Regular Council - 19 Feb 2014 - Agenda

Body: Council Type: Agenda Meeting: Regular Date: February 19, 2014 Collection: Council Agendas Municipality: Frontenac County

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County Council Meeting – Regular Meeting February 19, 2014 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page

1. CALL TO ORDER

2. ADOPTION OF AGENDA a) February 19, 2014 Regular County Council Meeting Agenda

3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

4. ADOPTION OF MINUTES 11-27

a) January 15, 2014 Regular County Council Meeting Minutes

5. DEPUTATIONS AND/OR PRESENTATIONS a) Mr. Howard Smith, President, New Leaf Link, will address Council with

respect to its grant submission to the Ontario Trillium Foundation to permit increased student programming and its request to the County of Frontenac for a letter of support. 28-52

b) Fire Chief Rick Chesebrough, Township of South Frontenac, will address

Council with respect to the Radio Communications Report being carried out by the four Townships.

6. CLOSED MEETING
7. BRIEFINGS
8. UNFINISHED BUSINESS
9. COMMUNICATIONS

Page 1 of 258

Page 9. COMMUNICATIONS 53-80

a) 2014-014

Administrative Services Communications Report

10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 81-92

a) 2014-006

Corporate Services County of Frontenac Public Notice Policy Recommendation THAT the Council of the County of Frontenac receive the Corporate Services – Adoption of a Public Notice Policy report for information; AND FURTHER THAT County Council adopt the new Public Notice Policy attached as Exhibit A to this report. 93-126

b) 2014-021

Sustainability Kennebec Lake Plan of Subdivision Final Approval– County File 10T2011/001 Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Kennebec Lake Plan of Subdivision Final Approval– County File 10T-2011/001 report; AND FURTHER the Council of the County of Frontenac grant final approval to the Kennebec Lake plan of subdivision, being County File No. 10T2011/001 AND FINALLY that the Clerk be authorized to issue final approval and approve the plan for registration by executing the required documents upon revision of the subdivision agreement by the Township to implement condition 13d).

Page 2 of 258

Page 10. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 127-129

c) 2014-022

Corporate Services 2013 Frontenac-Howe Islander Ferry Petition for Subsidy

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy report; AND FURTHER Council authorize the Clerk to petition the Ministry of Transportation for $716,468.40. 130-146

d) 2014-029

Corporate Services – Performance Concepts County of Frontenac Strategic Plan Draft Report Recommendation: BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Performance Concepts Consulting Inc. – County of Frontenac Strategic Plan Draft Report for information; AND FURTHER THAT Council approve the draft County of Frontenac Strategic Plan report provided by Performance Concepts Consulting Inc and edited by staff based on the minutes of the meeting, attached to this report as Appendix A, as amended. [Addenda] 11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter.

Page 3 of 258

Page

147-155

156-159

11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. a) 2014-007 Corporate Services 2013 4th Quarter Activity Update

b) 2014-015

Corporate Services Preliminary Results of Homelessness Survey

160-162

c) 2014-016

Administrative Services Fairmount Home 2013 4th Quarter Activity Update

163-169

d) 2014-018

Emergency and Transportation Services Robertsville Station Construction Progress Report # 4

170-174

e) 2014-019

Emergency and Transportation Services 2013 4th Quarter Activity Update

175-183

f) 2014-020

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3

Page 4 of 258

Page

184-187

188-191

11. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only and shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Information Reports to be separated from that motion and considered separately, whereupon the Information Reports without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. g) 2014-023 Corporate Services Human Resources: Quarterly Attendance Management Report Card

h) 2014-024

Corporate Services Human Resources Monthly Absenteeism Report Card

12. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL 192-197

a) Committee of the Whole Strategic Planning Session Minutes Dated: January

28, 2014 198-217

b) Committee of the Whole Budget Meeting Minutes Dated: January 29, 30,

February 5, 7, 2014 218-221

c) Committee of the Whole Meeting Minutes Dated: February 5, 2014

222-224

d) Report of the Committee of the Whole

All items listed on the Committee of the Whole Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Committee of the Whole Report to be separated from that motion and considered separately, whereupon the Committee of the Whole Report without the separated item(s) shall be put to the vote and the separated item (s) shall be considered immediately thereafter.

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

Recommendations a) 2014-008 Corporate Services Cost Recovery for Planning Services RESOLVED THAT the County of Frontenac continue with the current billing practice until the end of 2014 when more quantitative evidence will be available with regard to the time spent by the County working on Townshipspecific planning projects. b) 2014-009 Corporate Services Frontenac K&P Trail Development Year-End Report RESOLVED THAT the Council of the County of Frontenac authorize a transfer from the Federal Gas Tax reserve of a total of $191,460 to cover the additional capital cost in 2013. c) 2013-237 Administrative Services Non-Union Cost of Living Adjustment RESOLVED THAT the Council of the County of Frontenac authorize a nonunion salary increase at a specific dollar amount increase based on the average non-union salary. d) 2014-013 Corporate Services Non Union Benefits RESOLVED THAT the Council of the County of Frontenac authorize the increase of the current non-union benefits to reflect those offered to the OPSEU bargaining unit; AND FURTHER THAT the Council of the County of Frontenac authorize staff to re-view the non-union benefits yearly to ensure they are consistent and fair and adjust the non-union benefits if needed to maintain this equity.

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

e) Appointments to the Sustainability Advisory Committee BE IT RESOLVED THAT Barrie Gilbert and Tracy John be appointed to the Sustai-nability Advisory Committee; AND FURTHER THAT By-law 2013-0020 be amended accordingly.

f) Report 2013-026 Corporate Services – 2014 DRAFT Budget Reserve Discussion THAT the Working Fund Reserve be capped at $1.2M for cash flow use and the re-mainder be re-allocated as follows: $2,745,104 be placed in the Temporary Reserve; $324,000 be provided to the stabilization reserve for Land Ambulance (County Share) $30,000 be allocated to the 150th Anniversary in 2014 $30,000 be allocated to the 150th Anniversary in 2015 $54,246 be allocated to the FRC capital replacement reserve in 2014 $39,428 be allocated to the FRC capital replacement reserve in 2015 $55,000 be allocated for one time 2014 projects $5,000 be allocated for prior year projects in 2014 THAT the $20,000 allocation to the FRC for Land Acquisition Reserve in 2014 be eliminated THAT the FMT Working fund Reserve be re-allocated as follows: $71,169 be allocated to the FRC Capital Replacement Reserve $40,320 be allocated to prior year projects in 2014 the remainder be re-named the FRC FMT Stabilization Reserve THAT the FRC Stabilization/Contingency Reserve be re-allocated as follow: $200,000 for FRC Stabilization/Contingency Social Service and the County the remainder of $775,000 be placed in the Temporary Reserve THAT a Temporary Reserve be created to be dealt with a future date. g) December 5, 2013 Trails Advisory Committee Recommendations to County Council RESOLVED THAT the Council of the County of Frontenac approve the Frontenac K&P Trail Implementation Plan – Phase 2 (Tichborne to Sharbot

Page 7 of 258

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

Lake). 225

e) Report of the Committee of the Whole

Adoption of the 2014 Budget Recommendation 2014-011 Corporate Services 2014 Draft Budget RESOLVED THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2014 Budget as amended to a 1.0% increase after growth. (Amendments to the original budget may be found in the Budget Minutes of the Committee of the Whole meeting dated January 29, 30, February 5 and 7, 2014.)

13. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES 226-227

a) Kingston Frontenac Library Board Update - Councillor Purdon

228-233

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

Page 8 of 258

Page 14. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL 15. ACCOUNTS 234-242

a) Accounts Listing for the Period of: January 11, 2014 to February 10, 2014

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of January 11, 2014 to February 10, 2014: • Payrolls dated between December 9, 2013 and February 2, 2014 in the amount of $931,336.61; and • Cheque Listing in the amount of $2,409,756.84. 16. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN 243-246

a) Request for Letter of Support

New Leaf Link (NeLL) Moved by Councillor Gutowski Seconded by Councillor McDougall WHEREAS the County of Frontenac has developed an Integrated Community Sustainability Plan, which sets out “Directions for our Future” in four key pillars – Economic, Environmental, Cultural and Social; AND WHEREAS a key element in building commitment to this Plan is the formal recognition of Community Partners who embrace and embody the principles of the County’s directions; AND WHEREAS New Leaf Link (NeLL) became a very early Partner of the ICSP as a respected contributor to the community wellbeing on many fronts, primarily impacting the Social pillar; AND WHEREAS New Leaf Link (NeLL) has an opportunity to apply for a multi-year grant from the Ontario Trillium Foundation (OTF) under the “Human and Social Services” sector through its mission to promote the community inclusion of adults with developmental disabilities; AND WHEREAS such a grant will allow for part-time independent workers to develop new and innovative projects for NeLL students; AND WHEREAS the submission of a grant application requires letters of support from community partners:

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Page 16. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN

THEREFORE BE IT RESOVLED THAT the Warden and Chair of the Sustainability Advisory Committee be authorized to provide a letter of support to New Leaf Link (NeLL) to accompany its grant application submission to the Ontario Trillium Foundation (OTF). 17. GIVING NOTICE OF MOTION 18. OTHER BUSINESS 247-248

a) Confirmation of Appointment to the Seniors Housing Task Force

THAT the Council of the County of Frontenac confirm the appointments of Wayne Grant, Councillor for the Township of Frontenac Islands and Pat Barr, Councillor for the Township of South Frontenac as alternates to the Seniors Housing Task Force; AND FURTHER THAT By-law 2013-0020 be amended to reflect this appointment. 19. PUBLIC QUESTION PERIOD 20. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 249

a) By-law No. 2014-0005 - To amend the 2013 Budget By-law No 2013-0017

250-252

b) By-law No. 2014-0006 - To Adopt 2014 Budget

253-254

c) By-law No. 2014-0007 - To Amend By-law 2013-0020 as it Relates to

Appointments to Committees 255-256

d) By-law No. 2014-0008 - To Adopt a Public Notice Policy

257-258

e) By-law No. 2014-0009 - Confirmation of Proceedings

21. ADJOURNMENT

Page 10 of 258

AgendaItem#4a)

MINUTES OF THE REGULAR MEETING OF COUNCIL January 15, 2014 A regular meeting of the Council of the County of Frontenac was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, January 15, 2014 at 9:00 a.m. PRESENT:

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

ALSO PRESENT:

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

CALL TO ORDER

Warden Clayton called the meeting to order at 9:11 a.m. Warden Clayton advised County Council that as Warden for 2014, he will be working on the following issues:

1. There needs to be a way found in which to get more youth involved in their municipalities and he advised that he will be working in conjunction with Councillor McDougall to work with the Sydenham High School as a starting point for this.
2. There needs to be more female involvement in municipal politics and noted that the City of Kingston has been very successful in attracting women to run for municipal government. He will be working with Kingston City Councillor Dorothy Hector as she works on promoting this matter for the upcoming municipal election later this year.
3. Warden Clayton paid tribute to the collaboration that takes place between the four Townships with respect to the Public Works Managers. He felt there would be value in the County supporting this “Partnership for Sustainability” and would like to see the County’s Manager of Sustainability Planning attend these meetings where the County could offer support.
4. Warden Clayton noted the EMS Matters magazine that was provided to Members of Council at the last meeting and pointed to the article on Community Paramedicine which he would like to see set up County wide as this is a cost savings measure on the healthcare system and in the end saves lives.

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

5. Warden Clayton expressed the importance of the role of Deputy Warden and advised that he will be keeping the Deputy Warden informed of all matters.

ADOPTION OF AGENDA

Motion #: 1-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Gutowski

RESOLVED THAT the January 15, 2014 Agenda be amended to consider the Deputation of W.A. Robinson Asset Management Ltd. after the Report of the Committee of the Whole and as amended be adopted. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

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

ADOPTION OF MINUTES

Motion #: 2-14

Moved By: Seconded By:

Councillor Gutowski Deputy Warden Doyle

THAT the minutes of the regular meeting of County Council held December 18, 2013 be adopted as circulated. CARRIED The Deputation of W.A. Robinson Asset Management Ltd. was deferred to later in the meeting as per the approval of the agenda and Council proceeded to the Closed Meeting portion of the agenda. See page 3 5.

DEPUTATIONS AND/OR PRESENTATIONS a)

Marcel Giroux and Wayne Robinson of W.A. Robinson Asset Management Ltd

Motion #: 28-14

Moved By: Seconded By:

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

Deputy Warden Doyle Councillor Gutowski

Page 2 of 17

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AgendaItem#4a)

RESOLVED THAT the Council of the County of Frontenac thank W. A. Robinson Asset Management Ltd. and express its sincere appreciation and gratitude for the commitment made by W. A. Robinson Asset Management Ltd. to the County’s K&P Trail Project. CARRIED 6.

CLOSED MEETING

Motion #: 3-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Gutowski

RESOLVED THAT the Council of the County of Frontenac enter into Closed Session as authorized by Section 239 of the Municipal Act in order to consider: (a) Labour Relations and Employee Negotiations - as it relates to the organizational review of municipal employees’ responsibilities (b) Adoption of the December 18, 2013 County Council Closed Meeting Minutes (c) Adoption of the January 8, 2014 Committee of the Whole Closed Meeting Minutes. CARRIED Motion #: 4-14

Moved By: Seconded By:

Councillor Gutowski Deputy Warden Doyle

RESOLVED THAT Council rise from Closed Session, that the rules of Procedural Bylaw No. 2013-0020 be waived and the Warden report. CARRIED (a 2/3 vote was received) Motion #: 5-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

THAT the Council of the County of Frontenac adopt the recommended Organization Structure presented by KPMG as modified by the SDOR Committee. CARRIED 7.

BRIEFINGS – Nil

UNFINISHED BUSINESS

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

Council was reminded that the report on Planning Costs was referred to the 2014 budget deliberations and will come forward at that time.

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

COMMUNICATIONS a)

2014-002 Communications of Interest to Council Report

Motion #: 6-14

Moved By: Seconded By:

Councillor Gutowski Deputy Warden Doyle

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. CARRIED b)

Communications that require Council Action: Autism Ontario - November 27, 2013

Motion #: 7-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Gutowski

THAT the Council of the County of Frontenac does hereby proclaim April 2, 2014 as “World Autism Awareness Day”. CARRIED 10.

RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER a)

2013-222 Financial Services 2013 Year-End Transfer of Excess Funds into Reserve (Deferred from the December 18, 2013 County Council meeting)

Motion #: 8-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Gutowski

RESOLVED THAT Council of the County of Frontenac receive this Financial Services – 2013 Year-End Transfer of Excess Funds into Reserve report; AND FURTHER, Council direct that a by-law be introduced later in the meeting to authorize the transfer of any surplus/deficit funds at the end of 2013 to the Reserve for Working Funds. Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

CARRIED b)

2013-223 Financial Services 2014 Tax Ratios and Tax Rate Reductions (Deferred from the December 18, 2013 County Council meeting)

Motion #: 9-14

Moved By: Seconded By:

Councillor Gutowski Deputy Warden Doyle

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

2013-225 Administrative Services Recruitment Policy Revision (Deferred from the December 18, 2013 County Council meeting)

Motion #: 10-14

Moved By: Seconded By:

Councillor Purdon Deputy Warden Doyle

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

2013-231 Sustainability PAPER/CHEERIO Update (Deferred from the December 18, 2013 County Council meeting)

Motion #: 11-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT Council of the County of Frontenac accept the Sustainability PAPER/CHEERIO Update report for information;

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

AND FURTHER THAT staff be directed to discontinue work on developing a business case for PAPER/CHEERIO projects until further information is available regarding PAPER programs in other Ontario municipalities and the Ontario government’s proposed on-bill financing of energy efficiency improvements. REFERRED TO THE SUSTAINABILITY ADVISORY COMMITTEE (See motion to REFER below which was CARRIED) Motion #: 12-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor McDougall

BE IT RESOLVED THAT Report 2013-231 Sustainability PAPER/CHEERIO Update, be referred to the Sustainability Advisory Committee. CARRIED e)

2013-238 Sustainability 2015 County Planners Conference (Deferred from the December 18, 2013 County Council meeting)

Motion #: 13-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Planners Conference report; AND FURTHER THAT Council consider endorsing the County’s application to host this conference in 2015. CARRIED f) 2014-001 Sustainability Building Communities Through Arts and Heritage Funding Application Motion #: 14-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Building Communities through Arts and Heritage Funding Application report; AND FURTHER THAT Council accept the draft 150th Anniversary Plan attached to this report as Appendix A;

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

AND FINALLY THAT Council authorize staff to take the necessary steps (including seeking letters of support) to complete and submit an application to the Building Communities through Arts and Heritage Fund by the January 31, 2014 deadline. CARRIED

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

g)

2014-005 Financial Services 2013 Fairmount Home Accounts Receivable Write-Offs

Motion #: 15-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive this Financial Services – 2013 Fairmount Home Accounts Receivable Write-Offs report; AND FURTHER that Council authorize the Treasurer to write off accounts totaling $9,495.44. CARRIED 11.

INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT)

Motion #: 16-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

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

2013-221 Fairmount Home 2013 3rd Quarter Consolidated Statistical Update (Deferred from the December 18, 2013 County Council meeting)

b)

2013-227 Emergency and Transportation Services Robertsville Station Construction Progress Report #2 (Deferred from the December 18, 2013 County Council meeting)

c)

2013-228 Fairmount Home Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 2 (Deferred from the December 18, 2013 County Council meeting)

d)

2013-232 Sustainability Community Improvement Plans – Fall 2013 Update

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

(Deferred from the December 18, 2013 County Council meeting) e)

2014-003 Emergency and Transportation Services Wolfe Island Community Paramedicine Pilot Project Progress Report

f)

2014-004 Emergency and Transportation Services Robertsville Station Construction Progress Report #3 CARRIED

ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL a)

Committee of the Whole Meeting Minutes from January 8, 2014

Motion #: 17-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

THAT the minutes of the regular meeting of the Committee of the Whole held January 8, 2014 be adopted as circulated. CARRIED b)

Report to County Council of the Committee of the Whole

Motion #: 18-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

RESOLVED THAT the Report of the Committee of the Whole be received and adopted. Report of the Committee of the Whole a)

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

b)

Request to the City of Kingston

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

Frontenac County Representation on Committees WHEREAS the City of Kingston is responsible, as the Municipal Service Manager, for services which fall under the Local Services Re-alignment formula, including the provisions of Housing and Homelessness for the City of Kingston and the County of Frontenac; AND WHEREAS the City of Kingston has a Housing and Homelessness Advisory Committee that is mandated to provide advice to Council on housing, publicly assisted affordable housing and homelessness policies, the implementation of the Municipal Housing Strategy, Homelessness Plan and other municipal housing strategies, policies and directives that affect both the City of Kingston and the County of Frontenac; AND WHEREAS it has been identified through the Municipal Housing Strategy and the Homelessness Plan that the issues around housing and homelessness in urban and rural areas are diverse; AND WHEREAS the City of Kingston makes provisions to allow for technical representation on its Boards and Committees which are not required to meet the criteria to serve on a committee, including its Housing and Homelessness Advisory Committee THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac respectfully requests that the Council of the City of Kingston amend the Committee Composition of the Housing and Homelessness Advisory Committee to include two (2) representatives of the County of Frontenac; AND FURTHER THAT the composition of the Kingston & Frontenac Housing Corporation Board of Directors be amended to include one (1) Member of Frontenac County Council. AND FURTHER THAT a copy of this resolution be forwarded to both the City of Kingston and the Kingston & Frontenac Housing Corporation. CARRIED 13.

REPORTS FROM EXTERNAL BOARDS AND COMMITTEES a)

Kingston Frontenac Library Board Update - Councillor Purdon

Councillor Purdon pointed to the recent Union negotiations and advised that a three (3) year contract has been signed. He also advised that the Strategic Plan for the Kingston Frontenac Library Board is set to be released later this month.

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

b)

KFL&A Public Health Board Update - Warden Clayton

Warden Clayton advised that the KFL&A Public Health Board budget has passed and its next meeting is scheduled for Wednesday, January 22, 2014. c)

RULAC, LSR and Other Updates

Deputy Warden Doyle did note to County Council that the City of Kingston is looking at all possible means of collecting outstanding Provincial Offences Act (POA) fines. d)

Algonquin Land Claim Update - Councillor Inglis

No report was provided. e)

Frontenac County Youth Justice Advisory Committee Update Councillor Davison

No report was provided; however Councillor Davison did advise that its next meeting is set for sometime in March/April. f)

Housing and Homelessness Committee Update - Councillor McDougall

Councillor McDougall advised that the Committee did not achieve quorum at its last meeting and that it has subsequently been re-scheduled for this Thursday. g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones

No report was provided. 14.

REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL a)

150th Anniversary December 11, 2013

Motion #: 19-14

Advisory

Moved By: Seconded By:

Committee

Meeting

Minutes

dated

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the December 11, 2013 150th Anniversary Advisory Committee Meeting Minutes. CARRIED

Regular Meeting of Council Minutes January 15, 2014

January 15, 2014 Regular County Council Meeting

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AgendaItem#4a)

ACCOUNTS a)

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

Motion #: 20-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of December 12, 2013 to January 10, 2014: • Payrolls dated between December 15, 2013 and January 5, 2014 in the amount of $990,829.69; and • Cheque Listing in the amount of $2,646,389.50. CARRIED 16.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a)

Creation of a Seniors Housing Task Force

Motion #: 21-14

Moved By: Seconded By:

Councillor McDougall Deputy Warden Doyle

WHEREAS the Municipal Housing Strategy for the City of Kingston and the County of Frontenac indicated that there is a need for more affordable housing options for seniors living in the Frontenacs. AND WHEREAS the County of Frontenac completed a Seniors Housing Pilot Project Study in 2012 which provided detailed research and background information to assist in developing seniors housing pilot projects, including the formation of a Seniors Housing Task Force; AND WHEREAS the draft County Official Plan contains regional housing policies that support new seniors housing projects; AND WHEREAS interest has been recently expressed in seniors housing projects on Wolfe Island and in other parts of the County: THEREFORE BE IT RESOLVED THAT a by-law be brought forward later in the meeting to amend Procedural By-law 2013-0020 to add Schedule B-6, Seniors Housing Task Force, to fall under the jurisdiction of the Sustainability Planning Department, with the goal of establishing small scale pilot projects to be located within the County, the first being considered on Wolfe Island;

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AgendaItem#4a)

AND FURTHER THAT the Task Force consist of: (a) Three (3) members of County Council, specifically: • One (1) member of County Council which sits on the City of Kingston Housing and Homelessness Advisory Committee; • One (1) additional member of County Council; • The Mayor of the Township in which the housing matter is being considered; and (b) One Township Council representative in which the housing matter is being considered AND FINALLY THAT Council direct staff to investigate other potential opportunities for seniors housing throughout the Frontenacs. CARRIED AS AMENDED (See motion to amend below which was CARRIED) Motion #: 22-14

Moved By: Seconded By:

Councillor Gutowski Councillor McDougall

BE IT RESOLVED THAT the motion be amended to included three (3) members of County Council; AND FURTHER THAT the mandate of the Seniors Housing Task Force be amended to add: •

To engage and consult with the local citizens to ensure local issues are brought forward to the Task Force; CARRIED

Motion #: 23-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

BE IT RESOLVED THAT Councillor Purdon be appointed to the Seniors Housing Task Force. CARRIED 17.

GIVING NOTICE OF MOTION

Motion #: 24-14

Moved By: Seconded By:

Councillor Inglis Councillor McDougall

BE IT RESOLVED THAT By-law 2013-0020 be waived to permit a motion regarding a petition to AMO with respect to the December 2013 Ice Storm. CARRIED (a 2/3 vote was received) Regular Meeting of Council Minutes January 15, 2014

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AgendaItem#4a)

Motion #: 25-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

BE IT RESOLVED THAT the Council of the County of Frontenac requests the Association of Municipalities of Ontario (AMO) to petition the Province of Ontario to recognize the ice storm of December, 2013 as a disaster and provide special funding to municipalities affected by the storm to offset some of the costs incurred; AND FURTHER THAT a copy of this resolution be forwarded to the Honourable John Gerretsen, M.P.P., Kingston and the Islands, the City of Kingston, the Honourable Kathleen Wynne, Premier of Ontario, Randy Hillier, M.P.P., Lanark, Frontenac, Lennox & Addington and the Eastern Ontario Warden’s Caucus (EOWC) CARRIED 18.

OTHER BUSINESS a)

Selection process for the hiring of a new Chief Administrative Officer (CAO) for the County of Frontenac.

Motion #: 26-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor McDougall

BE IT RESOLVED THAT the rules of By-law 2013-0020 be waived to permit a motion regarding the formation of a selection committee for the hiring of a new CAO. CARRIED (a 2/3 vote was received)

Motion #: 27-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Purdon

BE IT RESOLVED THAT the Warden, Deputy Warden, the Mayor of South Frontenac and the Mayor of Central Frontenac be appointed as the Committee to determine and conduct the preliminary interviews for a Chief Administrative Officer with the final interviews to be conducted by full Council. CARRIED 19.

PUBLIC QUESTION PERIOD

Council now considered the Deputation of W.A. Robinson Asset Management Ltd. See page 2

Regular Meeting of Council Minutes January 15, 2014

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AgendaItem#4a)

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

b) c)

d)

By-law No. 2014-0001 To Authorize Transfer of any Surplus or Deficit from 2013 Budget to Reserve for Working Funds By-law No. 2014-0002 To set tax ratios and tax rate reductions for 2014 By-law No. 2014-0003 To Amend By-law 2013-0020 as it Relates to the Establishment of a Seniors Task Force (Council Procedural By-law) By-Law No. 2014-0004 Confirmation of Proceedings for January 15, 2014

Motion #: 29-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT leave be given the mover to introduce the following by-laws that have been circulated to all members of County Council and that these by-laws be read a first and second time: • By-law No. 2014-0001 - To Authorize Transfer of any Surplus or Deficit from 2013 Budget to Reserve for Working Funds; • By-law No. 2014-0002 - To set tax ratios and tax rate reductions for 2014; • By-law No. 2014-0003 - To Amend By-law 2013-0020 as it relates to the establishment of a Seniors Task Force (Council Procedural By-law), as amended; and • By-law No. 2014-0004 - Confirmation of Council Proceedings for January 15, 2014. CARRIED Motion #: 30-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the following by-laws be read a third time, signed, sealed and finally passed: • By-law No. 2014-0001 - To Authorize Transfer of any Surplus or Deficit from 2013 Budget to Reserve for Working Funds; • By-law No. 2014-0002 - To set tax ratios and tax rate reductions for 2014; • By-law No. 2014-0003 - To Amend By-law 2013-0020 as it relates to the establishment of a Seniors Task Force (Council Procedural By-law), as amended; and • By-law No. 2014-0004 - Confirmation of Council Proceedings for January 15, 2014. CARRIED Regular Meeting of Council Minutes January 15, 2014

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AgendaItem#4a)

ADJOURNMENT

Motion #: 31-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the meeting hereby adjourn at 11:27 a.m. CARRIED

Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

Regular Meeting of Council Minutes January 15, 2014

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Fire Chief Rick Chesebrough, Township of

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Fire Chief Rick Chesebrough, Township of

The County and its communication platform is divided up into 4 different townships: North Frontenac Central Frontenac South Frontenac Frontenac Islands

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Currently the Townships are communicating using a multicast platform which means each Township is operating independently of each other which does not provide a County Wide communications system or true interoperability.

Fire Chief Rick Chesebrough, Township of

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Over the years each township has been responsible for their own communications - which has left the County with a system that is truly not a system There are pieces within the platform that date back 25 years and it is no longer an option to replace parts or apply quick fixes The sites offer little redundancy or emergency backup power Several Known dead zones With UCLG’s recent migration and the City of Kingston’s future migration to digital technology this will present challenges with our mutual aid partners if we do not act immediately, this will become “Mission Critical” `

Fire Chief Rick Chesebrough, Township of

` Supplied by five different sites

` Known communication dead zones

` Current infrastructure does not meet industry

AgendaItem#5b)

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standard coverage (i.e. not industry public safety standard 95% coverage ,95% of the time) ` Single zone coverage, Multicast (i.e. which allows for only one site to transmit at any given time)

Fire Chief Rick Chesebrough, Township of

Current Coverage & Its Challenges

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5

Fire Chief Rick Chesebrough, Township of

AgendaItem#5b)

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Fire Chief Rick Chesebrough, Township of

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Fire Chief Rick Chesebrough, Township of

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Fire Chief Rick Chesebrough, Township of

AgendaItem#5b)

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Fire Chief Rick Chesebrough, Township of

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Fire Chief Rick Chesebrough, Township of

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Fire Chief Rick Chesebrough, Township of

` Difficult Terrain /Poor Coverage, poor

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communication Lack of Communications / Interoperability Standardization of equipment/Cost Efficiencies Mutual Aid support will be difficult Inconsistent - Rising/Fluctuating Maintenance Costs affecting CAPEX-OPEX budgets Service Provider Management impacting Service Levels Response Times Impacted ` Health & Safety Risks

Fire Chief Rick Chesebrough, Township of

` Health and Safety

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◦ Poor coverage impacts service levels ◦ Lack of coordinated actions and response times ◦ Poor communication could impact life threatening incident management ◦ Ability to leverage the proper resources – escalation ◦ Reactive oppose to being proactive ◦ Human Capital Engineering: Not being able to leverage the right people, at the right place at the right time

Fire Chief Rick Chesebrough, Township of

` Health & Safety

◦ 95% - 95% public safety standard ◦ Improve response times ◦ The ability to manage multiple incidents ◦ Record all channels to minimize liability

` Public Works

◦ Shared system and benefits

` Unification

AgendaItem#5b)

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◦ One Solution – One Standard – One Provider ◦ Service Level Agreements (SLA)

Fire Chief Rick Chesebrough, Township of

` Simulcast System

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◦ Increased number of tower sites ◦ Expanded coverage footprint ◦ Tiered technology implementation ◦ Multiple channels for increased capabilities ◦ Record Channels for liability Interoperability ◦ Insure interoperability within Frontenac County between all Fire and Public Works departments ◦ Insure interoperability with all mutual aid partners Enhance voice paging capabilities

Fire Chief Rick Chesebrough, Township of

¾ Simulcast Transmitting is defined as: • A radio system where the same radio frequencies are

Simultaneously Broadcast from all tower sites within the radio system • This allows same radio frequencies to be used throughout the entire coverage area

¾ Simulcast Benefits: • Seamless communications throughout the radio

16

AgendaItem#5b)

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system’s coverage area • Improved radio frequency utilization • Improved coverage in areas with difficult terrain like the Frontenacs • Improved in-building coverage (signals in overlap zones are “additive”)

Fire Chief Rick Chesebrough, Township of

“Simulcast” fills in where single site can’t

AgendaItem#5b)

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17

Fire Chief Rick Chesebrough, Township of

AgendaItem#5b)

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Fire Chief Rick Chesebrough, Township of

Simulcast Future coverage 95% - 95%

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Multicast Current Coverage 95% - 95%

Fire Chief Rick Chesebrough, Township of

` The system must provide portable coverage

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throughout the Frontenacs with 95% coverage All radio units must be equipped with a Push To Talk(PTT) ID and emergency signalling feature For the entire coverage area, an adequate number of wide-area channels are required based on appropriate traffic studies. (2-3 Channels) ` The system would be designed to accommodate expansion in both the area-specific channels and the wide-area channels as capacity requirements increase.

Fire Chief Rick Chesebrough, Township of

`

`

`

`

Since radios are tiered based on performance and ruggedness, there can be significant cost savings by buying high-tier radios for responders and the appropriate lower tiered radios for support staff High-tier radios should be provided to each firefighter. This level of radio gives the highest level of performance and reliability that radio manufacturers can provide. Within each tier there may be options that provide additional capabilities or functions that are required for fire service Mid-tier may be appropriate for users who do not enter into the firefighting environment. This type of radio would be a good choice for Public Works functions or less harsh environments

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Low-tier radios are an option for some support staff. These radios provide communications for users who are not in harsh environments and may not need all the functionality of the higher tiered radios.

Fire Chief Rick Chesebrough, Township of

` Designing and implementing a

communications system is an extremely complicated process

` It is important to create a structured

organization to provide input, carry out decision making, and do implementation work on the project AgendaItem#5b)

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Fire Chief Rick Chesebrough, Township of

Before answering that question consider… What will it cost if we do nothing…

◦ Putting public members of our community at Risk ◦ Putting our Firefighters at Risk ◦ Putting our Public Workers at Risk

` By doing nothing, it could cost more then just

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money

Fire Chief Rick Chesebrough, Township of

Range: $5 M to $7 M INCLUSIVE OF: Infrastructure ` User Gear

` Implementation & Realization

` Annualized Maintenance Agreement(SLA)

` Investment is based on a minimum 15 year

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period

Fire Chief Rick Chesebrough, Township of

Council Approval…if permission granted Allocation of funding secured ` Align a Consultant

• Immediate Leverage Recommendations data/exercise RFP Process – TBD Contract awarded – TBD Contract Negotiations – TBD ` System Implementation - TBD AgendaItem#5b)

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AgendaItem#9a)

Report 2014-014 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/ Treasurer

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

February 5, 2014

Date of Meeting:

February 19, 2014

Re:

Corporate Services – Communications of Interest to Council

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Corporate 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. Ted Hsu, Member of Parliament Kingston and the Islands, February 3, 2014 – Correspondence from Ted Hsu, M.P. Re: Thank you to Council for forwarding a copy of the resolution of December 18, 2013 on affordable housing. MPP Hsu is happy to be able to address this very issue and the FCM’s campaign in the House of Commons and also in his most recent household newsletter.

Information Report to Council Corporate Services - Communications of Interest to Council February 19, 2014

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AgendaItem#9a)

2. Corporation of the Townships of Central and South Frontenac, – January 20, 2014 Correspondence from Larry Donaldson, CAO/Clerk of Central Frontenac and February 5, 2014 Correspondence from Wayne Orr, CAO of South Frontenac Re: Copy of the letter to The Honorable Linda Jeffrey Re: Opposing the requalification of Municipal Building Officials.
3. Municipality of Greenstone, January 29, 2014 – Correspondence from Elizabeth (Lisa) Slomke, Clerk Re: Resolution opposing the requalification of Municipal Building Officials. A copy of letter to The Honorable Linda Jeffrey
4. Ministry of Consumer Services, February 4, 2014 – Correspondence requesting feedback and comments on the proposals to refine the regulation of propane transfer facilities in Ontario.
5. Ministry of Citizenship and Immigration, January 2014 – Correspondence from the Honorable Micheal Coteau, Re: requesting nominations for the recently launched Newcomer Champion Award. Other Correspondence: •

KFL&A Public Health, February 3, 2014 – Correspondence from Dr. Ian Gemmill, Medical Officer of Health Re: Healthy Kids Community Challenge. A new initiative announced by the Minister of Health and Longterm Care, Deb Matthews, and Premier Kathleen Wynne. Funded through the Ministry of Health and Long-Term Care, is to promote a community driven approach to healthy communities for kids and is open to municipalities across Ontario.

•

Municipal Engineers Association (MEA), January 22, 2014 – Correspondence from John Simmonds, Executive Director Re: 2014 MEA University Bursaries Available to Offspring of Municipal Employees. MEA will be offering up to ten bursaries available to the children and dependents of municipal employees and elected Councillors who are entering university engineering programs to become engineers. This year the bursary amounts are being increased to $1,500. Application submissions by April 1, 2014. Up to 10 bursary recipients will be selected from amongst all of Ontario’s Secondary Schools. 2014 MEA Bursary Application package www.municipalengineers.on.ca For more information contact John Simmonds, john.simmonds@municipalengineers.on.ca

•

MEPCO Municipal Employer Pension Centre Ontario, January 22, 2014 – Correspondence from Doug Reycraft, Chair, MEPCO Board and Pat Vanini MEPCO President Re: 2012 Annual Report. Copy of the Annual Report http://www.mepco.ca/About-Us/Annual-Report.aspx

•

Town of Parry Sound/ OSUM, January 22, 2014 – Correspondence from The Town of Parry Sound Team Re: 61st Annual OSUM Conference and

Information Report to Council Corporate Services - Communications of Interest to Council February 19, 2014

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AgendaItem#9a)

Trade Show “Conference at the Cottage” April 30, May 1 & 2, 2014. Conference information is available at www.townofparrysound.com

AMO Member Communications:

1. AMO Report to Members •

Highlights of the January 2014 Board Meeting (January 31, 2014)

AMO’s Support for FCM’s “Fixing Canada’s Housing Crunch” For information on how your municipality can adopt a resolution of support, visit the AMO website. http://www.amo.on.ca/AMO-Content/PolicyUpdates/2013/FCM-Launch-of-Fixing-Canada’s-Housing-Crunch”-Camp.aspx •

Correspondence - February 12, 2014 re: response to the letter that the County of Frontenac passed a resolution on January 15, 2014 and requesting AMO to petition the Province to recognize the Ice Storm of December 2013 as a disaster and provide special funding to municipalities to offset some of the costs incurred from the storm.

2. News Releases • Video demonstrates investment of Canada’s Gax Tax Fund in Goderich (November 4, 2013)
3. AMO Breaking News & Policy News • • • • • • •

January 2014 Board Meeting Highlights (January 31, 2014) 2014 AMO Pre-Budget Submission - Highlights (January 7, 2014) The Peter J. Marshall Award (January 2014) Unwrapping the True Costs of Packaging (January 10, 2014) Land Use Planning and Appeals System Consultation (January 10, 2014) Special Purpose Business Property Assessment (December 20, 2013) Matters of Significance for All Municipalities (December 20, 2013)

4. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • January 16, 23, 30, 2014 FCM Member Communications:
5. News Releases

Information Report to Council Corporate Services - Communications of Interest to Council February 19, 2014

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AgendaItem#9a)

• FCM President Responds to TSB Rail Safety Recommendations (January 23, 2014) • FCM Letter to National Post Challenges Misconceptions About Housing and Infrastructure (January 24, 2014) • Statement by FCM President following National Municipal Rail Safety Working Group meeting with Transport Minister (January 22, 2014) 2. PCP News •

B

Attend the 2014 SCC for a chance to win a trip to FCM’s Annual Conference (January 23, 2014)

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

C

October 18, 2013

Agency/Board Minutes:

1. Kingston Frontenac Public Library Board Minutes •

December 11, 2013

2. Kingston & Frontenac Housing Corporation Minutes •

D

October 17, 2013, November 18, 2013 and Summary Reports December 2013 and January 2014.

The following items of correspondence are requesting Action from Council:

1. Randy Pettapiece, MPP, January 16, 2014 – Correspondence from Randy Pettapiece, MPP, Perth-Wellington Re: Resolution on Joint and Several Liability. MPP Pettapiece has recently introduced a private member’s resolution in the Ontario Legislature. This issue affects municipalities across the province, and he believes that it’s important that the government act by June, before the legislature breaks for summer. If the municipality supports the intent of his resolutions, he would encourage the County to consider passing a formal resolution to support it. For more information, please contact 519-272-0660 or email randy.pettapiececo@pc.ola.org.

E

County of Frontenac Outgoing Communications:

1. Media Releases: •

EOWC elects new Chair and Vice-Chair, sets its 2014 Priorities (January 21, 2014)

2. E-Newsletters Information Report to Council Corporate Services - Communications of Interest to Council February 19, 2014

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AgendaItem#9a)

•

January edition of Frontenac County Bytes (attached)

3. Social Media Update •

Twitter site was launched for the Howe Island Ferry (@hicountyferry)

Information Report to Council Corporate Services - Communications of Interest to Council February 19, 2014

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AgendaItem#9a)

Eastern Ontario Wardens’ Caucus MINUTES Friday, October 18, 2013 8:30 a.m. County of Hastings Belleville Room – Travelodge Hotel 11 Bay Bridge Road Belleville, Ontario The meeting was called to order at 8:30 a.m. with the following individuals in attendance.

County County of Frontenac County of Haliburton County of Hastings City of Kawartha Lakes County of Lanark United Counties of Leeds and Grenville County of Lennox and Addington County of Northumberland County of Peterborough United Counties of Prescott and Russell County of Prince Edward County of Renfrew United Counties of Stormont, Dundas and Glengarry

2014-014 Administrative Services

Present Head of Council Warden Janet Gutowski Warden Carol Moffatt Warden Rick Phillips, Chair Mayor Ric McGee Warden Bill Dobson

Staff Liz Savill, CAO Jim Wilson, CAO Jim Pine, CAO, Secretary-Treasurer Kurt Greaves, CAO Andy Brown, CAO,

Warden Doug Bearance

Larry Keech, CAO

Warden Hector Macmillan

Dan Borrowec, CAO Gary King, CAO

Warden Rene Berthiaume

Stephane Parisien, CAO

Mayor Peter Mertens Warden Peter Emon

Merlin Dewing, CAO

Warden Bill McGimpsey

Tim Simpson, CAO

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AgendaItem#9a)

EOWC Meeting October 18, 2013

Regrets City of Kawartha Lakes United Counties of Leeds and Grenville County of Peterborough County of Renfrew

Mark Fisher, CAO Warden Ron Holman Warden J. Murray Jones Jim Hutton, CAO Others Present

Delegation/Guests Deputy Warden Eric Duncan Stephen Seller Kathy Wood Justin Bromberg Justin Watkins Lisa Hirvi David Fell

Organization United Counties of Stormont, Dundas and Glengarry Ministry of Municipal Affairs and Housing Natural Capital Resources Inc. Executive Assistant to the CAO, UCPR Manager of Strategic Services, UCSDG Chief Financial Officer, Eastern Ontario Regional Network Chief Executive Officer, Eastern Ontario Regional Network

Call Meeting to Order/Welcome Warden Phillips called the meeting to order and welcomed guest Deputy Warden Eric Duncan, United Counties of Stormont, Dundas and Glengarry.

Declaration of Pecuniary Interest - None

Approval of Agenda Moved by Warden Emon Seconded by Warden Macmillan Be it resolved that the Agenda be adopted. CARRIED

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AgendaItem#9a)

EOWC Meeting October 18, 2013

Approval of Minutes Moved by Mayor Mertens Seconded by Warden Dobson THAT the Minutes of the EOWC Inc. meetings of August 12, 2013 and August 18, 2013 be approved as circulated. CARRIED

Delegations, Petitions and Presentations 5.1

Dr. Robert Walker, President & Chief Executive Officer, Atomic Energy of Canada Limited-Chalk River Laboratories (Delegation was received at 10:30 am)

Dr. Robert Walker, President & Chief Executive Officer, Atomic Energy of Canada Limited-Chalk River Laboratories appeared before the EOWC to provide a presentation and overview regarding the work of Atomic Energy of Canada Limited-Chalk River Laboratories facility. He advised the depth of the work in nuclear science and technology that is conducted by this asset of the Government of Canada. He confirmed that the location at Chalk River is the largest research facility in Canada and Atomic Energy of Canada serves Canada as an advisor and agent of the Government for public policy purposes as well as enabling business innovation and technology transfer. Warden Emon thanked Dr. Walker for attending the meeting and recognized the Chalk River location as the largest employer in Renfrew County noting the benefits that the organization brings to the County and surrounding Eastern Ontario region. 5.2

Mr. Richard Steiginga, Partner Collins Barrows Chartered Accountants – Presentation of the 2012 Audited Financial Statements for EORN and EOWC

Mr. Richard Steiginga and Mr. Duane Potter of Collins Barrows Chartered Accountants appeared before the EOWC to present the EORN Audited Financial statements ended March 31, 2012 as well as the EOWC Audited Financial Statements ended December 31, 2012. Moved by Mayor Mertens Seconded by Mayor McGee

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AgendaItem#9a)

EOWC Meeting October 18, 2013

THAT the Eastern Ontario Wardens’ Caucus (EOWC) Board of Directors receives the EORN Financial Update report presented on October 18, 2013. CARRIED Moved by Warden Berthiaume Seconded by Warden Dobson THAT the Eastern Ontario Wardens’ Caucus (EOWC) Board of Directors approves the EOWC Audited Financial Statements for the period ended December 31, 2012 as presented on October 18, 2013. CARRIED

Reports for Review/Discussion 6.1

Financial Sustainability Report Update Mr. Keech advised the EOWC that distribution of the White papers on Infrastructure and Affordability has been ongoing since their official release and reviewed the checklist relative to the white paper distribution that has occurred amongst Provincial ministries, MPs, MPPs, member municipalities and various affiliated organizations such as FCM and AMO. He confirmed the Sub-Committee met on September 30 to discuss the work on the 3 remaining white papers; Social Housing, Ratepayer Affordability and Environmental Services. It is hoped that these reports will be ready for review at the AGM meeting in January with an intended official release at ROMA/OGRA in February. Moved by Mayor Mertens Seconded by Mayor McGee THAT the update on the Financial Sustainability Report be received. CARRIED

6.2

Economic Development Strategy Update Mr. Simpson advised that all consultations have taken place and that the draft report is being prepared. He confirmed that the project is on target to Page 4 of 14

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EOWC Meeting October 18, 2013

have a draft reviewed and then presented to the Wardens at the AGM in January. Moved by Warden Moffatt Seconded by Warden Emon THAT the update on the Economic Development Strategy be received. CARRIED 6.3

Gap Analysis for Cellular Service Mr. Pine reviewed the report advising that the lack of adequate cell coverage in Eastern Ontario continues to be an issue for people who live, work and travel in Eastern Ontario. Throughout the ongoing work of the EORN project, the issue of inadequate cell coverage has been raised by not only members of the public but elected officials across the region. It was recognized that as a first step a gap analysis of the region would be required. Mayor McGee heartily endorsed the idea and requested that it be made a priority. Moved by Mayor McGee Seconded by Warden McGimpsey THAT the EOWC Board of Directors request the EORN Board of Directors and its staff to examine the possibility of undertaking a gap analysis on the availability of dependable cellular coverage across the EOWC region as a first step that might lead to a formal project; AND THAT the EORN Board explores the potential of funding for the gap analysis from other partners including but not limited to the federal and provincial governments, cellular companies and CFDCs; AND FURTHER THAT the EORN Board report back with a status update at the EOWC’s annual meetings in January 2014.

CARRIED

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AgendaItem#9a)

EOWC Meeting October 18, 2013

6.4

EOWC/EOMC Steering Committee Mr. Pine raised the issue proposed by members the Eastern Ontario Mayors Committee that a steering committee made up of members from each group could meet periodically to discuss issues of interest to both groups. Members of the Caucus felt that ongoing communication in the form of a spokesperson might be beneficial. It was agreed that as Mayor Mertens is an active member of both groups, he could act as liaison and if the occasion arose to work jointly on an issue or project, information would be brought forward. It was also felt that receiving copies of the EOMC meeting minutes may be beneficial as it was noted that EOWC minutes are made available publically on the EOWC website. It was agreed that an update from the EOMC should be a standing item on each EOWC Wardens meeting agenda. Moved by Warden Macmillan Seconded by Mayor McGee THAT Mayor Peter Mertens be appointed as liaison between the EOWC and EOMC. CARRIED

6.5

Inaugural Meeting Planning January 16-17 2014 Kingston, ON (ROMA Delegations) Mr. Pine advised that the AGM meetings will be used to set the 2014 priorities for the EOWC. It was confirmed that once priorities are set; delegations for the ROMA/OGRA conference can be determined.

6.6

Eastern Ontario Regional Network CEO Report Mr. Fell reviewed the EORN CEO report advising that the kick off for the Monieson Phase 2 research project was held on September 18th. He advised that the project will result in a macro economic analysis on the investment of broadband on economic development. Moved by Mayor Mertens Seconded by Warden Moffatt

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AgendaItem#9a)

EOWC Meeting October 18, 2013

THAT the Eastern Ontario Wardens’ Caucus Board of Directors accepts the CEO report as presented. CARRIED

6.7

Eastern Ontario Regional Network Phase 2 Operational Plan and Budget Mr. Fell reviewed the EORN Phase 2 Operational plan detailing the governance model, operational plan and budget considerations. Moved by Warden Macmillan Seconded by Warden Emon THAT the Eastern Ontario Wardens’ Caucus Board of Directors approves the Phase 2 Operational Plan and Budget as presented. CARRIED

6.8

Eastern Ontario Regional Network OMAFRA External Audit Report Mr. Fell advised that the recent external audit conducted by Deloitte on behalf of OMAFRA resulted in a report of EORN being fully compliant with the requirements of the Contribution Agreement on approximately $96 million in transactions. Moved by Warden McGimpsey Seconded by Warden Emon THAT the Eastern Ontario Wardens’ Caucus Board of Directors accepts the OMAFRA External Audit Report as presented. CARRIED

6.9

Eastern Ontario Regional Network Communication Report Mr. Pine reviewed the communication report highlighting the work on various communication initiatives that are ongoing for the EORN project.

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EOWC Meeting October 18, 2013

Moved by Warden Bearance Seconded by Warden Berthiaume THAT the Eastern Ontario Wardens’ Caucus receives the Communication Report presented October 18, 2013. CARRIED 6.10

Home Health Monitoring Project Update Mr. Pine reviewed the work done by EORN staff to date on the proposed Home Health Monitoring project. He highlighted the logical fit around the community paramedicine programs that are currently being investigated or piloted across the EOWC region. Mayor McGee expressed concerns around investing in projects that may result in additional costs to municipalities. Moved by Mayor McGee Seconded by THAT the Home Health Monitoring project be removed as a priority and project of the EOWC. There was no seconder for the motion. It was agreed that work would continue on the project and a report brought back to the EOWC around a potential pilot project with an Eastern Ontario LHIN.

6.11

Update from MMAH – Stephen Sellers Mr. Seller provided an update from MMAH advising that Laurie LeBlanc was named as Deputy Minister in September. He highlighted several funding programs including the renewal of the RED Program and the Municipal Energy Plan Program. He reminded the EOWC of the upcoming Local Government Week scheduled from October 20-26 2013 and requested information on any Local Government Week plans. Mr. Seller also advised of the upcoming dates and locations of the consultations on the proposed future OPP costing formula. Page 8 of 14

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6.12

Closed Session 6.12.1

Eastern Ontario Regional Network, Business Park RFP Award Moved by Warden Gutowski Seconded by Warden Bearance THAT the EOWC Inc. move into Closed Session to discuss the award of the EORN Business Parks RFP. CARRIED Moved by Mayor Mertens Seconded by Warden McGimpsey THAT the EOWC Inc. move out of Closed Session. CARRIED Moved by Warden Emon Seconded by Warden Gutowski THAT staff be directed to follow instructions given during closed session. CARRIED

Correspondence 7.1

Outgoing Moved by Warden Bearance Seconded by Warden Dobson THAT the incoming and outgoing correspondence be received. CARRIED Page 9 of 14

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EOWC Meeting October 18, 2013

7.1.1 Letter to The Honourable Jeff Leal regarding Former Provincial Highways dated August 23, 2013 7.1.2 Letter to The Honourable Jeff Leal regarding EOWC White on Infrastructure dated August 29, 2013 7.1.3 Letter to The Honourable Kathleen Wynne regarding Support for Eastern Ontario Local Food and Farming Collaborative dated September 6, 2013

7.2

Incoming

7.2.1 Letter from Minster Jeff Leal, Ministry of Rural Affairs re Infrastructure Funding dated September 19, 2013 7.2.2 Letter from Mr. Brock Carleton CEO, Federation of Canadian Municipalities re: white papers dated September 19, 2013 7.2.3 Letter from Minister Wynne, Ministry of Agriculture and Food re: Local Food Act dated September 24, 2013 7.2.4 Email from Councillor Mac Bain, City of North Bay re: $100 Million Infrastructure Funding dated October 8, 2013

By-laws By-Law # 13-10 Moved by Warden Emon Seconded by Warden Berthiaume BE IT RESOLVED THAT the Eastern Ontario Wardens’ Caucus Inc. enter into an agreement conditional upon acceptance and approval of the EORN negotiating team on the wholesale pricing agreement, inclusion of an SLA for new customer installations and bookings and upon the inclusion of a

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EOWC Meeting October 18, 2013

point of escalation for Bell, that a contract be executed with Bell Aliant for RFP P-01-2013 – Business Parks for the following locations: • • • • • • • • • • • • • • • • • • • • • • • • • • • • • •

Town of Perth Cornwall Business Park Elizabeth-Kitley Business Park Ewart Avenue – Drummond North Elmsley Business Park Kemptville Business Park Long Sault East Industrial Park Pine Grove Business Park Renfrew Industrial Park Saunder Drive Park – Cornwall Wallrich Business Park – Cornwall Alexandria Industrial Park – N. Glengarry Barry’s Bay – Madawaska Valley Burnside Street – Centre Hastings Campbellford Business Park – Trent Hills Industry Lane – Marmora Ingleside Industrial Park – S. Stormont Morrisburg Industrial Park – S. Dundas Rockland Business Park – Prescott-Russell Stanhope Municipal Airport – Algonquin Highlands Tanner Industrial Park – Trent Hills Vankleek Industrial Park West Front Street – Stirling Wilno Business Cluster – Madawaska Valley Winchester Core – North Dundas Enterprise CR/Y – Hastings Highlands Hwy. 41/17 – Laurentian Valley Petawawa Industrial Park Tweed Industrial Park Chesterville Core Verona/Syndenham

AND; THAT Rick Phillips, Chair, and Jim Pine, Secretary Treasurer, Execute an Agreement between the EOWC Inc. and Bell Aliant.

CARRIED Page 11 of 14

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By-Law # 13-11 Moved by Warden Gutowski Seconded by Warden Dobson BE IT RESOLVED THAT the Eastern Ontario Wardens’ Caucus Inc. enter into an agreement conditional upon acceptance and approval of the EORN negotiating team on the Open access, master lease and IRU provisions of the contract that a contract be executed with Cogeco Fibre Services for RFP P-01-2013 – Business Parks for the following locations: • Brighton Industrial Park • Frankford Industrial Park – Carleton Place • Rafting Road/Grants Settlement – Twp. of Whitewater • Greenwood Road Area – Twp. of Whitewater • McFarland Development – Prince Edward County • North Murray Industrial Park – City of Quinte West • Purdy Industrial Park Road Area – Cramahe • Gananoque Areas AND; THAT Rick Phillips, Chair, and Jim Pine, Secretary Treasurer, Execute an Agreement between the EOWC Inc. and Cogeco Fibre Services. CARRIED By-Law# 13-12 Moved by Warden McGimpsey Seconded by Warden Moffatt BE IT RESOLVED THAT the Eastern Ontario Wardens’ Caucus Inc. enter into an agreement with Utilities Kingston for RFP P-01-2013 – Business Parks for the following locations: • Alcan Business Park • Cataraqui Estates Business Park • Loyalist East Business Park • St. Lawrence Business Park AND; Page 12 of 14

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THAT Rick Phillips, Chair, and Jim Pine, Secretary Treasurer, Execute an Agreement between the EOWC Inc. and Utilities Kingston. CARRIED 9.

Notice of Motions/Other Business

Next Meeting Thursday January 16, 2014 & Friday January 17, 2014 Four Points by Sheraton Hotel Kingston, Ontario

Confirmation By-law #13-13 Moved by Warden Mertens Seconded by Rene Berthiaume The Board of Directors of the Eastern Ontario Wardens’ Caucus hereby enacts as follows:

1. THAT the action of the Board of Directors at its meeting held the 18th day of October, 2013 in respect of each motion, resolution, by-law and other action passed and taken by the Board of Directors at its said meeting, except where prior approval of any other body or agency is required, is hereby adopted, ratified, and confirmed.
2. THAT the Chair and the proper officers of the Corporation of the Eastern Ontario Wardens’ Caucus Inc. are hereby authorized and directed to do all the things necessary to give effect to the said action or to obtain any approvals where required, and to execute all documents as may be necessary, and the Secretary is hereby authorized and directed to affix the Corporate Seal to all such documents.

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EOWC Meeting October 18, 2013

Adjournment Moved by Warden McGimpsey Seconded by Warden Dobson THAT the EOWC meeting of October 18, 2013 be adjourned. CARRIED

Rick Phillips, Chair;

Jim Pine, Secretary-Treasurer

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AgendaItem#9a) January Newsletter

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Frontenac County Bytes Keeping you updated on Frontenac County’s 987,503 acres. January 2014 - Issue XXIV

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

Psychological Safety Standards Research Project Beginning in 2014, the County of Frontenac will be participating in a three year research study with the Mental Health Commission of Canada. The project is designed to assist County of Frontenac staff with the implementation of Psychological Safety Standards into our workplace. A research team from the Mental Health Commission will be on-site at the County Corporate Services office and will directly work with County staff to implement the new Psychological Safety Standards. The standards promote positive work environments through initiatives such as; staff recognition, safe work spaces, identification of risks and development of policy. If you would like more information on this project please contact Bonnie Carter, Occupational Health Nurse, 613-5489400 ext. 322.

W.A. Robinson Asset Management LTD. Donates $5000 to the Frontenac K&P Trail At the January meeting of County Council, Wayne Robinson and Marcel Giroux of W.A. Robinson Asset Management LTD. presented a cheque for $5000 towards development of the K&P Trail to Anne Marie Young, Manager of Economic Development for the County of Frontenac. The $5000 cheque was the second installment in a five year pledge totaling $25,000. Young expressed sincere appreciation for the donation which will be used to assist in expanding the trail towards Sharbot Lake.

Click here for more information on the K&P Trail.

Work Continues at the Robertsville Road Ambulance Base

Sign Up Reply Forwa www.Fron www.Directio www.Fro Council Ag

Upcom

Centra Frontenac Family Tim Celebrating t history of Ce Throughout Wolfe South Open Hou Water Tuesday Tim To Syde Fronte 3 Afterno February Have fun an Sponsored b Med United Wolfe North

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Work at the new County of Frontenac Robertsville Road ambulance base is over 40% complete. The base will be open in the spring of 2014.

Please visi North Fron upcoming e

County Tr know?

Submit Your Short Story and Help Wolfe Island Become Kraft Hockeyville 2014

The first Par in 1892, with on the dirt ro and west thr and in a field Fellows Hall

Submit a short story about Wolfe Island’s community spirit and passion for the sport of Hockey to support Wolfe Islands 2014 bid to become KRAFTHOCKEYVILLE. Submissions must be received by February 9th.

No admissio a “hat was p money to pa entertainers.

Visit http://krafthockeyville.cbc.ca to submit your story or learn more about Kraft Hockeyville.

-from County Lakes: The H County of Fr 1973

Frontenac CFDC Offers Workshops for Business Owners February 3 & 10: Marketing Workshop 2.0 February 24: Retailer’s Boot Camp February 26: SEO Seminar March 5: Twitter T.B.A. Starting A Craft Brewery Visit www.frontenaccfdc.com to register or to learn more about these workshops.

Forward email

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

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Report 2014-006 RECOMMEND REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared By:

Jannette Amini Manager of Legislative Services/Clerk

Date Prepared:

January 10, 2014

Date of Meeting:

February 19, 2014

Re:

Corporate Services – Adoption of a Public Notice Policy

Recommendation THAT the Council of the County of Frontenac receive the Corporate Services – Adoption of a Public Notice Policy report for information; AND FURTHER THAT County Council adopt the new Public Notice Policy attached as Exhibit A to this report.

Background Section 270 (1) 4 of the Municipal Act requires municipalities to adopt and maintain policies with respect to the circumstances in which the municipality shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given. County Council adopted By-law 2007-0040, being a by-law to adopt a Public Notice Policy on November 21, 2007. As part of the requirement under the Act to maintain this Policy, during the past year staff have reviewed the Policy which includes changes in formatting to reduce redundant verbiage as well as incorporate updates/changes in legislation, including accessibility requirements under the Integrated Accessibility Standards Regulation (IASR) in which the Accessible Formats and Communications Standard will come into force January 1, 2015. Recommend Report to Council Corporate Services – Adoption of a Public Notice Policy February 19, 2014

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Comment The purpose of this report is for the County of Frontenac to adopt a newly formatted and revised Public Notice Policy which also recognizes the upcoming requirements under the new Integrated Accessibility Standards Regulation (IASR) with respect to the Information and Communications Standard. A copy of the Policy is attached to this report as Exhibit A. For Council’s consideration, the following is a summary of the proposed amendments to the Public Notice Policy recommended by staff: 1.

The definition of “Days” has been added to clarify that days mean calendar days and not business days.

The definition of “Newspaper” has been amended to include the words “either paid or unpaid”.

A new Section titled “Principles” has been added to reflect the commitment by the County of Frontenac to be open and transparent as well as recognize the value of citizen input and the impact that County decisions have on their daily lives.

A new Section titled “Content of Public Notice” has been added in order to reduce verbiage in the specific tables which provides easier interpretation and reading of the Policy.

A new Section titled “Policy Applications” has been added to indicate that notice requirements under this Policy are minimum standards of providing notice as required by legislation and more comprehensive notice methods may be used.

A new Section titled “Updating the Policy” has been added to recognize the requirement under Section 270 of the Municipal Act to maintain this policy, including amendments necessary as a result of changes in legislation. It also recognizes that any amendments to the Policy require Council approval.

The “Policy Statement” recognizes the upcoming requirements under the Integrated Accessibility Standards Regulation (IASR) of the Accessible Formats and Communications Standard which will come into force January 1, 2015.

The tables have been reformatted and reduced as much of the information contained in the tables is now identified under the new Section of “Content of Public Notice”. As well, verbiage that is outlined in a current County Policy such as the Procurement Policy has been removed and the reader is directed to the actual policy.

Recommend Report to Council Corporate Services – Adoption of a Public Notice Policy February 19, 2014

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Sustainability Implications As noted in Directions for our Future, providing an equal and equitable level of service across the County is a priority and that government decision-making processes are clear, transparent, forward thinking and focused on the longer term.

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

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

Recommend Report to Council Corporate Services – Adoption of a Public Notice Policy February 19, 2014

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 1 of 9

SCHEDULE “A” TO BY-LAW NO. 2014-00xx Policy Statement: The Corporation of the County of Frontenac is committed to being an accountable, transparent and open organization through the provision of public notice thereby enabling citizens to be aware of the business of the County. Accountability, transparency and openness are principles of good government that enhance public trust. Where the County is required to give public notice with respect to any matter, the County shall at minimum provide public notice as required by any applicable statute or regulation and/or in accordance with this policy. The County will also ensure that public notice requirements under this policy are accessible and made available in accessible formats, if required. Purpose: The purpose of this policy is to establish procedures for public notice and engagement that promote the open and transparent governance of the County, thereby enabling citizens to be aware of the business of the County. The Municipal Act, 2001, S.O. 2001, as amended, requires Council to adopt and maintain a public notice policy, which specifies the circumstances in which the municipality shall provide notice to the public related to the business of the County. In accordance with the Municipal Act, 2001, this policy sets out the minimum notice requirements, a list of matters for which public notice is required, the form and manner in which notice is to be given and the minimum time for giving such notice. Definitions: “Act” shall mean the Municipal Act, 2001, S.O. 2001 as amended. “Clerk” shall mean the Clerk of the Corporation of the County of Frontenac. “Days” shall mean calendar days, not business days. “Mail” shall mean prepaid, first-class mail unless legislation requires otherwise.

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 2 of 9

“Newspaper” shall mean a printed publication, either paid or unpaid, in sheet form, intended for general circulation, published regularly at intervals of not longer than a week, consisting in great part of news of current events of general interest and serving the County of Frontenac. “Website” shall mean the County’s official web–site www.frontenaccounty.ca. Principles: The notice provisions contained within this policy are based on the following guiding principles: ƒ valuing inclusiveness – ensure public notice and engagement is based on building trust and relationships that seek to involve all members of the community ƒ

providing timely communication – ensuring information is available in a timely manner

ƒ

providing clear and accessible communication – ensuring the use of plain language in a wide variety of formats and channels of communication

ƒ

being fiscally sustainable – ensuring methods and resources for public notice and engagement reflect the magnitude and complexity of the initiative

ƒ

being transparent and accountable – sharing information and having open public engagement processes, final decisions and outcomes

ƒ

being environmentally sustainable – ensuring environmentally friendly public notice methods

ƒ

striving for continuous improvement – seeking better ways of engaging the community and providing efficient and effective public notice and engagement processes. Principles: The notice provisions contained within this policy are based on the following principles:

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 3 of 9

• • •

Citizens should be aware what, when and where the business of the County is being discussed. Citizens should be aware when the business being discussed will have an impact on them. Adequate time should be provided to citizens so they can make submissions.

The following principles apply to the notice: • be provided as soon as possible; • be distributed to the broadest possible audience; • should be given in a variety of manners; • provide credible, accessible information in a usable and accessible format that is easy to understand, while being open, inclusive and respectful to all citizens. • in some circumstances, be given directly to the affected individuals. Examples of forms of notice are: • Direct delivery, including hand delivery, direct mail, facsimile and email • Notice on website • Newspapers, both daily and weekly • Location signs • Radio and television ( i.e. media releases) • Social media The Clerk shall determine the most appropriate newspaper(s) to utilize in a particular notice. The decision shall be based on the citizens affected by particular subject matter.

Application: This policy applies to all types of public notice and engagement, which may be influenced by legislation, cost, emergency situation, timeframes, geographic distance, types of notification and degree of potential impact on affected parties. This policy shall apply except where: ƒ

notice is otherwise prescribed by any other statute or regulation

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 4 of 9

ƒ

where authorized, Council directs an alternative form of public notice as Council considers appropriate to give reasonable notice under the provision of any statute or regulation; or

ƒ

the Warden, in consultation with the Clerk determines that notice should be waived due to emergency, urgency or time sensitivity situation or situations which could affect the health and well being of the residents of the County, or is a State of Emergency declared, or if so advised by a provincial ministry.

This policy applies specifically to municipal responsibilities under the Act. Notice requirements identified in specific legislation (i.e. The Planning Act) shall be adhered to. The requirement to give reasonable notice to the public shall be deemed to be fulfilled upon completion of the actions dictated in this policy. The manner and form of notice dictated in this policy shall be deemed minimum requirements. Additional methods of giving notice may be undertaken at the discretion of the Clerk. Notwithstanding the notice requirements dictated in this Policy, where the giving of notice to the public is required by legislation, Council may provide additional notice, reduce or amend such requirements upon passage of a resolution at a duly called meeting of Council, provided the motion dictates an alternate method of giving notice deemed to be in a form and manner adequate to the circumstances. Where the giving of notice to the public is not required by legislation, Council may waive the notice requirements dictated in this Policy by passage of a resolution at a duly called meeting of Council. Content of Public Notice: No notice shall be required under this by-law, where the provision of notice will interfere with the ability of the County of Frontenac to conduct business with respect to a matter permitted for a closed session under Section 239 of the Act. Unless otherwise prescribed, the form of public notice shall include the following information in addition to the information outlined in Schedule “A” to this by-law:

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 5 of 9

i.

The date time and location of the meeting;

ii.

The name and address of the person who will receive written comments on the issue that is the subject of the meeting and the deadline for receiving such comments;

iii.

Where additional information can be obtained;

iv.

The purpose of the meeting which notice is require to be given or the purpose and effect of the proposed action; and

v.

Where written submissions to Council may be made, or where delegations for the purpose of providing a verbal submission to Council can be registered, the name and title of the person to whom they are to be sent, including the address of the official and the deadline for receipt of the submission.

Policy Applications The notice provisions detailed in Schedule “A” shall constitute reasonable notice however; nothing in this by-law shall prevent the Clerk from using more comprehensive methods of notice or providing for a longer notice period. Updating the Policy: This policy will be amended in light of any changes in legislation with amendments to this policy requiring endorsement by County Council.

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 6 of 9

Section of the Municipal Act and/or Subject Section 110 (1) Agreements for Municipal Capital Facilities Section 135 (6) Tree By-laws

Requirement of Municipal Act Upon the passing of a by-law permitting a municipality to enter into an agreement under this section, the Clerk of the municipality shall give written notice of the by-law to the Minister of Education.

County of Frontenac Notice Requirement As required by the Act.

An upper-tier municipality shall immediately notify its lower-tier municipalities of the passing of a by-law.

As required by the Act.

Before the Council of a municipality votes on whether to support or oppose a restructuring proposal, the Council shall or may, as applicable, do the following things when the proposal is being developed or after it is developed:

1. Council shall consult with the public by giving notice of, and by holding, at least one public meeting.
2. Council shall consult with such persons or bodies as the Minister may prescribe.
3. Council may consult with such other persons and bodies as the municipality considers appropriate.

Council shall hold at least one public meeting.

Prohibition or regulation by upper-tier municipality of destruction /injuring of woodland trees Section 173 (1) Proposal to Restructure

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Published on the website and in a newspaper 2 weeks prior to the meeting.

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 7 of 9

Section of the Municipal Act and/or Subject Section 187 Change of Name of Municipality

Requirement of Municipal Act

County of Frontenac Notice Requirement Council shall hold at least one public meeting.

A municipality that passes a by-law changing its name shall send a copy of the by-law to the Director of Titles appointed under the Land Titles Act and to the Minister promptly after its passage. Notice of meeting shall be published on the web-site and in newspaper.2 weeks prior to the meeting. Official notice to the lower-tier municipalities shall be done through mail 2 weeks prior. Notice shall include the proposed name change and the reasons for the proposal.

Section 218219 Change of Composition of Council

Before passing a by-law described in section 218, the municipality shall give notice of its intention to pass the by-law and shall hold at least one public meeting to consider the matter.

Council shall hold at least one public meeting. Notice of meeting shall be published on the web-site and in newspaper.2 weeks prior to the meeting. Notice to the lower-tier municipalities done through mail 2 weeks prior.

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 8 of 9

Section of the Municipal Act and/or Subject Section 218219 Change Number of Votes for Council Members

Requirement of Municipal Act Before passing a by-law described in section 218, the municipality shall give notice of its intention to pass the by-law and shall hold at least one public meeting to consider the matter.

County of Frontenac Notice Requirement Council shall hold at least one public meeting. Notice of meeting shall be published on the web-site and in newspaper.2 weeks prior to the meeting. Notice to the lower-tier municipalities done through mail 2 weeks prior.

Section 238 Procedural By-law

No public notice requirement prior to passage of a procedural by-law.

Procedural By-law to be posted to the website.

Section 270 Adoption of Policies

A municipality shall adopt and maintain policies with respect to: 3. Its procurement of goods and services.

Refer to County Procurement Policy regarding Bid Requests (Including Requests for Proposals, Requests for Tenders, Requests for Quotations and Calls for Tenders).

Section 289 Budget – Adopt or Amend

No public notice requirement prior to passage of yearly budgets for upper-tier.

Post on website 7 days prior to anticipated date of adoption/amendment of budget.

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Policy & Procedure Manual Subject:

Public Notice Policy

Date Approved:

Index Number ___________

Effective Date: Page 9 of 9

Section of the Municipal Act and/or Subject Section 295 Audited Financial Statements

Requirement of Municipal Act Within 60 days after receiving the audited financial statements of the municipality for the previous year, the treasurer shall, (a) shall publish in a newspaper having general circulation in the municipality, (i) a copy of the audited financial statements, the notes to the financial statements, the auditor’s report and the tax rate information for the current and previous year as contained in the financial review or, (ii) a notice that this information will be available at no cost to any taxpayer or resident of the municipality upon request.

County of Frontenac Notice Requirement As required by the Act.

Section 391 Fees and Charges

No public notice requirement.

Notice is given to the public through the posting of the Council agenda on the County website.

Section 400 Fees and Service Charges

Under Section 400, the Minister may make regulations regarding fees and charges with priority lien status, including a requirement that the municipality give notice of its intention to pass a by-law imposing fees and charges, which will have priority lien status.

As required by the Act.

Section 402 Notice of Debt

Upon receipt of an application of a municipality to incur a debt the Ontario Municipal Board may direct the municipality to give notice of the application to such persons and in such manner as the Board determines.

As required by the Ontario Municipal Board.

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ADMINISTRATIVE REPORT REPORT 2014-021 To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Joe Gallivan Manager of Sustainability Planning Peter Young Community Planner

Date prepared:

January 31, 2014

Date of meeting:

February 19, 2014

Re:

Sustainability – Kennebec Lake Plan of Subdivision Final Approval– County File 10T-2011/001

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Kennebec Lake Plan of Subdivision Final Approval– County File 10T-2011/001 report; AND FURTHER the Council of the County of Frontenac grant final approval to the Kennebec Lake plan of subdivision, being County File No. 10T-2011/001 AND FINALLY that the Clerk be authorized to issue final approval and approve the plan for registration by executing the required documents upon revision of the subdivision agreement by the Township to implement condition 13d).

Background The Kennebec Lake approved draft plan of subdivision is located in the Township of Central Frontenac on the north side of Highway 7 east of Henderson Road near the hamlet of Arden. It is legally described as Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1, 2, and 3 on Reference Plan 13R-19780. The draft approved plan creates a residential subdivision consisting of 24 single detached lots, one lot addition block, one park/open space block, a public street, roadway, and one block for Administrative Report Sustainability – Kennebec Lake Plan of Subdivision Final Approval– County File 10T-2011/001 February 19, 2014

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future roadway purposes. A map of the plan is attached as Appendix A and the draft conditions approved by Council on September 19, 2012 and further modified by Council on December 18, 2013 are attached as Appendix B. As the conditions of draft approval have been cleared, the County has now received a request from the proponent for final approval. Comment County staff have reviewed the Final Plan of Subdivision for conformity with the approved draft plan of subdivision and reviewed each condition to ensure the conditions were satisfied. The conditions of draft subdivision approval have been met to the satisfaction of County staff through the submission of the final plan and through clearance letters provided by the Township of Central Frontenac, KFL&A Public Health, Quinte Conservation, and other agencies. Appendix C includes a copy of the clearance letters from these agencies, as well as documentation from the applicant detailing how all of the conditions of draft approval have been satisfied. A minor error was identified for Condition 13d) relating to notice requirements for septic systems. The wording from the original draft condition was included in the subdivision agreement submitted along with the final approval rather than the revised condition approved by County Council. As this can easily be remedied and the condition will be fulfilled prior to registration, it is recommended that final approval documents be signed by the Clerk upon revision of the subdivision agreement. Staff is satisfied that the application for final approval: (i) (ii) (iii)

is consistent with the Provincial Policy Statement; meets the tests under Section 51(24) of the Planning Act; complies with policies of the Township of Central Frontenac’s Official Plan and conforms to the Zoning By-law; and, (iv) has fulfilled or will fulfill the revised conditions of draft approval issued by County Council on September 19, 2012 and further modified by Council on December 18, 2013.

Financial Implications The required fee to process final approval of the plan of subdivision in the amount of $600 has been paid to the County by the proponent and all funds owed have been paid to the Township. Sustainability Implications One of the key focus areas of Directions for Our Future, the County’s Sustainability Plan, is Land Use Planning and Management. From a sustainability perspective, this involves an approach that ensures a clean and healthy environment, a strong economy, Administrative Report Sustainability – Kennebec Lake Plan of Subdivision Final Approval– County File 10T-2011/001 February 19, 2014

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and long term viability. Final approval of the plan of subdivision will add additional units in the Arden area and will long term viability of the village. Organizations, Departments and Individuals Consulted and/or Affected Township of Central Frontenac Commenting Agencies

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

CONDITIONS TO DRAFT APPROVAL – REVISED DEC. 18, 2013

The recommended conditions of approval for the draft plan of subdivision are as follows: 1)

Approved Draft Plan: a) That this approval applies to the Draft Plan of Subdivision, File No. 10T-2011/001, as revised and dated December 1, 2011 prepared and certified by McIntosh Perry Surveying, and which shows the following: i) 24 single unit detached residential Blocks (Blocks 1 – 24); ii) 1 Block for lot addition purposes (Block 25); iii) 1 Block for Public Parkland and Open Space (Block 26); iv) 1 Block for roadway purposes (Block 27); v) Street A;

2. Subdivision Agreement a) That the Owner agrees to enter into a subdivision agreement with the Township of Central Frontenac, which without limiting the generality of the foregoing, shall provide that the Owner shall undertake the following at the Owner’s expense and to the satisfaction of the Municipality: i) Design and construction of all roads be they temporary or permanent including culde-sacs, services, stormwater, drainage works, and where applicable, utilities (Bell Canada, Hydro One); ii) Provision of all easements or rights-of-way which may be required for services, drainage works and utilities; iii) Conveyance of any lands for park or other purposes where applicable; iv) Installation of any signs and traffic control features; v) Payment of all Township levies and charges related to services and drainage works; vi) All other requirements financial and otherwise of the Township of Central Frontenac b) That the Owner agrees that the subdivision agreement shall be registered against the lands to which it applies at a cost to the Owner. The Owner further agrees that he/she shall not allow for the registration of any agreement, transaction or mortgage prior to registration of the subdivision agreement. c) That the Subdivision Agreement shall contain all necessary warning clauses and notices to purchasers resulting from, but not necessarily restricted to, the design and provision of services, including the requirement to provide and maintain private site specific works where necessary, and easements. d) That the Subdivision Agreement shall list all approved plans and conditions as required by the Township, Health Unit, Conservation Authority, and so on for the development of this Plan.

County of Frontenac File No. 10T-2011/001– Kennebec Lake Plan of Subdivision Draft Approval Conditions Dec 18, 2013 Page 1 of 9

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

3. Streets and Civic Addressing: a) That the road allowance shown as Street ‘A’ in the draft plan of subdivision shall be dedicated as a public street at no cost to the Township of Central Frontenac b) That the street be named to the satisfaction of the Township of Central Frontenac c) That the Owner agrees that any entrance to any lot in the plan of subdivision shall be subject to an entrance approval by the Public Works Manager of the Township of Central Frontenac. d) That the civic numbering shall be allocated to the satisfaction of the Township of Central Frontenac. The naming and installation of numbering shall be in accordance with standards for 911 and emergency preparedness. e) That the detailed design for the new Municipal road incorporate the field verified wetland boundary (to avoid any wetland in-filling) and any other input from the consultant’s Biologist to assist in minimizing disturbance to the satisfaction of Quinte Conservation.
4. Reserves and Easements: a) That any dead ends and open sides of roads or road allowance created by this draft plan shall be terminated with a turning radius and 0.3 m to be conveyed to, and held in trust by the Township of Central Frontenac until the extension of the road allowance, when the blocks shall be conveyed without charge to the owners of the abutting lots. b) That such easements as may be required for utility, drainage or access purposes shall be granted to the appropriate authority free of all charges and encumbrances.
5. Financial Requirements: a) That the owner agrees in writing to satisfy all the requirements, financial and otherwise, of the Township concerning the provisions of municipal services including fencing, lighting, landscaping, sidewalks, roads, installation of services, signage, and provision of drainage. b) That the Owner agrees in writing to reimburse the Township of Central Frontenac and the County of Frontenac for all legal, engineering, planning and other expenses including any peer review that the Township or County may incur in relation to the subdivision. c) That the Owner shall bear the expense of all off site work attributable to the subdivision resulting from the approved public works design where such works are not subsidized under the Policies and/or By-Laws of the Township. d) That prior to Final Approval, the Owner shall pay any and all outstanding application fee to the Township and County, in accordance with each Municipality’s Tariff of Fees ByLaw.
6. Engineering Drawings: a) That Prior to Final Subdivision Approval, the Owner shall submit for approval, subdivision design drawings, including design plans of all public works and services, prepared and certified by a Professional Engineer and designed pursuant to the Township’s, Health Unit’s and Conservation Authority’s satisfaction. Such plans are to form part of the Subdivision Agreement. County of Frontenac File No. 10T-2011/001– Kennebec Lake Plan of Subdivision Draft Approval Conditions Dec 18, 2013 Page 2 of 9

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

b) That Prior to Final Subdivision Approval, the Owner shall submit, if required, a digital file of the approved subdivision design drawings in the Township’s standard format. 7) Revisions to Draft Plan: a) That Prior to Final Subdivision Approval of any part of the Plan, the Owner shall submit a revised Block Plan, if required, to reflect any significant alterations caused from this Draft Plan Approval. b) That where final engineering design(s) result in minor variations to the Plan (e.g., in the configuration of road allowances and lots, number of lots, etc.,), these may be reflected in the Final Plan to the satisfaction of the Township and the County. 8) Phasing: a) That Final Plan Approval for registration may be issued in phases to the satisfaction of the Township, subject to all applicable fees. b) That the phasing of the development shall be reflected in the Subdivision Agreement and on the approved subdivision design drawings to the satisfaction of the Township, taking into account timing of road improvements, construction of public works, the temporary termination of services, operations and maintenance vehicles access, access for emergency vehicles, and safety such as fire protection. c) That all agencies agree to registration by phases and provide clearances, as required, for each phase proposed for registration. 9) Zoning By-Law Compliance: a) That the lands within this Draft Plan shall be appropriately zoned by a Zoning By-Law which has come into effect in accordance with the provisions of the Planning Act. b) That the zoning on the lands limit the length of any dock to 10 metres or less and prohibit boat houses and crib docks in accordance with the recommendations of the Lake Capacity Study dated February 2011. c) That Prior to Final Subdivision Approval, the Owner shall submit a Surveyor’s Certificate which confirms that the lots and blocks within this Plan conform to the minimum lot frontage, water frontage, and lot area requirements of the Zoning By-Law. 10) Other Required Studies: a) That Prior to Final Subdivision Approval, the Owner shall submit any other studies required by the Township and agencies. 11) Archaeological Assessment: a) That should previously unknown or unassessed deeply buried archaeological resources be uncovered during development, that they are considered to be a new archaeological site and therefore subject to Section 48(1) of the Ontario Heritage Act. Further, that the proponent or person or property owner discovering the archaeological resources must cease alteration of the site immediately and shall engage a licensed archaeologist to carry out fieldwork, in compliance with sec. 48 (1) of the Ontario Heritage Act. Further, County of Frontenac File No. 10T-2011/001– Kennebec Lake Plan of Subdivision Draft Approval Conditions Dec 18, 2013 Page 3 of 9

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

the Owner or person discovering the resources shall contact the Algonquins of Ontario at: Algonquins of Ontario Consultation Office 31 Riverside Drive, Suite 101 Pembroke, Ontario K8A 8R6 TEL: 705 735-3759 FAX: 705 735-6307 algonquins@nrtco.net b) That any person discovering human remains shall immediately notify the Ontario Provincial Police and the Registrar of Cemeteries, of the Ontario Ministry of Government and Consumer Services. c) That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that any discovery of an aboriginal or archaeological artifact or resource is subject to controls under the Ontario Heritage Act and those archaeological resources shall not be removed without the approval of the Ministry of Tourism, Culture and Sport. Further, that should any human remains be discovered during the construction or site development of a lot that the property owner covenants to immediately contact the OPP and the Township of Central Frontenac. d) That should deeply buried archaeological remains be found on the property during construction activities, the Ministry of Tourism, Culture and Sport shall be notified immediately. 12)

Stormwater Management: a) That the Owner agrees to prepare and submit a stormwater management plan acceptable to the Municipality that incorporates best management practices in the design of facilities including provision for wet swales as recommended by the Quinte Conservation Authority, that provides for erosion and sedimentation controls, that provides for appropriate measures to protect water quality notably for Kennebec Lake both during and after construction, and ensures that any stormwater management measures, controls and facilities will not alter the shoreline of Kennebec Lake or its tributaries to a depth of 30 m inland from the shoreline. Appropriate text to implement the findings is to be included in the subdivision agreement. The Owner shall carry out the recommendations of the report, at the owner’s expense, to the satisfaction of the Township and Quinte Conservation. b) That the Owner agrees to prepare and submit a lot and grading plan acceptable to the Municipality that includes any required drainage easements and which is integrated with the stormwater management plan to the satisfaction of the Township and Quinte Conservation c) That, if necessary, any blocks and/or easements required for the stormwater management system, and required for access and maintenance be dedicated to the Township, to the Township’s satisfaction.

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

Notices: a) That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that the shoreline along the Kennebec Lake and its tributaries shall be kept in a natural state except as otherwise permitted in the zoning bylaw and devoid of any accessory building within the first 30 m inland from the shoreline of Kennebec Lake. Purchasers shall also be advised that the setback of any development (i.e. buildings, structures, sewage disposal beds etc) from the normal operating water level shall be 30 m and that no structures except a dock shall be constructed in any flood plain. Purchasers shall be further advised that any proposed alteration of the shoreline is subject to the approval of the Quinte Conservation Authority under the auspices of Ontario Regulation 319/09 (Regulation of development, Interference with Wetlands and Alterations to Shorelines and Watercourses). b) That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that Butternut trees are present and are identified as a species at risk and that healthy tress shall be retained and buffered by an area with a radius equal to the height of a mature tree (25 m) (i.e. no-development zone). Any alteration to the buffer zone or the potential removal of butternut trees shall be subject to approval of the Ministry of Natural Resources. Further, that should any species at risk be discovered throughout the course of the work, and/or should any species at risk or their habitat be potentially impacted by onsite activities, that the Ministry of Natural Resources shall be contacted immediately and operations modified to avoid any negative impacts to species at risk or their habitat until further discussions with MNR can occur regarding opportunities for mitigation. c) That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that destruction of fish habitat is prohibited and that alterations to fish habitat are subject to the approval of the Department of Fisheries and Oceans or its designated agent. d) That a notice be placed in the purchase and sale agreement alerting prospective purchasers of the subdivision lots that all future landowners shall be required to maintain and install a septic system which utilizes soil with a minimum phosphorus retention capacity of 500 ug/g.

Site Servicing a) That the following requirements with respect to the location and construction of wells and sewage systems are to be carried out to the satisfaction of the Township and the approval authority: b) That the Owner shall implement the recommendations for the installation of wells, the treatment of well water, and the location and installation of subsurface sewage disposal systems as set out in (McIntosh Perry, Hydrogeological Assessment and Terrain Analysis, (February 2011)) and a revised report (January 12, 2012). The Owner shall conduct testing to determine well water yields for each lot prior to the construction of the dwelling and where the water yield is determined to be less than required for domestic

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

c)

d)

e)

f) g) h) i)

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

use, provision shall be made for in-house storage appropriate for the size of the dwelling to be constructed on the lot. That on-site sewage systems, for residences within the subdivision meet the requirements of the Ontario Building Code to the satisfaction of the Approval Authority. In order to maximize the protection of Kennebec Lake from the effects of phosphorus, leaching beds or disposal areas must incorporate a minimum amount of soil with phosphorus retentive qualities. Details of these requirements should be incorporated into the subdivision agreement. That the locations for Proposed Sewage System shown on the site servicing plan for the proposed sewage systems are to be reserved solely for that purpose. No wells, driveways, or buildings are to be located within the designated sewage system areas. The locations for the proposed sewage system are in excess of 30 metres from the shoreline of Kennebec Lake. The rationale for the remote locations is to minimize potential impact on water quality. As a result, all sewage systems must be constructed in the areas noted. That some sewage systems will require effluent pumps to facilitate elevations between the structure and the sewage system, all pumps will require high water alarms. Soils used for the construction of the leaching beds should be phosphorous retentive and must have a soils analysis to accompany each application for a permit to install. All wells should be up-gradient of the sewage systems Well drillers and prospective lot purchasers must be made aware of the site servicing plans and the location chosen for sewage systems.

Parkland Conveyance/Open Space: a) That the Owner conveys at no cost to the Township of Central Frontenac all of Block 26 as lands dedicated for parkland.

Community Mailboxes: a) That the Owner agrees to provide a location for centralized mail delivery acceptable to Canada Post Corporation or other alternative systems as may normally be required by Canada Post.

Bell Canada Requirements: a) The Owner is hereby advised that prior to commencing any work within the Plan, the Owner must confirm that sufficient wire line communication/telecommunication infrastructure is currently available within the proposed development to provide communication/telecommunication service to the proposed development. In the event that such infrastructure is not available, the Owner is hereby advised that the Owner may be required to pay for the connection to and/or extension of the existing communication/telecommunication infrastructure. If the Owner elects not to pay for such connection to and/or extension of the existing communication/telecommunication infrastructure, the Owner shall be required to demonstrate to the Municipality that sufficient alternative communication/telecommunication facilities are available within the

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

proposed development to enable, at a minimum, the effective delivery of communication/telecommunication services for emergency management services (i.e., 911 Emergency Services). b) That the Owner agrees that in the event of any conflict with existing Bell Canada facilities or easements, the owner/developer shall be responsible for the relocation of such facilities or easements. 18)

Environment: a) That the Owner agrees to implement the recommendations of the Environmental Impact Statement dated February, 2011 and Addendum dated January 20, 2012 as prepared by McIntosh Perry Consulting Engineers Ltd. b) That the Owner agrees to prepare a Land Owner Stewardship Manual which shall be subject to the review and approval by the Township of Central Frontenac prior to distribution to property prospective purchasers and future property owners. The Manual shall be completed for distribution prior to the issuance of any building permit and shall address land use management practices that may have an impact on sensitive habitat areas and the conservation of shoreline areas and public open space including such topics as: municipal zoning requirements for shorelines, mitigation measures for the conservation of natural heritage features and areas, handling and storage of pesticides, and fuels, well water and sewage disposal maintenance, water conservation, composting, landscaping building envelope design and construction practices. The manual shall indicate that the access and use of Block 26 may be restricted to designated trails and walkways.

General Conditions: a) That when requesting final Approval from the County, the Owner shall accompany such request with the required number of originals and copies of the Final Plan, together with a surveyor’s certificate stating that the lots/blocks thereon conform to the frontage and area requirements of the Zoning By-Law. b) The Owner shall agree that no building permits will be granted until the Township is satisfied that adequate access and services are available. c) That any existing wells and or septic systems that may be present on the site and are not to be used as part of the plan of subdivision be decommissioned as per applicable regulations. d) That prior to final approval by the County of Frontenac, that the Township of Central Frontenac be advised in writing of the clearance of any conditions imposed by agencies other than those of the Township of Central Frontenac.

Clearance Letters: a) That Prior to Final Subdivision Approval, the County shall be advised that all Conditions of Draft Plan Approval have been satisfied; the clearance memorandum shall include a brief statement detailing how each Condition has been met.

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

b) That Prior to Final Subdivision Approval, the County is to be advised in writing by Quinte Conservation the methods by which conditions 2 d), 3 e), 6 a), 10, 12, and 18 have been satisfied. c) That Prior to Final Subdivision Approval, the County is to be advised in writing by Bell Canada the method by which condition 17 has been satisfied. d) That Prior to Final Subdivision Approval, the County is to be advised in writing by Canada Post the method by which condition 16 has been satisfied. e) That Prior to Final Subdivision Approval, the County is to be advised in writing by KFL & A Public Health the method by which conditions 2 d), 3 e), 6 a), 10, and 14, have been satisfied. f) That Prior to Final Subdivision Approval, the County is to be advised in writing by the Township of Central Frontenac the method by which condition 1 to 19 have been satisfied. 21)

Lapsing Provisions: a) That pursuant to Section 51(32) of the Planning Act, this Draft Plan Approval shall lapse at the expiration of three (3) years from the date of issuance of Draft Plan Approval if final approval has not been given, unless an extension is requested by the Owner and, subject to review, granted by the approval authority. b) That pursuant to Section 51(33) of the Planning Act, the Owner may submit a request to the approval authority for an extension of the Draft Plan Approval. The extension period shall be for a maximum of three (3) years and must be submitted prior to the lapsing of Draft Plan Approval. Further extensions may be considered at the discretion of the Township and the County.

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AgendaItem#10b)

Applicant: McIntosh Perry Consulting Engineers File No.: 10T-2011/001 Municipality: Township of Central Frontenac, County of Frontenac Subject Lands: Parts of Lots 18, 19, 20, Concession 9 in the Geographic Township of Kennebec, Township of Central Frontenac, County of Frontenac, being Parts 1,2, and 3 on Reference Plan 13R-19780.

Owner: 2222629 Ontario Inc. (Kennebec Waterfront Communities) Date of Decision: September 19, 2012 Date of Notice: September 27, 2012 Last Date of Appeal: October 17, 2012

NOTES TO DRAFT APPROVAL 1.

It is the applicant’s responsibility to fulfill the foregoing Conditions of Draft Plan Approval and to ensure that the required clearance letters are forwarded by the appropriate agencies to the County of Frontenac.

When requesting Final Approval, the applicant will submit an account of how each Condition of Draft Approval has been satisfied along with the appropriate clearance letter from the Agency, Ministry or body requesting the condition.

Prior to Final Subdivision Approval, the applicant shall submit to the County of Frontenac for review four (4) draft copies of all Reference Plans and Surveys and three (3) draft copies of the Final M-Plan.

When requesting final approval, such a request must be directed to the Deputy Clerk and be accompanied with:  Eight (8) mylars and four (4) paper prints of the completed Final M-Plan;  Four (4) copies of all Reference Plans and (4) copies of all Conveyance Documents for all easements and lands being conveyed to the Municipality; and,  A Surveyor’s Certificate to the effect that the lots and blocks on the Plan conform to the Zoning By-Law with respect to lot area and lot frontage.  A digital file in AutoCAD format.

All measurements in subdivision final plans must be presented in metric units.

The Final Plan approved by the County must be registered within thirty (30) days or the County may, under Subsection 51(59) of the Planning Act, withdraw it approval.

Clearances are required from the following agencies: Township of Central Frontenac Quinte Conservation KFL&A Public Health Bell Canada Canada Post

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Report 2014-022 RECOMMEND REPORT TO COUNCIL To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Marian VanBruinessen Acting CAO/Treasurer

Date prepared:

January 31, 2014

Date of meeting:

February 19, 2014

Re:

Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy report; AND FURTHER Council authorize the Clerk to petition the Ministry of Transportation for $716,468.40.

Background The operating agreement with the Ministry of Transportation (MTO) for the FrontenacHowe Islander Ferry came into effect in January 2004. The terms of the agreement require the County of Frontenac to prepare and deliver a statement reconciling the actual operating costs and revenues for each calendar year by February 15th of the following year.

Comment The financial information forwarded to MTO is presented in Appendix A to this report. Recommend Report to Council Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy February 19, 2014

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The contract with MTO authorizes the County to retain a reserve to which ticket and pass revenue over the 20% of expenditures can be allocated annually. The reserve balance cannot exceed 5% of the operating expenditures.

Sustainability Implications The operation of the Frontenac-Howe Islander Ferry ensures the long term viability of the community on Howe Island.

Financial Implications In accordance with the agreement, the Provincial subsidy totals $716,468.40 for 2013. This is calculated as 80% of the gross expenditure in 2013 of $895,585.

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

Recommend Report to Council Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy February 19, 2014

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Appendix A Frontenac County Howe Islander Ferry 2013 Operating Costs

Eligible Expenditures

Salaries, Wages & Benefits Wages Benefits WSIB / EHT Materials & Supplies: Repairs/Maintenance Supplies Tickets Fuel (Diesel) Cables Services: Hydro Phone, Cell Phones Insurance Audit Fee Legal Costs Sundry, Health & Safety Machine Rental Mileage Lease Subtotal **

645,156.00 151,090.00 44,954.00 14,966 2,910.00

3,169.00 6,489.00 492.00 2,738.00 5,869.00 192.00 878,025.00

Administration costs **

17,560.50

Total Operating Costs **

895,585.50

80% of Eligible Operating Costs ** Revenues: Ferry Passes Ferry Fares Other Revenue Total Revenues **

716,468.40

20% of Operating Costs ** Revenues in excess of 20% of operating costs ** FERRY REVENUE RESERVE: To Revenue Reserve 2013 Balance in Reserve TOTAL FERRY RESERVE ** 5% of Operating Costs ** Ferry Revenue Reserve in excess of 5% of Operating ** Subsidy Payable: 80% of Operating Costs **

Recommend Report to Council Corporate Services – 2013 Frontenac-Howe Islander Ferry Petition for Subsidy February 19, 2014

2014-022 Corporate Services

97,947.00 63,395.28 161,342.28 179,117.10 -17,774.82 -17,774.82 32,451.48 14,676.66 44,779.28 14,676.66

716,468.40

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AgendaItem#10d)

Report 2014-029 RECOMMEND REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Date prepared:

February 11, 2014

Date of meeting:

February 19, 2014

Re:

Corporate Services – Performance Concepts Consulting Inc. – County of Frontenac Strategic Plan Draft Report

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Performance Concepts Consulting Inc. – County of Frontenac Strategic Plan Draft Report for information; AND FURTHER THAT Council approve the draft County of Frontenac Strategic Plan report provided by Performance Concepts Consulting Inc, attached to this report as Appendix A, as amended.

Background In December 2013, the County of Frontenac issued a Request for Proposals for the services of a consultant to undertake a County Strategic Plan. The contract was successfully awarded to Performance Concepts Consulting Inc.

Comment As part of the requirements of the Request for Proposal, the Project involved leading Council members through a day-long strategic planning session supported by senior staff, anticipating outcomes to include: confirmation of the mission and vision statements, values, goals, objectives, and reporting/monitoring considerations. The Project also involved consultation with the Townships’ Councils, one meeting in each Township and to have one or more public meetings held across the County to gain input from the community prior to the completion of the draft report. Recommend Report to Council Performance Concepts Consulting Inc. –County of Frontenac Strategic Plan Draft Report February 19, 2014

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AgendaItem#10d)

A day-long strategic planning session was held on Wednesday, January 28, 2014, resulting in the draft report by Performance Concepts Consulting Inc. This report is in line with the minutes taken at the meeting. Approval by Council of the draft County Strategic Plan is required prior to Townships’ Council and public consultation.

Sustainability Implications As noted in Directions for our Future, Government decision-making processes are clear, transparent, forward thinking and focused on the longer term.

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

Organizations, Departments and Individuals Consulted and/or Affected Performance Concepts Consulting Inc.

Attachments Appendix A Performance Concepts Consulting Inc. – County of Frontenac Strategic Plan Draft Report

Recommend Report to Council Performance Concepts Consulting Inc. –County of Frontenac Strategic Plan Draft Report February 19, 2014

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2014-029 Corporate Services –

“Wildly Important Goals” for the County of Frontenac

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1

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A. Introduction

The County’s recently submitted KPMG Service Delivery and Organizational Review, and Council’s ongoing budget-making

The Council of the County of Frontenac is attempting to identify

decisions will influence, and in turn be influenced by, the Wildly

a set of strategic priorities that will drive the County for the

Important Goals identified in the January 28th 2014 strategic

balance of the current term, and also provide a jumping-off

priority setting exercise.

point for the upcoming 2015-18 term of office. In order to do so, County Council recently participated in a full-day strategic priorities brainstorming session facilitated by Performance Concepts Consulting.

County Council is committed to producing a focused set of “Wildly Important Goals” – true strategic priorities that mesh with the local Townships, and also reflect the public’s expectations and future service needs. To ensure consensus and coordination, dialogue sessions around the County’s draft set of Wildly Important Goals will be conducted with the four Township Councils within Frontenac, and a public input

are key objectives.

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session will also be held. Again, collaboration and consensus

2014-029 Corporate Services –

B. Moving Beyond Traditional Strategic Planning to “Wildly Important Goals”

Change is not easy. County Council has attempted to generate strategic priorities in the past. Traditional strategic planning models are often unsuccessful in generating meaningful strategic priorities, because the entire exercise is bureaucratic - not strategic in nature. Performance Concepts Consulting advocated a different approach in the January 28 th brainstorming session. Performance Concepts Consulting and Frontenac Council are

the County was undertaken by Council. Rather than producing

making use of the 4 Disciplines of Execution (4DX) – an

a large swath of disconnected strategic plan goals, a decision

innovative tool for implementing strategic change developed by

was made to relentlessly focus the County’s finite capacity for

highly regarded management gurus at the Covey Group. The

change on a much smaller number of “Wildly Important Goals”.

key to 4DX is to focus on no more than 2-3 Wildly Important

By saying “No” to some potential priorities, the probability of

Goals – and implement them in the face of the “whirlwind” of

success in generating real strategic change is greatly

organization busyness faced every day by County Council and

improved. The Law of Diminishing Returns (set out below) is

staff.

avoided and real progress is possible.

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A clear-eyed discussion of the real challenges/problems facing

2014-029 Corporate Services –

aspects of the situation. It explains exactly what is actually going on here. 2. A GUIDING POLICY for dealing with the challenge. An overall approach to cope with or overcome the obstacles identified in the diagnosis. 3. A set of COHERENT ACTIONS that are designed to execute the guiding policy. These are steps that are coordinated with one another to work together in executing the guiding policy. At the January 28th retreat Performance Concepts presented a C. Council Identification of Challenges/Problems

number of “big picture” problems/challenges for Council to consider in its Diagnosis of the situation Frontenac finds itself

Successful priority setting begins with the “kernel” found at the

facing.

core of any good strategy. This kernel has three distinct components:

It cuts through complexity and gets to the critical

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1. A DIAGNOSIS that explains the nature of the challenge.

2. The lack of local government economies of scale & duplicated overheads in Frontenac. Five local governments, each with its own overheads - chasing just 26,000 permanent residents.

2014-029 Corporate Services –

2. A County government in search of services because it does not deliver roads & social services like almost all other counties in Ontario.
3. The core County services (EMS & LTC) are both healthcare services that are going to be pounded by the unavoidable demographic Aging Tsunami that is gathering steam as the baby boomers start to become senior citizens… service demand growth is going to outstrip property assessment growth and the existing tax base.
4. Seniors housing & transportation demands are going to escalate under the pressure of the demographic Aging Tsunami that is gathering steam… the issues exceed the capacity of the local municipalities, yet the County has no developed capacity to respond at this time.

governments with the available $ revenues until we know what the core challenges are at both levels of government? Don’t we need the strategy worked out first?

The facilitated discussion at the January 28th brainstorming session considered these seven challenges facing the Frontenac community and its five local governments.

During their diagnosis of the current situation, Council members also made reference to the following range of issues:

Limitations on the tax base due to an aging population

5. Waste management solutions (e.g. energy from waste) are going to require economies of scale that extend beyond the borders of the County, yet the County has not consolidated its thinking, resources, service delivery data, or expertise at the upper tier.



Financial viability and the challenge of ensuring the long

6. Countywide official planning is isolated from transportation operations that are controlled at the local level.



term viability of both the County and Townships by ensuring the right level of government is providing the service

the County 

7. County $ reserves are not assigned to specific capital or operating priorities at either level of government. How can we re-balance the $ pressures among local

Customer satisfaction to ensure that citizens remain in

Transportation connectivity and moving goods, services and people to where they need to go



Disposal of solid waste

5

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

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

Treatment of waste water

County Council honed in on three fundamental



Economic development

challenges/problems as the focus of its strategic priority



Seniors and social housing

setting. Those fundamental problems are set out in the



Recognition and inclusion of the other agencies and

following figure:

boards involved in the County, including the City of Kingston, the Library Board, Public Health and the CRCA. The suitability of a County government response to the challenges proposed by Performance Concepts, and County Councillors, was carefully considered. In keeping with the 4 Disciplines of Execution model, County Council wisely rejected making all of these challenges a simultaneous political priority. Some challenges, such as the duplication of overheads among 5 local governments, were appropriately delegated to County and Township staff to resolve on an ongoing basis. Efficiencies and shared service arrangements will be brought forward to Council on a case-by-case basis. Other challenges and

challenges at once would likely result in none being resolved.

existing “capacity gap” within the County of Frontenac community to generate an appropriate solution. Political capital and focus will be required beyond the interests of individual Townships, and perhaps beyond the entire County in the case of solid waste management. Interestingly the three fundamental problems touch on fiscal, environmental and

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problems will simply have to wait. Any attempt to solve all the

Council has selected problems with a common theme - an

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social health gaps across the community. Long-term

County Council will not necessarily assume the mantle of direct

economic viability requires tourism driven and other revenue

service delivery. Council will coordinate, advocate and

streams and careful management of government spending.

leverage $ resources as required. This quarterback role

Solid waste management in the post-landfill era will require

avoids friction/duplication with the “team” of local government

large-scale $ investments, intergovernmental advocacy, and a

partners, and builds on collaboration and common interests

new policy framework. Aging tsunami pressures could

that extend beyond any single Township or Frontenac

negatively impact EMS and seniors services.

stakeholder group.

The following figure sets out the evolving strategy necessary for the County to deal with these three fundamental challenges:

D. Council’s Wildly Important Goals

By selecting 3 fundamental challenges to address, Council is ensuring its finite resources will pack punch and provide focus. Council will avoid the traditional strategic planning shortfall of being an inch deep and a mile wide. A strategy of gap-filling and “quarterback” coordination will be applied to 3 Wildly Important Goals. These “WIGS” are contained in the following three figures:

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2014-029 Corporate Services – Council’s 3 WIGs represent the strategic priorities of Council until the end of the current term, and well beyond. Council will continue to make decisions within the “whirlwind” of existing County services and “urgent” issues. However, the WIGs will define the truly “important” in the eyes of Council - who will relentlessly push back against the urgency of the “whirlwind” in

change.

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an effort to generate positive, meaningful progress and

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In terms of next steps, the WIGs should be stress tested with the various Frontenac Township Councils and the taxpaying public.

County and Township staff will be critical resources in supporting WIG achievement. The 4 Disciplines of Execution sets out a “Cadence of Accountability” set of relentless WIG implementation tools that will ensure the WIG can be achieved. Once the WIGs have been achieved, Council can revisit its problems list and identify new WIGs in a process of neverending strategic focus and superior performance. Training in the 4 Disciplines of Execution is recommended for staff.

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Appendix A. Economic Pillar of Sustainability As one of the pillars of sustainability, the continued economic vitality of the Frontenacs is a key determinant in maintaining a high quality of life for residents and visitors alike. Studies have shown that greater stages of economic development often allow for further efforts to support environmentally and socially responsible actions. Going forward in Frontenac County, this will manifest itself through continued support of local businesses, trail development, and ongoing support for local food initiatives.

2.01 Sustainable Tourism Strategy Throughout the stakeholder consultation process, support for a comprehensive sustainable tourism strategy is shared. Notable tourism developments have been undertaken with the Township of Frontenac Islands’ trail development on Howe Island, as well as the Township of North Frontenac’s continuing Dark Skies project.

2.02 Employability Service Training Plan

2.03 Trails Network The vast area encompassed within Frontenac County is endowed with substantial natural

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The potential for improved economic performance through improved customer service is acknowledged, and an employability service training plan has been suggested. Multiple agencies are actively involved in this type of effort, including The 1000 Islands Region Workforce Development Board, Algonquin College and St. Lawrence College. Recent training initiatives with St. Lawrence College in Sharbot Lake have been successful in preparing individuals for trades work and this sort of program could be modeled for application in other sectors, such as tourism.

2014-029 Corporate Services –

beauty. As a community, we benefit from the connections and access to nature that is provided by a trails network. The County’s Trails Advisory Committee has been very active over the past year and looks forward to expanding on recent successes. The Frontenac K&P Trail will be open from Kingston to Verona by the end of 2013. The focus continues northward to Sharbot Lake. Interest is growing from the community for the development of trailhead buildings that could serve multiple purposes within the communities. Presentations have been made of concept plans for buildings at Harrowsmith and Sharbot Lake and conversations are starting around Robertsville, north of Highway 7. As more and more of the trail is completed, regional branding and marketing will aid in developing the economic benefits of this asset.

2.04 Local Food

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Frontenac County has a rich agricultural heritage and numerous opportunities within its vibrant local food industry. There are an increasing number of independently-led initiatives in the County. The Farmers’ Markets in Verona and Sharbot Lake have had a successful year again. A successful Friday afternoon market pilot ran on Friday afternoons through October along Road 38 at Harrowsmith to determine potential interest. The National Farmers Union Local 316 continues to support farmers and provides education through its Food Down the Road programs. The Food Charter has now received the support of the County and the City of Kingston and a Food Council is moving forward. All of these initiatives, and more, can be further supported with regional branding and marketing. In a large stakeholder survey, conducted as part of the County Local Foods Business Retention and Expansion program, stakeholders identified the need for more local abattoirs and noted that the regulation surrounding meat production and sale remains a challenge. A call has been made to allow zoning for backyard, small-scale agriculture. Increasing fuel prices may have an increasing effect on the price of food and local small-scale production will help to ease some of these costs for many families.

2014-029 Corporate Services –

2.05 Cellular Service In an increasingly electronic world, the deficiencies in cellular service coverage have been identified by stakeholders as a challenge to economic growth. Although direct development of such services remains with the private sector, the Eastern Ontario Wardens’ Caucus recently passed a resolution recognizing cellular service as an area needing attention, on the heels of its successful roll out of the broadband infrastructure project across the region. All parties appear to agree that public-private initiatives in this sector may provide some relief.

2.06 Green Energy How we power our homes and workplaces is a key component of sustainability. Newer, green energy alternatives are being developed every day to assist in the transition away from more traditional fossil fuel sources. While many of the developments of the past year have been driven by the Provincial Green Energy Act, funding and political changes at this level currently pose a challenge for many in this sector. Potential synergies exist for exciting partnerships between multiple organizations such as the County of Frontenac, Queen’s University, SWITCH and St. Lawrence College, to name a few. St. Lawrence College is a post-secondary leader in green energy and has the potential to assist with both technical experiences through its own solar retrofits, as well as through teaching and co-operative learning. Frontenac community stakeholders have identified a need for, and opportunity to, further educate homeowners on energy saving retrofits. Education on energy conservation by everyone will also contribute to a more sustainable use of existing resources. Municipally, successful installations of solar panels on the Sharbot Lake fire station, on two ambulance stations in Sydenham and Kingston and a third planned in Robertsville, and an installation planned as part of the Fairmount Auditorium redevelopment, mean the public sector is participating and generating a return.

The sheer size and rural nature of Frontenac County imposes certain transportation demands on its residents. Daily tasks such as going to work, buying groceries and attending doctor’s

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2.07 Transportation Management Plan

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appointments can pose a serious challenge for those who do not have a personal vehicle and impose associated costs on those who do. County residents identify a need for a Transportation Management Plan and the County of Frontenac has offered assistance to the Townships-led effort.

2.08 Smaller Scale Community-Led Sustainability Initiatives This County-supported application-based program has supported a number of successful smaller scale community-led sustainability initiatives this year. The Frontenac Stewardship Foundation received support to discover the fundamental steps needed to develop a county-wide Stewardship Plan. In Sharbot Lake, the Farmers’ Market was assisted to host a series of workshops which fostered awareness to interested residents of Frontenac for the producing and preparation of local food for one’s own consumption. South Frontenac’s Battersea-Loughbough Lake Association was one of various lake management groups that received assistance in taking steps to develop its lake management plan.

2.09 Feasibility Study for a Frontenac Agricultural Centre As our local food industry grows and benefits recent activities, further developments could include a feasibility study for a Frontenac Agricultural Centre. This might form one of the multiple activities that could occur in a multi-use public facility.

2.10 Feasibility of Establishing Food Processing Facilities

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Another avenue for investigation in the food sector would be to continue to assess the establishment of food processing facilities. The difficulties associated with distance to processing and the regulations associated with farm-gate sales have continually been raised as a cause for concern.

2014-029 Corporate Services –

2.11 e-Commerce The broadband infrastructure roll out by the Eastern Ontario Regional Network (EORN) will have increasingly positive impacts on current and future business development. With improved internet communications, more opportunities for e-commerce are becoming apparent.

2.12 Sustainability-minded Business Attraction The modernization of existing electronic infrastructure, including increased access to smart metering and debit/credit machines are attracting sustainability-minded businesses to the region, which is, and will remain, a priority for economic development in the County.

2.13 Green/Business Park The possibility of developing a business park, preferably green, would be very beneficial in overcoming any infrastructure concerns held by businesses considering relocation and it would also offer tremendous synergy benefits by grouping businesses in a central hub. Such a development could also incorporate shared green energy, thereby lowering the cost of business and increasing the appeal of this region.

2.14 Services: Hydro Transmission Capacity; Natural Gas Service Expansion

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Additional infrastructure developments have been suggested that will benefit economic development in the area. Many industries would require increases in Hydro transmission capacity and expansion of natural gas service before they could open in Frontenac County. However, these amenities are controlled by Hydro One and other companies such as Union Gas and opportunities for partnerships between these businesses and various levels of government would need to be explored. Additional stakeholder assessment and discussion may also need to occur regarding the type of industries that will align with our vision of sustainability.

2014-029 Corporate Services –

2.15 Regional Signage For the tourism industry in particular, uniformity of regional signage infrastructure will provide a more consistent branded message for tourists and will help them navigate more successfully.

2.16 Renewable Energy Training As provincial funding for green energy changes, it may become necessary to seek training partnerships to develop professional training on renewable energy for inspection and planning staff. Outreach and connections with educational partners such as St. Lawrence College should continue to be developed and existing connections enhanced.

2.17 County-wide Rural Community Energy Plan The need to move away from fossil fuel energy sources was touched upon earlier and continues to frame energy development in the County for the foreseeable future. Although County Council disbanded its Green Energy Task Force Advisory Committee which was on track to lead the development of a County-wide Rural Community Energy Plan looking at renewable energy and conservation, community support remains for the project.

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AgendaItem#11a)

Report 2014-007 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared by:

Jannette Amini, Manager of Legislative Services/Clerk

Date prepared:

January 14, 2014

Date of meeting:

February 19, 2014

Re:

Corporate Services – 2013 4th Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Corporate Services – 2013 4th Quarter Activity Update report for information only. Background This report is presented to Council to provide an update on the various new and ongoing activities and special projects undertaken during October, November and December 2013.

Comment Ongoing Activities •

Council Meetings - supported by Corporate Services staff at all levels through contributions to the content and preparation of agendas Regular meetings: October 16, November 20 and December 18 Committee of the Whole meetings: November 6 and December 4

•

Council’s Advisory Committees (CAO, Deputy Clerk, Communications Officer and other staff, as needed) Sustainability: October 7 and December 2 Trails: October 10 and December 5

Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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150th Anniversary: October 30 and December 11 Accessibility: November 18 (the committee continues to seek two members: one from a North Frontenac and one from Frontenac Islands) Service Delivery & Organization Review: November 20 and December 9 •

RULAC and Joint Management

•

Eastern Ontario Wardens’ Caucus (EOWC) Board: October 18 (Belleville) CAOs: November 11 (Kingston), November 22 (Perth) Financial Sustainability Project (Treasurer): November 28 (hosted by Frontenac); Treasurers: October 11 (Belleville)

•

Eastern Ontario Regional Network (EORN) Board (Councillor Davison): October 4 (Haliburton)

•

Eastern Ontario Regional Network (EORN) – December 16 - meeting with Acting CAO and Economic Development Manager re: connectivity for business parks in the County (County office).

•

County of Frontenac CAOs/Clerks and Treasurers Working Group meeting – (Township of South Frontenac) December 5

•

Eastern Ontario Treasurers Association (EOTA) – (Kingston) December 6

November 14 - Joint Management (City of Kingston) November 25 - RULAC (City of Kingston)

Conferences, Training and Seminars

AMCTO Zone 6 Meeting (The Acting Clerk is a member of the Zone 6 Executive Board) OMAA Workshop - October 2-4 (Barrie) - CAO iCompass Training - October 8 (Kingston) - Executive Assistant Symposium “Age Friendly Communities” in Ontario: multi-level governance, coordination challenges and policy implications, November 4-5 (Toronto) - CAO

Committee Activities

KFL&A Children and Youth Services Planning Committee: Executive Assistant – October 4 (Kingston); Aboriginal Services Work Group November 12 (Napanee) LHIN L-SAA Steering Committee, LAPS Working Group and Indicators Working Group: CAO unable to attend, October 4 (Toronto) AMO Long Term Care Committee: CAO (no meetings) OANHSS Municipal Group: CAO (no meetings) Kingston & Renfrew Central Ambulance Communications Centre Advisory Committee: CAO (Co-Chair) (no meetings)

Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Ontario Municipal Administrators Association Nominations Committee: CAO Calls (no meetings) Shared Data Consortium: Treasurer (no meetings) Rideau Corridor Landscape Strategy Steering Committee: Councillor Jones and Community Planner

• Joint meeting with Steering Committee and Planners Group held October 18 with the Steering Committee to review new proposed development guidelines Thousand Islands Occupational Health Nurses – meeting and education attended by Occupational Health Nurse (Education Coordinator) November 19

Special Projects and Key Activities

Community Improvement Plans (CIP): The Marysville CIP has now been approved and the Community Planner has attended meetings with potential applicants for the Marysville and Sharbot Lake CIPs. Support for Small Scale Community Sustainability Initiatives: There have been 2 approved projects to date and 5 received in November and December. Frontenac K&P Trail:

• A draft of the Implementation Plan- Phase 2 (Tichborne to Sharbot Lake) was completed and recommended to Council for consideration.
• Two beaver dams were removed in November: one at Millhaven Creek and one near St. Andrews Lake
• The land exchange at the Prince Charles School location in Verona was completed.
• The K&P Trail construction was completed from Colebrooke Road to SF Township Road 38 north of Verona for a total of 11 km and also the bridge was completed at Hardwood Creek. Collaboration on Home Energy Efficiency Retrofits in Ontario (CHEERIO); the Community Planner has been researching the potential of implementing this at the County and prepared a report for the December Council meeting.

Clerk’s Office

• Attended the Child and Youth Services Planning Committee Community Indicators Measures meeting on October 28
• Met with City of Kingston staff to review the anticipated surplus of Discretionary Residency Benefit funds and any reallocation of these dollars
• Reviewed LSR reports provided by City of Kingston Community Services.
• Continued to carry out staff training on the new Integrated Accessibility Standards Regulation (IASR) Policy which is now required under the AODA
• Participated in policy development working groups
• Participated in Microsoft Excel Training on November 7
• Attended the Managing in a Unionized Environment training session December 12
• Liaised with the Communications Officer for the development of the County of Frontenac Accessibility Logo and Statement
• Met with Frontenac Islands and Central Frontenac Township staff to provide training and required materials for the Townships on the IASR training requirements.
• Attended staff budget review meetings and assisted in the preparation of the 2014 budget for Corporate Services Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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• Participated in the teleconference for the Source Protection Fund
• Support for all Council, Committee, Land Use Planning and Staff meetings Manager of Sustainability Planning and Community Planner
• Secondary Suites: The Community Planner attended a City of Kingston workshop on rural secondary suites on December 16. Municipalities are required to update their official plans and zoning by-laws to permit secondary suites.
• Solar Projects: The Community Planner coordinated the Fairmount Rooftop Solar project, which received clearances from Hydro One in December. Additional feasibility analysis on solar projects was completed for other County sites.
• Population Projections: Watson and Associates has been retained to update their population projections to be used for the Official Plan. The Community Planner has been working with Township staff on obtaining updated data.
• Land Use Planning:
• Central Frontenac
• Ongoing work with the Township, and agencies to address conditions of draft approval for the Kennebec Lake subdivision.
• The Manager of Sustainability Planning and Community Planner met with Township staff on December 19 to review arrangements for Planning Services (which commenced January 2014).
• Frontenac Islands
• Several consent applications were reviewed
• The Community Planner attended Council meetings on October 15 and December 9 to be present for public meetings on all planning applications.
• North Frontenac
• The Community Planner is working with the County project manager and Township staff on the Robertsville Paramedic Base site plan. A stormwater brief was prepared by IBI Group and approved by the Mississippi Valley Conservation Authority.
• Additional information relating to the Ardoch Lake plan of condominium application was received and discussions are ongoing with agencies as part of this review.
• South Frontenac
• Applications for the Hartington and Willowbrook Estates (Inverary) subdivisions were received and circulated for comment.
• The Community Planner attended the public meeting for the Cranberry Cove plan of condominium on December 17. Manager of Economic Sustainability
• North Frontenac
• Attended a Special Council meeting in Plevna regarding an Economic Development Strategy for the Township.

Central Frontenac

• Participated in the Tree of Lights event in Sharbot Lake to bring awareness for the 150th Anniversary Celebration.

Finance

• Submitted Fairmount OANHSS Benchmarking Survey Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Transition to e-Advice pay statements for all employees Participation in a Disability Management Program Audit Deputy Treasurer attended Diamond Municipal Microsoft Great Plains training sessions Completion of payroll year-end close and calculation of payroll and benefit rates for 2014 Interviews Re: Executive Search Consultant INFO HR - ongoing testing integration with GP financial software based on changed parameters from the consultant RFP- RFQ process – Snow Removal, Boiler Equipment Maintenance, Accessibility Door Openers, Refurbishing of Ambulance, Fairmount Auditorium, HVAC Maintenance, Executive Search Consultant, Strategic Plan, Storage Area Network, Base Cleaning, Base Garage Door Maintenance, Fixed Ceiling Lifts, Vehicle Maintenance and Physiotherapy Services Frontenac Islands assisted to establish a new financial structure in Microsoft Great Plains for the Community Centre Board Contract service to Frontenac Islands: monthly financials, payroll, processed tax certificates, supplementary and omitted tax assessment and ownership changes; preparation of interim audit information

Human Resources Recruitment:

• Twenty-six internal job competitions - All positions are due to replacement positions of internal movement.
• Successfully recruited for a permanent PT-1 Cook and Support Services Aide (CUPE 2290/FMT) and a PT Logistics Clerk (ETS/Non-Union). Training and Development:
• Human Resources Generalist facilitated a total of four sessions of Respect in the Workplace training Frontenac Paramedic Services Staff, Marine Services & Corporate Services staff in November.
• Human Resources Generalist facilitated Respect in the Workplace training for Fairmount staff as part of their annual mandatory training day.
• The County hosted Managing in the Unionized Environment training for FPS, Corporate and FMT staff facilitated by St. Lawrence College.
• The County held an Excel training workshop and invited Township staff – a total of seven township staff participated in the one day workshop. Townships:
• HR assists Townships who require HR assistance. Projects:
• Human Resource Management Software implementation proceeding, testing is continuing. Staff involved are from HR, Finance and Information Systems.
• Human Resources, Finance and Information systems coordinated the rollout of the new corporate email system for employees. System is in place and is operating smoothly.
• Four HR policies were approved and introduced to staff they included the Driver’s License, Criminal Background Check, Employee Code of Conduct and the Employee Attendance Awareness Program. Labour Relations:
• CUPE 2290 negotiations – Union and Management negotiating committees met for two days of bargaining, no deal was reached and the parties agreed on arbitration. Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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AgendaItem#11a)

An Arbitration board will hear the issues between the parties and arrive at an award deemed by the board of arbitrators. Date is set for October 28, 2014. OPSEU 462 Representatives & Management met September 24 to exchange proposals on the Essential Ambulance Services Agreement. No settlement was reached and application to the Labour Board will proceed. Scheduling expected to be in first or second quarter of 2014. Grievances o OPSEU 462 Paramedics - 6 new grievances o CUPE 2290 – 1 new grievance o One formal investigation completed

Occupational Health:

• Twenty-eight (28) OH consultations/clinical appointments in office
• Two (2) TB testing for new hires
• Thirty (30) employee incidents, twelve (12) WSIB claims
• Five (5) new WSIB return to work plans
• Four (4) non-occupational accommodation return to work plans
• Wellness Team survey results presented to Senior Management
• Six (6) influenza immunization clinics in collaboration with Fairmount staff
• Completed the 2nd pandemic plan development training for Fairmount staff
• Provide MOL Supervisor Training to Fairmount staff (1/2 day)
• Provided IPAC and H&S education for Fairmount mandatory education day
• Presented 4 Moments of Hand Hygiene IPAC training to FPS staff at multiple CMEs
• In collaboration with H.R. drafted; reviewed policies and procedures on variety of topics
• Attended education sessions on Respect in the Workplace, Mental Health and Accommodation, Psychological Safety, IPAC Education Day and Managing in a Unionized Environment

Occupational Health Special Projects & Committees Successful application for the Mental Health Commission of Canada’s Psychological Safety Standards in the workplace research project to commence in 2014 Reviewed and preparing RFP for Physiotherapy Services for 2014 Investigated electronic charting programs Participated in Disability Management Auditor interview Attended Health and Safety Committee meetings for County, FPS & Fairmount Professional Advisory Committee, Environment Team, at Fairmount, EAP Committee, Wellness Committee Continue as Education Coordinator for Thousand Islands Occupational Health Nurses (TIOHNA) and member of IPAC Canada, Eastern Ontario Chapter

Township Support The County/Township Safety Group met three times in the quarter. Several common operational policies are completed and identified training needs for 2014

Manager of Information Systems and IT staff

• Upgraded Network Operating System to a full 2008 Windows Server Domain
• Deployed email address to all County Staff.
• Deployed eAdvice Slips to all County staff
• Installed Storage Area Network Hardware Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Prepared for Fairmount nursing software conversion and Implementation. Updated Financial software for 2014 tax rates IT Technician attended Windows Network Security Training October 28 – November 1 IS Manager attended Creating Accessible Websites training on November 1 IS Manager attended Managing in A Unionized Environment Training December 12 Work orders #s: October 136 November 170 December 122

GIS Specialist

• Aerial Imagery
• DRAPE 2008: Imagery uploaded to ArcGIS Online
• DRAPE 2014: Letter of intent signed & requested tiles submitted to MNR
• Frontenac Maps Website Improvements
• Multiple new applications are being built
• K&P Trail “To-Date” Viewer
• K&P Trail Virtual Picture Tour
• Mobile Viewer (Frontenac County mapping accessible on any device – ie. tablets and smartphones)
• Emergency Management Application
• Parcel Fabric/MPAC Updates
• Updated within the file geodatabase
• Updates to interactive mapping sites (x5)
• Shapefiles/Feature classes provided to townships
• Address Point File
• Updated/Improved address point file
• Roads Layer Improvements (Ongoing)
• Wolfe Island – names and address ranges updated
• Updates from South Frontenac – names and address ranges updated
• Updates from North Frontenac – changes have been implemented
• Zoning Layers
• NF: Completed
• CF: Completed
• SF: Review stage with Township Staff
• FI: Howe Island Zoning: Completed
• Wolfe Island Zoning: Ready for review with Township Staff
• FPS Mapping
• Cross border call volume and density mapping
• Response time and call volume mapping for Wolfe Island
• Planning and Sustainability (Internal Requests)
• County OP Mapping – Multiple Maps
• Planning Application Mapping (Sites and Subdivisions)
• K&P Trail Mapping

Custom Mapping: 2 Requests Other Meetings and Webinars:

• Securing GIS Apps, Maps, and Data (Webinar: October 3)
• Eastern Ontario GIS User Group (November 19)

Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Working with Imagery and Lidar in ArcGIS 10.2 (Webinar: November 28) Community GIS Meeting (December 12)

Communications

• Issued 6 approved media releases/advisories
• Sent out approved monthly e-newsletters “Frontenac County Bytes” in October (721 contacts), November (723 contacts) and December (727 contacts) providing updates on activities at the County and at the Townships
• Posted timely updates to corporate social media accounts
• Twitter: 555 Followers and 228 Tweets since launch
• Facebook: 106 “likes” and total weekly reach as high as 586 views
• Created 3 online surveys based on defined requirements using Survey Monkey
• Attended training on Creating Accessible Websites
• Created social media policy and social media user guidelines
• Worked with the Manager of Economic Sustainability to draft an editorial piece highlighting the County’s 150th Anniversary Celebrations for local editorial magazine, The Scoop
• Supported the Clerk by developing a “Creating Accessible Documents” booklet
• Supported Fairmount Home by designing “Safe Zone” symbols6
• Supported ETS with multiple internal communications projects
• Supported the Joint Accessibility Advisory Committee by creating certificates for the International Day of Persons with Disabilities Award winners and nominees.
• Supported all departments by reviewing and formatting Budget Presentations
• Supported the FPS Community Paramedicine Wellness Clinics by creating advertisements and posters
• Assisted in organizing a farewell celebration for Elizabeth Savill former County of Frontenac CAO/Clerk
• Supported Marine Services by creating two letters for Howe Island residents regarding service disruptions and new fees and fares. Also drafted letters to disgruntled citizens regarding disruptions in service.
• Assisted the Clerk’s office by producing advertisements
• Worked in conjunction with the CAO and Manager of Economic Sustainability to compile information gained at the ICSP Workshop and produce, print and distribute Sustainable Actions 2013
• Monitored local media coverage of Frontenac County
• Provided support to all departments in posting materials to the County website
• Supported the 150th Anniversary Planning Advisory Committee and the Sustainability Advisory Committee
• Continued work on a Communications Services Plan
• Continued participation of internal Wellness Team Representing the County
• CAO continues as a member of the United Way serving KFL&A Success By 6 Council of Partners
• Executive Assistant attends Aboriginal Services Working Group (Specific Populations Committee - KFL&A Children & Youth Services Planning Committee)
• Manager of Economic Sustainability attended:
• Regular meeting of Frontenac CFDC in October as County liaison to the board Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Attended the Frontenac Stewardship Council visioning exercise at the Eagle Lake Educational Centre in November Planning workshop of the KFL&A Food Council in December Participated with Councillor Gary Davison in the Kingston Santa Claus Parade to showcase the 150th Anniversary Celebrations

Organizations, Departments and Individuals Consulted and/or Affected Corporate Services Management and Supervisory Staff

Information Report to Council Corporate Services – 2013 4th Quarter Activity Update February 19, 2014

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Report 2014-015 INFORMATION REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared By:

Jannette Amini Acting Clerk Joe Gallivan Manager of Sustainability Planning

Date Prepared:

January 22, 2014

Date of Meeting:

February 19, 2014

Re:

Corporate Services – Preliminary Results of Homelessness Survey

Recommendation THAT the Council of the County of Frontenac receive the Corporate Services – Preliminary Results of Homelessness Survey report for information only.

Background The draft 10 Year Municipal Housing and Homelessness Plan identified a number of strategies that the City of Kingston and the County of Frontenac could take with respect to addressing the issue of homelessness in both the City of Kingston and the County of Frontenac, one being to carry out a Point-In-Time (PIT) Homeless Count which entails surveying the entire city (outdoor spaces, homeless shelters, etc.) during a specified window in time—up to 24 hours—during the same week of the year from count to count, which was conducted in the City of Kingston on the evening of October 16, 2013. The rural areas, including the County of Frontenac, had a similar strategy employed using a survey approach which was more appropriate for the large rural land area of the Frontenacs. The survey was conducted by County-based service providers over a two week period from October 21 to November 2, 2013. Information Report to Council Corporate Services – Preliminary Results of Homelessness Survey February 19, 2014

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Comment From October 21st to November 1st, 2013, a survey was conducted across Frontenac County to learn more about the experience of rural homelessness in rural Kingston and the County of Frontenac. The survey was conducted through social services agencies including South Frontenac Community Services, North Frontenac Community Services, Children’s Aid Society, Frontenac Community Mental Health and Addictions Services, and Ontario Works. With twenty-eight (28) valid responses, the results were considered to be a valid sample of the entire homeless population in the County, as previous estimates based on total population and average density had estimated that forty-two people would be homeless on a given night. This survey will generate a baseline information on the homeless in the County of Frontenac and rural Kingston which will align services to better meet existing needs as well as ensure the success of the implementation of the 10 Year Municipal Housing and Homelessness Plan. The survey will also assist in identifying what services people are currently using so that pathways into homelessness can be better understood and resources can be better allocated to prevent homelessness and meet the needs of those who are homeless. The preliminary results of the survey conducted by the service providers between October 21st and November 1st, 2013 are attached to this report as Appendix A. As noted in the preliminary results, hidden homelessness is the most common form of homelessness which accounted for 83% of the respondents who are couch surfing, doubled up with family, or have other arrangements and do not conform to the homeless stereotype of sleeping on the sidewalk, in a tent, or in a homeless shelter. The survey also found that family homelessness is prevalent with over 40% of respondents being parents with an average of two children and at least 25 children were homeless during the survey period. Aboriginal persons are disproportionately represented among the homeless population in the County, with 37% of homeless respondents reporting aboriginal identity while only 5% of Frontenac County residents have reported aboriginal identity which suggests that aboriginal persons in Frontenac County are seven times more likely to experience homelessness than non-aboriginal persons. The survey has pointed out that homelessness in the County, while invisible, is persistent and long-term.

Sustainability Implications As noted in Directions for our Future, the County of Frontenac is dedicated to helping provide health and social services to the residents of the County. The Frontenacs must have a diversity of housing types to meet the needs of residents of all income levels.

Information Report to Council Corporate Services – Preliminary Results of Homelessness Survey February 19, 2014

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

Organizations, Departments and Individuals Consulted and/or Affected Sustainability Planning All Four Townships

Attachments Appendix A – Homelessness in Rural Kingston & Frontenac

Information Report to Council Corporate Services – Preliminary Results of Homelessness Survey February 19, 2014

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Homelessness in Rural Kingston & Frontenac From October 21st to November 1st 2013, a survey was conducted across Frontenac County to learn more about the experience of rural homelessness in rural Kingston and the County of Frontenac. The survey was conducted through social services agencies including South Frontenac Community Services, North Frontenac Community Services, Children’s Aid Society, Frontenac Community Mental Health and Addictions Services, and Ontario Works. With twenty-eight valid responses, the results are deemed representative of the entirety of the homeless population in the County of Frontenac, as previous estimates based on population total and density had suggested that forty-two people would be homeless on a given night.

Notable Findings

1. Hidden homelessness is the most common form of homelessness When the word “homelessness” is used, most people imagine a person sleeping on the sidewalk, in a tent, or in a homeless shelter. In Frontenac County, only 17% of homeless respondents had such sleeping arrangements. The other 83% were “hidden” or “invisibly” homeless, meaning that they do not appear to be homeless; rather, they are couch surfing, doubled up with family, or other arrangements that do not conform to the homeless stereotype.
2. Family homelessness is prevalent More than forty percent of respondents were parents, who had an average of two children each. The majority of these respondents were “couch surfing”; however, it is now known that at least twenty-five children were homeless during the survey period.
3. Aboriginal persons are disproportionately represented among the homeless population A total of 37% of homeless respondents reported aboriginal identity, while only 5% of Frontenac County residents report aboriginal identity. This suggests that aboriginal persons in Frontenac County are seven times more likely to experience homelessness than non-aboriginal persons.
4. Homelessness in the County, while invisible, is persistent and long-term Approximately 30% of homeless respondents had been homeless three or more times, and 46% had been homeless for at least one year. Overall, approximately half of respondents could be categorized as “chronically homeless.” A complete report will be released in early 2014.

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AgendaItem#11c)

Report 2014-016 INFORMATION REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

January 21, 2014

Date of Meeting:

February 19, 2014

Re:

Fairmount Home – 2013 4th Quarter Activity Update

Recommendation THAT Council of the County of Frontenac receive the Fairmount Home – 2013 4th Quarter Activity Update report for information only.

Background The following are some of the highlights from October 1 to December 31, 2013 of which County Council should be aware. Comment Nursing Software Implementation Preparations were underway for the nursing software implementation scheduled for the third week of January. Solar Panels The solar panels have been installed on the Fairmount roof. The resulting fire plan amendments have been sent to the Fire Inspector for approval. Fire Plan As set out in the fire plan staff received fire extinguisher training. As well 98% of staff attended at least one fire drill in 2013. An evacuation exercise is being planned with the Fire Department for 2014. Information Report to Council Fairmount Home – 2013 4th Quarter Activity Report February 19, 2014

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Staff Recognition Tea A staff recognition tea was held with some staff receiving pins for 30, 25, 20, 15, 10 and 5 years of service. Auditorium Project The project continues and monthly progress reports are provided to Council. Mandatory Staff Education A session was held for staff on the mandatory education topics contained in the LongTerm Care Homes Act and Occupational Health & Safety Act such as zero tolerance for abuse and neglect, complaints and prevention of workplace violence. Supervisor Health & Safety Training Legislation regarding training and competency of supervisors has been amended and the Occupational Health Nurse provided the first of a series of training sessions to supervisors. At Fairmount supervisors under the Occupational Health & Safety Act include managers, Registered Nurses, Registered Practical Nurses, Cooks and the Lead Hand. Bomb Threat & Code White Policies A representative from the Kingston Police Tactical Unit was on site to review our Bomb Threat and draft Code White policies. PSHSA Session I attended an information session held by the Public Service Health & Safety Association which included topics such as an update on prevention legislation, mental illness in the workplace, how to recognize non-verbal signs of aggression and asbestos. Pandemic Planning Session A pandemic planning session was held to help staff to identify what essential services need to be offered in times of pandemic and how these would be offered should we not be able to maintain current staffing levels. Presentation The Rideau Lakes Classic Car Club donated a walker/wheelchair to the Home. Contractor Start Up Meeting A meet and greet was held with the auditorium contractors and the Chair and Vice-Chair of the Residents’ Council and the resident representative from the fundraising committee. Ministry of Health & Long-Term Care Inspection The Ministry has advised that every long-term care home will receive a full resident quality inspection in 2014. We are reviewing the inspection protocols and required information checklists in preparation for our inspection. Resident Events

Information Report to Council Fairmount Home – 2013 4th Quarter Activity Report February 19, 2014

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Resident events have been covered through the Grapevine Gazette, copies of which Council receives. For your information copies of the Gazette can be found on our website. Family Information Session As required by the Long-Term Care Homes Act, in the absence of a Family Council a home must hold information sessions for resident family members. We held a session and spoke about inspections, quality improvement, satisfaction surveys, laundry labelling, budget, complaints and workplace violence prevention.

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

Information Report to Council Fairmount Home – 2013 4th Quarter Activity Report February 19, 2014

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AgendaItem#11d)

Report 2014-218 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

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

Date prepared:

January 29, 2014

Date of meeting:

February 19, 2014

Re:

Emergency and Transportation Services - Robertsville Station Construction Progress Report # 4

Recommendation THAT THE Council of the County of Frontenac accept this Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 for information only.

Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – See attached. Other Matters – See attached.

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

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

2014-018 Emergency and

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CONSTRUCTION OF THE ROBERSTVILLE LAND AMBULANCE

PROGRESS REPORT # 4

Prepared by TCMS

January 29, 2014

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

2014-018 Emergency and

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NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 4

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

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

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NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 4 PROGRESS SUMMARY

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

Electrical rough-in work has started. The Owner supplied automatic transfer switch for backup power has been installed. Interior wall insulation and air vapour barrier installation is underway. The vehicle bay liner panel will be installed in early February, 2014. Exterior main doors, except for the aluminum front entrance door, have been installed. The vehicle bay door is now in stock and will be installed once the vehicle bay liner panel is complete. The metal roof installation is now complete. Coordination for the installation of the new hydro service has been completed. Power is scheduled to be connected to the building on February 7, 2014.

Additional Notes •

The project remains on schedule to be completed in March, 2014.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

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Electrical rough-in work has started.

Interior wall insulation and air vapour barrier installation is underway.

Metal roofing complete.

installation

is

now

The project remains on schedule to be completed in March, 2014.

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

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Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

2014-018 Emergency and

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AgendaItem#11d)

Administrative Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 4 January 29, 2014

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AgendaItem#11e)

Report 2014-019 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared by:

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

Date prepared:

January 24, 2014

Date of meeting:

February 19, 2014

Re:

Emergency and Transportation Services - 2013 4th Quarter Activity Update

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – 2013 4th Quarter Activity Update report for information.

Background This report is presented to Council to provide an update on the various ongoing activities and special projects during the 4th quarter of 2013.

Comment Meetings Attended County Council – Regular Meeting County Council – Special Meeting County Council – Committee of the Whole County Council – Joint Council Joint Management and RULAC County Emergency Management Program Committee City of Kingston Emergency Management Program Information Report to Council th Emergency and Transportation Services – 2013 4 Quarter Activity Update February 19, 2014

2014-019 Emergency and

Dates Oct 16, Nov 20, Dec 18 Nov 6 Nov 14/Nov 25

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AgendaItem#11e)

CACC Adviisory C R Regional P Paramedic Program of Easte ern Ontario o ( (RPPEO) O OPSEU Loc cal 462 Lab bour Manag gement Com mmittee C CUPE Loca al 109 Labo our Manage ement Committee C County Hea alth & Safetty Committe ee E EMO Loyalist Sector Meeting M

C Committee Activities

1. Ontarrio Associattion of Para amedic Chie efs (OAPC)) Executive e (Teleconfe erence): Every y Monday morning m
2. Ontarrio Associattion of Para amedic Chiefs (OAPC C) Board: Oct 25 and Dec D 10/11 (face ( to fac ce in Torontto)
3. EHSB B/OAPC Qu uarterly Mee eting: Dece ember 12
4. OAPC C - Eastern Ontario Ch hiefs:
5. Param medic Chieffs of Canad da (PCC) (v via teleconfference): a. Executive e: Novembe er 4 D ace-to-face in Toronto)) b. Board of Directors: November 26 & 27 (fa

Q Performance Standards - Ke Q4 ey Performance Indic cators (KPII)

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

Infformation Repo ort to Council Em mergency and Transportation n Services – 20 013 4th Quarter Activity Update Fe ebruary 19, 201 14

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For the calen ndar year of o 2013, from m January 1 to Decem mber 31, Co ouncil set th he following g sttandards: i. Des signated De elivery Agen nt (DDA) - SUDDEN S C CARDIAC A ARREST 48% percent p of the t time, wiithin 6 minu utes from th he time amb bulance dis spatch conv veys the ca all informatiion to the paramedic, p t County the y of Fronten nac will endeavour to have h a resp ponder equ uipped and ready to us se an AED at the locattion of a patient determ mined to be e in sudden n cardiac arrrest. MS Designatted Delivery y Agent - CTAS C 1 ii. EM 68% percent p of the t time, wiithin 8 minu utes from th he time amb bulance dis spatch conv veys the ca all informatiion to the paramedic, p t County the y of Fronten nac will endeavour to have h a PAR RAMEDIC as a defined by the Amb bulance Actt and duly equipped e att the locatio on of a patient determined to be CTAS 1. iii. EM MS Designa ated Deliverry Agent - CTAS C 2, 3, 4, 5 The County C of Frontenac will w endeavo our to have a PARAME EDIC as de efined by the e Ambu ulance Act and a duly eq quipped at the t location n of a patien nt determin ned to be CT TAS 2, 3, 4, 4 5 within a period of time determ mined apprropriate by the t DDA an nd noted be elow in Tab ble 1, or as resources permit (lev vel of effort)):

CTAS 2, 3, 3 4, 5 EMS S Delivery Agent A Com mmitment CTA AS 2 3 4 5

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

Target 65% 65% 65% 65%

The im mage below w speaks to o the fact th hat 98.49% of our resp ponses during the 4th quarte er of 2013 were w deem med emerge ency ambula ance respo onses comp pared to 66% % in 2000.. Non-urge ent transfers s have beco ome a very y small perc centage (1.5 5%) of our worklo oad compa ared to 33% % in 2000. This T was ou ur goal whe en we estab blished Minim mum Emerg gency Cove erage (MEC C) in the earrly 2000s.

Infformation Repo ort to Council Em mergency and Transportation n Services – 20 013 4th Quarter Activity Update Fe ebruary 19, 201 14

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The im mage (belo ow) illustrate es the type of emergen ncy calls we responde ed to during g the 4th qu uarter.

Q Ischemic Q4 c Chest Pain (131 calls s—50% clin nical improv vement)

Q Operatio Q4 ons - Key Pe erformance e Indicators (KPI) During 2012, our entire D e ambulance e fleet was outfitted with the new w ACETECH H software. The so oftware has s two eleme ents to it:

1. Au utomatic Ve ehicle Locator (AVL) which w is ourr GPS syste em
2. EC CO-RUN which is the program th hat monitors s battery vo oltage and inside temperatures s The report below, b extra acted from the t software e shows on ne ambulan nce’s perforrmance (Un nit

4122. within the ECOR RUN softwarre. aded boxes s show the total t saving gs for the fle eet of fifteen ambulanc ces for the 4th The four sha qu uarter of 20

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The system has saved the County of Frontenac EMS $1078.25 in fuel costs from October to December, 2013 based on $1.25/litre.

Information Report to Council th Emergency and Transportation Services – 2013 4 Quarter Activity Update February 19, 2014

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Report 2014-020 INFORMATION REPORT To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared by:

Julie Shillington Administrator – Fairmount Home

Date prepared:

January 29, 2014

Date of meeting:

February 19, 2014

Re:

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3

Recommendation That the Council of the County of Frontenac accept this Additions and Alterations to Fairmount Home Auditorium Construction Progress Report #3 report for information only.

Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – See Change Notice Summary Sheet attached. Other Matters – See attached.

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

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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AgendaItem#11f)

Additions and Alterations Fairmount Home Auditorium

PROGRESS REPORT # 3

Prepared by TCMS 2014

January 29,

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT # 3

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

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT # 3 PROGRESS SUMMARY

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

Interior demolition work is approximately 80% complete. Exterior demolition of the existing entrance stair, landing and ramp has been completed. Temporary partition wall separating the work site from Fairmount Home has been constructed. New electrical feeds from the existing electrical room in Fairmount Home have been installed. Excavation work and construction of new foundation walls at the front entrance is scheduled to start on February 3, 2014. Interior trenching for plumbing infrastructure is scheduled to begin the week of February 3, 2014. Interior structural steel fabrication has started and installation will commence by midFebruary, 2014. Shop drawing submission and review process is approximately 50% complete.

Additional Notes • • •

Cold weather in December, 2013 has affected the project start schedule for exterior work. Impact on final completion date is not known at this time. An updated project schedule will be prepared during the next reporting period. Construction planning and coordination work is well underway and no major issues have been identified at this point in time.

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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Interior demolition work.

Interior demolition work.

Temporary partition and door separating Fairmount Home from the renovation zone.

Interior demolition is approximately 80% complete at the time of this report.

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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Exterior demolition of the existing entrance stair, landing and ramp has been completed.

Trenching for plumbing infrastructure is about to start.

Electrical infrastructure underway.

work

is

Auditorium.

Information Report for Council

Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3 February 19, 2014

2014-020 Additions and Alterations to

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2014-020 Additions and Alterations to

ADDITIONS AND ALTERATIONS TO FAIRMOUNT HOME AUDITORIUM Revised

CHANGE NOTICE SUMMARY SHEET General Contractor To be determined Original Contract Value = Change Orders to Date = Current Contract Value = Other Anticipated Changes = Expected Final Value =

$1,796,000.00 $0.00 $1,796,000.00 $17,750.00 $1,813,750.00

Current Funding (Original Contract Value + Contingency - 5%) = Remaining Contingency = CHANGE ID #

DESCRIPTION OF CHANGE

29-Jan-14

$1,885,800.00

DATE OF ISSUE

ESTIMATE/FINAL VALUE

CHANGE ORDER #

DATE OF ISSUE

CURRENT STATUS

1

CCN No. 1 - Add foundation dowels

07.01.14

$2,500.00

Waiting for Contractor’s quotation

2

CCN No. 2 - Increase door widths/Corridor A-105

14.01.14

$3,500.00

Waiting for Contractor’s quotation

3

CCN No. 3 - Modify steel at Entrance roof

20.01.14

$1,000.00

Waiting for Contractor’s quotation

4

CCN No. 4 - Increase conductor size - 1N6201

23.01.14

$750.00

Waiting for Contractor’s quotation

5

Handrail clarifications

$3,500.00

CCN to be issued

6

Temporary measures - electrical

$2,500.00

CCN to be issued

7

Add drywall furring - Auditorium walls

$1,000.00

CCN to be issued

8

Relocate standpipe to clear ductwork

$1,500.00

CCN to be issued

9

Add wall and floor finishes - Church Storage Room

$1,500.00

CCN to be issued

10 11 12 13 14 15 16 18 19 20

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17

2014-020 Additions and Alterations to

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

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

Proposed Proposed Actual Actual Monthly Bill (P) Cumulative Bill (P) Monthly Bill (A) Cumulative Bill (A) $25,000 $25,000 $0 $0 $50,000 $75,000 $0 $0 $75,000 $150,000 $60,271 $60,271 $150,000 $300,000 $200,000 $500,000 $250,000 $750,000 $400,000 $1,150,000 $350,000 $1,500,000 $250,000 $1,750,000 $50,000 $1,800,000

29-01-2014

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$2,000,000

$450,000

Cumulative Bill (P) Cumulative Bill (A)

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

$400,000

Monthly Bill (P)

$350,000

Monthly Bill (A)

$300,000

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

$150,000

Monthly Bill

$1,800,000

Cumulative Bill

2014-020 Additions and Alterations to

Proposed and Actual Cash Flow Auditorium - Construction Only

$100,000 $50,000 $0

29-01-2014

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AgendaItem#11g)

Report 2014-023 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared by:

Colleen Hickey Manager of Human Resources Krista Vandewal Human Resources Generalist

Date prepared:

January 31, 2014

Date of meeting:

February 19, 2014

Re:

Corporate Services – Quarterly Attendance Management Report Card

Recommendation THAT the Council of the County of Frontenac receive the Corporate Services – Quarterly Attendance Management Report Card report attached to the report as Appendix A for information. Background County Council, at its regular meeting held June 19, 2013, passed the following motion: Motion #: 279-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Targets for the Reduction of Absenteeism report for information; AND FURTHER THAT the Council of the County of Frontenac support the targets for the reduction of absenteeism as established by the County of Frontenac through our current Employee Attendance Awareness Program; Information Report to Council Corporate Services – Quarterly Attendance Management Report Card February 19, 2014

2014-023 Corporate Services

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AgendaItem#11g)

AND FINALLY THAT the Council of the County of Frontenac direct senior staff to bring forward a report on staff absenteeism every four months commencing with the County Council meeting scheduled in October 2013. CARRIED Comment Council directed senior staff to bring forward a report on staff absenteeism every four months commencing in October 2013. The indicators as approved by Council have been provided to show historical data which provides detail between January 01, 2012 to December 31, 2012 and January 01, 2013 to December 31, 2013. The indicators are:

1. Percentage of employees who exceed their respective attendance goal by union/ non-union
2. Percentage of employees who exceed their respective attendance goal per department.
3. The total hours of paid and unpaid sick time per department per scheduled hours.
4. Cost of paid sick time per department as it relates to the operating budget. As indicated, there are usually very legitimate reasons for absence which are included in these statistics. Attendance Targets Current Targets of the Employee Attendance Awareness Program Employee Group Targets of the EAPP Paramedics OPSEU Nursing CUPE Local 2290 Non-Nursing/Ferry CUPE Locals 2290 & 109 All non- union staff

No more than 12 days in a 12 month period Revised program introduced January 01, 2014. No more than 10 days in a 12 month period and or No more than 5 occurrences of absence in any 1 year period No more than 7 days in a 12 month period No more than 5 occurrences of absence in any 1 year period

It should be understood that these targets are based on rolling averages. Sustainability Implications It is acknowledged that costs related to attendance management are challenging. Management is pursuing attendance management programs and the audit of its processes to ensure that it can mitigate the financial impact. Financial Implications Absenteeism has a direct impact on the County’s budget and staffing levels. With ongoing attendance management, it is the expectation of managers to continuously Information Report to Council Corporate Services – Quarterly Attendance Management Report Card February 19, 2014

2014-023 Corporate Services

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AgendaItem#11g)

improve employee attendance which will result in substantial savings, increased productivity and morale. Organizations, Departments and Individuals Consulted and/or Affected Finance Fairmount Home Emergency & Transportation Services

Information Report to Council Corporate Services – Quarterly Attendance Management Report Card February 19, 2014

2014-023 Corporate Services

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AgendaItem#11g)

Appendix A

Attendance Management Report Card 1.

Percentage of employees who exceed their respective attendance goal by Union/Non-Union. Union Non-union

Jan. – Dec. 2012 45% 12%

Jan. – Dec. 2013 37% 6%

Note: ETS Part time not included 2.

Percentage of employees who exceed their respective attendance goal per department. Emergency & Transportation Services Fairmount Home Corporate Services

Jan. – Dec. 2012

Jan. – Dec. 2013

46%

42%

42% 10%

31% 6%

The total hours of paid and unpaid sick time per department as a percentage of scheduled hours. Emergency & Transportation Services Fairmount Home Corporate Services

Jan. – Dec. 2012 9.19%

Jan. – Dec. 2013 9.81%

8.10% 1.5%

5.88% 3.67%

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

Jan. – Dec. 2012 3.87%

Jan. – Dec. 2013 4.09%

2.98% 0.91%

1.93% 1.19%

Information Report to Council Corporate Services – Quarterly Attendance Management Report Card February 19, 2014

2014-023 Corporate Services

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AgendaItem#11h)

Report 2014-024 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of County of Frontenac

From:

Marian VanBruinessen Acting CAO/Director of Corporate Services/Treasurer

Prepared By:

Colleen Hickey Manager of Human Resources

Date prepared:

February 3, 2014

Date of meeting:

February 19, 2014

Re:

Human Resources – Monthly Absenteeism Report Card

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Human Resources – Monthly Absenteeism Report Card for information only. For the purpose of this report Absenteeism is defined as sick time. Job protected leaves covered under the Employment Standards Act such as emergency, maternity, parental and compassionate leave are not recorded in this report. Background Council directed that management provide a monthly report indicating the following information:

1. The efforts management staff is taking to ensure employee absenteeism due to illness is managed.
2. Hours of absenteeism due to illness for Emergency and Transportation Services, Fairmount Home and Corporate Services.
3. Cost of paid absenteeism for Emergency and Transportation Services, Fairmount Home and Corporate Services. This initial report will show all hours of absenteeism based on all three departments for the past two years, 2012 and 2013. 2014 will be added month by month to the report once data is available through payroll services.

Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

2014-024 Corporate Services

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AgendaItem#11h)

Comment Management acknowledges the responsibility to manage employee absenteeism and to reduce the financial impact to the County and improve regular attendance. However, it must be recognized that legitimate illnesses are beyond the control of the employer.

1. The following efforts are being made on a regular basis to ensure that staff is aware of the concerns of absenteeism and the effects it has on the County. • • • • • • • • • • • • • • • • •

•

Absenteeism is discussed at all Labour Management Committees and will continue to be for 2014. The recently revised Employee Attendance Awareness Program (EAAP) was introduced January 2014 to all Paramedic Staff. The EAAP Guide will be distributed in the near future that explains the roles and responsibilities of each and every employee who works for the Corporation. Letters are sent to each employee every quarter to advise of their attendance record. The existing EAAP program currently in place for Fairmount and Corporate Services will be replaced with the new program this spring. Management staff tracks all employee absences and request medicals as per Human Resource policies and collective agreement language. Management staff meets each and every employee who enters the Employee Attendance Awareness Program on a quarterly basis. Management assess the relevance of each Human Resource policy on an annual basis and update as required. Each employee is made aware of the Employee Attendance Awareness Program during their orientation to the County. New policies in regards to Short Term Disability are being revised and issued this spring. The Occupational Health Nurse is involved in complex cases to ensure staff return to positions at the earliest date possible. Modified and Early Return to Work procedures and policies are in place to ensure employees return to work at the earliest date possible. Management have the right to ask for a second opinion as per collective agreement language and HR policies when medical notes raise questions and do so accordingly. Management clarify all medical notes when questions arise on the content written in a medical note. Human Resources is involved in all significant employee absences where it is evident an employees absenteeism has the potential of job loss. Employees who have perfect attendance are placed in a draw per department on a quarterly basis for a $50.00 gift certificate. This draw takes place at Council meetings. All patterns of absenteeism are monitored, whether innocent or non-innocent. If the alleged abuse of sick leave is substantiated, the employee can be issued discipline as per the HR progressive discipline policy up to and including termination. Management are well aware of their rights through legislative requirements of what information we can and cannot ask employees for when an illness occurs.

Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

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AgendaItem#11h)

• •

Job protected leaves under the Employment Standards Act and the protected rights under the Human Rights Act provide clarity. Understanding this provides clarity and avoids risks of discriminatory behaviour. Each Manager/Supervisor responsible for speaking to employees about absenteeism is trained with regards to appropriate discussions. Discussions on absenteeism are conducted at regular staff meetings with ETS, FMT and Corporate Services.

2. Total Hours of Absenteeism for 2012, 2013 & 2014. (100%, 75% and Unpaid Sick Time) A. Total Hours of Absenteeism for Fairmount Home Month January February March April May June July August September October November December Annual Total

2014 2012 2013 1620.50 1273.50 1,275.58 1599.83 772.02 1648.59 531.75 1396.47 358.25 1141.00 398.19 1016.25 808.25 847.50 1402.84 677.25 1618.33 1243.50 1266.75 1488.42 1031.08 1052.50 1079.90 1068.33 978.40 14800.14 11519.26

B. Total Hours of Absenteeism for Emergency & Transportation Services Month January February March April May June July August September October Nov Dec Annual Total

2012 2013 1253.50 1484.42 1562.12 1168.11 1378.83 1309.87 923.00 1980.88 1512.83 1754.05 1848.67 1789.37 1685.13 1607.87 1489.00 1839.00 1689.22 2019.85 2167.25 2250.75 2276.70 2485.85 1866.28 2223.17 19652.53 21913.19

Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

2014-024 Corporate Services

2014 3103.25

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AgendaItem#11h)

C. Total Hours of Absenteeism for Corporate Services Month Jan Feb March April May June July Aug Sept Oct Nov Dec Annual Total

2012 67.00 37.00 22.50 21.50 90.75 29.50 30.00 37.50 25.00 59.50 31.50 29.50 481.25

2013 63.25 22.50 82.00 44.50 195.50 160.50 183.75 136.50 22.58 21.50 15.00 29.50 977.08

2014 26.62

3. Cost of paid absenteeism for Emergency & Transportation Services, Fairmount Home and Corporate Services Emergency & Corporate Transportation Services Services Fairmount 2012 16,999.13 608,289.23 309,617.67 2013 23,142.00 654,142.96 203,232.24 2014 January 564.61 98,720.76 16,912.84 Sustainability Implications It is evident the County has a significant absenteeism concern that must be acknowledged by all employees and reduced where able. Working together to identify and reduce absenteeism and maintain key policies and consistent practices will create a renewed awareness in the overall improvement required in this area. Financial Implications Using consistent policies and practices will assist to create awareness in the need to minimize the impact on high absenteeism and associated cost. Absenteeism is a significant cost to the Employer and must be managed to ensure fiscal responsibility. Organizations, Departments and Individuals Consulted and/or Affected Emergency and Transportation Services Fairmount Home Finance

Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

2014-024 Corporate Services

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AgendaItem#12a)

MINUTES OF THE COMMITTEE OF THE WHOLE STRATEGIC PLANNING SESSION January 28, 2014 A Strategic Planning meeting of the Committee of the Whole was held at the Sharbot Lake Legion, 1015 d Legion Road, Sharbot Lake, ON on Tuesday, January 28, 2014 at 8:30 AM PRESENT:

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

REGRETS:

Councillor David Jones

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Acting Clerk; Joe Gallivan, Manager of Sustainability Planning; Colleen Hickey, Manager of Human Resources; Anne Marie Young, Manager of Economic Development; Susan Brant, Deputy Treasurer; David Millard, Manager of Information Systems Consultants: Todd McDonald, Performance Concepts and Sari Liem, Dillon Consulting

CALL TO ORDER

Chair McDougall called the meeting to order at 8:43 a.m. 2.

ADOPTION OF AGENDA

Motion #: COW8-14

Moved by: Seconded by:

Deputy Warden Doyle Councillor Purdon

THAT the agenda for the January 28, 2014 Committee of the Whole Strategic Planning Meeting be adopted. CARRIED

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AgendaItem#12a)

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

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

REPORTS Council Strategic Planning Session

This session was facilitated by Mr. Todd MacDonald and Ms. Sari Liem who have been retained by the County of Frontenac for the Council Strategic Planning exercise. The first portion of the session included an overview by Mr. MacDonald of his presentation, stressing the need for Council to center its attention around 1 – 3 important goals and not over-extend itself with a multitude of goals that are not attainable. He urged Council to determine what its fundamental issues are and then set goals that seek to solve those issues. He observed, from his presentation, what he felt were the challenges of Frontenac County and then looked around the table to determine what Council felt were the challenges which were identified as follows: ¾ Limitations on the tax base due to an aging population, most of which are on a fixed income that cannot support large property tax increases. ¾ Financial viability and how to ensure long term viability of both the County and the townships by ensuring the right level of government is providing the service. ¾ Customer satisfaction to ensure citizens remain in the County. ¾ Transportation connectivity and moving goods, services and people to where they need to go. ¾ Disposal of solid waste ¾ Treatment of waste water ¾ Economic development ¾ Needs to be 2 recognizable goals or functions such as waste management and seniors and social housing that the townships can’t do alone. ¾ More than 5 levels of government in Frontenac County when taking into account the City of Kingston, the Library Board, Public Health and the CRCA so there needs to be improved communications between these groups to avoid mistrust. Ms. Liem noted the work being done by the Health Units and the funding that is provided to it which is made available to meet the challenges being addressed today. The City of Kingston is working with the Health Unit on a number of initiatives including Active Transportation and seniors housing and the County can engage in this partnership as much of the focus with the Health Unit is on rural communities and finding ways to address transportation connectivity. The Committee noted the issue that there are 9 members on the KFL&A Board of Health and of those, only 2 are rural members and of those 2, 1 is rotated on yearly basis so there is only 1 consistent rural voice.

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AgendaItem#12a)

Mr. MacDonald stressed that if this becomes one of the goals of the County, that KFL&A Board member will need the muscle of the County behind him. ¾ Duplications between the County and the Townships and have all cost savings avenues been considered such as one billing system. ¾ Revenue streams and seniors housing is the most critical. An increase in density in small hamlets has created a need for a municipal water system in Sydenham. Forcing development into hamlets, including seniors housing should be at the township level and the County should only be involved in EMS and Fairmount Home. The discussion should be about seniors housing and how seniors will get to the key services they need. As well, seniors are becoming cottagers so the townships are importing additional seniors and currently, the number of Frontenac County residents on a fixed income is twice as high as that of the provincial average. ¾ Rural sustainability has not been dealt with at the County. Regarding shared services with the City of Kingston, 20% of the population is rural; however the rural area does not receive 20% of the resources available. There needs to be a rural champion. ¾ The townships focus is more citizen based on day to day local issues. Townships are struggling to provide a basic level of service without large increases to the tax levy and they don’t have the capacity to step up and do more. ¾ The focus has been lost on the ICSP and it has too many items that are goals for the next 50 years. ¾ The people sitting around this table making the decisions are seniors and talking about their own needs and this affects the way we think. There are other issues out there. ¾ There is no tourism presence in Frontenac County other than the trails and the County has not been successful in attracting economic development. Mr. MacDonald questioned if there is a desire for Council to look at the waste management issue given that the future will not sustain another landfill site and the move will be towards gasification plants which are not viable for a County of this size. As such, this will need to be a joint effort and the townships will not come to the table with other counties and the EOWC. It has been noted at the EOWC that this is not a County responsibility and if this is to change, it would be up to the Warden to petition his counterparts. Mr. MacDonald questioned if there is a County role with respect to taking a position on waste management and not as a service provided by the County and will the Warden have the authority and backing of the County as a whole to speak at the EOWC table for the residents of Frontenac County. Mr. MacDonald now focused the Committee on the County’s existing priorities and any desire to re-allocate staff time from these priorities to new priorities. It was noted that both ETS and Fairmount Home are prescribed and the ICSP was required to ensure Committee of the Whole Strategic Planning Session Minutes January 28, 2014

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FGT funding. It will be challenging to decide which resources to re-allocate. With respect to Economic development, the trail was done as a tourist attraction and it was questioned what Economic Development should focus on: bringing in jobs or tourism dollars. There are opportunities to look at some of the goals in the ICSP that promote the natural environment of Frontenac County in order to increase tourism and once the trail is complete, this can be supported by CFDC. ¾ The Committee felt that the completion of the trail should remain a priority. ¾ The County should not get involved in Tourism; however it should provide funding for other tourist associations such as Fish T.V. ¾ Regarding shared services over the 5 levels of government it was felt this was more of a service delivery and should be discussed at the CAO/staff management level and not as one of the County’s 3 priorities. Beginning of consensus on:

1. Waste management
2. Seniors Strategy – this has been identified as an issue but it can also be turned into an opportunity by promoting the County as a great place to retire.
3. Internal Controller Role – Revenue Generation – address the limited tax base (offense) and improve service delivery in core functions (defense).economic development Top issues ¾ Control costs and maintain or enhance core services while controlling revenues and address duplications ¾ The aging population will create services, housing and transportation pressures ¾ Leadership gap regarding waste management ¾ Economic development is the solution to the problem regarding existing and future revenues – looking at the ICSP projects through the lens of economic development and if there is no economic benefit, the project does not receive priority. The Committee recessed for lunch at 12:08 p.m. The Committee reconvened at 12:44 p.m. Mr. MacDonald took the Committee through the process of developing timelines for its goals as well as creating sub WIG’s within the overall WIG with the following outcomes: Goal Current Desired Result (Y) Result (x) Inadequate Local/County Implementation of the KPMG report by ___ government expenditure control & revenue stream By time period xx all process at the County generation could create will have gone through a lean6sigma long term economic viability process. deficit in community Advance projects in the ICSP that have economic development impacts and have Committee of the Whole Strategic Planning Session Minutes January 28, 2014

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AgendaItem#12a)

Goal

Current Result (x)

Desired Result (Y) them done by 2018.

Absence of proactive leadership/policy coordination/advocacy on solid waste management system design/funding in a post-landfill setting

Aging Tsunami creating pressure for Seniors housing, transportation solutions plus EMS &LTC – no coordination/leadership in place to protect/advocate County interests

Demonstrable progress on the K&P Trail to Tichborne. To have a gasification plant in eastern Ontario over the next 20 years. Develop a position papers for Frontenac County in place to take to the EOWC by the end of this council term in order for the County to be an active discussion partner at the EOWC (The position of the County would be that after its existing landfill sites has been exhausted, it is not interested in looking for another landfill site and would like to see a gasification plant in place in eastern Ontario.) Transportation 100% of seniors making a request for an eligible ride (medical service) in a reasonable time receive a ride. (this aligns with the Health Units Healthy Communities and could be entitled to funding) Housing Delivery on one 5 unit seniors housing development per township within x years, or Delivery of a housing project per township by the end of 2018 (end of next term of Council) EMS Maintain current response time targets (cost constraints) (Council parked this issue)

Mr. MacDonald will bring forward a draft of the County’s WIG’s and next steps. Should this meet Council’s needs, it will be presented to the local township council’s to solicit feedback and support. Once this is done a public meeting will be held and the City of Kingston will be advised of the public meeting as they have expressed interest in knowing what the goals of the County are. 5.

RISE AND REPORT

Motion #: COW9-14

Moved by:

Deputy Warden Doyle

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AgendaItem#12a)

Seconded by:

Warden Clayton

THAT the Committee of the Whole Council rise without reporting. CARRIED 6.

PUBLIC QUESTION PERIOD

ADJOURNMENT

Motion #: COW10-14

Moved by: Seconded by:

Councillor Purdon Councillor Gutowski

THAT the meeting be hereby adjourned at 3:05 p.m. CARRIED

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AgendaItem#12b)

MINUTES OF THE COMMITTEE OF THE WHOLE BUDGET MEETING January 29 and 30, February 5 and 7 2014 A Budget meeting of the Committee of the Whole was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, January 29, 30, February 5 and February 7, 2014 commencing at 11:00 AM on January 29. PRESENT:

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

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Manager of Legislative Services/Clerk; Media: Jeff Green, The Frontenac News

CALL TO ORDER

Councillor McDougall, Chair, called the meeting to order at 11:07 a.m. 2.

ADOPTION OF AGENDA

Motion #: COW11-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

THAT the agenda for the January 29, 30, February 5 and February 7, 2014 Committee of the Whole Meeting be adopted. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

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

Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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AgendaItem#12b)

DEPUTATIONS AND/OR PRESENTATIONS – Nil

CLOSED MEETING

Motion #: COW12-14

Moved By: Seconded By:

Councillor Davison Councillor Inglis

RESOLVED THAT the Committee of the Whole enter into a closed meeting as authorized under Section 239 of the Municipal Act, to consider: a) Labour Relations - as it relates to current service and staffing levels b) Employee Negotiations - as it relates to Union Contract Negotiations CARRIED Motion #: COW13-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

THAT the Committee of the Whole Council rise from closed session without reporting. CARRIED 6.

REPORTS Committee Chair Briefing:

Mr. Geoff Sandiford, Chair, Sustainability Advisory Committee briefed the Committee of the Whole with respect to the Sustainable Actions Priorities which were noted as Appendix A to Report 2014-012, Sustainability Advisory Committee Sustainable Actions Priorities. The Committee questioned the $100,000 earmarked to the LIC/CHEERIO Pilot and is the County meeting the requirements for when the FGT needs to be spent. Staff noted that at present, the County is exceeding its requirements for the FGT. It is suspected that the criteria for CHEERIO projects falls within the parameters of the FGT; however if this is to be a loan, it may not and further investigation on this will be required by staff. Regarding the Trails allocation, it was made clear that no trails on Howe Island are not to be advertised although they do receive funding from the County for its trails. The Committee recessed for lunch at 12:52 p.m. The Committee reconvened at 1:22 P.M.

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AgendaItem#12b)

2014-012 Corporate Services Sustainability Advisory Committee Sustainable Actions Priorities This report was for information only. 2014-008 Corporate Services Cost Recovery for Planning Services Motion #: COW14-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Cost Recovery for Planning Services report for information; AND FURTHER that Council continue with the current billing practice until the end of 2014 when more quantitative evidence will be available with regard to the time spent by the County working on Township-specific planning projects. CARRIED (5:4) (See Recorded Vote) A Recorded Vote was requested by Councillor Davison YEAS:

Warden Clayton, Deputy Warden Doyle, Councillor Gutowski, Councillor Inglis, Councillor Purdon (5)

NAYS:

Councillor Davison (count 2), Councillor McDougall, Councillor Jones (4) 2014-009 Corporate Services Frontenac K&P Trail Development Year-End Report

Motion #: COW15-14

Moved By: Seconded By:

Councillor Davison Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive this Sustainability – Frontenac K&P Trail Development Year-End report for information. AND FURTHER THAT the Council of the County of Frontenac authorize a transfer from the Federal Gas Tax reserve of a total of $191,460 to cover the additional capital cost in 2013. CARRIED The ever increasing cost of the Trail, including drainage issues, was noted by the Committee and other forms of revenue streams will need to be investigated in moving this trail forward. Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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AgendaItem#12b)

Motion #: COW16-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Inglis

BE IT RESOLVED THAT the agenda be amended to consider item e) December 5, 2013 Trails Advisory Committee Recommendations to County Council during the budget discussion. CARRIED 2014-010 Corporate Services Cost of Living Adjustment Update Report Ms. Hickey provided an overview of the report. The Committee discussed the pros and cons of a percentage increase as well as if this same process could be applied to union increases as well. The following report was deferred from the December18, 2013 County Council meeting along with the motion to amend below. 2013-237 Administrative Services Non-Union Cost of Living Adjustment Motion #: COW17-14

Moved By: Seconded By:

Councillor Davison Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Non-Union Cost of Living Adjustment report for information; AND FURTHER THAT the Council of the County of Frontenac authorize a non-union salary increase at specific dollar amount increase based on the average non-union salary. CARRIED AS AMENDED (This motion was Lost as Amended on the first vote) (See motion for Reconsideration below which was CARRIED) (See motion to Defer below which was CARRIED) (the second and final vote was CARRIED as Amended on Friday, February 7th) (See motion to Amend below which was CARRIED at the December 18, 2013 County Council meeting)

Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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AgendaItem#12b)

Motion to Amend made December 18, 2013 Motion #: 356-13 Moved By: Councillor Inglis Seconded By: Deputy Warden Clayton BE IT RESOLVED THAT the motion be amended to provide all non-union staff a specific dollar amount increase based on the average non-union salary. CARRIED Motion for Reconsideration: Motion #: COW18-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

BE IT RESOLVED THAT report 2013-237, Administrative Services, Non-Union Cost of Living Adjustment be reconsidered. CARRIED

Motion #: COW19-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

BE IT RESOLVED THAT report 2013-237, Administrative Services, Non-Union Cost of Living Adjustment be deferred until later in the meeting. CARRIED 2014-013 Corporate Services Non Union Benefits Motion #: COW20-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Non-Union Benefits report for information; AND FURTHER THAT the Council of the County of Frontenac authorize the increase of the current non-union benefits to reflect those offered to the OPSEU bargaining unit. AND FURTHER THAT the Council of the County of Frontenac authorize staff to review the non-union benefits yearly to ensure they are consistent and fair and adjust the nonunion benefits if needed to maintain this equity. CARRIED

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2014-011 Corporate Services 2014 Draft Budget Motion #: COW21-14

Moved By: Seconded By:

Councillor Davison Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac accept this Financial Services – 2014 DRAFT Budget report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2014 Budget as amended to a 1.0% increase after growth CARRIED (Motions to amend were made throughout the meeting) (The final vote on the budget was made on Friday, February 7th) Capital Budget Federal Gas Tax Reserve Transfers (As provided by the Sustainability Advisory Committee): Regional Transportation Collaborative This is a County wide project that reflects the collaborative work at the County level for transportation projects. The intention was to support the work of the Township Public Works Managers regarding arterial roads such as meeting expenses, projects, etc. Last year, $15,000 was placed in the budget and to date; an invoice from North Frontenac in the amount of about $4,000 has been received. The $10,565 is a carryover from that $15,000 allocated last year. There is a signed agreement between the Townships and the County. ÏAction Item Staff to determine if the $10,565 has been spent. Motion #: COW22-14

Moved By: Seconded By:

Councillor Davison Deputy Warden Doyle

RESOLVED THAT the $535,000 allocated to Trails in the 2014 Capital Budget be reduced by $191,460. CARRIED With respect to the Smaller Scale Sustainability Projects - Prior Year the actual number should be 36,672 and not $35,276 as noted.

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Motion #: COW23-14

Moved By: Seconded By:

Councillor Gutowski Deputy Warden Doyle

RESOLVED THAT an increase of $20,000 in Federal Gas Tax dollars be allocated to the Regional Transportation Collaborative. CARRIED Motion #: COW24-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Inglis

RESOLVED THAT the LIC/CHEERIO Project Federal Gas Tax Funding be reduced to $2,000. CARRIED With respect to the County Wide Trail Implementation Plan, this funding has been allocated in an anticipation that the consultants will come up with something that the County might want to work on. It has taken some of the work done by the summer student last year; however there are a lot of unknown trails and this will look at ways that can further connect these trails. This presents opportunities for non motorized trails other than the K & P Trail. The Committee recessed at 3:53 p.m. and will re-convene at 9:00 a.m. Thursday, January 30th, 2014. The Committee re-convened on Thursday, January 30th, 2014 at 9:05 a.m. PRESENT:

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

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Manager of Legislative Services/Clerk;

Operating Budget General To question regarding the $129,000 being transferred for County Capital, it was noted that this is a reserve allocation to the Frontenac Capital Replacement Reserve as in 2012 the consultant had provided an estimate of what would be required and it was identified that there were insufficient funds in the reserve. There will be dollars required to replace this; however the levy will need to support this going forward. This is to offset the levy; however by 2017 this will be fully funded by the levy. ÏAction Item Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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Staff to provide a list of County assets Governance - Council There was a discussion around mileage and Council remuneration; however it was felt that these issues should be a separate discussion prior to the end of the term of Council. The budget reflects a 2% increase in Council remuneration based on the remuneration by-law; however it was felt that Council had agreed to take the same increases as staff. Governance - Warden The increase in Expenses includes conference fees and expenses as last year there were requests made to attend conferences after the budget was passed. Council Committees The Committee discussed to advantages and disadvantages of having the Sustainability Advisory Committee and the Trails Advisory Committee continues on, including having the work of these Committees done at the Committee of the Whole as well as the involvement of the public and the opportunity to gain public insight. It was felt; however that if these Committees are to be disbanded, it should be done in more collegial and considerate way.

Motion #: COW25-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Trails Advisory Committee be disbanded and the work done at the Committee of the Whole. LOST (2:7) (See Recorded Vote) A Recorded Vote was requested by Councillor Gutowski YEAS:

Deputy Warden Doyle, Councillor Jones (2)

NAYS:

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

Motion #: COW26-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Sustainability Advisory Committee be disbanded and the work done by the Committee of the Whole. WITHDRAWN

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Staff noted that the majority of the Committees budget is the FCM Conference which is over what had been projected. Trails No comments or amendments. SDOR No comments or amendments. Housing Task Force No comments or amendments. JAAC It was questioned if accessibility retrofits could be covered under the FGT as this has been done in one of the Townships. Staff noted that projects that may have been outside of the FGT in the past were not scrutinized by AMO and formerly, accessibility retrofits such as accessible washrooms were not listed as one of the opportunities for use of the FGT; however the rules around the FGT are changing and staff will keep on top of this and advise Council of any changes. Library board It was questioned why the salaries of the Library Board are higher than other Committees. Staff noted that because the Library Board is a Legislative Committee, the public members also receive a per diem as opposed to the Advisory Committees where only Members of Council receive a per diem. As well, the Library Board holds regular monthly meetings while the Advisory Committees meet on a bi-monthly basis or greater. The Committee recessed at 10:20 a.m. The Committee reconvened at 10:35 a.m. There were questions around whether staff had fulfilled the resolution of Council by presenting a budget of +1% and a budget of -1%. Staff advised that the budget mitigation strategies brought forward in closed session would have permitted Council to realize a -1% budget or portions of those strategies would have allowed the budget to hold at +1%. The resolution of Council directed that staff look to the KPMG report to find these savings and the mitigation strategies presented were identified in the KPMG report. The Committee for the most part agreed that the resolution was fulfilled and that these were political decisions that Council chose not to make at this time. It was also noted that taking money from reserves to offset the levy is not sustainable and if that had not been done last year this budget would have been at +1%.

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Some of these increases are based on previous Council decisions and these directions can be changed. Another impact is the weighted assessment for Social Services and Land Ambulance which is out of the County’s control and these have at minimum a +1% impact. Corporate Services There was a discussion around if a portion of the CAO salary and its Assistant could be allocated to FPS and Fairmount Home given the amount of time these two positions spend on these departments. It was noted that the Ministry of Health and Long Term Care has stated that these salaries are not part of the formula regarding provincial funding and Council was reminded that the City of Kingston could follow suit with respect to the delivery of Social Services. With respect to contracted services, staff confirmed that if the County is not successful in its application for a Municipal Intern, this would represent a $30,000 surplus which would have been the County’s share of the cost. It was suggested that the Municipal Intern be addressed as a separate issue outside of the budget and if the application is successful, a budget amendment could be done. Motion #: COW27-14

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

RESOLVED THAT the Municipal Intern allocation be removed from the 2014 Corporate budget and be addressed upon the success of the application through a budget amendment. CARRIED The cost of the lean 6 sigmas processes was also questioned, including if Council should only consider one process this year in order to reduce the budget; however it was noted that these process reduce future costs. Mr. Millard provided the Committee with an overview of what is Virtualization, noting that this is an upfront cost; however the savings will be seen in future years on not requiring replacing servers which cost on average $12,000 per server. The Committee questioned if the revenue of the sale of the 2 vehicles resulting from the SDOR motion is included. Staff confirmed that this revenue is not included in the revenue line but cautioned that one vehicle belongs to FPS and would not be allocated to the Corporate budget ÏAction Item Staff to add the dollar trade in value to revenue for sale of vehicle Sustainability Planning It was noted that the funding for the Source Water Protection Plan of between $40,000 and $60,000 over the next 4 years has not been added to the revenue line. This funding can be used on staff time (Planning and GIS) when working on source water Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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protection matters; however the majority will reflect a straight in/out in the budget as it is to be used for projects. ÏAction Item Budget will be adjusted to reflect this revenue ÏAction Item Add $14,500 to Revenues from the 3 townships for contracted planning services Staff explained the request for the vehicle lease, noting that a 4 x 4 is necessary for the use of Planning for site visits and GPS work and the ability for the vehicle to safely travel the K&P Trail. This vehicle would be dedicated to and used only by Planning and not county staff. The Committee discussed the options of a full lease vs. a daily lease as well noted that insurance on the vehicle would also need to be included. With respect to the Regional Transportation Management Cooperative it was noted that an invoice has already been submitted by Central and North Frontenac and close to $10,000 has been paid by South Frontenac which will be forwarded to the County. With respect to GIS, information from Taranet is downloaded and then shared with the Townships. Prior to in-house GIS there was an inability to print maps and do analysis and there was no aerial mapping in Frontenac Islands or North Frontenac, with South and Central Frontenac paying their own costs for aerial imagery. This cost has been reduced and provided by the County GIS and requests for maps continue to increase. A Letter of Intent has been signed with the Ministry for aerial mapping which will be carried out during the spring prior to foliage. Once this is complete, this information is provided to those who participate in the projects. It was noted that the GIS Specialist is presently not part of the County’s Emergency Planning Group; however is available for emergency mapping during an emergency. It is the County’s responsibility to keep this up to date to provide good planning decisions as once the Official Plan is finalized the County will be the Planning authority. With respect to the Population Modeling, an overview was provided on how this differs from the Canada Census and will break down things like cottage growth. The Long Form Census was not successful in rural Ontario and this will be crucial to the Official Plan to show that growth is not an important issue. With respect to questions of if this will affect the County’s FGT funding, staff noted that the FGT funding relies on the long form census and AMO has identified this as an issue. Lean6sigma process It was questioned if the lean 6 sigma should be done given the cost; however it was noted that the discussions at the SDOR Committee saw this as a way to identify future savings. This funding will come from the Working Fund Reserve and not the levy. Economic Development The earlier resolution was noted that reduced the Capital – transfer by $191,460 which covers the over budget this year for the trails.

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The Committee reflected on its Strategic Planning Session regarding the focus on Economic Development with the intent that staff present quarterly to Council on what has been accomplished regarding the ICSP projects that focus on Economic Development. It was noted the recent Economic Development session last year attended by the Manager of Economic Development which provided tools on how to tract output vs. outcome and staff will use this tool when bringing these reports forward. It was also suggested that focus be placed on the economic spin off regarding EORN and that people can now live in the County and work from home with the new high speed internet. The Committee recessed for lunch at 12:28 p.m. The Committee re-convened at 1:07 p.m. Emergency Management Concerns were expressed that FPS has not been brought into the loop with respect to the Fire Radio project; however there was no concern expressed by staff as they are more concerned with the overall emergency communications. Frontenac Paramedic Services The increase in WSIB is due to more than average claims which is why management gets claimants back to work on modified duties quickly. With respect to controlling absenteeism, it was noted that a program was in place but was challenged by OPSEU and the County had to work with the union to change the plan. The program was re-set on January 1 of this year it will require a full year of monitoring to see those savings. Staff continue to work on absenteeism and ways to mitigate its financial impact. With respect to the replacement of vehicles, the Committee questioned if the Ford Expedition being decommissioned could be used by Planning and could a safety check be done on the vehicle to see if it is worth retaining. Staff did confirm that these vehicles are well maintained, noting the last vehicles had over 300,000 km and all are equipped with ecosystems that reduces gas consumption by 25%. Staff advised that a report would only indicate previous issues and cannot predict what will happen in the future. ÏAction Item Staff to bring forward a report on cost of vehicle maintenance It was noted by staff that accruals of leave are managed as any paid leave entitlement is paid out by the end of March of each year. This is a funded liability. Ferry It was noted that this budget only affects Frontenac Islands and not the County and the 2 Councillors from the Islands will meet to discuss this. Ms. VanBruinessen did caution

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that any amendments to the Ferry budget would need to go through the Committee of the Whole for recommendations to full Council. Fairmount Home Staff noted that the Outside the Box funding is a onetime funding and the exercise funding is ongoing. Regarding equipment supplies and repairs, staff noted that this covers incidentals in case something small breaks such as a laundry cart. Fairmount does have reserves; however these are low cost items below $5,000. It was also noted that staff do not have the authority to take money from reserves without Council authorization. ÏAction Item Staff to bring back detailed report on what is included in this line item. With respect to controlling absenteeism, it was noted that sick time hours are on the decline at Fairmount Home and all but 8 have documented medical illnesses with the others on the discipline program. A meeting with the Administrator is the final stage in the attendance management program and that number is declining. CUPE is behind management on this and the 3% is an internal goal. Staff continue to work on absenteeism and ways to mitigate its financial impact Ontario Works Internal transfer to reserve in the amount of $23,430 is the funding that has been allocated to the Kingston Frontenac Renovates Program. It was anticipated to be $87,000; however has come in lower. Staff did caution that this does not account for any reconciliations regarding assessment which will happen in March. Social Housing No comments Library No comments Health Unit No comments Transfers to Lower Tiers and Other Agencies No comments The Committee recessed for the day at 2:59 p.m. and will reconvene on Thursday, February 5th following the regular Committee of the Whole meeting.

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The Committee reconvened on February 5th at 10:55 a.m. PRESENT:

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

REGRETS:

Janet Gutowski

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Manager of Legislative Services/Clerk; Media: Jeff Green, The Frontenac News

The meeting began with another discussion of whether staff had followed the direction of the Council motion that requested + or – 1%. It was also clarified that the Sydenham Library was supported by the County through the County applying for a grant for the construction. Staff again reiterated comments that opportunities were presented to Council during the closed session that provided for a more than 1% decrease in the budget that came directly from the SDOR report which is what the resolution had directed staff to do. With respect to the Sydenham Library this represents the depreciation value which is non cash. The County owns the library and transferring ownership to South Frontenac needs to be considered. This budget reflects the $150,000 that was brought forward from reserves to offset the levy in 2013 and this transfer is very difficult to recuperate as it represents 1.86%. Had this not have happened, the current budget would be below 1%. The Committee discussed Council’s desire to bring forward from reserves that which was placed into reserves the previous year to apply to expenses that have already been levied. Because true actual are not known until March when external partners do reconciliation, staff indicated that if Council wanted to do this, surpluses should be brought forward from 2 years previous. Report 2014-026 Corporate Services 2014 DRAFT Budget Reserve Discussion The Committee discussed setting a target amount for the FRC Working Fund reserve and reviewed the County’s 32 reserve funds noted in the report which incorporates some of the discussion of the SDOR report and includes a stabilization fund that would cover unforeseen circumstances such as changes in Ministry funding. The Committee felt that it would only focus on the FRC Working Fund Reserve, the FMT Working Fund Reserve, the FRC Stabilization/Contingency Reserve and the FRC Federal Gas Tax Reserve as the other reserves do not require attention at this time.

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Motion #: COW28-14

Moved By: Seconded By:

Councillor Inglis Deputy Warden Doyle

THAT the Working Fund Reserve be capped at $1.2M for cash flow use and the remainder be re-allocated as follows: ¾ $2,745,104 be placed in the Temporary Reserve; ¾ $324,000 be provided to the stabilization reserve for Land Ambulance (County Share) ¾ $30,000 be allocated to the 150th Anniversary in 2014 ¾ $30,000 be allocated to the 150th Anniversary in 2015 ¾ $54,246 be allocated to the FRC capital replacement reserve in 2014 ¾ $39,428 be allocated to the FRC capital replacement reserve in 2015 ¾ $55,000 be allocated for one time 2014 projects ¾ $5,000 be allocated for prior year projects in 2014 THAT the $20,000 allocation to the FRC for Land Acquisition Reserve in 2014 be eliminated THAT the FMT Working fund Reserve be re-allocated as follows: ¾ $71,169 be allocated to the FRC Capital Replacement Reserve ¾ $40,320 be allocated to prior year projects in 2014 ¾ the remainder be re-named the FRC FMT Stabilization Reserve THAT the FRC Stabilization/Contingency Reserve be re-allocated as follow: ¾ $200,000 for FRC Stabilization/Contingency Social Service and the County ¾ the remainder of $775,000 be placed in the Temporary Reserve THAT a Temporary Reserve be created CARRIED It was noted that the allocations to the FRC capital replacement reserve in both 2014 and 2015 it to mitigate bringing this onto the levy and the onetime 2014 projects would include such items as the CAO recruitment and the two lean6sigma processes. It was noted that the County currently does not have sufficient funds in the reserves to cover the Capital Asset Plan and every municipality is in the same situation. This is something being looked at by the EOWC. The Committee also discussed the option of borrowing and incurring debt as opposed to reserves so that those using the asset are the ones paying for it. Federal Gas Tax Reserve The Committee discussed sending this money back to the Townships; however the FGT was designed to find alternatives to the use of fossil fuel and the County has a responsibility to spend a portion of that money on these projects. With respect to the Trails, the County will need to find partnerships and other funding opportunities as it will Budget Meeting of the Committee of the Whole Minutes January 29, 30, February 5 and 7, 2014

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need to maintain this trail; however the Committee was supportive of the trail being completed. Motion #: COW29-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Inglis

THAT the Committee of the Whole accept the Federal Gas Tax Reserve as presented CARRIED Continuation of 2014 Draft Budget Deliberations Closed Session Motion #: COW30-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

RESOLVED THAT the Committee of the Whole enter into a closed meeting as authorized under Section 239 of the Municipal Act, to consider: a) Labour Relations – as it relates to current service and staffing levels. CARRIED Motion #: COW31-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Jones

THAT the Committee of the Whole Council rise from closed session without reporting. CARRIED It was noted that an additional savings of $25,000 or .37% was required in order to bring the budget in at a 1% increase. Staff did point out to the Committee that the change in weighted assessment had an impact of $30,000 on this year’s levy of which the County has no control. The operating budget for the County has only grown by .93%. Staff cautioned the Committee to not reduce this percentage by taking money from reserves and if savings need to be found, to levy less to the Capital Projects reserve Motion #: COW32-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

THAT staff be directed to determine a levy savings of $25,000 to be brought forward to the next budget meeting, not to be taken from reserves. CARRIED The Committee recessed at 2:50 p.m. and will reconvene on Friday, February 7 at 9:00 a.m.

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The Committee reconvened on Friday, February 7 at 9:04 a.m. PRESENT:

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

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Manager of Legislative Services/Clerk; Colleen Hickey, Manager of Human Resources

2013-028 2014 DRAFT Budget Further Reduction Motion #: COW33-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Inglis

RESOLVED THAT the Council of the County of Frontenac accept the Corporate Services – 2014 DRAFT Budget Further Reduction report; AND FURTHER Council acknowledge the potential implications related to the 2015 Budget, AND FINALY THAT Council direct the Treasurer to make the changes to the 2014 as outlined in this report. CARRIED With Agreed to Amendments

With respect to the funding allocation for Cultural Change, it was questioned what would be achieved if successful and is there a cost benefit to this. It was noted by staff that a Cultural Change does not focus on absenteeism but on management and staff working together to enhance the ambulance service that serves the public. The County of Northumberland has already been through this process and has reduced its grievances from 97 to 2, noting that it costs thousands to address a grievance. Changes in absenteeism will come from the Attendance Management program that was implemented in January. This will bring savings in future years. It was suggested that the complimentary wine at the tables be eliminated from the Wardens reception as a means of costs savings. The Committee was taken through the implications that these cuts would have on the 2015 budget. There is the potential to transfer existing reserves to capital projects; however there is a requirement that a portion of capital costs go on the levy.

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COLA UPDATE Ms. Hickey provided an overview of the consequences of providing a dollar value increase across the board as opposed to a percentage increase and provided an example of what the compression would be in certain positions as well as salaries which in some cases, were higher for unionized staff with less responsibility than their supervisors. She would like to have the opportunity to review the County’s compensation structure. Another point made by staff was that in the current situation when an employee is promoted to management the County is forced to start that employee at step 3 of the salary grid and this reduces the time that senior staff have in determining if a sufficient job is being done. The grid system is there for a purpose so that as a new supervisor gains more experience and is more proficient at the job, they have the ability to move up the grid; the grid is now becoming redundant when you have to start new supervisors at a step 3. Staff were asked to bring forward a report regarding compensation structure back to the Committee. Motion COW17-14 for report 2013-237, Administrative Services Non-Union Cost of Living Adjustment was now considered. See Page xx The following motion was deferred on Wednesday, January 29th and then considered on Friday, February 7th. December 5, 2013 Trails Advisory Committee Recommendations to County Council Motion #: COW34-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

RESOLVED THAT the Council of the County of Frontenac approve the Frontenac K&P Trail Implementation Plan – Phase 2 (Tichborne to Sharbot Lake). CARRIED Motion #: COW35-14

Moved By: Seconded By:

Councillor Davison Warden Clayton

THAT the County of Frontenac retain a third vehicle (from the FPS fleet) on a year to year basis governed by needs. CARRIED Warden Clayton declared a conflict of interest with respect to the discussion on the request from Pine Meadows for funding and refrained from the discussion.

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The Committee discussed the request from Pine Meadows for funding of $25,000 per year for the next 10 years. Moved by Inglis No seconder was received. THAT the County of Frontenac provide $10,000 be provided to Pine Meadows in 2014. The Committee did not agree to support Pine Meadows financially. Frontenac Transportation Services The Committee discussed the need by the Frontenac Transportation Services of the $10,000 that has been requested of the County. The Committee also discussed the need for transportation on Frontenac Islands which was part of the Strategic Planning discussion. It was pointed out that there are other gaps in parts of the County that require transportation services and it was felt that the funding requested by Frontenac Transportation Services is required. The Committee also discussed the need for Council to be aware of how the Frontenac Transportation Services works as well as an analysis of the types of rides provided as the County’s interest, through its Strategic Planning session, is to ensure seniors were able to get to appointments. Staff noted that there are criteria around receiving rides and although Council is focused on seniors, Frontenac Transportation Services focuses on the needs of all County residents with some riders paying full price; however the cost of rides is outside the capacity of some residents. Frontenac Transportation currently service 3 of the 4 Townships and those Townships also provide a level of funding to Frontenac Transportation Services. Staff were directed to request from Frontenac Transportation Services information on the types of rides being provided and the value being received by the County and how this service supports the County’s strategic vision for seniors. 7.

RISE AND REPORT

Motion #: COW36-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

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

COMMUNICATIONS – Nil

NOTICE OF MOTION – Nil

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OTHER BUSINESS – Nil

PUBLIC QUESTION PERIOD – Nil

ADJOURNMENT

Motion #: COW37-14

Moved By: Seconded By:

Councillor Inglis Councillor Davison

THAT the meeting be hereby adjourned on Friday, February 7th at 10:33 a.m. CARRIED

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MINUTES OF THE MEETING OF THE COMMITTEE OF THE WHOLE February 5, 2014 A meeting of the Committee of the Whole was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, February 5, 2014 at 9:00 AM PRESENT:

Warden Bud Clayton, Deputy Warden Denis Doyle, Councillors Gary Davison, David Jones, John Purdon, John McDougall, and John Inglis (9:07 a.m.)

REGRETS:

Councillor Janet Gutowski

ALSO PRESENT:

County: Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer; Paul Charbonneau, Director of Emergency & Transportation Services; Julie Shillington, Administrator-Fairmount Home; Jannette Amini, Manager of Legislative Services/Clerk. Media: Jeff Green, The Frontenac News and Craig Backay, Frontenac EMC

CALL TO ORDER

The Chair called the meeting to order at 9:02 a.m. 2.

ADOPTION OF AGENDA

Motion #: COW38-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

THAT the agenda for the February 5, 2014 Committee of the Whole Meeting be adopted. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Warden Clayton declared a Pecuniary Interest with respect to the Deputation by Pine Meadows as he sits on the Board of Directors of the Land O‘ Lakes Community Services and is the Chair of the Pine Meadows Management Committee. Meeting of Committee of the Whole Minutes February 5, 2014

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Warden Clayton exited the room. 4.

DEPUTATIONS AND/OR PRESENTATIONS Ms. Betty Hunter and Ms. Bonnie George, Pine Meadows Nursing Home.

Ms. Hunter addressed the Committee of the Whole regarding the request by Pine Meadows for funding from the County of Frontenac. She did point out that the County’s draft Official Plan identifies Pine Meadows as a privately owned home which is incorrect as it is a community owned home and the Planning Department has been advised of this. She provided an overview of the PowerPoint presentation which was attached to the agenda. To questions from the floor, Ms Hunter confirmed that Lennox and Addington County have committed $25,000 per year for ten years to Pine Meadows and that this is a unionized facility with the Steel Workers Union. Absenteeism as of December 2013 was 7% which is low for this facility; however Ms. George felt that 5% would be an achievable goal. The Chair indicated that the request from Pine Meadows should be addressed during budget deliberations and Strategic Planning discussions. Warden Clayton re-entered the room. 5.

CLOSED MEETING

Motion #: COW39-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

RESOLVED THAT the Committee of the Whole enter into a closed meeting as authorized under Section 239 of the Municipal Act, to consider: a) labour relations regarding advice that is subject to solicitor-client privilege, with County Solicitor Mark Mason, Hicks Morley, in attendance. b) Employee negotiations regarding contract negotiations with CUPE 2290 CARRIED Motion #: COW40-14

Moved By: Seconded By:

Councillor Davison Deputy Warden Doyle

THAT the Committee of the Whole Council rise from closed session without reporting. CARRIED Meeting of Committee of the Whole Minutes February 5, 2014

Committee of the Whole Meeting Minutes Dated:

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REPORTS Consideration of applications submitted for appointment to the Sustainability Advisory Committee (2 Appointments) [Applications were distributed separately from the agenda.]

Motion #: COW41-14

Moved By: Seconded By:

Deputy Warden Doyle Councillor Davison

BE IT RESOLVED THAT Barrie Gilbert and Tracy John be appointed to the Sustainability Advisory Committee; AND FURTHER THAT By-law 2013-0020 be amended accordingly. CARRIED Deputy Warden Doyle noted at present, there is no representation on the Sustainability Advisory Committee from Frontenac Islands. Warden Clayton identified the need for females in politics and felt that female representation on the Committee was also required. Each member of Council was provided with 2 votes and following the voting the highest votes were received by Barrie Gilbert and Tracy John, both with 5 votes. Integrated Accessibility Standards Regulation (IASR) Council Training Session Ms. Amini, Manager of Legislative Services/Clerk, facilitated this training session. Please refer to the Committee of the Whole Budget Meeting Minutes. Continuation of Budget Meeting Deliberations Closed Session As authorized under Section 239 of the Municipal Act to consider: a) Labour Relations - as it relates to current service and staffing levels

The minutes of this portion of the meeting may be found in the Committee of the Whole Budget meeting minutes of January 29, 30, February 5 and 7, 2014. 7.

RISE AND REPORT

Meeting of Committee of the Whole Minutes February 5, 2014

Committee of the Whole Meeting Minutes Dated:

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COMMUNICATIONS Minutes of the January 8, 2014 Committee of the Whole Meeting.

NOTICE OF MOTION

OTHER BUSINESS

PUBLIC QUESTION PERIOD

ADJOURNMENT

The regular portion of the Committee of the Whole meeting adjourned at 10:50 a.m. and re-convened at part of the Committee of the Whole Budget Deliberations.

Meeting of Committee of the Whole Minutes February 5, 2014

Committee of the Whole Meeting Minutes Dated:

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COMMITTEE OF THE WHOLE REPORT TO COUNTY COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Manager of Legislative Services/Clerk

Date prepared:

February 7, 2014

Date of meeting:

February 19, 2014

Re:

Committee of the Whole Report to County Council

All items listed on the Committee of the Whole Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Committee of the Whole Report to be separated from that motion and considered separately, whereupon the Committee of the Whole Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. Recommendations a) 2014-008 Corporate Services Cost Recovery for Planning Services RESOLVED THAT the County of Frontenac continue with the current billing practice until the end of 2014 when more quantitative evidence will be available with regard to the time spent by the County working on Township-specific planning projects. b) 2014-009 Corporate Services Frontenac K&P Trail Development Year-End Report RESOLVED THAT the Council of the County of Frontenac authorize a transfer from the Federal Gas Tax reserve of a total of $191,460 to cover the additional capital cost in 2013.

Committee of the Whole – Report to County Council January 29, 30, February 5, 7, 2014

Report of the Committee of the Whole

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c) 2013-237 Administrative Services Non-Union Cost of Living Adjustment RESOLVED THAT the Council of the County of Frontenac authorize a non-union salary increase at a specific dollar amount increase based on the average non-union salary. d) 2014-013 Corporate Services Non Union Benefits RESOLVED THAT the Council of the County of Frontenac authorize the increase of the current non-union benefits to reflect those offered to the OPSEU bargaining unit; AND FURTHER THAT the Council of the County of Frontenac authorize staff to review the non-union benefits yearly to ensure they are consistent and fair and adjust the non-union benefits if needed to maintain this equity. e) Appointments to the Sustainability Advisory Committee BE IT RESOLVED THAT Barrie Gilbert and Tracy John be appointed to the Sustainability Advisory Committee; AND FURTHER THAT By-law 2013-0020 be amended accordingly. f) Report 2013-026 Corporate Services – 2014 DRAFT Budget Reserve Discussion THAT the Working Fund Reserve be capped at $1.2M for cash flow use and the remainder be re-allocated as follows: ¾ $2,745,104 be placed in the Temporary Reserve; ¾ $324,000 be provided to the stabilization reserve for Land Ambulance (County Share) ¾ $30,000 be allocated to the 150th Anniversary in 2014 ¾ $30,000 be allocated to the 150th Anniversary in 2015 ¾ $54,246 be allocated to the FRC capital replacement reserve in 2014 ¾ $39,428 be allocated to the FRC capital replacement reserve in 2015 ¾ $55,000 be allocated for one time 2014 projects ¾ $5,000 be allocated for prior year projects in 2014 THAT the $20,000 allocation to the FRC for Land Acquisition Reserve in 2014 be eliminated THAT the FMT Working fund Reserve be re-allocated as follows: ¾ $71,169 be allocated to the FRC Capital Replacement Reserve ¾ $40,320 be allocated to prior year projects in 2014 ¾ the remainder be re-named the FRC FMT Stabilization Reserve Committee of the Whole – Report to County Council January 29, 30, February 5, 7, 2014

Report of the Committee of the Whole

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THAT the FRC Stabilization/Contingency Reserve be re-allocated as follow: ¾ $200,000 for FRC Stabilization/Contingency Social Service and the County ¾ the remainder of $775,000 be placed in the Temporary Reserve THAT a Temporary Reserve be created to be dealt with a future date. g) December 5, 2013 Trails Advisory Committee Recommendations to County Council RESOLVED THAT the Council of the County of Frontenac approve the Frontenac K&P Trail Implementation Plan – Phase 2 (Tichborne to Sharbot Lake).

Committee of the Whole – Report to County Council January 29, 30, February 5, 7, 2014

Report of the Committee of the Whole

Page 3 of 3

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AgendaItem#12e)

COMMITTEE OF THE WHOLE REPORT TO COUNTY COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Manager of Legislative Services/Clerk

Date prepared:

February 7, 2014

Date of meeting:

February 19, 2014

Re:

Committee of the Whole Report to County Council Adoption of the 2014 Budget

Recommendation a)

2014-011 Corporate Services 2014 Draft Budget RESOLVED THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2014 Budget as amended to a 1.0% increase after growth. (Amendments to the original budget may be found in the Budget Minutes of the Committee of the Whole meeting dated January 29, 30, February 5 and 7, 2014.)

Committee of the Whole – Report to County Council January 29, 30, February 5, 7, 2014

Report of the Committee of the Whole

Page 1 of 1

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AgendaItem#13a)

MINUTES Regular Meeting #2013-10 Kingston Frontenac Public Library Board December 11, 2013 - 4:00 PM Delahaye Room, Central Library

Present: Barbara Aitken, Paige Cousineau (arrived at 4:10 PM), Patricia Enright (Chief Librarian/CEO), Ralph Gatfield, Wilma Kenny, Councillor Jim Neill, Floyd Patterson, Claudette Richardson (Chair), Somnath Sinha, Monica Stewart Staff Present: Doug Brown (Director, Facilities & Projects), Laura Carter (Manager, Branch Operations), 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: Councillor John Purdon, Erik Knutsen Guests: Lori O’Connor (CUPE Local 2202)

1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:00 PM.
2. ADOPTION OF THE AGENDA Item 9.1 will be brought forward to the January 2014 meeting. The agenda was accepted with the one change.
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 #2013-09 held November 27, 2013 2013-61 SINHA - PATTERSON That the minutes of Regular Meeting #2013-09 of the Kingston Frontenac Public Library Board held November 27, 2013 be approved as circulated. CARRIED CONSENT AGENDA
5. INFORMATION ITEMS 5.1 Correspondence / Information Received and Sent There was no correspondence to report on.
6. MONITORING REPORTS 6.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) 6.2 End of Year Review (Ends Report / Celebrate Year End Successes) (report attached)

Kingston Frontenac Library Board Update - Councillor Purdon

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Minutes of Regular Meeting #2013-10 held December 11, 2013 Kingston Frontenac Public Library Board

Page 2

7. Motion to Accept Consent Agenda 2013-62 GATIFELD – AITKEN To accept the Consent Agenda, thereby accepting the materials on the consent agenda. CARRIED ACTION AGENDA
8. Business Arising from the Minutes 8.1 Update: Strategic Plan Ms. Enright reported that the Strategic Plan document is being formatted and that we are moving ahead with the communication plan.
9. Action Items 9.1 Chief Librarian’s Performance Review This will be brought forward to the January 2014 board meeting. OTHER BUSINESS A laminated copy of OLBA’S Leadership by Design Cut to the Chase Ontario public library governance at-a-glance was distributed to each board member at the meeting. This is the most up-to-date version of the document which was revised in the fall of 2012. It is also available electronically on their website. Ms. Enright reported that Central library will be closed on Friday, December 20 due to a planned power outage. Ms. Enright was happy to report on the success of the Austentation Ball. She thanked Ms. Richardson for attending the Ball, and has received many complimentary and positive emails from people who attended, many asking if we would be offering something similar again.
10. 2014 Annual Work Plan The updated work plan was distributed and will be posted to the board portal.
11. OLA Super Conference – January 29 - February 1, 2014 People attending the Super Conference were encouraged to attend the Public Library Awards Gala. KFPL has been short listed for two public library service awards and Lester Webb will be presented with the W. J. Robertson Medallion.
12. NEXT MEETING DATE AND ADJOURNMENT The next regular Board Meeting will be held at 4:00 PM, Wednesday, January 22, 2014, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 4:15 PM.

Claudette Richardson, Chair

Kingston Frontenac Library Board Update - Councillor Purdon

Mary Glenn, Recording Secretary

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AgendaItem#13b)

KFL&A Public Health Board Update - Councillor Clayton

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KFL&A Public Health Board Update - Councillor Clayton

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KFL&A Public Health Board Update - Councillor Clayton

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KFL&A Public Health Board Update - Councillor Clayton

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KFL&A Public Health Board Update - Councillor Clayton

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KFL&A Public Health Board Update - Councillor Clayton

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AgendaItem#15a)

Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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Accounts Listing for the Period of: January 11, 2014

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AgendaItem#16a)

New Leaf Link (NeLL) Application for Ontario Trillium Foundation Grant: Submission deadline 1 March 2014 This communication is part of a request to write a letter of support to be submitted online with New Leaf Link’s (NeLL’s) Ontario Trillium Foundation (OTF) grant application. Either a hardcopy letter on your letterhead or an electronic file from your institution sent to NewLeafLink@xplornet.com would be most appreciated. Ideally, NeLL’s OTF grant application will be submitted in the last week of February 2014. An OTF grant could support the NeLL program for up to five years, i.e., this is a large grant. Although an organization could receive $75,000 per year for up to five years, last year the average grant in the Quinte, Kingston, Rideau region amounted to about $49,000 per year. If NeLL were to succeed in winning a grant, the start time for projects would be 1 January 2015. As background to help in writing a letter of support, NeLL is applying for a multi-year grant that will be submitted under the “Human and Social Services” sector (with overlapping aims in “Arts & Culture” and “Sports & Recreation”). Priorities in each of these sectors mention people with disabilities specifically with emphases on affording “access” to socio-cultural participation and enhancing community inclusion. These objectives offer an excellent fit with NeLL’s mission to promote the community inclusion of adults with developmental disabilities. Key phrases from the OTF sector priorities as listed on the web site www.otf.ca include support for proposals that: • provide “access to social participation in community life”; • “support the capacity of an organization to adapt, innovate, collaborate to embrace sustainable ways of working together to achieve better outcomes”; • “foster networks and intermediary organizations …to better effect change on issues identified by the community”; • “develop more resilient communities”; • support “initiatives that mobilize a community to effect positive change”; and • support “higher quality active living programs”. Over the past 5 years, NeLL has created an organization from the ground up and NeLL has provided diverse opportunities for community participation and access to a variety of teacher-mentors, volunteers, settings, and cultural institutions. Further, the NeLL program is offered in one rural area that had hitherto provided no services for adults with developmental disabilities. Instructional development of NeLL projects has from inception emphasized high quality active living activities for disabled adults

10 January 2014

Request for Letter of Support

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AgendaItem#16a)

in the areas of the arts, information technology, nutrition, and physical education, all areas of interest to OTF. The OTF web site also itemizes the following “strategic enablers,” i.e., key dimensions that strengthen proposals: (a) capacity building; (b) innovation; (c) civic engagement; (d) collaboration; (e) inclusion; and (f) responding to local contexts. Our local branch of OTF favours projects that: (a) maintain or adapt multi-use facilities; (b) promote a healthy lifestyle; (c) involve skill development; (d) help rural organizations overcome challenges; (e) are for people with disabilities; (f) involve collaboration across sectors and generations; and (g) identify new sources of revenue and decrease long-term costs for organizations. NeLL’s successes could be described using any or all of the keywords mentioned above. OTF offers grants for operating, project, and/or capital costs. NeLL is applying for operating costs to pay part-time independent workers to develop new and innovative projects for NeLL students. An OTF grant will help NeLL consolidate its contribution to the community; build capacity by widening its current social network of teachers, mentors, guests, students, and support workers; spur innovative new projects; and sustain its current high level of program quality that enriches the lives of students and their families. Specifically, NeLL is applying for funds to pay:

1. A Project Manager to initiate and oversee multiple projects, seek complementary grants, and coordinate any grant by managing funds, evaluations, and reports: $40/hr x 10hrs per wk x 40 weeks per yr or $16,000 per year
2. An Adapted Technology Teacher/Consultant to offer an additional day of programming to dovetail technology supports with NeLL projects: $60/hr x 10hrs per wk x 40 wks or $24,000 per year NB. Although students will be invited to attend one additional day of classes per week, i.e. 5 additional hours per week, the Teacher/Consultant will require time outside class to prepare lessons and problem-solve technical issues that arise when students transfer learning at NeLL to daily living.
3. Two (2) Personal Support Workers (PSWs) to guarantee educational supports: $20/hr x 5 hrs/da x 2 da/wk x 36 wks x 2 people or $14,400 per year
4. A Teacher versed in Adapted Education to train PSWs at NeLL (i.e., during the extra adapted technology day of programming) and any volunteers who are interested: $60/hr x 2hrs/da x 1 da/wk x36 wks or $4320 per year

10 January 2014

Request for Letter of Support

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AgendaItem#16a)

NeLL’s business model of offering honoraria to part-time independent teachers/mentors/artists is linked to the local rural context of sparse, intermittent, or primarily entrepreneurial employment environments. However, NeLL’s model is also innovative and flexible in accommodating evolving project needs, thereby offering a mechanism to broaden its social network of community supporters, volunteers, and friends (i.e., any given project might involve 2 teacher/mentors and 3 or 4 volunteers). Thus far, we have attracted 3 artist-mentors, 3 professional musicians, 2 retired teachers, and 2 certified teachers who are self-employed. NeLL is proud to have attracted and retained 11 volunteer Board members, and 7 volunteers who assist regularly in educational projects. NeLL also operates successfully within the challenging context of adults with developmental disabilities. Caregivers of such people have limited opportunities for gainful employment, and disabled individuals themselves often experience physical, mental, geographic, and economic barriers to full-time participation in any kind of activity. Many adults with disabilities are unable to engage in the business world’s standards of full-time engagement, for a number of reasons, not least of which relate to lack of funding to support full time activities—even part-time activities, in some cases. However, NeLL’s responsiveness to this context (thus far offering 10 hours per week of meaningful activity, charging low program fees, and not charging for days absent) means that caregivers are permitted some respite, they have opportunities to seek out part-time employment, and payment for NeLL is feasible. Most of all, though, members of NeLL are respectful and understanding of differences and individual needs, so caregivers have confidence that their adult children are in good hands. Together students, volunteers, teacher-mentors, and support workers at NeLL have established a viable and sustainable community, one that is deserving of OTF support. For the past 5 years, NeLL has provided leadership in one rural community by creating innovative and resilient projects for adults with disabilities—some of whom deal with severe disabilities. In that time, NeLL has cultivated strong relationships with the Parish of Loughborough, Frontenac County, the Iron Maidens, Service Clubs such as the Harrowsmith Women’s Institute, the Harrowsmith Oddfellows & Rebekahs, Portland Community Caring, St. Patrick’s Council, Sydenham Lions Club, and the broader community via www.newleaflink.ca, along with the many local businesses and individuals who donate to NeLL regularly. Moving forward into the next five years of operation, NeLL aims to maintain and deepen existing relationships and nurture the natural relationship we might have with Sydenham High School (SHS). Our hope is to collaborate and build reciprocities on projects with SHS that promote socio-cultural, fitness, and other educational exchanges with school-to-community students, especially those who are about to transition. OTF funding will ensure that NeLL continues to build momentum to broaden its

10 January 2014

Request for Letter of Support

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community and have the capacity to build strong natural partnerships over the long term. Please feel free to telephone 613-374-3451 or email kg.steiner@xplornet.com to discuss NeLL’s application. Sincerely, Karin G. Steiner Executive Director New Leaf Link (NeLL) 613-374-3451 kg.steiner@xplornet.com

10 January 2014

Request for Letter of Support

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AgendaItem#18a)

TOWNSHIP OF FRONTENAC ISLANDS Resolution January 13. 2014 No. / ~

G-l ).

Moved by Seconded by

That Council appoint Wayne Grant to sit on the County of Frontenac’s Seniors Housing Task Force to represent the Township of Frontenac Islands.

/

Confirmation of Appointment to the Seniors Housing Task

Carried

Lost

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AgendaItem#18a)

TOWNSHIP OF SOUTH FRONTENAC P.O. Box 100 4432 George Street Sydenham, Ontario, KOH2TO

Telephone 376-3027/1-800-559-5862 FAX (613) 376-6657 E-mail: worr@southfrontenac.net

February 5, 2014

{ RECEIVED County of Frontenac 2069 Battersea Road Glenburnie, Ontario KOH 1S0 Attention: Jannette Amini, Acting Clerk Re:

fEB , } 2}'~

t CounY

ot Frontenac

1

Seniors Housing Task Force

Dear Jannette: The Council of the Corporation of the Township of South Frontenac passed the following resolution at their meeting held February 4th , 2014: “THAT Council appoint Councillor Pat Barr to the Seniors Housing Task Force as established by the County of Frontenac. Carried.” The contact information for Ms. Pat Barr is noted below: 1793 Green Bay Rd RR2 Godfrey ON KOH HO (613) 273-5356 atbarr1@aol.com

WOam

Confirmation of Appointment to the Seniors Housing Task

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AgendaItem#20a)

BY-LAW NO. 2014-0005 OF THE CORPORATION OF THE COUNTY OF FRONTENAC Being a by-law to amend By-law No. 2013-0017 (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 on May 2, 2013, the Council of the County of Frontenac adopted By-law No. 2013-0017, 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; AND WHEREAS the Council of the Corporation of the County of Frontenac at its regular meeting held February 19, 2014 deems it expedient to amend By-law 20130017: NOW THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the County of Frontenac deems it expedient to enact the following amendment to the 2013 County of Frontenac budget as follows: 1.

THAT a transfer from reserves be included in the 2013 budget as follows: Expenditures:

1. Increase in the operating budget for the K&P Trail

$191,460

Revenue: Transfer from the Federal Gas Tax reserve

$191,460

THAT this By-law shall come into force and take effect as of the date of final passing thereof.

Read a First and Second Time this 19th day of February, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 19th day of February, 2014. The Corporation of the County of Frontenac

Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

County of Frontenac By-law No. 2014-0005 - To Amend By-law No. 2013-0017 (2013 Budget) February 19, 2014

By-law No. 2014-0005 - To amend the 2013 Budget By-

Page 1 of 1

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AgendaItem#20b)

BY-LAW NO. 2014-0006 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt the estimates for the sums required during the year 2014 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 2014 certain sums; AND WHEREAS all property assessment rolls on which the 2014 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 2014 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 by-law; AND WHEREAS the tax ratios and tax rate reductions for prescribed property subclasses on the aforementioned property for the 2014 taxation year have been set out in County of Frontenac By-law Number 2014-0002 passed by Council on the 15th day of January, 2014; AND WHEREAS the tax rates on the aforementioned “Residential/Farm Assessment”, “Multi-Residential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment” (where applicable), “Farmlands Assessment” and “Managed By-law No. 2014-0006 – To Adopt the 2014 Budget February 19, 2014

By-law No. 2014-0006 - To Adopt 2014 Budget

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AgendaItem#20b)

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 2014 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 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.

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 2014, 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 2014 for the purposes of the County of Frontenac.

THAT for the year 2014 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-ofWay 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.

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

By-law No. 2014-0006 – To Adopt the 2014 Budget February 19, 2014

By-law No. 2014-0006 - To Adopt 2014 Budget

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AgendaItem#20b)

Read a First and Second Time this 19th day of February, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 19th day of February, 2014.

The Corporation of the County Of Frontenac

Denis Doyle, Deputy Warden

By-law No. 2014-0006 – To Adopt the 2014 Budget February 19, 2014

By-law No. 2014-0006 - To Adopt 2014 Budget

Jannette Amini, Acting Clerk

Page 3 of 3

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AgendaItem#20c)

BY-LAW NO. 2014-0007 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law No. 2013-0020 (to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings) as it relates to appointments to Committees WHEREAS Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended (the Act) provides that Council shall pass a procedure by-law for governing the calling, place and proceedings of meetings; AND WHEREAS By-law No. 2013-0020, being a bylaw to provide for governing the proceedings of the Council and its committees, the conduct of members and the calling of meetings, was adopted by the Council of the Corporation of the County of Frontenac on May 15, 2013; AND WHEREAS By-law No. 2013-0020 allows Council to establish Committees, their memberships, mandates and reporting practice, with said committees forming part of By-law 2013-0020 as Schedule B; AND WHEREAS The Corporation of County of Frontenac deems it expedient to amend By-law No. 2013-0020 as it relates to the appointments to the Seniors Housing Task Force and the Sustainability Advisory Committee: NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac hereby enacts as follows:

1. THAT Schedule B to By-law 2013-0020 be amended as follows: i. Schedule B-6 Seniors Housing task Force be amended to add Wayne Grant as the Councillor representing Frontenac Islands and Pat Barr as the Councillor representing the Township of South Frontenac; ii. Schedule B-3 Sustainability Advisory Committee be amended to remove Ron Hipfner as a community representative and add Barrie Gilbert and Tracy John as community representatives.
2. THAT this amending by-law shall come into force and take effect on the date of final passing.

By-law No. 2014-0007 – To Amend By-law No. 2013-0020 (Council and Committee Procedural By-law) as it relates to appointments to Committees February 19, 2014 Page 1 of 2

By-law No. 2014-0007 - To Amend By-law 2013-0020

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AgendaItem#20c)

Read a First and Second Time this 19th day of February, 2014. Read a Third Time, Signed, Sealed and Finally Passed this 19th day of February, 2014.

The Corporation of the County of Frontenac

Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0007 – To Amend By-law No. 2013-0020 (Council and Committee Procedural By-law) as it relates to appointments to Committees February 19, 2014 Page 2 of 2

By-law No. 2014-0007 - To Amend By-law 2013-0020

Page 254 of 258

AgendaItem#20d)

BY-LAW NO. 2014-0008 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt a policy outlining the circumstances in which the County of Frontenac shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given. WHEREAS Section 270(1) of the Municipal Act, 2001, S.O. 2001 as amended (the Act) provides that a municipality shall adopt and maintain a policy with respect to the circumstances in which the municipality shall provide notice to the public and, if notice is to be provided, the form, manner and times notice shall be given; AND WHEREAS it is deemed advisable to establish minimum notice requirements for those actions for which notice requirements are not prescribed under the provisions of the Act or its regulations; AND WHEREAS the Council of the County of Frontenac adopted By-law No. 20070040 on November 21, 2007, being a by-law to prescribe the form and manner and times for the provision of public notice; AND WHEREAS the Council of the County of Frontenac deems it expedient to repeal By-law No. 2007-0040; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac hereby enacts as follows: 1.

THAT Council hereby adopts the attached Public Notice Policy being Schedule “A” to this by-law.

THAT By-law No. 2007-0040 is hereby repealed.

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

Read a First and Second Time this 19th day of February, 2014. Read a Third Time, Signed, Sealed and Finally Passed this 19th day of February, 2014. The Corporation of the County of Frontenac Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

County of Frontenac Public Notice Policy – By-law No. 2014-0008 February 19th, 2014 Page 1 of 2

By-law No. 2014-0008 - To Adopt a Public Notice Policy

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AgendaItem#20d)

Schedule “A” to By-law No. 2014-0008

County of Frontenac Public Notice Policy – By-law No. 2014-0008 February 19th, 2014 Page 2 of 2

By-law No. 2014-0008 - To Adopt a Public Notice Policy

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AgendaItem#20e)

BY-LAW NO. 2014-0009 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on February 19, 2014 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:

1. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on February 19th 2014 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
2. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on February 19th 2014 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
3. THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on February 19th 2014 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law. By-law No. 2014-0009 – To confirm all actions and proceedings of County Council on February 19, 2014 Page 1 of 2

By-law No. 2014-0009 Confirmation of Proceedings

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AgendaItem#20e)

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 19th day of February 2014. Read a Third Time and Finally Passed, Signed and Sealed this 19th day of February

The Corporation of the County of Frontenac

Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0009 – To confirm all actions and proceedings of County Council on February 19, 2014 Page 2 of 2

By-law No. 2014-0009 Confirmation of Proceedings

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