisory Committee agenda and can be viewed at https://frontenac.civicweb.net/Documents/DocumentList.aspx?ID=32857 c) THAT Frontenac County Council authorize the Sustainability Advisory Committee to hold the Annual Integrated Sustainability Planning Celebration Breakfast on May 24, 2013 at an approximate cost of $1,000.

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TRAILS ADV VISORY COM MMITTEE M MINUTES Ap pril 5, 2013 A meetin ng of the Trails T Advis sory Committee was held h in the Boardroom m of the Co ounty Administrative Office e, 2069 Batte ersea Road, Glenburnie, on Friday, April 5, 2013 3 at 10:00 a.m. dance: In attend • Allan A McPhail, Chair • Councillor C De enis Doyle, Vice-Chair V • Councillor C John Inglis • Dieter D Eberha ardt • Marc M Moeys Regrets:: • Councillor C Ga ary Davison • Warden W Jane et Gutowski • Derrick D Spaffford • Jo oan Hollywo ood Staff: • Anne A Marie Young, Y Mana ager of Econ nomic Sustainability • Ja annette Amini, Deputy Clerk, C Recorrding Secreta ary 1.

C to orderr Call

Mr. McPh hail, Chair, called c the me eeting to ord der at 10:07 a.m. 2.

A Adoption of the agenda a

B Moved By: Seconde ed By:

Councillor C Do oyle Councillor C Ing glis

THAT the e agenda for the April 5,, 2013 Trails s Advisory Committee C be e adopted. RIED CARR 3.

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

The Chair requested the Recording Secretarry to make note n in the minutes m that no n members s of the comm mittee declarred any disc closures of pecuniary p interest. 4.

D Deputations and/or pres sentations

Mr. Jim Patterson P an nd Ms. Melis ssa Pomeroy y, General Manager, M atte ended the meeting m on behalf b of the Trans Canad da Trail Fou undation. Mr. M Patterson provided the Committee with a brief backgrou und of the Trans Canada Trail along g with fundin ng opportun nities it offers s in order to o help Trails Advis sory Committe ee Meeting Minutes April 5, 201 13

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facilitate trail development. He overviewed for the Committee the application process which includes outlining potential phases of the applicants’ trail along with what would be required in order to get the trail built. Once an application is approved, Trans Canada Trail will earmark funding from year to year towards the trail. It offers 100% funding of trail planning and design and trail study/construction costs for bridge engineering. As well, it offers up to $250,000 for bridges, although this is not considered a high priority. There may also be funding available to go towards land acquisition. This is a partnership in which Trans Canada Trail provides 50% of funding with the other 50% coming from the municipality; however the municipality’s share of the funding can be in the form of in-kind services. Mr. Patterson noted that the Trans Canada Trail would like to see the trail across Canada completed by 2017 and can confirm that over the next 2 years, funding will be available. Funding may still be available beyond 2017 provided that it has already been earmarked as part of the trail. He did advise the Committee that Trans Canada Trail will not provide funding for trails that permit the use of ATVs. These can still be designated as part of the Trans Canada trail, just not funded by the Foundation. He suspects that this is due to the trails being promoted as healthy living although snowmobile uses are permitted as the many of these trails are part of snowmobile club trails. 5.

Adoption of minutes

Moved By: Seconded By:

Mr. Eberhardt Councillor Doyle

THAT the minutes of the Trails Advisory Committee meeting held February 1, 2013 be adopted. CARRIED 6.

Business arising from the minutes

The Committee questioned what the implications are with respect to the Trails Committee Work Plan given that County Council has not yet passed its budget to which Ms. Young advised that this will delay issuing the RFP for the bridge and trail work from Hardington to Verona. The RFP itself is ready to be issued once the budget has been passed. The Committee felt that potential suppliers should be advised of the situation and that the RFP for the work should be forthcoming around the end of June. With respect to the previous meeting minutes in which Councillor Davison suggested alternative ways of doing the work, Ms. Young noted that this has been built into the RFP and contractors are able to suggest solutions and costs. All specifications for the bridge work are ready to go and staff is awaiting approval of the budget in order to move forward. With respect to land ownership issues that were identified at the last meeting, Ms. Young advised the Committee that Mr. Kieran Williams, Municipal Intern, is working with her for the next month and will be working on this as well as the implementation plan. She anticipates bringing something forward to the Committee at its next meeting.

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Communications Trail Clean Up Day - Saturday, April 27

Ms. Young noted that this will be the 5th Annual Trail Clean Up Day and is planned for the first time in the Verona area. Participants will be offered pizza and a drink for volunteering which is why it is being requested that people register for the event. This will be advertised in next week’s paper and a Media Release will be issued. 8.

Reports/Topics for Discussion 2013-062 Trails Advisory Committee – 2013 Work Plan Update

Moved By: Seconded By:

Councillor Doyle Councillor Inglis

THAT the Trails Advisory Committee receive the 2013 Work Plan Update report for information. CARRIED Ms. Young provided an overview of the report. The Committee talked about the request by the Farmers Market and was not certain if it would support the Farmers Market in this location. Ms. Young noted that further discussions will be required. The Committee raised concerns around trail maintenance, noting that portions of the trail south of Hartington are becoming overtaken with grass and shrub due to a lack of use. Issues were also noted with a local farmer whose gate at a cattle crossing is blocking the trail and obstructing pedestrians. Ms Young will follow up on this matter, noting that this landowner is also requesting that the County construct a fence along the property line. A right of way agreement may be required and further agreements may be needed on how this area is to be managed. The Committee questioned if there is a strategy on how to move forward on trails outside of the K & P Trail and are there plans for formal discussions with local councils to which Ms. Young advised that she is hopeful the Concept Plan will address this. The Committee requested that the next meeting agenda include a bullet to add direction on this matter. 9.

Other business

It has been brought to the Committee’s attention that Friday meeting dates do not work for all members and Ms. Young was asked to contact all members to see if a Thursday meeting date would be more convenient. If so, then the meetings will be changed to the first Thursday of the month. Ms. Young noted the advertisement of the K & P Trail placed in the Frontenac Arch Biosphere promotional pamphlet. The Committee questioned who will be responsible for the maintenance of the Frontenac K & P Trail once it is complete. Ms. Young noted that this will be addressed in the Trails Master Plan. Trails Advisory Committee Meeting Minutes April 5, 2013

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There are portions of the trail that are already complete that require management and this should be included as a future agenda item. 10.

Next meeting date

The next regular Trails Advisory Committee meeting is scheduled for the first week of June at 10:00 a.m. at the County Administrative Offices with the date depending on availability of members. 11.

Adjournment

The meeting adjourned at 11:18 a.m.

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SWITCH Green Profit Conference ¾ Held March 18th in Kingston ¾ The County had a booth with lots of good material thanks to Peter and Liz, and starting at 7:30 AM and between sessions I attended the booth. I had typed up the attached summary of the PAPER program we have talked about and several people, including both Mr. Garretsen’s had not heard of it before and were very interested, and took the information and have talked to me since about it. In my opinion the Booth was worthwhile and in the future I recommend that we continue to support the fine work that SWITCH is doing. ¾ John Gerretsen, who has been a long time supporter of the work done by SWITCH, and has always supported programs to save the environment, kicked off the conference. His main message was that while the current government have attempted to improve the green house gas situation, in their enthusiasm to move forward quickly they made mistakes. He talked about the fact that the Queens Park people always see things from the Crowe’s Nest point of view and just are not on the ground as we are in Municipalities. He said that therefore he has come to the conclusion that Municipalities have to be given back final say on Wind and Solar farm developments. ¾ Next up was Mark Gerretsen who welcomed all to Kingston and stated that we all have to continue our work to help reduce CO2 gases and hoped that we can also make renewable energy profitable and generate local jobs along the way. ¾ The main plenary panel discussed for the day consisted of an OPA representative, a solar person from Northland Power, and a person from the Ontario Energy Board. They spoke of issues with the grid and adding new renewable energy, and that there was a lot of work going on to improve the situation. There was a lot of discussion on the proposed introduction of a smart grid. They discussed the fact that with all the distributive green power sources Solar, Run of River Hydro, Wind, etc. coming on the grid it is a lot more complicated to handle than the handful of Hydro and Nuclear plants that used to feed into the grid 20 years ago. They discussed the need for storage of power as the big issue with some of the renewable sources they produce too much power when you don’t need it and not enough when you do? While new types of large capacitors, batteries including those in electric cars, fly wheels etc. are being considered for storage, Rob Miller from Northland gave an example of a new way of storage is using a now closed old open pit mine in Marmora that they have ready to go as soon as approved. The principle is Wind or solar is used to generate the power when needed by the grid, but when it is not needed the power is used to pump water up from the bottom of the mine, to a reservoir (lake) at the top some 500 feet above, and when the renewable source is not generating the power needed by the grid you let the reservoir drain back into the mine pit below running through turbine generators on the way down, thus filling power demands. With new ideas like this you really need a Smart Grid to control the start and stop of generation and storage. Ontario Energy Board mentioned that while they are looking at further pricing SWITCH Green Profit conference report. Prepared by Denis Doyle

Update by Councillor Doyle Summary of the SWITCH

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changes at different times of the day to help manage peaks; they fully recognize that they have to do better by aggressively promoting Energy Conservation. They talked about changing the building code to force new construction to meet higher standards for windows, insulation and perhaps south facing roofs for solar products, but said there are still big opportunities out there to save large amounts of energy and pointed to Solar Hot Water systems used in other jurisdictions across Canada and around the world. ¾ Next we had the pleasure of hearing from Td Hsu, MP for Kingston and the Islands, and past Manager of SWITCH. Ted focussed on the fact that renewable energy gets a bad rap on costs because other sources of power have a lot of hidden costs that don’t show up in the power bill. He said coal as an example does tremendous damage to the environment and human health, but while these costs are there they never get tracked against your power bill, so it looks better financial than wind power. He felt that some form of Carbon Tax needed to be investigated to level the playing field, but that governments seem to be reluctant to serious consider this. He also pointed to huge subsidies given to Oil Companies have the effect of lowering the perceived cost of power generated by fossil fuels. He is promoting better accounting on all sources of power; even Nuclear does not know the true cost of building, running and decommissioning these huge plants. ¾ There were two concurrent sessions, one on Co-ops and another on training. The Co-op one include good local people like John Williamson and David Hahn, with the focus on benefits of forming local Co-ops to build and run new renewable energy plants, and thereby increasing public support. The other one with people like Don Young, Dean at St Lawrence College, and Mike Jablonicky, the Manager of the Wolfe Island TransAlta Wind Facility, who focussed on training needs. They spoke about the industry is still growing and that a lot more well trained people are still needed. Mark Durant, a manager from NEDCO said with the new push in Ontario on Energy Plans as required under Bill 397-11, he expects a lot of growth in energy retrofits to meet reduction targets, thus this will generate a lot of jobs and need for training. There was discussion that jobs are not just on the technical side to build and operate the renewable energy plants, but in distribution and sales of the products required, and that these people need training as well. ¾ The most controversial speaker all day was over lunch, Bryne Purchase, an Economics Professor at Queens and past Deputy Minister of Finance for Ontario spoke on Ontario’s Electricity Policy “A train Wreck in Slow Motion”. He went back to the early days when we had lots of cheap hydro power and a lot of those generation plants last 100 years or more with minimal maintenance costs. Eventually Nuclear came along with over hyped benefits and the promoters saying this power was so cheap it was not worth metering and charging by the KW. Well they greatly underestimated the cost of building and maintaining, and over estimated the life of these reactors. While back in the 60’s we had the cheapest power in North America, only NY City has a higher cost today. This is when it got interesting when he pointed the finger at the current Energy Board and SWITCH Green Profit conference report. Prepared by Denis Doyle

Update by Councillor Doyle Summary of the SWITCH

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Politicians for totally mismanaging things over the past 40 or 50 years. He proposed dramatic changes and that a fully independent Regulating agency is needed, who would appoint people for terms up to 25 years with no influence from politicians of the day, and that their only responsibility would be to buy electrical power at the cheapest price available on the open market. If that is Wind Power then fine, Hydro, Coal, Nuclear, or what ever. He was very critical of the province spending large sums of money on projects that got scrapped after spending over one Billion dollars and never generating a KW of power. He pointed out a number of poor decisions, and really got people thinking that perhaps a shakeup is needed in the way things are done now. He was not anti wind, solar or any other source (possibly Nuclear) but said from an affordability point of view, and to keep industry in Ontario we simply had to make some major changes. ¾ A Plenary topic titled “Earning Social License for Renewable energy projects with a panel experts, Tom Carpenter from Queens, Mark Mattson (Wolfe Islander) with Lake Ontario Water Keepers, Nhung Nguyen from Ernestown Wind Park and Robert Cumming from the cement company Lafarge. They all agreed that Public input was essential and that companies had to do a better job in the future to keep the renewable industry viable and sustainable. Mark said that the public must be engaged in the process of any new project much earlier that some of the projects in the past (i.e. the Wolfe project) and when public consultation is delayed or avoided all together, that is when projects will get into serious trouble. There was a discussion on the Lafarge’s proposal to burn tires at their plant in Bath, and a group lead by Lawyer Mark Mattson lobbied against it. It was interesting as Rob and Mark were both on the panel and on opposite sides of the discussion several years ago. This one actually did get a lot of public discussion and Lafarge was very out front on their public engagement, and did in the end voluntarily cancel this project. Rob mentioned that they are now burning all sorts of Biomass; this is because the tire project didn’t work out and that the driving factor is to reduce CO2 causing coal. He said the big problem from a business point of view is that coal is so darn cheap that it is hard to justify other fuels that are publically more acceptable. Nhung said that their small 5 tower wind plant have moved to a co-op partnership to ensure better public support in Ernestown and things are moving forward very smoothly. By bringing benefit to the community, through things like profit sharing and ownership through co-ops is a good way to get higher public acceptance. ¾ The final session of the day included Kris Stevens from the Ontario Sustainable Energy Association (OSEA) and had lots of questions and answers with the overall conclusion of “We must help consumers use less electricity even though they have to pay more per KW. If they use less their net payment will not go up, so since it is inevitable the cost is going up, everyone must conserve. Thus one of the big things that came up over and over all day is we all have to get back on a CONSERVATION push. As a result of discussions with Kris from OSEA, a few days later he had me on a panel for a two hour Webonair to further discuss the Paper/LIC/CHEERIO project. SWITCH Green Profit conference report. Prepared by Denis Doyle

Update by Councillor Doyle Summary of the SWITCH

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AgendaItem#14143a)

Property Assessed Payments for Energy Retrofits (PAPER) This document was prepared by Denis Doyle with the assistance of Sonja Persram from Sustainable Alternatives Consulting. The PAPER program is still under development and the following is meant to communicate some of the proposed benefits of the program. In summary Municipalities would use their tax system to charge homeowners the loan payment for energy savings retrofits they carry out in their house, with the monthly payment roughly equal to the money save on energy each month after the retrofit is complete. Thus the home owner should see it as a free home improvement until the loan is paid off, and after that they will have extra cash in their pocket every month. Anticipated benefits: • • • •

• •

• • •

•

A low‐interest property assessed energy upgrade program makes it easy for homeowners at all income levels to do energy saving retrofits. Unlike private sector financing, the same low rates could be offered to owners at all income levels. It is thought that the program will result in reductions in energy use and GHG emissions by enabling capital investments and focusing on cost‐effective energy savings. It could help all levels of government meet their targets. By governments/municipalities collaborating & partnering with industry and financial institutions it would provide economies of scale to each partner and enable a higher percentage uptake with lower costs. It is anticipated that the PAPER program would be a secure way for municipalities to encourage energy saving retrofits at no cost to the municipal governments. Program administrative costs could be payable by participants. This, together with multi‐sector collaborations, could enable municipalities to deliver a revenue‐neutral program. Homeowners could save money in the first year. Program could be designed to be cost effective and delivered by highly trained service providers so annual savings exceed annual payments. Of course this may extend the period of loan re‐payment PAPER financing would be transferable to the property’s new owner on sale. Many people hold off on energy savings retrofits as they anticipate moving before a loan could be paid off, which may discourage them from making more expensive energy retrofits with longer paybacks. By assessing the obligation to the property, that is not a property tax but a fee repaid on the property tax bill, the new owner continues to repay the obligation and receive benefits from the savings. The financing would not be added to the owner’s debt. The financing would not be a personal loan but is a fee (not a tax) assessed to the property. This should be an appealing feature to middle‐income owners. [Note; a legal opinion is being obtained on this as of March 2013.] The financing would be adjusted from the municipality’s debt totals, similar to financing for Local Improvement Charges as per Ontario Regulation 403/0. [Note; a legal opinion is being obtained on this as of March 2013.] Municipal facilitation could enable service delivery via a single portal to make it easy for homeowners, with neighbourhood‐level economies of scale and social equity considerations. The program could be made simple to access via a single portal. Neighbourhood scale upgrades could be enabled through the municipal financing, and this could allow participation by owners with differing income levels and energy use, and at hours suitable to their schedules. It is anticipated that Green jobs would be created and the initiative would be profitable to local businesses and financing institutions. More money would circulate, benefiting municipalities’ local economies. Provincial and federal budgets would benefit from increased income tax revenues. Unemployment costs would be reduced.

Please note that since this program is under development it is not yet available as of March 2013. A committee referred to as CHEERIO (Collaboration in Home Energy Efficiency Retrofits In Ontario) which Frontenac County is part of, is actively working through details and setting up a pilot. So stay tuned.

Update by Councillor Doyle Summary of the SWITCH

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AgendaItem#16a)

BY-LAW NO. 2013-0014 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a By-law to amend By-law No. 2011-0004, (to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees) WHEREAS under the Municipal Act, 2001 S.O. 2001, Chapter 25, Section 283 a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board; AND WHEREAS the Council of the Corporation of the County of Frontenac adopted By-law No. 2011-0004 on the 16th day of February, 2011 to provide for the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees; AND WHEREAS the Council of the County of Frontenac at its meeting held March 20, 2013 passed a resolution to amend By-law 2011-0004; NOW THEREFORE the Council of the Corporation of the County of Frontenac deems it expedient to amend By-law No 2011-0004 as follows: 1.

THAT Schedule “A”, Section 1 Payment of Remuneration to Members of the County of Frontenac Council f) and g) be deleted in their entirety;

THAT Schedule “A”, Section 1 Payment of Remuneration to Members of the County of Frontenac Council be amended to add: f) Council members may claim reimbursement for the total distance traveled to and from the meetings in any one year at the current travel allowance.:

That this by-law shall come into force and take effect on the date of final passing.

Read a First and Second Time this 17th day of April, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 17th day of April, 2013. The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk By-law No. 2013-0014 – To Amend By-law No. 2011-0004 (payment of remuneration) April 17, 2013 Page 1 of 1

By-Law No. 2013-0014 - To Amend By-law No. 2011-0004

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AgendaItem#16b)

BY-LAW NO. 2013-0015 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to appoint a Deputy Clerk

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 Section 11 (2) 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 (3) 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 Section 228 (2) of the Municipal Act and amendments thereto authorizes the appointment of a Deputy Clerk: THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows: THAT Jannette Amini be and is hereby appointed Deputy Clerk for the County of Frontenac and paid on a basis determined by the County. THAT By-law No. 16-2003 is hereby rescinded. THAT this by-law go into force and take effect as of the final passing therefore. Read a first and second time this 17th day of April 2013. Read a third time and finally passed, this 17th day of April 2013. The Corporation of the County of Frontenac

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk By-law No. 2013-0015 – To appoint a Deputy Clerk

By-Law No. 2013-0015 - To Appoint the Deputy Clerk

Page 1

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AgendaItem#16c)

BY-LAW NO. 2013-0016 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt the estimates for the sums required during the year 2013 for the purposes of the County of Frontenac and to establish rates to be levied for same against the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac WHEREAS pursuant to Section 289 of the Municipal Act, S.O. 2001, Chapter 25, and amendments thereto (‘the Municipal Act’), the County of Frontenac shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the County of Frontenac; AND WHEREAS it is necessary for the County of Frontenac to raise for the year 2013 certain sums; AND WHEREAS all property assessment rolls on which the 2013 taxes are to be levied have been returned and revised pursuant to the provisions of the Assessment Act, R.S.O. 1990, Chapter A.31 and amendments thereto, subject to appeals at present before the Assessment Review Board, the Ontario Municipal Board and the District Court; AND WHEREAS the “Residential/Farm Assessment”, “Multi-Residential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment”, “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses pursuant to Section 7 of the Assessment Act have been determined on the basis of the aforementioned property assessment rolls; AND WHEREAS pursuant to Section 311(2) of the Municipal Act, for purposes of raising the general upper-tier levy, the sums required by taxation in the year 2013 are to be levied by separate rates by the Townships for the estimated current annual expenditures for County of Frontenac purposes after deduction of other revenue as directed by County of Frontenac bylaw; AND WHEREAS the tax ratios and tax rate reductions for prescribed property subclasses on the aforementioned property for the 2013 taxation year have been set out in County of Frontenac By-law Number 2011-0036 passed by Council on the 16th day of November, 2011; AND WHEREAS the tax rates on the aforementioned “Residential/Farm Assessment”, “MultiResidential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment” (where applicable), “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses have been calculated pursuant to the provisions of the Municipal Act, in the manner set out herein; NOW THEREFORE, the Council of the Corporation of the County of Frontenac enacts as follows: 1.

THAT the 2013 budget of the County of Frontenac, which is set out as Schedule A attached hereto and forming part of this by-law and which incorporates estimates for revenue and

By-law No. 2013-0016 – To Adopt the 2013 Budget April 17, 2013

By-Law No. 2013-0016 - To Adopt the 2013 Budget

Page 1 of 2

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AgendaItem#16c)

reserve transfers in the amount of $______ and estimates for expenditures in the amount of $__________ be approved and adopted by the Council of the County of Frontenac. 2.

THAT having duly adopted the gross estimates set out in Schedule A to this by-law and having deducted there from the estimated revenue from sources other than property taxes for the year 2013, the County of Frontenac hereby adopts the sum of $__________ as per the line titled “From Taxation” on Page 4 of Schedule A to this by-law as its estimate of the Property Tax Levy required during the year 2013 for the purposes of the County of Frontenac.

THAT for the year 2013 in the area coming under the jurisdiction of the County of Frontenac, the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac shall levy upon the Residential/Farm Assessment, Multi-Residential Assessment, Commercial Assessment, Industrial Assessment, Pipe Line Assessment (if applicable), Farmlands Assessment and Managed Forests Assessment and applicable subclasses, the tax rates for County of Frontenac purposes as determined in accordance with the calculations as detailed on Page 35 of Schedule A to this by-law.

THAT the County of Frontenac hereby directs that the Council of each Township levy the general rates as specified herein and more particularly detailed on Page 35 of Schedule A to this by-law.

THAT the County of Frontenac hereby directs that the property tax levy for general purposes as levied against each Township be paid to the Treasurer of the County of Frontenac in the installments set out in the agreement dated the 22nd day of April, 1998 attached hereto as Schedule B and forming part of this by-law.

THAT the County of Frontenac hereby directs that the County’s portion of Right-of-Way Acreage payments and the County’s portion of Payments in Lieu of Taxation be paid to the Treasurer of the County of Frontenac in the installments set out in the agreement dated the 22nd day of April, 1998 attached hereto as Schedule B to this by-law.

  1. THAT this by-law shall come into force and take effect as of the date of final passing. Read a First and Second Time this 17th day of April, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 17th day of April, 2013.

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0016 – To Adopt the 2013 Budget April 17, 2013

By-Law No. 2013-0016 - To Adopt the 2013 Budget

Page 2 of 2

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AgendaItem#16d)

BY-LAW NO. 2013-0017 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on April 17, 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 April 17, 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 April 17, 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 April 17, 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.
  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 17th day of April, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 17th day of April, 2013.

By-law No. 2013-0017 – To confirm all actions and proceedings of County Council on April 17, 2013 Page 1 of 2

By-Law No. 2013-0017 Confirmation of Proceedings

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AgendaItem#16d)

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0017 – To confirm all actions and proceedings of County Council on April 17, 2013 Page 2 of 2

By-Law No. 2013-0017 Confirmation of Proceedings

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