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

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County Council Meeting – Regular Meeting March 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) Adoption of the March 19, 2014 Regular Meeting of Council

3. DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

4. ADOPTION OF MINUTES 13-24

a) Adoption of the February 19, 2014 County Council Regular Meeting Minutes

5. DEPUTATIONS AND/OR PRESENTATIONS
6. CLOSED MEETING a) As authorized under Section 239 of the Municipal Act to consider:

(a) a proposed or pending acquisition or disposition of land - as it relates to Rights of Way over the K&P Trail (b) Adoption of the January 15, 2014 County Council Closed Meeting Minutes (c) Adoption of the January 29, 2014 Committee of the Whole Closed Budget Minutes

7. BRIEFINGS a) Paul Charbonneau, Chief/Director of Emergency & Transportation Services

will brief County Council on Community Paramedicine in Ontario - the Six Million Dollar Investment Initiative.

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Page 8. UNFINISHED BUSINESS 9. COMMUNICATIONS 25-49

a) 2014-030

Communications of Interest to Council:

10. COMMUNICATIONS FOR ACTION 50-53

a) March 5, 2013

AMO Request for Support: Joint and Several Liability WHEREAS nearly 200 municipalities supported a motion introduced by Randy Pettapiece, MPP for Perth-Wellington which called on the Government of Ontario to reform joint and several liability and to implement a comprehensive, long-term solution no later than June 2014; AND WHEREAS the Ministry of the Attorney General is now consulting municipalities and the legal community on a comprehensive long-term solution, which includes reviewing three models, those being a Saskatchewan model, a Multiplier model and a Combined model; AND WHEREAS AMO supports the adoption of the “Combined Model” which places some reasonable limits on the damages that may be recovered from a municipality under limited circumstances: THEREFORE BE IT RESOVED THAT the Council of the County of Frontenac authorize the Clerk to issue a letter on behalf of the County of Frontenac to the provincial government advising of the County of Frontenac’s support for a Combined model; AND FURTHER THAT a copy of this resolution and the letter be forwarded to the Honourable Kathleen Wynne, Premier of Ontario, the Honourable John Gerretsen, Attorney General, the Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing and the Association of Municipalities of Ontario (AMO) b) March 3, 2014

EOWC Request for Support: Bill 34 - Highway Traffic Statute Amendment Act

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Page 10. COMMUNICATIONS FOR ACTION WHEREAS Bill 34, the Highway Traffic Statute Law Amendment Act would assist municipalities, including many across rural Eastern Ontario, in recovering millions of dollars in unpaid provincial offences fines;

AND WHEREAS Bill 34 would also deny license plates for unpaid fines related to violations such as speeding, careless driving and driving with no insurance; AND WHEREAS Bill 34 would also make it easier for municipalities to pursue out-of-province drivers that are issued a fine under the Provincial Offences Act; AND WHEREAS Bill 34 was introduced in the Ontario Legislature in March 2013 with support from all three parties but has not yet received second reading: THEREFORE BE IT RESOLVED THAT the Council of the County of Frontenac authorizes the Clerk to issue a letter to the Honourable Glen Murray, Minister of Infrastructure and Transportation requesting that the provincial government take whatever action necessary in concert with the Opposition parties to ensure that Bill 34 gets through the Legislature and given Royal Assent in the current session. AND FURTHER THAT a copy of the letter be forwarded to the City of Kingston, the Honourable Kathleen Wynne, Premier of Ontario, the Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing, Andreas Horwath, NDP Leader, Tim Hudak, PC Leader and the EOWC. 54-58

c) Request from the EOWC and AMO

Standing Committee on Bill 69 WHEREAS Bill 69, The Prompt Payment Act 2013, a Private Members Bill proposed by Liberal MPP Steven Del Duca has been referred to the Standing Committee on Regulations and Private Bills of the Ontario Legislature; AND WHEREAS this legislation will have significant impacts on a municipalities ability to manage taxpayer funds prudently in construction and infrastructure contracts and if passed could negatively impact municipalities, other public sector organizations, provincial government ministries and agencies as well as potentially residents and homeowners; AND WHEREAS Bill 69 will limit the County’s ability to contract for the best

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Page 10. COMMUNICATIONS FOR ACTION

payment arrangements to safeguard public funds in each construction project it manages as it imposes unrealistic and imprudent timelines for payment and review work and certify payments; limits the ability to hold back reserves for warranty and maintenance; and does not reflect the complex nature of financial arrangements under large infrastructure projects THEREFORE BE IT RESOLVED THAT the County of Frontenac authorize the Clerk to send a letter on behalf of the County of Frontenac requesting that Bill 69, The Prompt Payment Act 2013, be amended to allow municipalities to continue to exert prudent stewardship over public financial resources by: Reflecting more realistic timelines for payments in infrastructure projects; Allowing time for due diligence before accepting work and certifying payments; and Allow payments to continue to be tied to project milestones. AND FURTHER THAT a copy of the letter be forwarded to Steven Del Duca, MPP, Parliamentary Assistant to the Minister of Finance, the Honourable Kathleen Wynne, Premier of Ontario, the Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing, Andrea Horwath, NDP Leader, Tim Hudak, PC Leader and Members of the Standing Committee on Regulations and Private Bills 59

d) Request for Proclamation

Annual United Way Success By 6 Week THAT the Council of the County of Frontenac do hereby proclaim the week of May 3, 2014 as United Way Success By 6 Week. 60

e) Request for Proclamation

Volunteer Week THAT the Council of the County of Frontenac do hereby proclaim the week of April 6 to 12, 2014 as Volunteer Week. 11. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 61-62

a) 2014-035

Fairmount Home OANHSS Annual Convention

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Page 11. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

Recommendation RESOLVED THAT Council of the County of Frontenac authorize the Fairmount Assistant Director of Care to attend the OANHSS Convention in Toronto from April 28 to 30, 2014. 63-64

b) 2014-037

Corporate Services 2014 Temporary Borrowing Bylaw Recommendation RESOLVED THAT Council of the County of Frontenac accept the Financial Services – 2014 Temporary Borrowing Bylaw report; AND FURTHER direct the Clerk to introduce a by-law later in the meeting to authorize current borrowings from time to time during 2014. 65-66

c) 2014-039

Emergency Services Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services report for information; AND FURTHER the Council of the County of Frontenac support the Chief of Paramedic Services’ election to the Executive of the Paramedic Chiefs of Canada for the period of June 13, 2014 to June 12, 2015. 67-69

d) 2014-040

Emergency and Transportation Services 2013 Legislated Response Time Standard Reporting to MOHLTC Recommendation

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Page 11. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC for information, AND FURTHER THAT the 2013 Response Time Standard Performance Plan outcomes for the County of Frontenac be reported to the Director, Emergency Health Services Branch, Ministry of Health and Long term Care as required by legislation. 70-71

e) 2014-042

Emergency and Transportation Services Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014 Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014 report; AND FURTHER THAT the Council of the County of Frontenac authorize FPS staff to attend conferences as outlined in the report. 72-80

f) 2014-044

Corporate Services Review of the Customer Service Standard Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Review of the Customer Service Standard report; AND FURTHER THAT the Council of the County of Frontenac direct staff to submit the comments as outlined in the report to the Accessibility Directorate of Ontario. 81-83

g) 2014-047

Corporate Services Attendance at Annual Conferences

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Page 11. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Attendance at Annual Conferences report; AND FURTHER THAT the Council of the County of Frontenac authorize the following staff to attend the following conferences in 2014: Peter Young, Community Planner - Ontario East Municipal Conference – Kingston – September 9th to 11th – no accommodation/travel required Angelique Tamblyn, Executive Assistant to the Director of Corporate Services - AMCTO Annual Conference – Niagara Falls – June 8th to 11th – shared accommodation and travel Joe Gallivan, Manager of Sustainability Planning - Ontario East Municipal Conference – Kingston – September 9th to 11th – no accommodation/travel required (This conference is in addition to the 1 conference per year that Managers are able to attend)

84-108

109-113

12. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only. a) 2014-027 Corporate Services Disability Management Audit

b) 2014-031

Corporate Services Amendments to the Ontario Building Code

114-144

c) 2014-032

Fairmount Home 2013 4th Quarter Consolidated Statistical Update

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Page

145-153

154-168

12. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT) All items listed on the Information Reports from the Chief Administrative Officer are for information only. d) 2014-033 Emergency and Transportation Services Robertsville Station Construction Progress Report # 5

e) 2014-036

Corporate Services 2014 Vendor of Record List

169-173

f) 2014-0041

Corporate Services – Sustainability Frontenac Corridor – Public Works Managers Project Update #1

174-181

g) 2014-043

Corporate Services 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees

182-186

h) 2014-0046

Corporate Services February Monthly Attendance Report Card

13. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL 187-191

a) March 5, 2014 Committee of the Whole Meeting Minutes

192

b) March 5, 2014 Committee of the Whole Report to Council

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

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Page 13. ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL

Report of the Committee of the Whole a) 2014-029 Corporate Services Performance Concepts County of Frontenac Strategic Plan Draft Report 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 at the March 5, 2014 Committee of the Whole meeting as follows: Goal 1 – Aging Population Change the goal for a 5 unit project to just a project Goal 3 – Good Government and Controllership Amend the wording as follows: Recognizing that there is one rate payer and recognizing the burden of property taxes and also recognizing the importance of financial sustainability and the value of long term financial planning of the County and the Townships, Council agrees to prioritize support to economic development objectives of employment/revenue generation and to support continued efforts to rationalize costs across the Townships and County. Appendix A to the Strategic Plan will be removed 14. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES 193-195

a) Kingston Frontenac Library Board Update - Councillor Purdon

196-202

b) KFL&A Public Health Board Update - Councillor Clayton

c) RULAC, LSR and Other Updates

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Page 14. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES 203

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

204-226

h) Eastern Ontario Warden’s Caucus Update - Warden & CAO

15. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL 227-230

a) Service Delivery and Organization Review Committee Meeting Minutes dated

February 28, 2014 231

b) Service Delivery and Organization Review Committee Report to Council

Recommendations: THAT the Service Delivery and Organization Review Committee, having met its mandate, be hereby disbanded; AND FURTHER THAT the Council of the County of Frontenac thank Mr. Walter Knott for his time and service to the Service Delivery and Organization Review Committee. 16. ACCOUNTS 232-240

a) Accounts for Period of: February 11, 2014 - March 11, 2014

17. MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN
18. GIVING NOTICE OF MOTION

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Page 19. OTHER BUSINESS 241-242

a) Confirmation of Appointment to the Seniors Housing Task Force

Recommendation: THAT the Council of the County of Frontenac confirm the appointments of Betty Hunter, Councillor for the Township of North Frontenac and Frances Smith, Councillor for the Township of Central Frontenac as alternates to the Seniors Housing Task Force; AND FURTHER THAT By-law 2013-0020 be amended to reflect these appointments. 243-252

b) Report on the Federation of Canadian Municipalities Conference and Trade

Show FEBRUARY 10-13, 2014 by Councillor McDougall and Deputy Warden Doyle

c) Appointments to the Rural Urban Liaison Advisory Committee (RULAC) with

City of Kingston

[Addenda] 20. PUBLIC QUESTION PERIOD 21. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 253-254

a) By-Law No. 2014-0010 - To Distribute the Federal Gas Tax to Lower Tiers

255-256

b) By-Law No. 2014-0011 - To Authorize a Temporary Borrowing By-Law for

2014 257-258

c) By-Law No. 2014-0012 - To Amend By-Law 2013-0020 as it Relates to the

Establishment of a Seniors Task Force (Council Procedural By-Law) 259

d) By-Law

No. 2014-0013 Remuneration By-law)

• To Amend By-law 2011-0004 (Council

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Page 21. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 260

e) By-Law No. 2014-0014 - To Amend By-law 2010-0036 (Appointments to

External Boards and Committee as it relates to the appointments to RULAC)

261

[Addenda] f) By-Law No. 2014-0015 - To Appoint a Deputy Clerk

262-263

[Addenda] g) By-Law No. 2014-0016 - Confirmation of Proceedings for March 19, 2014 Council Meeting

22. ADJOURNMENT

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AgendaItem#4a)

MINUTES OF THE REGULAR MEETING OF COUNCIL February 19, 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, February 19, 2014 at 9:00 AM PRESENT:

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

REGRETS:

Warden Bud Clayton

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

Deputy Warden Doyle called the meeting to order at 9:00 a.m. 2.

ADOPTION OF AGENDA

Motion #: 32-14

Moved By: Seconded By:

Councillor Jones Councillor Davison

RESOLVED THAT the February 19, 2014 Agenda be adopted. CARRIED 3.

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

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

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

ADOPTION OF MINUTES

Motion #: 33-14

Moved By: Seconded By:

Councillor Davison Councillor Jones

THAT the minutes of the regular meeting of County Council held January 15, 2014 be adopted as circulated. CARRIED 5.

DEPUTATIONS AND/OR PRESENTATIONS a)

Mr. Howard Smith, President, New Leaf Link (NeLL), addressed 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. To questions from the floor, Mr. Smith advised that NeLL is currently operating to capacity and is reliant on funding and donations and has no plans for expansion at this time. Should the motion on the agenda be approved today, it will provide the third community letter of support, with support letters already received from the Sydenham District High School and the Church which houses the operation.

b)

Fire Chief Rick Chesebrough, Township of South Frontenac, addressed Council with respect to the Radio Communications Report being carried out by the four Townships. To questions from the floor, Chief Chesebrough advised that no consultation has taken place with the County’s Emergency and Transportation Services regarding the ability to share its system nor has it utilized the County’s GIS mapping system or staff; however the Township of Frontenac Islands is included in this report. He did note that Howe Island does not have a communications tower and currently its frequency is on loan from the City of Kingston which will soon end. Council expressed concerns over possible duplications in service given that no communication has taken place with the County, specifically, FPS and referred this matter to the March 5, 2014 Committee of the Whole meeting for further deliberations. Chief Paul Charbonneau did advise Council that the system used by the Frontenac Paramedic Services is owned by the Province and shared between ambulance, O.P.P. and the Ministry of Transportation. Since the system belongs to the Province, the County does not have the authorization to share it; however this system is set to be replaced in the next few years and there have been discussions around amalgamating this with Fire Services.

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

CLOSED MEETING

BRIEFINGS

UNFINISHED BUSINESS

COMMUNICATIONS a)

2014-014 Administrative Services Communications Report

Motion #: 34-14

Moved By: Seconded By:

Councillor Jones Councillor Davison

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 10.

RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER a)

2014-006 Corporate Services County of Frontenac Public Notice Policy

Motion #: 35-14

Moved By: Seconded By:

Councillor Davison Councillor Jones

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. CARRIED b)

2014-021 Sustainability Kennebec Lake Plan of Subdivision Final Approval– County File 10T2011/001

Motion #: 36-14

Moved By: Seconded By:

Councillor Jones Councillor Davison

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; Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

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). CARRIED c)

2014-022 Corporate Services 2013 Frontenac-Howe Islander Ferry Petition for Subsidy

Motion #: 37-14

Moved By: Seconded By:

Councillor Davison Councillor Jones

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. CARRIED d)

2014-029 Corporate Services – Performance Concepts County of Frontenac Strategic Plan Draft Report

Motion #: 38-14

Moved By: Seconded By:

Councillor Jones Councillor Davison

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. REFERRED to the March 5, 2014 Committee of the Whole (See motion to Refer below which was CARRIED) Motion #: 39-14

Moved By: Seconded By:

Councillor Davison Councillor Jones

BE IT RESOLVED THAT Report 2014-029, Corporate Services Performance Concepts Consulting Inc. - County of Frontenac Strategic Plan Draft Report be referred to the Committee of the Whole meeting scheduled March 5, 2014. CARRIED Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER (CONSENT)

Motion #: 40-14

Moved By: Seconded By:

Councillor Davison Councillor Jones

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

2014-007 Corporate Services 2013 4th Quarter Activity Update

b)

2014-015 Corporate Services Preliminary Results of Homelessness Survey

c)

2014-016 Administrative Services Fairmount Home 2013 4th Quarter Activity Update

d)

2014-018 Emergency and Transportation Services Robertsville Station Construction Progress Report # 4

e)

2014-019 Emergency and Transportation Services 2013 4th Quarter Activity Update

f)

2014-020 Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 3

g)

2014-023 Corporate Services Human Resources: Quarterly Attendance Management Report Card

h)

2014-024 Corporate Services Human Resources Monthly Absenteeism Report Card CARRIED

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

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

Committee of the Whole Strategic Planning Session Minutes Dated: January 28, 2014

Motion #: 41-14

Moved By: Seconded By:

Councillor Jones Councillor McDougall

THAT the minutes of the Committee of the Whole Strategic Planning Session held January 28, 2014 be adopted as circulated. CARRIED b)

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

Motion #: 42-14

Moved By: Seconded By:

Councillor McDougall Councillor Jones

THAT the minutes of the Committee of the Whole Budget Meeting held January 29, 30, February 5, 7, 2014 be adopted as circulated. CARRIED c)

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

Motion #: 43-14

Moved By: Seconded By:

Councillor Jones Councillor McDougall

THAT the minutes of the regular meeting of the Committee of the Whole held February 5, 2014 be adopted as circulated. CARRIED d)

Report of the Committee of the Whole

Motion #: 44-14

Moved By: Seconded By:

Councillor McDougall Councillor Jones

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

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

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

with regard to the time spent by the County working on Township-specific planning projects. ii)

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.

iii)

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 nonunion salary.

iv)

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.

v)

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.

vi)

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

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

¾ ¾ ¾ ¾ ¾

$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: 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 to be dealt with a future date. vii)

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). CARRIED e)

Report of the Committee of the Whole Adoption of the 2014 Budget 2014-011 Corporate Services 2014 Draft Budget

Motion #: 45-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2014 Budget as amended which reflects a 2.47% increase on the levy. CARRIED (5:3) (With Agreed to Amendments) (See Recorded Vote) A Recorded Vote was requested by Councillor Jones

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

YEAS:

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

NAYS:

Councillor Davison (count 2), Councillor Jones (3)

ABSENT: Warden Clayton (1) 13.

REPORTS FROM EXTERNAL BOARDS AND COMMITTEES a)

Kingston Frontenac Library Board Update - Councillor Purdon

Councillor Purdon advised that the Kingston Frontenac Library Board’s Strategic Plan “Vision 20/20” has now been published and copies will be made available to the County. He further added that Committees have been struck to implement the goals of the Strategic Plan. b)

KFL&A Public Health Board Update - Councillor Clayton

In the absence of Warden Clayton, no report was presented. c)

RULAC, LSR and Other Updates

No Report. d)

Algonquin Land Claim Update - Councillor Inglis

No Report. e)

Frontenac County Youth Justice Advisory Committee Update Councillor Davison

No report; however an upcoming meeting is pending. f)

Housing and Homelessness Committee Update - Councillor McDougall

No Report. g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones

No report; however Councillor Jones will look to the Manager of Sustainability Planning to ensure that Mr. Young acts on his behalf at the next meeting given that he will be out of the Country. 14.

REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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AgendaItem#4a)

ACCOUNTS a)

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

Motion #: 46-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

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. CARRIED

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a)

Request for Letter of Support New Leaf Link (NeLL)

Motion #: 47-14

Moved By: Seconded By:

Councillor Gutowski 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:

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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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). CARRIED 17.

GIVING NOTICE OF MOTION

OTHER BUSINESS a)

Confirmation of Appointment to the Seniors Housing Task Force

Motion #: 48-14

Moved By: Seconded By:

Councillor McDougall Councillor Davison

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. CARRIED 19.

PUBLIC QUESTION PERIOD

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW a) By-law No. 2014-0005 - To amend the 2013 Budget By-law No 2013-0017 b) By-law No. 2014-0006 - To Adopt 2014 Budget c) By-law No. 2014-0007 - To Amend By-law 2013-0020 as it Relates to Appointments to Committees d) By-law No. 2014-0008 - To Adopt a Public Notice Policy e) By-law No. 2014-0009 - Confirmation of Proceedings

Motion #: 49-14

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. 2014-0005 - To amend the 2013 Budget By-law No 2013-0017 • By-law No. 2014-0006 - To Adopt 2014 Budget • By-law No. 2014-0007 - To Amend By-law 2013-0020 as it Relates to Appointments to Committees • By-law No. 2014-0008 - To Adopt a Public Notice Policy • By-law No. 2014-0009 - Confirmation of Proceedings CARRIED (See Recorded Vote) A Recorded Vote was requested by Councillor Jones

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

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YEAS:

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

NAYS:

Councillor Davison (count 2), Councillor Jones (3)

ABSENT:

Warden Clayton (1)

Motion #: 50-14

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. 2014-0005 - To amend the 2013 Budget By-law No 2013-0017 • By-law No. 2014-0006 - To Adopt 2014 Budget • By-law No. 2014-0007 - To Amend By-law 2013-0020 as it Relates to Appointments to Committees • By-law No. 2014-0008 - To Adopt a Public Notice Policy • By-law No. 2014-0009 - Confirmation of Proceedings CARRIED (See Recorded Vote) A Recorded Vote was requested by Councillor Jones YEAS:

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

NAYS:

Councillor Davison (count 2), Councillor Jones (3)

ABSENT: Warden Clayton (1) 21.

ADJOURNMENT

Motion #: 51-14

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the meeting hereby adjourn at 10:53 a.m. CARRIED

Bud Clayton, Warden

Regular Meeting of Council Minutes February 19, 2014

Adoption of the February 19, 2014 County Council

Jannette Amini, Acting Clerk

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Report 2014-030 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

March 12, 2014

Date of Meeting:

March 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. Town of Petrolia, March 5, 2014 – Correspondence from Mandi Pearson, Deputy Clerk Re: Town of Petrolia - support for action on Bill 69 - the Prompt Payment Act, 2013. A copy of their resolution was received.
2. Ministry of Economic Development, Trade and Employment, March 3, 2014 – Correspondence from Dean Mayo Moran Re: Opportunity for Public Input: AODA

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

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Review and Customer Service Standard Review. Two separate reviews of Ontario’s accessibility laws are currently underway. Public feedback on the proposed revised Customer Service Standard will be accepted from March 3, 2014 to April 16, 2014. In-Person Consultations Ottawa – March 18, 2014. For more information visit Ontario.ca/accessOn 3. Ministry of Community Safety and Correctional Services, February 18, 2014 – Correspondence from Tadeusz (Ted) Wieclawek, Fire Marshal of Ontario, and Chief of Emergency Management Re: Municipal emergency management programs. The Office of the Fire Marshal and Emergency Management (OFMEM) has conducted an annual review of our municipal emergency management program and it’s elements. 4. Town of Kearney, February 26, 2014 – Correspondence from Municipal Clerk Re: OPP new billing model change. A copy of their resolution was sent to the Premier of Ontario in regard to the new billing model of the OPP Services. 5. John Gerretsen, MPP, February 19, 2014 – Correspondence from John Gerretsen, M.P.P. Kingston and The Islands Re: Letter received regarding Council’s resolution of January 15, 2014, requesting the 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. 6. Ministry of Citizenship and Immigration, February 10, 2014 – Correspondence from Hon. Michael Coteau, Minister Re: Newcomer Champion Award. The Newcomer Champion Award recognizes individuals and groups to celebrate and promote cultural heritage, foster an understanding of Ontario’s cultural diversity and assist newcomers to successfully settle and integrate in their community and province. Nomination forms and more information available at www.ontario.ca/honourandawards or by phone 1-877-832-8622. Deadline for nominations is March 15, 2014. 7. Town of Arnprior, February 14, 2014 – Correspondence from the Town of Arnprior Re: Town of Arnprior Resolution - Support Electricity Rates. Resolution seeking support from Ontario Municipalities - Re: Increased Electricity Rates. The Resolution was passed by the Town of Arnprior Council on February 10, 2014. 8. Town of Atikokan, February 14, 2014 – Correspondence from Angela Sharbot, CAO/Clerk Re: Support for OPP billing model change. A copy of their adopted resolution in support of the proposed billing change or model was provided. 9. Corporation of the Town of Hawkesbury, February 14, 2014 – Correspondence from Christine Groulx, Clerk Re: OPP new billing model. A copy of the adopted resolution in support of the proposed billing change or model was provided. 10. Township of Greater Madawaska, February 11, 2014 – Correspondence from Cathy Appleyard Re: OPP proposed billing model. A copy of the letter and their resolution passed regarding the OPP proposed billing model was provided. 11. The Corporation of the United Townships of Head, Clara and Maria, February 10, 2014 – Correspondence from Melinda Reith, Municipal Clerk Re: Mandatory Septic System Inspections. A copy of the letter and their passed resolution sent to the Honorable Kathleen Wynne, Premier. 12. East Ferris, January 15, 2014 – Correspondence from Nicky Kunkel, Deputy Clerk Re: Letters OPP and Gas Tax. The Mayor of East Ferris, Bill Vrebosch has Information Report to Council Corporate Services - Communications of Interest to Council March 19, 2014

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written letters and distributed to the Premier and several Ministers. He has requested that letters be forwarded to all municipalities in Ontario for review. Other Correspondence: •

• •

•

Ontario Association of Fire Chiefs, March 11, 2014 – Correspondence from M.D. (Matt) Pegg, President Re: OAFC Municipal Officials Seminar: The Essentials of Firefighting and Firefighting 101 Saturday, May 3 to Sunday, May 4, 2014, Toronto Congress Centre. The Municipal Officials package is offered at a rate of $260 for OAFC Members or $325 for NonOAFC Members. Registration is limited to 24 people. For full seminar details and to register visit www.oafc.on.ca/oafc-annual-conference University Hospitals Kingston Foundation, March 2014 – Spring 2014 Foundation Report 2014. View the annual report http://uhkf.ca/news/publications/ Ontario Small Urban Municipalities (OSUM), February 19, 2014 – Correspondence from Larry J. McCabe, Administrative Officer Re: 2014 OSUM Conference & Trade Show. OSUM 61st Annual Conference and Trade Show April 30 to May 2 in Town of Parry Sound. Theme this year is the “Conference at the Cottage.” For more information visit www.townofparrysound.com or www.osum.ca Association of Municipalities Ontario, February 12, 2014 – Correspondence from Cathie Brown, Senior Advisor Re: Request AMO to Petition the Province of Ontario – Ice Storm December 2013

AMO Member Communications:

1. Media Releases • Prime Minister Announces Additional Building Canada Fund Details (February 13, 2014) • AMO Breaking News Re: Province Proposes Provincial Oversight of Municipal Government Ontario’s Premier, Kathleen Wynne, stated that her government intends to create new municipal accountability measures and assert greater Provincial oversight over municipal government. Municipalities would be required to either create new processes to review complaints about service delivery, or choose to have service complaints investigated by the Office of Ontario’s Ombudsman, Andre Marin. Municipal service complain processes and investigations carried out by anyone other than the Provincial Ombudsman, could be subjected to “review” by his office. (March 6, 2014)
2. AMO Breaking News & Policy News • Provincial Oversight of Municipal Government (March 6, 2014) • Legislature Supports Motion on Municipal Liability • OPP Policed Communities: Update 3 (February 28, 2014) • ROMA/ OGRA Combined Conference February 23-26, 2014 (February

• 2014 Provincial Policy Statement (February 24, 2014) Information Report to Council Corporate Services - Communications of Interest to Council March 19, 2014

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3. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • February 20, 27, March 6, 2014

FCM Member Communications:

1. Media Releases • Statement by FCM President on Serious Flaws in the Design of the New Building Canada Fund (March 8, 2014) • FCM Campaign School Encourages Women’s Participation in Municipal Government (March 7, 2014) • Mayors say cities held back by housing costs and transportation gridlock (February 26, 2014) • Canada supports Haitian communities to improve transparency, effectiveness, and economic growth (February 17, 2014) • Statement by FCM President on the New Building Canada Fund (February 13,

2. PCP News • PCP News Update February 2014, PCP membership now stands at 254 – representing local and regional governments (February 27, 2014) B

Eastern Ontario Wardens’ Caucus (EOWC) Meeting Minutes/News Releases: • January 16 and 17, 2014

C

Agency/Board Minutes:

1. Kingston & Frontenac Housing Corporation Minutes • January 21, 2014 and the Social Housing – Annual Information Return.

D

The following items of correspondence are requesting Action from Council:

1. United Way serving KFL&A, March 10, 2014 – Correspondence from Bhavana Varma, President & CEO, United Way serving KFL&A Re: Proclamation. Request to proclaim April 6-12, 2014 as Volunteer Week. National Volunteer Week across Canada is April 6-12, 2014.
2. AMO, March 4, 2014 – AMO Breaking News Re: Joint and Several Liability. Legislature Supports Motion on Municipal Liability Reform – More Municipal Action Needed. On February 27, 2014, MPP’s from all parties supported a motion calling on the government to reform joint and several liability. Three options are under consideration – the Saskatchewan Model, the Multiplier Model, or the combined model. AMO supports the adopted Combined model. They urge the municipalities to express their support for this Combined model. The Ministry of the Attorney General is seeking comments by April 16, 2014.

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

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3. EOWC, March 3, 2014 – Re: Request for support of letters regarding Bill 34, The Highway Traffic Statute Law Amendment Act and Bill 69, The Prompt Payments Act, 2013.
4. AMO, February 24, 2014 – AMO Breaking News Re: Prompt Payment Act, 2013 – Immediate Municipal Action Required. Bill 69, The Prompt Payment Act, 2013 has been referred to the Standing Committee on Regulations and Private Bills of the Ontario Legislature. Municipalities are urged to write to the members of the Standing Committee, the party leaders and their local MPPs.
5. United Way serving KFL&A, February 19, 2014 – Correspondence from Bhavana Varma, President & CEO, United Way serving KFL&A Re: Proclamation. Request to proclaim the week of May 3, 2014 as United Way Success By 6 Week. E

County of Frontenac Outgoing Communications:

1. Media Releases: • Municipal Home Ownership Program (February 4, 2014)
2. E-Newsletters • February edition of Frontenac County Bytes (attached)

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

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Helen Gagnier From: Sent: To: Subject:

talktous Tuesday, March 11, 2014 9:06 AM Helen Gagnier February Newsletter

Frontenac County Bytes

Keeping you updated on Frontenac County’s 987,503 acres. February 2014 - Issue XXV

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

Sign Up for Newsletter Reply to Newsletter Forward Newsletter

Royal Canadian Legion Branch 496 Donates $2000 to Fairmount Home

www.FrontenacCounty.ca www.DirectionsforOurFuture.ca www.FrontenacMaps.ca Council Agendas & Minutes

On February 6th, 2014 Royal Canadian Legion Branch 496 presented a cheque to Julie Shillington, Administrator of Fairmount Home in the amount of $2000. Legion members raised these funds through the sale of poppies and have asked that they be used to enhance the quality of life for Veterans living at Farimount Home.

Upcoming Events

Photo (L-R): Julie Shillington - Fairmount Home, Michelle Squires - RCL Br. 496, and Jeannie Davis - Poppy Fund Chair

Frontenac County Council passes its 2014 Budget

Central Frontenac Sharbot Lake Farmer’s Market & Seedy Saturday Saturday, March 22 Workshop on Heritage Seeds ($10) by Cate Henderson, Heirloom Seed Sanctuary, Oso Hall, 1107 Garrett Street, Sharbot Lake Workshop registration: info@handsonharvest.ca South Frontenac Frontenac Farmer’s Market Easter Market Saturday, April 19 Annual Easter Market

At its meeting on February 19th County Council adopted the 2014 Budget after 4 days of budget deliberation. The levy increase is 2.47% or 1% increase after growth.

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Smaller Scale Community-Led Sustainability Initiatives A number of community projects contribute towards sustainability. Each year new projects emerge which build community capacity and require funding. The County’s program for Smaller Scale Community-Led Sustainability Initiatives continues for 2014 and is now open to receive applications from the Townships, community groups and committees. Grants disbursed to successful applicants can be up to (but not limited to) increments of $5000. The first intake for applications is 4 pm on April 7, 2014 and the guideline and application form can be found at http://www.frontenaccounty.ca/en/corporate/fundingopportunities.asp. For further information contact Anne Marie Young, Manager of Economic Development at ext 330 or ayoung@frontenaccounty.ca

9 am to 1pm All your favourite Market Vendors with lots of tasty treats. Like them on Facebook Frontenac Islands Skating is still going on at the rink at various times throughout the week. Please check the website for exact times at www.frontenacislands.on.ca North Frontenac Please visit the Township of North Frontenac website for upcoming event information.

The Frontenac K&P Trail continues The Frontenac K&P trail will be going further up the line so to speak. Now developed for approximately 20 km in the County, the K&P can be travelled from the Kingston/County boundary at Orser Road to north of the village of Verona at Township Road 38. From here, the development will continue in 2014 to White Lake Road, A view of the trail this winter, in all its snowy glory. another 9 km and will include reconstruction of the bridge across White Creek. For further information contact Anne Marie Young, Manager of Economic Development at ext 330 or ayoung@frontenaccounty.ca

County Trivia: Did you know? The first general store in Battersea (apart from the shop in VanLuven’s house) was built on the corner of Main and Water Streets by Joseph Lemmon. He sold shoes and boots made from the leather being tanned nearby.

• from County of a Thousand Lakes: The History of the County of Frontenac, 1673 1973

Forward email

This email was sent to kmullin@frontenaccounty.ca by talktous@frontenaccounty.ca | Update Profile/Email Address | Instant removal with SafeUnsubscribe™ | Privacy Policy.

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

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Trina Jones Jannette Amini Wednesday, March 05, 2014 8:13 AM Angelique Tamblyn; Marian VanBruinessen; Trina Jones FW: AMO Breaking News - Joint and Several Liability

From: Sent: To: Subject:

Hi Angelique/Trina This is a Communication for Action and requires a resolution. Marian I assume we are going to recommend that the County support the AMO position of a Combined Model? Jannette Amini, Dipl.M.M. Manager of Legislative Services/Clerk County of Frontenac - Corporate Services 2069 Battersea Road Glenburnie ON K0H 1S0 Phone: 613-548-9400 x 302 Fax: 613-548-8460 Email: jamini@frontenaccounty.ca From: Marian VanBruinessen Sent: Wednesday, March 05, 2014 7:49 AM To: Jannette Amini Subject: FW: AMO Breaking News - Joint and Several Liability

For Council Marian VanBruinessen Acting CAO/Treasurer County of Frontenac 2069 Battersea Road, Glenburnie, ON K0H 1S0 Telephone: 613 548-9400 Ext. 310 Fax: 613 548-8460 Email: mvanbruinessen@frontenaccounty.ca

From: AMO Communications [mailto:communicate@amo.on.ca] Sent: March-04-14 6:03 PM To: Marian VanBruinessen Subject: AMO Breaking News - Joint and Several Liability

TO THE IMMEDIATE ATTENTION OF THE CLERK AND COUNCIL March 4, 2014

Legislature Supports Motion on Municipal Liability Reform – More Municipal Action Needed 1

March 5, 2013 AMO Request for Support:

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On February 27, 2014, MPPs from all parties supported a motion calling on the government to reform joint and several liability. Passage of this resolution marks a significant milestone in the municipal campaign for reform. Now that the issue has captured the attention of the Legislature, it is time for your municipality to consider the endorsement of a more detailed legislative solution. Nearly 200 municipalities supported the motion introduced by Randy Pettapiece, MPP for PerthWellington which called on the government to implement a comprehensive, long-term solution no later than June 2014. Many more also wrote to the Attorney General, the Honourable John Gerretsen in response to AMO’s February 7, 2014 call for support. Currently, the Ministry of the Attorney General is consulting municipalities and the legal community on a comprehensive long-term solution. The Ministry describes three options below: The Saskatchewan model: This modification to joint and several liability was adopted in Saskatchewan in 2004. Under the Saskatchewan model, where there is a shortfall due to one defendant being insolvent and the plaintiff’s own negligence contributed to the harm, the shortfall is to be divided among the remaining defendants and the plaintiff in proportion to their fault. This model would apply to all types of defendants in all types of negligence claims. The Multiplier model: In road authority cases (auto accident cases in which a municipality is sued for breach of duty to maintain a public road), where there is a shortfall due to one defendant being insolvent, the municipality would never be liable for more than two times its proportion of damages, even if this means that a plaintiff does not fully recover. Because this rule has the potential to result in a seriously injured plaintiff being unable to fully recover, the proposal would be limited to municipalities and to the specific subset of cases that municipalities tell us impose the most significant and unfair burden – road authority cases. The Combined model: The Saskatchewan model and the Multiplier model could be combined. In a case in which both models would apply – a road authority case involving contributory negligence on the part of the plaintiff – the Saskatchewan model would be applied first. The Multiplier model would be applied if needed to ensure that the municipality would not be liable for more than two times its proportion of damages. AMO supports the adopted of the “Combined model” listed above. This places some reasonable limits on the damages that may be recovered from a municipality under limited circumstances. It is a significant incremental step to address a pressing municipal issue. The Ministry of the Attorney General is seeking your comments by April 16, 2014. We urge all municipalities to express their support for this combined model. This includes municipalities which supported either the Pettapiece motion or AMO’s form letter of February 7, 2014. Below is a draft letter for municipalities to submit to the provincial government by April 16, 2014. Please add your community’s voice of support to this solution.

The Honourable Kathleen Wynne Premier of Ontario Legislative Building - Room 281 Queen’s Park Toronto ON M7A 1A1 2

March 5, 2013 AMO Request for Support:

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The Honourable John Gerretsen Attorney General McMurtry-Scott Building 720 Bay Street – 11th Floor Toronto ON M7A 2S9 The Honourable Linda Jeffrey Minister of Municipal Affairs and Housing 777 Bay Street - 17th Floor Toronto ON M5G 2E5 Dear Premier, Attorney General, MMAH Minister: [I or we] support the government’s consideration and adoption of measures which limit the impact of joint and several liability on municipalities. Specifically, we understand three options are under consideration – the Saskatchewan Model, the Multiplier Model, or a third model which combines both. I write to you in support of this third Combined Model as described by AMO’s March 4, 2014 policy update. We support AMO’s advice to the government that such changes would represent a significant incremental step to address a pressing municipal issue. This places some reasonable limits on the damages that may be recovered from a municipality under limited circumstances. The provisions of the Negligence Act have not been updated for decades and the legislation was never intended to place the burden of insurer of last resort on municipalities. It is entirely unfair to ask municipalities to carry the lion’s share of a damage award when at minimal fault or to assume responsibility for someone else’s mistake. For this reason, [I or we] support the adoption of the Combined Model under consideration. We strongly encourage the government to immediately proceed with legislation which gives effect to this model. Sincerely,

Name cc: AMO

AMO Contact: Matthew Wilson, Senior Advisor, 416-971-9856 Ext. 323 or mwilson@amo.on.ca.

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PLEASE NOTE AMO Breaking News will be broadcast to the member municipality’s council, administrator and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required. We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. DISCLAIMER These are final versions of AMO documents. AMO assumes no responsibility for any discrepancies that may have been transmitted with the electronic version. The printed versions of the documents stand as the official record.

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Trina Jones Subject: Attachments:

Follow-up letters on Bill 34 and 69 / Standing Committee on Bill 69 Letter to Del Duca Bill 69 for municipalities.docx; Letter to Minister Murray Bill 34 municipalities.docx

From: Bromberg, Justin [mailto:JBromberg@prescott-russell.on.ca] Sent: March-03-14 3:19 PM To: Andy Brown (Andy.Brown@uclg.on.ca); Elizabeth Savill (saville@northumberlandcounty.ca); King, Gary (GKing@county.peterborough.on.ca); Jim Wilson (jwilson@county.haliburton.on.ca); Jim Hutton (JHutton@countyofrenfrew.on.ca); Kurt Greaves; Larry Keech (lkeech@lennox-addington.on.ca); Marian VanBruinessen; Mark Fisher (mfisher@city.kawarthalakes.on.ca); Merlin Dewing (cao@pecounty.on.ca); Pine, Jim (PineJ@hastingscounty.com); Tim Simpson (tsimpson@sdgcounties.ca); Parisien, Stéphane P Cc: Bradley, Cathy; Nancy MacDonald; ‘Ashley Stewart’; Angelique Tamblyn; Jane Pyle (jpyle@city.kawarthalakes.on.ca); Justin Watkins; Karen Kirby; Karla Sampson; Susan Truelove; Lesley Todd Subject: Follow-up letters on Bill 34 and 69 / Standing Committee on Bill 69

Good afternoon all: Please find attached two letters on the subject of Bill 34 and Bill 69, slightly modified from the versions sent out last Friday on behalf of the EOWC. You may simply make the changes for your own municipalities’ names (highlighted in yellow), change the date, have them signed, and print on your own letterhead. There are several other parties in CC on both letters that you may wish to send copies to as well. Also: regarding the request to appear before the Standing Committee for Bill 69, this was sent to the Committee Clerk last Wednesday asking for the EOWC to appear on Wednesday, March 19. I received a reply late Friday afternoon but no date or time has yet been assigned. I had also contacted the WOWC requesting their interest in a joint delegation, as discussed last week, though I have not received any reply.

Justin Bromberg Adjoint à la direction et communications Executive Assistant and Communications

Comtés unis de Prescott et Russell United Counties of Prescott and Russell 613.675.4661 poste / extension 2002 jbromberg@prescott-russell.on.ca Confidentiality Warning: This message and any associated files are intended only for the use of the intended recipient(s), are confidential, and may be privileged. If you are not the intended recipient, you are hereby notified that any review, retransmission, conversion to hard copy, copying, dissemination or other use of this message and any attachments is strictly prohibited. If you are not the intended recipient, please notify the sender immediately by return e-mail, and delete this message and any attachments from your system. Thank you. Information confidentielle: Le présent message, ainsi que tout fichier qui y est joint, est envoyé à l’intention exclusive de son ou de ses destinataires; il est de nature confidentielle et peut constituer une information privilégiée. Nous avertissons toute personne autre que le destinataire prévu que tout examen, réacheminement, impression, copie, distribution ou autre utilisation de ce message et de tout fichier qui y est joint est strictement interdit. Si vous n’êtes pas le destinataire désigné, veuillez en aviser immédiatement l’expéditeur par retour de courriel et supprimer ce message et tout document joint de votre système. Merci.

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February 28, 2014 The Honourable Glen R. Murray Minister of Infrastructure and Transportation 3rd Floor, Ferguson Block 77 Wellesley Street West Toronto, Ontario M7A 1Z8 Re: Bill 34, The Highway Traffic Statute Law Amendment Act, 2013 - An Act to amend the Highway Traffic Act in respect of permit denials and out-of-province service and evidence in certain proceedings and to make a consequential amendment to the Provincial Offences Act Dear Minister Murray, I am writing to you today on behalf of the Eastern Ontario Wardens’ Caucus (EOWC) regarding Bill 34, The Highway Traffic Statute Law Amendment Act. As discussed during the Multi-Ministerial Delegation with the Eastern Ontario Wardens’ Caucus (EOWC) last week at the ROMA/OGRA Conference, and echoing the recent calls for action of the Association of Municipalities of Ontario (AMO), the EOWC is urging provincial legislators, through your Ministry, to move forward as soon as possible on Bill 34. Bill 34 would help individual municipalities – such as the many across rural Eastern Ontario – recoup millions of dollars in unpaid provincial offences fines. The proposed amendments to the Highway Traffic Act would give municipalities’ new tools to help us collect the more than $1 billion in unpaid fines. The proposal would also deny license plates for unpaid fines related to violations such as speeding, careless driving and driving with no insurance, and it would make it easier for municipalities to pursue out-of-province drivers who run red lights or fail to stop for school buses. While the EOWC wishes to reiterate its support for Bill 34, our concern is that it was introduced in March 2013 with support from all three parties, but has not yet received

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second reading. As stated by AMO President Russ Powers, municipalities need these tools to ensure that justice is served and that people are held responsible for their actions. The total amount of unpaid fines in Ontario grows by $1 million every week. We need this legislation to fix that, and the sooner the better. Municipal taxpayers are counting on their provincial legislators to come together and to do their part to help their municipal governments, and the EOWC will continue to push for immediate action from all parties. Minister Murray, the EOWC hereby requests that the Government take whatever action necessary in concert with the Opposition parties to make sure that Bill 34 gets through the Legislature and is given Royal Assent in the current session. The province must ensure that people who have been convicted stop getting a free ride by not paying their fines, and allow municipalities to begin collecting such fines so that we may use the badly-needed funds to help deliver municipal services and fix our roads and bridges. Sincerely,

Jean Paul St. Pierre Chair, 2014, Eastern Ontario Wardens Caucus cc: The Honourable Kathleen Wynne, Premier of Ontario The Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing Andrea Horwath, NDP Leader Tim Hudak, PC Leader

Request from the EOWC and AMO

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February 28, 2014 Steven Del Duca, MPP Parliamentary Assistant to the Minister of Finance Ministry of Finance 7th Floor, Frost Building South 7 Queen’s Park Crescent Toronto, Ontario M7A 1Y7 Re: Bill 69, The Prompt Payments Act, 2013 - An Act respecting payments made under contracts and subcontracts in the construction industry Dear Mr. Del Duca, I am writing to you today on behalf of the Eastern Ontario Wardens’ Caucus (EOWC) regarding Bill 69, The Prompt Payments Act, 2013. This legislation will have significant impacts on our municipalities’ ability to manage taxpayer funds prudently in construction and infrastructure contracts. If it is passed as is, Bill 69 could negatively impact municipalities, other public sector organizations, provincial government ministries and agencies as well as potentially residents and homeowners. In particular, Bill 69 will limit our ability to contract for the best payment arrangements to safeguard public funds in each construction project we manage. It imposes unrealistic and imprudent timelines for payment and to review work and certify payments; limits our ability to hold back reserves for warranty and maintenance; and does not reflect the complex nature of financial arrangements under large infrastructure projects. As a result, we are requesting that Bill 69 be amended to: • reflect more realistic timelines for payments in infrastructure projects; • allow time for due diligence before accepting work and certifying payments; and • allow payments to continue to be tied to project milestones. The EOWC would like to recall that the Association of Municipalities of Ontario (AMO), The Ontario Public Buyers Association (OPBA), the Ontario Home Builders Association

Request from the EOWC and AMO

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(OHBA), the Eastern and Western Ontario Wardens’ Caucuses, and several public agencies including the City of Mississauga and several regional school boards, have each expressed their concerns about this Bill and its potentially significant negative impacts. Many of these associations have equally asked for exemptions for municipalities and other such public-sector organizations. The legislation, as written, would include the following negative impacts, among others: • no ability to contract out of the Act; • payment of, and restrictions regarding, holdbacks; • strict timelines for progress payments and final payments; • progress payments can be based on “reasonable estimates” and for services and materials that “will be supplied”; and • the contractor’s right to suspend work or terminate the contract. This Bill, in its current form, will leave taxpayers and municipalities exposed and financially vulnerable. The only sector that stands to profit from it would be the lawyers that municipalities would have to hire to litigate disputes. It will not allow municipal governments to be prudent managers of public funds. On behalf of the EOWC, I am asking that you consider substantial amendments so that municipal governments can continue to be prudent managers of taxpayers’ money, in the best financial interests of municipal and provincial taxpayers. Sincerely,

Jean Paul St. Pierre Chair, 2014, Eastern Ontario Wardens Caucus cc: The Honourable Kathleen Wynne, Premier of Ontario The Honourable Linda Jeffrey, Minister of Municipal Affairs and Housing Andrea Horwath, NDP Leader Tim Hudak, PC Leader Members of the Standing Committee on Regulations and Private Bills c/o Valerie Quioc Lim, Committee Clerk

Request from the EOWC and AMO

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Request for Proclamation Annual United Way Success

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Request for Proclamation Volunteer Week

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Report 2014-035

RECOMMEND REPORT TO COUNCIL To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared By:

Julie Shillington Administrator of Fairmount

Date Prepared:

February 24, 2014

Date of Meeting:

March 19, 2014

Re:

Fairmount Home – OANHSS Annual Convention

Recommendation That Council of the County of Frontenac authorize the Fairmount Assistant Director of Care to attend the OANHSS Convention in Toronto from April 28 to 30, 2014.

Background Fairmount is a member of the Ontario Association of Non-Profit Homes and Services for Seniors (OANHSS), a provincial association representing providers of long term care, services and housing for seniors. OANHSS hosts a two-day annual convention in Toronto. This year the conference starts the evening of April 28th and wraps up the afternoon of April 30th.

Comment There are 26 different concurrent sessions, keynote sessions, the annual general meeting and a members’ issues forum. This year’s guest speakers include the Minister of Health & Long-Term Care and the Minister Responsible for Seniors. For the past nine years, in order to get to as many sessions as possible, the Administrator, Director of Care and Assistant Director of care have attended the Recommend Report to Council Fairmount Home – OANHSS Annual Convention March 19, 2014

2014-035 Fairmount Home

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convention. To ensure expenses are minimized, they have shared one hotel room and used the home’s van for travel. With Council’s direction that only Managers can attend a conference, special permission will be required from Council for the Assistant Director of Care to attend. Council should be aware that this is the only conference that Fairmount management staff attends.

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

Financial Implications Early bird registration (by April 11) is $599 per person. The non-early bird registration is $629 per person. This is being brought forward now to ensure we can meet the early bird deadline. There will be no additional costs for gas or hotel room as the Administrator was already attending.

Organizations, Departments and Individuals Consulted and/or Affected Assistant Director of Care Director of Care OANHSS

Recommend Report to Council Fairmount Home – OANHSS Annual Convention March 19, 2014

2014-035 Fairmount Home

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2014-037

RECOMMEND REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Marian VanBruinessen Acting CAO/Treasurer

Date prepared:

February 19, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – 2014 Temporary Borrowing Bylaw

Recommendation RESOLVED THAT Council of the County of Frontenac accept the Financial Services – 2014 Temporary Borrowing Bylaw report; AND FURTHER direct the Clerk to introduce a by-law later in the meeting to authorize current borrowings from time to time during 2014.

Background On an annual basis, the Municipal Act, Chapter 25 of the Statutes of Ontario 2001, permits a council to pass a by-law authorizing the head and treasurer to borrow, from time to time by way of promissory note or banker’s acceptance, such sums as the council considers necessary to meet current expenditures during the year. These provisions read as: 407(2) Except with the approval of the Ontario Municipal Board, the total amount borrowed at any one time plus any outstanding amounts of principal borrowed and accrued interest shall not exceed, (a) from January 1 to September 30 in the year, 50 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year; and

Recommend Report to Council Corporate Services – 2014 Temporary Borrowing Bylaw March 19, 2014

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(b) from October 1 to December 31 in the year, 25 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year. 407(3) Until the budget is adopted in a year, the limits upon borrowing under subsection (2) shall temporarily be calculated using the estimated revenues of the municipality set out in the budget adopted for the previous year.

Comment Based on our 2014 estimates, unpaid temporary borrowings should not exceed $18,374,934 for the first three-quarters of the year and $9,187,467 for the final quarter of 2014.

Sustainability Implications Governance – appropriate stewardship of County resources.

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

Organizations, Departments and Individuals Consulted and/or Affected

Recommend Report to Council Corporate Services – 2014 Temporary Borrowing Bylaw March 19, 2014

2014-037 Corporate Services

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Report 2014-039

RECOMMEND 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 Paramedic Services

&

Transportation

Services/Chief

Date prepared:

March 1, 2014

Date of meeting:

March 19, 2014

Re:

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

of

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services report for information; AND FURTHER the Council of the County of Frontenac support the Chief of Paramedic Services’ election to the Executive of the Paramedic Chiefs of Canada for the period of June 13, 2014 to June 12, 2015.

Background At the meeting of January 16, 2013 County Council passed the following: Motion #: 18-13

Moved By: Seconded By:

Councillor Purdon Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Election to Paramedic Chiefs of Recommend Report Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services March 19, 2014 Page 1 of 2

2014-039 Emergency Services

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Canada Board of Directors of the Chief of Paramedic Services report for information; AND WHEREAS the Council of the County of Frontenac Paramedic Service is a longstanding member of the Paramedic Chiefs of Canada; AND WHEREAS both the Chief of Paramedic Services and other staff members have engaged in the business of the Association in many roles over the years; NOW THEREFORE the Council of the County of Frontenac support the Chief of Paramedic Services’ election to the position of “President-Elect” of the Paramedic Chiefs of Canada for the period of January 16 to June 13, 2013. CARRIED

Comment The County of Frontenac Paramedic Services has been a member of the Paramedic Chiefs of Canada (PCC) since 2004. The Chief of Frontenac Paramedic Services has been the Tier 1 Voting Member for the County of Frontenac since 2005, an elected member of the Board of PCC since 2007 and has served on various committees and as Treasurer of the association for two years and, most recently, Vice-President since January 16th, 2013. Additionally, Deputy Chiefs have served on various working groups and task forces in support of national initiatives such as Emergency Medical Services Week, Leadership Development and Research Leads. The value to membership are the opportunities to participate in a formal research agenda, access to a national research database, community of practice standards and policies, community paramedicine papers and roundtable forums, membership services including access to membership list serve, monthly webinars delivered by subject matter experts, PCC newsletter, on-line forums and the annual general meeting and conference. In addition, there is also the opportunity to share in best practices from across the country, which turns performance standards issues into opportunities.

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

Financial Implications The PCC will cover any travel costs, for work undertaken on behalf of the PCC and when representing the PCC, therefore no travel costs are associated with election to the PCC Executive. Recommend Report Emergency and Transportation Services – Election to Paramedic Chiefs of Canada (PCC) Board of Directors Executive of the Chief of Paramedic Services March 19, 2014 Page 2 of 2

2014-039 Emergency Services

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Report 2014-040 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:

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

Date Prepared:

March 1, 2014

Date of Meeting:

March 19, 2014

Re:

Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC for information, AND FURTHER THAT the 2013 Response Time Standard Performance Plan outcomes for the County of Frontenac be reported to the Director, Emergency Health Services Branch, Ministry of Health and Long term Care as required by legislation. Background At its meeting on September 12th, 2012, County Council passed the following resolution: Motion #: 256-12

Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Legislated Response Time Performance Plan report; Recommend Report Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC March 19, 2014 Page 1 of 3

2014-040 Emergency and

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AND FURTHER THAT Council direct the Clerk to introduce a by-law later in the meeting adopting the response time standards as outlined in the report. CARRIED The County of Frontenac set the following criteria under Regulation 257/00, as amended, for its response time targets for 2013: For the calendar year of 2013, from January 1 to December 31, i. Designated Delivery Agent (DDA) - SUDDEN CARDIAC ARREST 48% percent of the time, within 6 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a responder equipped and ready to use an AED at the location of a patient determined to be in sudden cardiac arrest. ii. EMS Designated Delivery Agent - CTAS 1 68% percent of the time, within 8 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 1. iii. EMS Designated Delivery Agent - CTAS 2, 3, 4, 5 The County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 2, 3, 4, 5 within a period of time determined appropriate by the DDA and noted below in Table 1, or as resources permit (level of effort): Table 1, CTAS 2, 3, 4, 5 EMS Delivery Agent Commitment CTAS 2 3 4 5

Target time from paramedic received until on scene 10 minutes 10 minutes 10 minutes 10 minutes

% Target 65% 65% 65% 65%

Comment The County of Frontenac met and in fact exceeded all of the response time targets set under our 2013 Response Time Standard Performance Plan.

Recommend Report Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC March 19, 2014 Page 2 of 3

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Sustainability Implications Good stewardship of the County’s financial resources allows for the most appropriate care of our residents and visitors when in need of paramedic services. Financial Implications None at this time. Organizations, Departments and Individuals Consulted and/or Affected

Recommend Report Emergency and Transportation Services – 2013 Legislated Response Time Standard Performance Plan Reporting to MOHLTC March 19, 2014 Page 3 of 3

2014-040 Emergency and

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Report 2014-042 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:

Paul J. Charbonneau Director of Emergency Paramedic Services

&

Transportation

Services/Chief

of

Date Prepared:

March 1, 2014

Date of Meeting:

March 19, 2014

Re:

Emergency and Transportation Services – Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014

Recommendation RESOLVED THAT the Council of the County of Frontenac receive this Emergency and Transportation Services – Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014 report; AND FURTHER THAT the Council of the County of Frontenac authorize FPS staff to attend conferences as outlined in the report.

Background For the past several years the Chief, Deputy Chiefs, Supervisors and Paramedics have attended various annual general meetings and conferences. With Council’s direction, at its January 16, 2013 meeting, only Directors/Managers are now able to attend a conference and authorization is required from Council for any other staff member to attend conferences. Comment The following conferences have been identified for attendance to by different FPS staff: Recommend Report to Council Emergency and Transportation Services – Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014 March 19, 2014 Page 1 of 2

2014-042 Emergency and

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Paramedic Chiefs of Canada (PCC) Annual General Meeting and Conference: PCC initiates include leadership development, research studies and sponsors educational and training opportunities for its members to carry out their statutory and leadership responsibilities. One of the strategic goals of the PCC is to support mentoring and education to facilitate succession planning in Canadian land ambulance services. The 2014 location is Vancouver, BC from June 11th to 13th, 2014. Attendees:

Chief Paul Charbonneau, Deputy Chief Gale Chevalier

Ontario Association of Paramedic Chiefs (OAPC) Annual Fall Conference: OAPC hosts a two day annual conference with educational opportunities and a professional tradeshow which rotates within municipalities in Ontario. This year, the conference is being held at the London Convention Centre in London, ON from September 23rd and wrapping up with an Awards Gala on the evening of September 25, 2014. Attendees:

Chief Paul Charbonneau, Deputy Chief Dave Gemmill, Supervisor of Operations Richard Russell

Municipal Information Systems Association (MISA) Conference: This conference is two full days of education session on various IT systems and tools. We rely heavily on this conference to form partnerships with vendors and learn about new tools and evolving trends. The third day is reserved for open forum discussion with fellow municipal IT/IS professionals. Attendees:

Dave Herrington, Systems Technician

Sustainability Implications It is important that staff at the County keep abreast and up to date on issues and emerging trends related to municipal government, land ambulance operations and opportunities for excellence. In addition, the principle of leadership development and succession planning are essential to a sustainable land ambulance system and emergency preparedness.

Financial Implications Costs for these conferences are included in the 2014 Land Ambulance Conference budget cost centers.

Organizations, Departments and Individuals Consulted and/or Affected Colleen Hickey, Manager of Human Resources Marian VanBruinessen, Acting CAO/Director of Corporate Services/Treasurer Recommend Report to Council Emergency and Transportation Services – Frontenac Paramedic Services (FPS) Staff Attendance at Conferences in Fiscal 2014 March 19, 2014 Page 2 of 2

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Report 2014-044 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:

March 5, 2014

Date of meeting:

March 19, 2013

Re:

Corporate Services – Accessibility Standards Advisory Council/Standard Development Committee Review of the Customer Service Standard

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Review of the Customer Service Standard report; AND FURTHER THAT the Council of the County of Frontenac direct staff to submit the comments as outlined in the report to the Accessibility Directorate of Ontario.

Background The purpose of the Accessibility for Ontarians with Disabilities Act, 2005 (AODA) is to achieve an accessible Ontario by 2025 through the development, implementation and enforcement of accessibility standards that apply to the public, private and not-for-profit sectors. Under the AODA, the government of Ontario developed five accessibility standards to identify, remove and prevent barriers in key areas of daily living: customer service; employment; information and communications; transportation; and the design of public spaces. All organizations with one or more employees in Ontario are required by law to comply with the AODA and its accessibility standards. On January 1, 2008, the Customer Service Standard became the first accessibility standard to be made into regulation under the AODA which sets out requirements to Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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achieve accessible customer service and applies to all organizations (public, private and not-for-profit) that provide goods or services either directly to the public or to other organizations and that have one or more employees in Ontario. Requirements for organizations pertain to topics such as accessible customer service policies, practices and procedures; service animals; support persons; customer feedback; and staff training. The AODA requires the review of each accessibility standard five years after it becomes law to determine whether the standard is working as intended and to allow for adjustments to be made as required. In September 2013, the Accessibility Standards Advisory Council/Standard Development Committee (ASAC/SDC), in its role as the SDC, began its review of the Customer Service Standard at the direction of the Minister of Economic Development, Trade and Employment. The ASAC/SDC is a committee that includes leaders from the disability community and from organizations that must comply with accessibility standards.

Comment The ASAC/SDC has reviewed the current Customer Service Standard including its longterm objectives and all requirements that organizations must follow. Based on this review, it is proposing amendments related to the following components of the Customer Service Standard: • Class structure of organizations based on the number of employees; • Policies, practices and procedures; • Service animals; • Support persons; • Training; • Feedback processes; and • Notice of availability and format of documents. Purpose and Application It is proposed that changes be made around definitions which would see the three class structures, those being “Designated public sector organization”, “Government of Ontario” and “Legislative Assembly” under the Customer Service Standard (i.e., who the standard applies to) be replaced by the seven class structures under the other accessibility standards: • designated public sector organization • Government of Ontario • large designated public sector organization • large organization • Legislative Assembly • small designated public sector organization • small organization As a result, in this section and everywhere else in the document, references to a “provider” of goods and services have been replaced with “obligated organization” to match the other accessibility standards. Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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It is also proposed to add a general provision referencing reasonability/practicability which is intended to clarify to obligated organizations and people with disabilities that both parties need to work together to take into account an individual’s needs, and the organization’s capacity to meet those needs. Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it provides consistency and harmonized language across all five Standards of the AODA and promotes collaboration and shared responsibility between all parties. Class Structure The Customer Service Standard establishes different requirements for private and notfor-profit organizations based on number of employees as follows: • •

Private and not-for-profit organizations would be defined as having between 119 employees (small). Private and not-for-profit organizations would be defined as having 20 or more employees (large).

Proposed Change It is proposed that the class structure under the Customer Service Standard be changed to match that of the other accessibility standards, as follows: • Private and not-for-profit organizations would be defined as having between 149 employees (small). • Private and not-for-profit organizations would be defined as having 50 or more employees (large). Requirements under the Customer Service Standard that applied to organizations with 20 or more employees would now apply to organizations with 50 or more employees. Proposed changes regarding class structure would be reflected in the requirements for private and not-for profit organizations under the following sections of the Customer Service Standard: • Establishment of policies, practices and procedures • Service animals • Support persons • Notice of temporary disruptions • Training • Feedback process • Notice of availability of documents This proposed change would match the class structure of the Customer Service Standard with the class structure of the other four accessibility standards (employment; information and communications; transportation; and the design of public spaces). The proposed change will result in a consistent definition of private and not-for-profit organizations, simplify requirements, and reduce inconsistencies across all accessibility standards. For example, with this proposed change, organizations with 20-49 employees would continue to be required to establish policies, practices and procedures governing the provision of goods or services to people with disabilities (as required under Section 3 of the Customer Service Standard). However, these organizations Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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would no longer be required to prepare one or more documents describing their policies, practices and procedures or to provide these documents upon request (as currently required under Section 3.5). Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it provides consistency and harmonized language across all five Standards of the AODA and would relieve some of the administrative burden faced by smaller organizations. Establishment of Policies, Practices and Procedures Every provider of goods or services is required to establish policies, practices and procedures governing the provision of its goods or services to people with disabilities. The provider must make reasonable efforts to ensure that its policies, practices and procedures are consistent with the following principles: • The goods or services must be provided in a manner that respects the dignity and independence of people with disabilities; • The provision of goods or services to people with disabilities and others must be integrated unless an alternate measure is necessary, whether temporarily or on a permanent basis, to enable a person with a disability to obtain, use or benefit from the goods or services; and • People with disabilities must be given an opportunity equal to that given to others to obtain, use and benefit from the goods or services. The policies must deal with the use of assistive devices by people with disabilities to obtain, use or benefit from the provider’s goods or services or the availability, if any, of other measures which enable them to do so. When communicating with a person with a disability, a provider must do so in a manner that takes into account the person’s disability. Every designated public sector organization and every other provider of goods or services that has at least 20 employees in Ontario must prepare one or more documents describing its policies, practices and procedures and, upon request, shall give a copy of a document to any person. Proposed Change It is proposed that references to “policies, practices and procedures” throughout the Customer Service Standard to be changed to match the term “policies” in the other accessibility standards. Proposed changes would be reflected in the following sections of the Customer Service Standard: • Service Animals • Support Persons • Training This would align language and terminology across all accessibility standards, reduce inconsistencies, and simplify requirements.

Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it provides consistency and harmonized language across all five Standards of the AODA and promotes collaboration and shared responsibility between all parties. Service Animals Under this provision, an animal is considered a service animal if: • If it is readily apparent that it is used by the person for reasons relating to his/her disability; or • If the person provides a letter from a physician or nurse confirming that the person requires the animal for reasons relating to the disability. Proposed Change It is proposed that the definition of service animal be changed. An animal would be defined as a service animal if: • It has been trained to provide assistance to a person with a disability that relates to that person’s disability; and • It is “readily identifiable” that the animal is used by the person for reasons relating to his or her disability; or • If the person provides a letter from a regulated health professional confirming that that person requires the animal for reasons relating to the disability. The addition of the training provision clarifies that a service animal is not a pet and is individually trained to do work or perform tasks for an individual with a disability that is specific to that individual’s disability. The term “readily identifiable” is proposed to replace “readily apparent” to make it more clear to organizations that a service animal may be recognized through indicators or visual cues such as a vest or harness, without staff having to ask for a letter from a health professional. Expanding the range of people who can provide a letter confirming a person’s requirement for a service animal to “regulated health professionals” from the more specific “physician or nurse” was seen by the committee as more inclusive of the range of health care professionals that may be used by people with different types of disabilities. Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it gives organizations more tools to verify the identity of service animals; however this may require additional language or guidelines on how to determine that a service animal has been trained as currently the proposed changes are silent on this. Support Persons If a person with a disability is accompanied by a support person, the provider of goods or services must ensure that both are permitted to enter the premises together and that the person with a disability is not prevented from having access to the support person while on the premises. The provider of goods or services may require a person with a disability to be accompanied by a support person when on the premises, but only if a support person is necessary to protect the health or safety of the person with a disability or the health or safety of others on the premises. Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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If an amount is charged for admission to the premises or in connection to a person’s presence on the premises, the provider of goods or services must ensure that notice is given in advance about the amount, if any, payable in respect of the support person. Proposed Change Additional language is being proposed to clarify when an organization may require a support person to accompany a person with a disability for reasons of health and safety as follows: • This would only occur where, after consultation with the person with a disability, requiring a support person is the only means to allow the person to be on the premises and at the same time fulfill the provider’s obligation to protect the health and safety of the person with a disability and that of others (i.e., the health and safety risk cannot be eliminated or reduced by other means); and • Any considerations on protecting health and safety must be based on specific evidence and not on assumptions. These additional requirements clarify for organizations that there are limited circumstances whereby an organization could require that a person with a disability be accompanied by a support person and that certain conditions should be met including: • Consultation with the person with a disability; • Determination that there is no other solution or means to allow the person to be on the premises and at the same time fulfill the provider’s obligation to protect the health and safety of the person with a disability and that of others; and • The decision is evidence based. Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it provides clarification around the requirements of a support person and supports collaboration and shared responsibility between all parties. Training for Staff Every provider of goods or services is required to ensure that the following people receive training about the provision of its goods or services to people with disabilities: ¾ Every person who deals with members of the public or other third parties on behalf of the provider, whether they do so as an employee, agent, volunteer or otherwise. ¾ Every person who participates in developing the provider’s policies, practices and procedures about providing goods or services to members of the public or other third parties. The training must be provided to each person as soon as practicable after he or she is assigned the applicable duties and must also be provided on an ongoing basis in connection with changes to the policies, practices and procedures governing the provision of goods or services to people with disabilities. Proposed Change It is proposed that the requirements on who must be trained and when training must be provided be replaced with the following language: ¾ Training must be provided to: • All employees, and volunteers; Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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All people who participate in developing the organization’s policies; and All other people who provide goods, services or facilities on behalf of the organization. ¾ Every person must be trained as soon as practicable. ¾ Organizations must provide training on any changes to its accessibility policies on an ongoing basis. These proposed changes would match the broader language in the other accessibility standards, simplify requirements, and reduce inconsistencies across all accessibility standards. • •

Comments: The County of Frontenac agrees with the proposed changes to this provision in the Customer Service Standard as it provides consistency and harmonization of language across all five Standards of the AODA. Feedback Process for Providers of Goods or Services Every provider of goods or services must establish a process for receiving and responding to feedback about how it provides goods or services to people with disabilities and must make information about this feedback process readily available to the public. The feedback process must permit people to provide their feedback in person, by telephone, in writing, or by delivering an electronic text by email or on diskette or otherwise and must specify the actions that the provider of goods or services is required to take if a complaint is received. Proposed Change It is proposed that the language on the channels and formats of an organization’s feedback process under the Customer Service Standard be matched with the language in the Information and Communications Standard which specifies that: • Obligated organizations ensure that their feedback process is accessible to persons with disabilities by providing or arranging for the provision of accessible formats and communication supports upon request. It is further proposed that language be added to the feedback section that is similar to the language in the policies, practices and procedures section of the Customer Service Standard which states that when communicating with a person with a disability, a provider shall do so in a manner that takes into account the person’s disability. The proposed new title of the section is intended to clarify that the requirements relate to receiving feedback on the accessibility of “access to” goods and services rather than the accessibility of the goods and services themselves. Changing how feedback is accepted to require organizations to provide accessible formats and communication supports (rather than accepting feedback through certain communication channels such as in person, by telephone, in writing, on diskette) matches similar requirements under the Information and Communications Standard. The proposed change may enhance accessibility for people with disabilities since they can request the accessible format or communication support that works best for them and their needs when providing feedback rather than choosing from the possible methods for providing feedback that are determined by the organization (e.g. by telephone or in writing) and reiterating the requirement for organizations to communicate with a person in a manner that takes into account their disability in the feedback provision similar to the requirement in the Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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policies, practices and procedures section of the Customer Service Standard reinforces the importance of this principle. Comments: The County of Frontenac agrees that language between the Customer Service Standard and other AODA Standards should be harmonized; however these proposed changes may require some organizations to comply with the Information and Communication Standard (as it relates to feedback processes) sooner than previously anticipated unless the compliance schedule for these proposed changes is in line with the compliance schedule of the Information and Communications Standard. Notice of Availability and Format of Documents Every designated public sector organization and every other provider of goods or services that has at least 20 employees in Ontario must notify people to whom it provides goods or services that the documents required by the Customer Service Standard are available upon request (e.g. accessible customer service policies). The notice may be given by posting the information at a conspicuous place on premises owned or operated by the provider, by posting it on the provider’s website, if any, or by such other method as is reasonable in the circumstances. If a provider of goods or services is required by the Customer Service Standard to give a copy of a document to a person with a disability, the provider is required to give the person the document, or the information contained in the document, in a format that takes into account the person’s disability. The provider of goods or services and the person with a disability may agree upon the format to be used for the document or information. Proposed Change It is proposed that the scope of this requirement be expanded beyond documents required under the Customer Service Standard to include any information and communication that an organization provides to the public. It is also proposed that an organization provide accessible formats and communication supports upon request to a person with a disability. These must be provided in a timely manner and at a cost that is no more than the regular cost charged. It is further recommended that the current provision that organizations and people with disabilities “agree upon” an accessible format be replaced with the following requirement: • Organizations must consult with the person making the request to determine the suitability of an accessible format or communication support. The proposed change would align language and terminology with the Information and Communications Standard, reduce inconsistencies, and simplify requirements. Comments: The County of Frontenac agrees that language between the Customer Service Standard and other AODA Standards should be harmonized and supports the promotion of collaboration and communication; however these proposed changes may require some organizations to comply with the Information and Communication Standard sooner than previously anticipated unless the compliance schedule for these proposed changes is in line with the compliance schedule of the Information and Communications Standard. Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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Sustainability Implications Creating barrier-free communities through accessibility planning will enhance the County’s goal of sustainability in both the social and economic pillars of the County’s sustainability plan. As stated in Directions for Our Future, social sustainability is based on equity, diversity, connectivity, democracy and a good quality of life. It further states that economic development takes health, community, education, and environmental and social objectives into account.

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

Organizations, Departments and Individuals Consulted and/or Affected Joint Frontenac Accessibility Advisory Committee County of Frontenac staff Accessibility Advisory Committee

Recommend Report to Council Corporate Services – ASAC/SDC Review of Customer Service Standard March 19, 2014

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Report 2014-047 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:

March 3, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – Attendance at Annual Conferences

Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Attendance at Annual Conferences report; AND FURTHER THAT the Council of the County of Frontenac authorize the following staff to attend the following conferences in 2014: ¾ Peter Young, Community Planner Ontario East Municipal Conference – Kingston – September 9th to 11th – no accommodation/travel required ¾ Angelique Tamblyn, Executive Assistant to the Director of Corporate Services AMCTO Annual Conference – Niagara Falls – June 8th to 11th – shared accommodation and travel ¾ Joe Gallivan, Manager of Sustainability Planning Ontario East Municipal Conference – Kingston – September 9th to 11th – no accommodation/travel required (This conference is in addition to the 1 conference per year that Managers are able to attend)

Recommend Report to Council Corporate Services – Attendance at Annual Conferences March 19, 2014

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Background As per amendments made to By-law 2011-0005 which authorizes the reimbursement of expenses, the CAO/Clerk may attend 2 conferences per year and Department Managers may attend 1 conference per year. Any additional conference attendance by CAO/Clerk and staff would require prior permission via resolution by County Council.

Comment OEMC: The Ontario East Municipal Conference is considered the largest annual regional conference east of Toronto and is usually well attended by members of the four Township Councils. Each year, the Ministry of Municipal Affairs and the Ontario East Economic Development Commission hosts this three-day conference. This year the conference is being held at the Ambassador Hotel in Kingston starting the morning of September 9 and wrapping up at noon on September 11, 2014. The OEMC provides numerous worthwhile sessions dealing with a variety of municipal issues including land use planning, economic development, new Provincial initiatives, and general best practices. The Ontario East Municipal Conference costs for full registration will be approximately $515 based on the fee for 2013. This includes all conference materials, plenary and workshop sessions, and meals. The conference takes place in Kingston and no hotel accommodations would be required. AMCTO: The AMCTO is an association representing Ontario municipalities that offer leadership, direction and service to the municipal sector in Ontario by offering education, member services and advocacy. It is the “go to” organization in fostering and sustaining excellence in municipal management and administration. Each year, AMCTO hosts a three-day annual conference which rotates within municipalities in Ontario. This year the conference is being held at the Sheraton on the Falls in Niagara Falls starting the evening of June 8th and wrapping up during the afternoon of June 11th. The Executive Assistant to the Director of Corporate Services and the CAO is the main support to all of Corporate Services and needs to be up to date on issues and emerging trends related to municipal government. The AMCTO conference cost for the full registration, which includes all conference materials and access to all plenary and workshop sessions, breakfast and lunch is$791 ($700 + $91 HST) per person; however as a “New Professional” member of AMCTO, the Executive Assistant is provided each year for up to 5 years with a $200 voucher that can be used towards this registration fee which would reduce the cost to $591. Hotel accommodations and travel would be shared with the Manager of Legislative Services/Clerk who also attends this conference.

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Sustainability Implications It is important that staff at the County keep abreast and up to date of issues and emerging trends related to municipal government and opportunities for excellence. In addition, the principles of leadership development and succession planning are essential to sustainability.

Financial Implications Costs for these conferences were included in the 2014 Corporate Training, Travel and Conference Fees budget.

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

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Report 2014-027 INFORMATION REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared By:

Colleen Hickey Manager of Human Resources

Date Prepared:

March 7, 2014

Date of Meeting:

March 19, 2014

Re:

Corporate Services – Disability Management Audit

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Disability Management Audit report for information; Background The County of Frontenac attained the services of Acclaim Ability Management to conduct an audit and review of the County’s current disability management processes. This audit was completed in November 2013, a copy of which is provided as an appendix to this document. The audit request stemmed from the County’s interest in understanding how our disability management program compares to best practices and to identify any gaps with our current program and recommendations to ensure that our program moves towards best practices. Comment Acclaim’s audit which was conducted in the fall of 2013 has provided County management with observations based on telephone interviews with relevant County staff and an overview of all County disability management policies and procedures. The Acclaim report indicates while the County has several effective policies and are achieving good results, the program objectives are not clear and developing a more comprehensive disability program will allow us to set out clear objectives and better Information Report Corporate Services – Disability Management March 19, 2014

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results. The report noted that the County recognized the importance of having clear policy information on disability management however requires further development. The report provided observations, and recommendations some of which are outlined below: Accomplishments: • The new Employee Attendance Awareness Program is clear and concise on the roles and responsibilities of the employees and management. •

Wellness Program is in place and is a proactive resource for all staff.

•

Return to Work Program is well designed; unions are involved in the development and day to day requirements of the program when returning employees back to work after an illness or injury.

•

WSIB incidents are benchmarked against similar organizations (Road to Zero audits).

Recommendations: • Setting of Objectives – The County does not have a comprehensive integrated disability management program that will clearly identify program goals and timelines that direct staff towards solutions that support the County’s overall business objectives. •

Documented Policies, Processes and Plan Design – The County has several policy documents (Return to Work, Accommodation and the new Attendance Support Management Program) which outline the various processes of the disability management program. However the County requires a corporate policy with respect to the process as a whole.

•

Clearly Defined Accountabilities - One of the greatest concerns for the success of a disability management program is the lack of clearly defined accountability and roles. The new attendance management guide lays out the roles and responsibilities for management and employees concisely. However, further accountabilities are required for consistency in the full delivery of the disability management program.

•

Data Collection and Reporting – Currently various software programs operated by the County track certain aspects of disability management. The implementation of INFO HR will allow better tracking of disability management and will assist in the reduction of manual tracking currently in place for the Occupational Health Nurse. However, there is no centralized system at this time that includes all facets of tracking employee information.

•

Third Party Adjudication – currently the County determines eligibility to sick leave payments internally. The reports notes that HR reviews documentation before sending the information to Occupational Health which is inaccurate. All medicals are provided to the OHN where assessment can be made to either challenge the medical or accept with consultation of Human Resources and the operational department. The report provides an option of the County to consider having an

Information Report Corporate Services – Disability Management March 19, 2014

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objective third party to collect, review and determine eligibility of payment going forward to mitigate the current process. In summary, the audit findings show that there are some gaps in the County of Frontenac’s current processes and the development of a full disability management program as recommended by this report will allow for greater success in achieving operational goals and objectives. Therefore, Human Resources along with senior management are committed to creating a full review of our current disability management policies and procedures. In May, Council will receive a further report which will document ongoing efforts in developing the new program with project timelines. Upon completion Human Resources will present the Disability Management Program to Council for information.

Sustainability Implications: By identifying gaps in our current disability policies and programs and creating a well documented disability management program will allow the County to be work more effectively in this area and achieve better results.

Financial Implications The development of the disability management program should allow the County to have reductions and cost savings in absenteeism.

Organizations, Departments and Individuals Consulted and/or Affected Acclaim Ability Management Incorporated Bonnie Carter, Occupational Health Nurse

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County of Frontenac Audit and Review of Current Disability Management Processes

Prepared by

Acclaim Ability Management Inc. November 2013

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TABLE OF CONTENTS Section 1 1.

Introduction ……………………………………………………………………………. Page 3

Purpose ………………………………………………………………………………….. Page 3

Executive Summary………………………………………………………………….. Page 4

County of Frontenac’s Audit Report Card……………………………………. Page 6

WSIB Statement & Long Term Disability Review ………………………… Page 18

Conclusion & Recommendations ……………………………………………… Page 19

Resources ……………………………………………………………………………….. Page 22

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1. INTRODUCTION In October 2013, the County of Frontenac contracted Acclaim Ability Management Inc. to complete an Audit and Review of their existing disability management processes. The Audit request stems from the following:

The County of Frontenac is interested in understanding how their disability management program compares to best practices; The County of Frontenac is interested in identifying any gaps within their current program and processes and what recommendations can be implemented to ensure that their program moves towards best practices.

2. PURPOSE & PROCEDURE The purpose of the Disability Management Audit is: To develop a clear understanding of County of Frontenac’s existing disability management processes; To identify the options available to County of Frontenac in order to improve the effectiveness of these processes; and To recommend practices that will best address County of Frontenac’s concerns and business realities. Ultimately, the Audit serves as a tool to help organizations create a successful disability management program. The benefits of such a program include the following:

THE COMPANY Healthier workforce Reduced absenteeism Improved productivity and environment Lower administrative, professional, disability and payroll costs Lower Insurance premiums, reserves and WSIB costs

THE EMPLOYEE The promotion of a speedy recovery The ability to maintain self-identify The ability to remain current in their field of work Less disruptive of family/workplace relationships The opportunity to stay in contact with and to gain support from, co-workers

AUDIT PROCEDURES Acclaim’s audit process consists of the following: Interviews with six (6) staff members at all levels of the organization to identify behavioral, communication and process issues; Review of the Short-Term and Long-Term Disability, and WSIB processes, and workflows;

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Review of the current data collection and reporting practices; Assimilate the data and identify source of issues relating to existing resources, training, and structure; Establish the outcomes expected from the disability management system, such as improving interdepartmental and inter-company communication, efficiency, and satisfaction; Identify changes that can be made to help resolve existing issues;

3. EXECUTIVE SUMMARY Following the review of the documentation provided by the County of Frontenac and the audit interview results, this report addresses the areas of concern that will bring the greatest degree of success and allow for a controlled transitional process to streamline and enhance the current program structure and workflow.

o

COUNTY OF FRONTENAC SUCCESSES The County recognizes the importance of having clear policy information available to employees and management with respect to their absence management and disability management programs. The County has taken the initiative to increase their library of policies by adding additional policies surrounding accommodation and return to work.

o

The County has a team of loyal and knowledgeable staff responsible for the administration and management of their current disability program.

o

The County has a great resource in their Occupational Health department and utilizes this resource effectively within the parameters of their current process. By utilizing the Occupational Health Nurse as a resource, the County ensures they maintain proper documentation storage, they have access to more detailed clinical information with which to effectively support their employees and this internal expertise is key to successfully return injured and/or ill employees to work. FINDINGS & RECOMMENDATIONS

The following highlights our principle recommendations based on the Audit and your current processes : I.

Setting of Objectives: The County of Frontenac does not have comprehensive integrated disability management program objectives. Before considering any significant program changes, we recommend clearly identifying and documenting program goals and timelines. The objectives will direct both County of Frontenac staff towards solutions that support County of Frontenac’s overall business objectives.

II.

Documented Policies, Processes and plan Design: The County of Frontenac has developed several policy documents which outline the various processes of the disability management program including, return to work, accommodation and attendance management. Based on the documentation provided for review, the County is lacking a corporate policy with respect to the disability management program and process as a whole. This policy should outline the program objective, the benefit specifics such as eligibility criteria, payment amounts, required documentation, communication flow, roles and responsibilities as well as the return to work expectations. Currently the only documentation available with regards to the short term disability/sick leave program is in the collective agreement wording. Given that the program is owned and administered by the County, this should be reflected in a complete policy document. Once created, the information should be communicated to all County employees.

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III.

Clearly Defined Accountabilities: One of the greatest concerns for the success of the disability management program is the lack of clearly defined accountabilities and roles. Documentation of these accountabilities, as well as structured roles and responsibilities is an important initiative with which to begin. Communication and training to the County staff should follow to ensure that all staff are aware of the roles within the disability management program and who they go to for questions. It is important to recognize education as a long-term and purposeful investment. It also ensures consistency in program delivery in the event of an unexpected staffing change.

IV.

Data Collection and Reporting: All tracking completed within the disability management program at the County of Frontenac is manual. Maintaining the occupational injury tracking spreadsheets is owned by Occupational Health. There was no evidence of any tracking being completed for the non-occupational claims. Manual tracking is a time consuming practice and human error can cause the results to be incorrect or skewed. The implementation of a system with which to track all absences would benefit the County by utilizing less man hours for data input and revision and would allow reports to be generated on a formal schedule but also on an as needed basis. A centralized system will allow for all claims (occupational and non-occupational) to be tracked consistently and will provide County wide reporting. The ability to export reporting on claims activity, trends, mechanism of injury, duration and cost will provide County of Frontenac with the following benefits; The ability to budget accurately for the cost of the disability management program and related costs (replacement costs, 3rd party assessments). An understanding of the factors driving their disability claims activity (repeat users, unsuccessful return to work plans, etc..) Identification of prevention and wellness initiatives based on trends derived from the disability program data. To identify complex cases where additional resources such as a 3rd party assessment or other interventions may be required. To provide individual departments reporting and status updates with regards to their absence claims and trending. To effectively communicate and review the disability program outcomes on a yearly basis to all stakeholders including Human Resources, Occupational Health, Managers and the Union.

V:

Third (3rd) Party Adjudication: The County of Frontenac determines the eligibility to Sick Leave benefit payments internally within the Human Resources department. This requires Human Resources to request, collect and review medical/functional documentation before sending the information to Occupational Health for storage. This practice exposes the County of Frontenac to possible complaints pertaining to biased decisions and in some cases discrimination complaints. The County of Frontenac should consider the benefits of having an objective third party collect review and determine the eligibility for benefit payments going forward to mitigate the current exposure resulting from the current adjudication practices.

In sum, the audit findings show that there are some gaps in the County of Frontenac’s current disability management program that affect its ability to function as an efficient and integrated program aimed at achieving a common goal. With the creation and communication of a corporate policy document, utilizing a third party for the adjudication of the short term disability claims and clarifying the roles and responsibilities of all stakeholders, the County will be successful in achieving an integrated disability management program that is aligned with best practices.

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4. AUDIT REPORT CARD COUNTY OF FRONTENAC’S REPORT CARD OF DISABILITY MANAGEMENT POLICES & PRACTICES As per our Ability Management Audit mandate, we have graded and analyzed the County of Frontenac’s disability-related policies and practices. The observations from this process are provided below within a report card format grading twelve components upon which a successful disability management program should be built. These components include: POLICIES / PRACTICES
5. Clear Objectives
6. Plan Design
7. Documented Policies and Procedures
8. Clear Roles, Structure and Responsibilities
9. Knowledgeable and Skilled Staff
10. Third Party Adjudication
11. Medical & Vocational Rehabilitation
12. Disability Management Intervention Strategies.
13. Work Site Modifications
14. Tracking and Analysis of Claims Data
15. Communication
16. Privacy and Confidentiality

Ratings are marked by Good, Fair, Poor and Very Poor. A rating of “Good” in these areas of disability management ultimately results in a successful program. Based on our extensive experience within the disability management field, we provide Best Practice Recommendations against which the County of Frontenac can compare their existing policies and practices. Following is a detailed description of each of thirteen disability management components with the baseline rating, current observations of practices at the County of Frontenac, and Best Practice resolutions.

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4.1. CLEAR OBJECTIVES

BASELINE: POOR_

__

Current Practice: While County of Frontenac clearly supports the existence of a disability management program, the audit process revealed that employees are unclear of County of Frontenac’s exact objectives as they relate to such a program. The audit process did reveal that staff within the various departments are very aware of the County’s focus on reducing absenteeism across the organization however when asked about the objective/goal the responses were primarily “uncertain.” Additionally, some employees did respond that the goal was to “return employees to work”. It is evident based on the documentation reviewed, that a clear and communicated program goal or vision is lacking. Such a statement will facilitate the development of clear responsibilities, roles and processes which will result in a truly integrated program.

Best Practice: In order for an integrated disability management program to be successful, it must be governed by well-defined, management-supported objectives. Before developing an effective plan, management must answer the following and many other fundamental questions: 

Does the organization want to effectively manage disabilities or make provisions to prevent them?



Does the organization want to provide the best disability management and wellness programs available or simply keep disability statistics inline with the industry average?

Once objectives are agreed upon and clearly documented, it is integral for Executive, Management and Union to all support these goals. It is further important that the program objectives and structure be clearly and consistently communicated to all levels of the organization. Although union approval may not be required, participation by the various bargaining units in the program development and implementation is often beneficial. Such collaborative efforts establishes ownership by all stakeholders, and a sense of support that is communicated to all employees. Furthermore, statistical data and benchmarking must be established to ensure objectives are being met. Ongoing reporting sessions should be established with management and union to determine progress and the ongoing viability of specified goals.

4. 2. PLAN DESIGN

BASELINE: FAIR

Current Practice: County of Frontenac offers a self-insured Short Term Disability (STD) plan to its eligible employees. This plan is delivered as part of the employee benefits package along with a health, dental, and prescription drug plan. The extended benefit package is provided by Medavie Blue Cross. The STD program details including; eligibility, benefit payment amounts, relapse period, the time lines for reporting an absence and transitioning from WSIB to STD are outlined within each of the 3 collective agreements. There was no documented County STD policy provided for review. The audit interview process revealed that such a document

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likely not exist. County staff are aware of the STD program and the general plan parameters (duration, rate of pay) and are aware that the information is located within the collective agreements. Currently, the STD claims are adjudicated internally by HR or the Admin staff at Fairmount. The Occupational Health Nurse may be implicated in some cases to assist with the validation of medical information, however there is no designated disability management professional in place to determine whether employees are in fact disabled due to an illness or injury. This process creates a culture where the STD benefits are administered based solely on documentation, primarily medial notes, provided by the employee, rather than an objective adjudication process where the medical information is evaluated against policy criteria. It also puts the County in a position where declining benefit payments would be difficult to support. The information obtained during the audit interview process indicated that claims for STD benefits are very rarely declined. One key observation made following the review of the available STD plan documentation was that the information that is available surrounding the short term disability plan does not contain any eligibility criteria. The program information states “ The Employer will pay… sick leave benefits for the first 15 weeks of such sickness, provided all requirements for entitlement for such benefits are met.” The “requirements” are not documented in a County wide policy. It is understood that this detail is not and should not be contained within the collective agreement as it would limit the County’s ability to manage their program, however in order to ensure that all claims are adjudicated and managed consistently a county wide policy document outlining the short term disability program details would be beneficial. In addition, current practice within the County is that the Long Term Disability (LTD) application is initiated when an employee has been absent for 8 weeks. The LTD application is provided to the employee by the Payroll department. Payroll is prompted to initiate the application through information received from the Scheduler. There is no evidence of a formal process which outlines the application and transition to LTD process. Given that the LTD elimination period is short (15 weeks), submitting the application at the 8 week mark will ultimately impact the County’s LTD premium costs even if the employee in questions returns to work before the expiration of their STD period. With comprehensive case management strategies in place to ensure that all return to work options and appropriate prognosis information is obtained and considered before the initiation of the LTD application may decrease the LTD experience and therefore prevent increases in LTD costs at the time of renewal. In terms of the extended health plan design, it was noted that the benefit maximums vary depending on the employee group. Recognizing that these differences may be the result of the collective bargaining process, some of the audit interviewees expressed concern that the differences in the benefit coverage amounts is “unfair” and the perception is that management does not enjoy the same benefits as the other staff members. Essentially the Short Term Disability plan design is adequate in that it protects employees from a loss of income in instances of illness or non-occupational injury, however the practical application of this design is not meeting the full potential due to the lack of documented adjudication criteria consistent case management and monitoring procedures. Best Practice: Short and Long-Term Disability plans protect employees from a loss of income while providing incentives to reduce absenteeism and encourage a Return to Work. These plans should also be characterized by early intervention and aggressive monitoring and treatment. These qualities are necessary to minimize both the incidence and duration of occupational and non-occupational disabilities, which directly impacts cost containment. These plans are most successful when integrated within a disability management program that streamlines structure, coordination, and administration to support early intervention and assertive claims management. A consistent corporate Return to Work Plan applied in each jurisdiction has proven to be very effective for large organizations. The corporate plan provides uniformity in its application, assists the workplace parties with

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implementation of the plan, and allows for ownership of the plan. Further, Short-Term Disability and Long-Term Disability plans should be competitive while reflecting the organization’s unique culture and demographics. In addition, organizations who complete the adjudication and management of their disability benefit claims are facing an increasing number of union grievances and legal challenges due to the fact that the employer is requesting and receiving medical information, reviewing the information and adjudicating it to determine whether an employee will receive payment. This is viewed as a biased practice by both employees and labour groups. As a result, objective third party claims adjudication is seen more often.

4.3

DOCUMENTED POLICIES and PROCESSES

BASELINE: FAIR

Current Practice: Following the review of the documentation provided by County of Frontenac along with the information gathered during the various interviews, it is apparent that the County of Frontenac has recognized the need for documented policies and processes and has recently completed the drafts of the following policies contained within the Corporate Policy & Procedure Manual – Occupational Health (Effective Date: September 1, 2013); Long Term Disability Claims Occupational Injuries & Accommodation Post Exposure Procedure Non Occupational Illness/Injury Accommodation Accommodation Policy Employee Attendance Awareness Program (EAAP) – Revised With respect to the Short Term Disability program, there is a lack of documentation outside of the collective bargaining agreement wording which briefly outlines the which employees are eligible for the benefit, the rate of benefit payment and duration; the relapse time frame and the rate of Long Term Disability benefit payment. The addition of a County policy outlining the specifics of the short term disability program including the process to follow with regards to reporting absences, the documentation required to initiate and maintain a claim, adjudication criteria, accommodation procedures, return to work processes and stakeholder responsibilities and accountabilities would complement the existing documentation and move the program towards best practices. It would also provide all stakeholders with consistent information about the program, its application and the overall objective. Furthermore the audit process provided insight into the existence of policy and procedure documentation that is specific to Fairmount. None of these policies or processes were provided for review, however it is important to note that a review of department, location or division specific policies should be completed to ensure that they align with the County’s overall disability program strategy. In sum, the absence of a County policy and process documentation prevents the County of Frontenac from ensuring that their program is being administered consistently across all departments and that the current practices are in line with the purpose and vision of the program and in some cases, complying with all legislative requirements.

Best Practices: Clearly documented disability management policies and processes are needed to ensure each employee receives equal and consistent treatment within the program. Implementation of the integrated plan should be consistent and

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non-prejudicial by company and/or plan managers. A well-organized process contributes to an efficient and valuable disability program, but it also projects the company as one that treats its staff in a fair and reputable manner. Well-documented policies and procedures for Return to Work Programs serve as an excellent resource for immediate managers and the Return to Work teams. As each jurisdiction’s processes may vary somewhat, Best Practices between these staff should be shared so policies and procedures can be streamlined and used consistently at each site.

4.4 CLEAR ROLES, STRUCTURE and RESPONSIBILITIES BASELINE: POOR Current Practice: Collectively, the County of Frontenac Staff share a common opinion that the roles and responsibilities of all of the stakeholders within the disability management program are clear, however not defined or documented. “Everyone knows who to go to for what” is a statement that was echoed throughout the audit process. When County staff were asked why they complete specific tasks at certain times, the majority of the responses included “ because that’s what I was instructed to do” or “that was the past practice.” The County is fortunate in that the disability management stakeholders appear to be loyal employees with seniority. Given the current climate, the addition of new staff members or staff turnover could disrupt the current system where the program appears to run quite smoothly. The County would benefit from clearly defining the roles and responsibilities of the following stakeholders;

• The Employee
• The Union
• Human Resources
• The Manager
• The Scheduler
• The LTD insurer
• The Occupational Health Nurse Once the roles and responsibilities have been clearly defined and documented, the information should be communicated to all stakeholders and stored in a location that is accessible to anyone who requires the information. Best Practices: For policies and processes to be effective, corresponding roles, responsibilities and organizational structure must be clearly documented and understood. This covers not only disability management staff but also all stakeholders including unions, employees, managers and any external stakeholders.

4.5

KNOWLEDGEABLE and SKILLED STAFF

BASELINE: FAIR

Current Practice: The current disability management staff including the Human Resource designates, the Home Administrator(s) & the Occupational Health Nurse are knowledgeable, experienced and effective in administering the current disability management program.

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The audit process revealed that the responsibility of the adjudication of the short term disability claims lies with the Human Resources department, however there was no evidence provided to confirm that the HR department are trained specifically in claims adjudication and disability case management. These skills are of significant importance and ensure that decisions on benefit entitlement are being made following a thorough review of all of the factors involved in a claim. The absence of such knowledge leans the short term disability program toward a benefit that is administered rather than adjudicated and managed against specific criteria which would confirm the presence of a bonafide impairment. Additional training opportunities for Human Resources and Administrators on key aspects of disability management including understanding medical terminology, work precautions, return to work coordination and disability management best practices would assist greatly in moving the program adjudication from the passive approach to a more assertive one. The County also has a significant resource in the Occupational Health Nurse who can assist Human Resources with validating and interpreting medical information, however given that the Occupational Health Nurse’s responsibilities as described do not include claim adjudication, having a skilled disability management practitioner review all claims, whether they be internal or external, would ultimately lead to shortened absence duration and decreased overall program costs. According to Watson Wyatt’s recent audit, the ability to integrate a Disease Management /Case Management cost containment program requires knowledgeable specialists, “certain expensive disabilities may be significantly limited and costs controlled”. [www.watsonwyatt.com/stayingatwork]

Best Practices: To execute policies and procedures, disability staff must be knowledgeable and skilled in the area of integrated disability management practices. Staff must attain current knowledge about their particular area of responsibility through continuous training and education, specifically in regards to medical management techniques, early intervention and Return to Work policies and practices. This training should be provided by qualified employer personnel or by an external disability management provider. Rehabilitation efforts should be coordinated by a centralized staff member(s)for a consistent and structured process of early intervention, medical management and Return to Work programming.

4.6 THIRD PARTY ADJUDICATION

BASELINE: VERY POOR

Current Practice: At the County of Frontenac the short term disability claims are adjudicated and managed internally through the Human Resources (with assistance from Occ. Health if required) department while the Occupational injury (WSIB) cases are managed by the Occupational Health department. There is no external, objective adjudication or management of claims. The County of Frontenac’s Long Term Disability benefit is an insured program and is administered by Sun Life Financial. The current short term disability adjudication process lacks standardized medical and functional information gathering, established timelines & early intervention. This is in part due to a lack of documented and communicated eligibility criteria, the legislated limitations regarding an employer’s access to medical information and a lack of disability management training.

Best Practice:

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It is valuable for a qualified third-party to adjudicate or review Short-Term Disability / Sick Leave claims to ensure an unbiased, expert opinion on whether or not a claim should be paid. Having an external party provide this service also helps to insulate the organization from any disputes that may arise. Documentation of ongoing case management is an effective tool in shortening disability claims. Communication and information sharing should be the cornerstone of a Third-Party Administrator (TPA)/employer relationship in which the TPA and employer work together towards the same goals.

4.7 MEDICAL and VOCATIONAL REHABILITATION

BASELINE: POOR

Current Practice: The audit process identified that there is currently no external support network of vendor partners to offer medical and vocational rehabilitation services to County of Frontenac employees, however the County does utilize the services of Kingston Injury Management for ad hoc assessments including Physical Demands Analyses & treatment services. There was no evidence of a service contract being in place nor were any cost statements provided for review. Being aligned with a rehabilitation vendor demonstrates that the County is aware that it is imperative to provide their employees with access to medical treatment and assessment services when injured and this relationship should also assist the County in reducing the duration of employee absences, thus reducing claims costs for both nonoccupational and occupational injury claims.

Best Practices: The program must have a support network of medical and vocational rehabilitation specialists. Ensuring that employees receive the best possible medical treatment and/or vocational rehabilitation that will result in shortening the disability duration regardless of where the employee is within the disability continuum. This kind of expert involvement improves the potential for a safe and prompt return to work.

4.8. DISABILITY MANAGEMENTINTERVENTION STRATEGIES

BASELINE: FAIR

Early Intervention / Modified Work Programs / Physical Demands Analysis (PDA)/ Independent Medical Evaluations (IME) Current Practices: The current disability management program at County of Frontenac does not consistently include the use of disability management intervention strategies or tools. The County does have policies and procedures around return to work and accommodation as well as a library of Physical Demands Analyses to utilize in the management of claims. These tools appear to be used primarily in the management of occupational injury claims. The audit interview process revealed that there is a budget line for assessments and that all departments have access to ergonomic evaluations. It should be noted that there was no budgetary or documentation confirming the total costs of assessments per year provided for review. In addition, there appears to be very little use of Independent Medical Evaluations within the current program. This can be in part attributed to the lack of comprehensive case management being applied to the short term disability claims. The issue of a lack of formal disability management training, lack of an IME provider relationship and the knowledge of when to utilize an IME may also factor in to the sparse usage of such a strategy.

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The Human Resources department will draw on the knowledge and expertise of the Occupational Health Nurse when short term disability cases are deemed to be complex, however the Nurse’s primary focus is the management of occupational injury claims and it is within those claims that case management strategies are used.

Best Practices: Successful Return to Work is made more likely the earlier involvement begins with the ill/injured employee. Early Intervention reduces the duration of a claim and its corresponding costs as well as improves staff morale. Studies indicate that a person off work for six months due to disability has a 50% chance of returning to work. After nine months the probability drops to 20% and less than 5% after two years. (NIDMAR) Physical Demands Analysis (PDAs) and/or Cognitive Demands Analysis(CDAs) are the cornerstone of Disability Management intervention. Without up-to-date, universally recognized measurement techniques it is impossible to determine whether a person is able to meet the requirements of the employment position in question. It is recommended that an experienced and/or certified kinesiologist or registered Occupational Therapist completes the PDAs/CDAs, as they are able to substantiate the PDA results and respond to any queries brought forth by physicians. Independent Medical Evaluations (IME) are best used in conjunction with Functional Capacity Evaluations and PDAs. These tests provide the specialists with more objective knowledge as to the individual’s abilities and their specific work conditions.

4.9.

WORK-SITE MODIFICATIONS & RETURN TO WORK

BASELINE: FAIR

Current Practice: The scope of this audit focused primarily on the return to work aspect of this element however the consensus among audit participants is that the County will modify workstations or the duties of a position whenever possible to allow for a timely return to work to occur. It was noted that the County currently has draft policies and procedures addressing the return to work and accommodation process and procedures. The County has a clear focus on accommodation and timely return work especially when there has been an occupational injury. Ensuring that managers and County leaders recognize the importance and the costs associated with non-occupational claims where accommodation and return to work is not sought is important. Having a policy outlining the objective in this regard is a step closer to best practice and the County’s challenge will be to ensure the policy is consistently applied across all of the departments. The Occupational Health Nurse currently acts a liaison between the manager, employee, WSIB and LTD with regards to return to work. Her role, although there was no documentation provided to validate, is to develop, communicate and manage the return to work plans. All stakeholders appear to be aware of this practice and the process appears to be effective in ensuring that employees, especially those who have been injured within the course of their employment are accommodated as soon as possible. The current gap exists within the management of the short term disability claims where due to the current administration, opportunities for early return to work and temporary accommodation may be missed.

Best Practice: Return to work coordination and planning should occur from the onset of the employee absence. Comprehensive and consistent functional information should be obtained and reviewed to ensure that the employer has the necessary information to initiate an early and safe return to the workplace. The return to work may be implemented

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using a transitional work reintegration or a modified version of the pre-disability occupation. The return to work plan must be monitored and evaluated to ensure successful return to all aspects of the pre-disability job duties. As it relates to work-site modifications, on average, non-manual labour workstation modifications cost less than $500.00, while a disability claim can potentially cost much more. The preventative benefit of simple workplace modifications is clear in this case. In a production-oriented environment, workplace modifications can be more expensive. Best practices, then, require a company to consistently examine the cost-value relationship of all worksite modifications versus the potential cost of future disability claims.

4.10. TRACKING and ANALYSIS of CLAIMS DATA BASELINE: POOR Current Practice: The County of Frontenac does not currently utilize a thorough tracking system for WSIB and non-occupational injuries and illness claims. During the audit interview process it was noted that tracking of claim data is completed by the Occupational Health Nurse who tracks data manually using a series of Excel spreadsheets. Occupational Health provides management with quarterly reports detailing the WSIB incidents that have occurred as well as annual reports which include the following indicators (Examples of the reports noted below were not provided for review);

Frequency Time of day Duration Diagnosis Department

This data is only tracked for occupational injury claims. Short term disability absences are manually tracked by the Schedulers who prompt the initiation of the short term disability process once the absence threshold is achieved. There is no formal reporting compiled or communicated to any County stakeholders. All audit participants indicated that they are aware of the prevalence of absenteeism with the County and that this issue is a being addressed through the County’s attendance policies however they were not aware of any formal reporting being communicated. All audit participants agreed that they would benefit by receiving quarterly or annual reports specific to the disability management program activity, trends and costs. The current disability management program at the County of Frontenac lacks an efficient and streamlined tracking system which will allow stakeholders to pull activity reports, track the duration of disability claims, track return to work plans and their outcomes, analyze costs (for budgeting purposes) and relevant trends. This information is vital to the success of the disability management program as well as the prevention of disabilities and guiding health and wellness initiatives. Best Practices Tracking of claims provides a base line of information to monitor the benefits of an integrated disability management program. Third-party collection of information can be an excellent resource for comprehensive and confidential claims tracking. It can also be utilized for benchmarking against industry norms. Internally data can be collected to assist the team in determining projected disability requirements in a preventative focus. The demographics can influence the integrated wellness and disease management programs.

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Firm-wide trend analysis is key to a uniform approach to health and safety and workplace injury management. This helps to develop a company’s global practices, policies and procedures that meet or exceed all legislative requirements in each jurisdiction.

4.11.

COMMUNICATION

BASELINE: FAIR

Current Practice: Many of the County of Frontenac staff interviewed expressed that the communication flow between Human Resources, Occupational Health, the Managers and the Employee is adequate. Within the County’s process, communication is vital within the short term disability and the occupational injury program. Within the STD process, the Scheduler must communicate with the manager, Payroll and Human Resources in order to initiate a claim. The Scheduler also initiates the Long Term Disability application process by advising Payroll to send out the forms 5 to 8 weeks prior to the LTD start date. The Scheduler role has a vital function within the County’s disability management process and a breakdown of communication through this department could result in delays in the processing short term disability and long term disability benefits. None of the audit participants were aware of any formal communication process flow documentation. Given that there are several departments and personnel involved in the management and processing of a claim, a document confirming who is responsible for communicating, the method of communication and at what frequency would be beneficial. This information should be included in a County process that includes the roles and responsibilities of all stakeholders. Confirming and communicating this information to all stakeholders allows for everyone to understand the significance of their role and will provide a reference tool for new staff who join the team in the future. Occupational Health also plays a significant role within the disability management process and although it is reported that the Nurse communicates with absent employees on a weekly basis and cascades information to the managers, the communication process flow should be documented. If the resources allow for change, the County may also want to explore streamlining the current process to remove Payroll from sending out disability benefit application forms. This should be completed as part of the case management process and done via Human Resources or Occupational Health. This step would ensure that no unnecessary LTD applications are submitted (a potential cost savings) and would also ensure that the absent employee is communicating with the disability management team at the County. With regards to the communication of policies and procedures, the perception of the interviewees was that the County policies are not readily available should they need to reference them. Fairmount has its own policies posted on their intranet which are accessible to all employees. Programs available to County employees such as the Employee Assistance Program should be communicated to employees regularly to ensure that all employees are aware of services offered by the vendor and how to access the service. Currently, this information is included in the newsletter created by Occupational Health and it was noted that perhaps more frequent communication about the County’s benefit program and any additional services available to the staff should be implemented. Lastly, it appears that managers do not receive any reporting on a consistent basis to provide them with the activities, trends and costs related to disability management and attendance. Communicating this information to all managers and the union groups so that everyone is aware of the current state of the program, how employees are utilizing it, what types of injuries and illnesses are impacting the workforce and the associated cost to the County

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may generate increased communication and ensure that reducing the incidence of absenteeism due to disability and other reasons is addressed departmentally.

In sum, the perception is that there currently is sufficient communication within the disability management process with respect to the status of an absent employee however, interdepartmental communication and the cascading of information departmentally could be increased which would help the stakeholders feel more united and up to date. Best Practice: Organizations should communicate policy, procedures and legislative responsibilities to their employees, management and union on a regular basis. A clear and consistent message should be directed to all levels of the organization to ensure all groups understand the program objective as well as their roles/responsibilities within in. This promotes understanding of the practices and support for the programs, such as Early Intervention, Transitional Work Program, etc. Solid communication is best facilitated through a communication strategy designed according to the organization’s unique structure and work flow.

4.12.

PRIVACY & CONFIDENTIALITY

BASELINE: FAIR

Current Practice: There is ample knowledge of the current Personal Information Protection and Electronic Documents Act (PIPEDA) legislation, which was fully effective January 1, 2004 in Ontario and all provinces except those with “substantially similar” legislation. All medical information is currently submitted to the attention of Occupational Health and stored in locked files within that department. These files are only accessible to the Occupational Health staff. The audit interviewees confirmed that they do not request nor do they receive any medical documentation from employees. This practice is in line with best practices and should be maintained. Currently, Human Resources may also receive medical information from employees or their physician, however the process is to forward it to Occupational Health. It is recommended that no medical information be submitted to Human Resources at all to ensure that the County is not exposed to any grievances or litigation on the basis that they had access to confidential medical information. If the County was to employ a third party to complete the adjudication and management of their short term disability claims, the possibility of medical information being submitted to Human Resources would be eliminated and with the proper signed consent the information could continue to be shared with Occupational Health. When asked about policies regarding document handling, the County of Frontenac employees were unsure if any existed and none were provided for review. Best Practice: Effective January 2004 all employers must adhere to the privacy standards set forth by the Federal / Provincial Government under PIPEDA. Employers should take a proactive role in protecting employee information and initiating privacy protocol that protects the personal information of both their employees and any parties they deal with. By taking these measures, employers will in turn protect themselves against the perception by employees and union that medical information is being misused and confused with performance issues. In most situations consent forms are needed for the collection use, and disclosure of personal information. County of Frontenac

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SUMMARY of REPORT CARD STANDARD

RATING

Clear Objectives

Poor

Plan Design

Fair

Documented Policies and Procedures

Fair

Clear Roles, Structure and Responsibilities

Poor

Knowledgeable and Skilled Staff

Fair

Third Party Adjudication Medical and Vocational Rehabilitation

Very Poor Poor

Disability Management Intervention Strategies Fair Work Site Modifications

Fair

Tracking and Analysis of Claims Data

Poor

Communication

Fair

Privacy and Confidentiality

Fair

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5. WSIB STATEMENT & LONG TERM DISABILITY REVIEW WSIB STATEMENT REVIEW: The County’s WSIB NEER statements for four rate groups were provided for review. The rate groups were: 590, 845, 580,
6. The following confirms the findings based solely on the review of the documentation provided; Based on the examination of the June 2013 NEER statement information we can accurately surmise that the County may currently be in a surcharge position in rate group 851 and 590. A calculation was completed and the anticipated surcharge based on the evidence provided was a total of approximately $264,024 (590: $241,125 & 851: $22,899.)

• With respect to rate group 851, there was a potential for the County to obtain some cost relief for claims from 2010, 2012 and 2013.
• With respect to rate group 590, there was a potential for the County to obtain some cost relief for claims from

The County should review the claims experience and specific files originating in the accident years noted above and pursue relief of costs from the WSIB. Should the County not have the expertise and resources to complete this initiative, sourcing a qualified third party partner to review the NEER statements from the accident years noted above and submit the request for cost relief on behalf of the County to WSIB, is highly recommended as the cost savings that can be recovered are significant and can ultimately cover the cost associated with having a vendor complete the task.

LONG TERM DISABILITY RENEWAL REVIEW: The County provided documentation regarding their Long Term Disability renewal costs for review. The documentation confirmed that for the 9 month period of 2013 the County had a total of 14 LTD claims where 4 had subsequently closed. Due to this activity, the County should expect a 15% increase in their premium costs for 2014. We know that claims experience encompasses the claims that are proved and managed, but also takes into account the applications that are submitted for processing whether the claim becomes active, is declined or just not processed due to having incomplete application information. It should be noted that there was no short term disability activity reporting provided to determine the percentage of claims transitioning to LTD, the associated diagnosis categories or average duration of the absences. In the absence of such information, it is difficult to confirm whether the LTD activity is driven by the actual severity and complexity of the of the disability claims or by the current process in practice at the County which begins the LTD application process at the eight week mark. This blanket initiation of the LTD application process, in the absence of comprehensive and proactive case management, will ultimately increase the County’s claims experience and subsequent costs. With a disability management approach that ensures that all options for return to work have been exhausted and that the documentation on file during the STD period necessitates LTD, it is expected that the County’s LTD experience would decrease simply from initiating the LTD process based on objective medical/functional prognosis and not based on a date formula that prompts the process at the 8 week mark.

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6. CONCLUSION & RECOMMENDATIONS The County of Frontenac’s current disability management program consisting of a self-insured short term disability/ sick leave program which is adjudicated and managed through the Human Resources department, an insured long term disability program adjudicated and managed by Sun Life Financial and occupational illness/injury (WSIB) claims which are managed internally by the Occupational Health department. A review of the County’s current disability management policies, programs and workflow with respect to the above mentioned programs was conducted. The audit process identified areas where the County can implement change to align their processes with best practice, provide clarity to the key County stakeholders and ensure that the County’s processes are cost effective. It should be noted that the infrastructure of an effective and integrated program exists, however important tools and resources are missing which are impacting the program’s ability to grow and become a source of cost savings for the organization.

The following will identify the areas and elements where change should be considered by the County; Development of a clear objective: The County’s current program, although has knowledgeable and seasoned stakeholders is lacking an overall objective and focus for their program. Documenting and communicating the organizational strategy and goal of the disability management will empower the stakeholders within the process to act with purpose and will also begin to streamline processes that may be resource heavy such as having Payroll distribute long term disability paperwork when they are not implicated in the day to management of the short term disability claims. The process as it stands currently appears to be effective, however initiating the long term disability application after ensuring that the appropriate objective medical information exists to support the absence and impairment into the LTD period will reduce the number of LTD claims being submitted and therefore reduce the financial impact to the County come renewal time. The absence of a clear program goal results in it being difficult to measure the effectiveness of the processes that are currently in practice in the event of an employee absence. Development of a County wide disability management policy: The County has taken steps to draft several policies relating to disability and absence management. These policies provide the framework with which the employees will be managed in the event of an illness or accident, while ensuring the County fulfills its legislated obligations towards the employee population (accommodation). The gap in the policy documentation exists because there is no organizational wide policy on disability management which includes the parameters of the short term disability program outside of the collective agreement wording, the long term disability and occupational injury programs as well as time lines, required documentation, eligibility criteria, limitations and exclusions. Such a document will only enhance the ability of the current disability management stakeholders to administer the policies on behalf of the County with a clear vision and purpose. Roles and responsibilities: Currently, the County’s key disability management stakeholders appear to understand the tasks they must complete and when within the current process, however there lacks clarity around why specific tasks are done in the manner they are executed and why certain stakeholders perform the tasks they do. There are several departments involved in the County’s disability management process including Human Resources, Occupational Health, Scheduling, Payroll, Union groups and the Fairmount Home Admin staff. With such a large number of stakeholders involved, having clearly established roles and responsibilities that are documented and communicated to all may uncover that the processes and resources that are currently being utilized during an employee absence is not cost effective strategy. The confirmation of each stakeholder’s role will also identify any potential training needs that may exist for staff members, managers, employees and labour groups on the disability management program and best practices.

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Tracking of disability management data and reporting: The implementation of a system with which to track all absences would benefit the County by utilizing less man hours for data input and revision and would allow reports to be generated on a formal schedule but also on an as needed basis. A centralized system would allow for all claims (occupational and non-occupational) to be tracked consistently and would provide County wide reporting. The ability to export reports detailing claims activity, trends, mechanism of injury, duration and cost would provide County of Frontenac with the following benefits;

• The ability to budget accurately for the cost of the disability management program and related costs (replacement costs, 3rd party assessments).
• An understanding of the factors driving their disability claims activity (repeat users, unsuccessful return to work plans, etc..)
• Identification of prevention and wellness initiatives based on trends derived from the disability program data.
• To identify complex cases where additional resources such as a 3rd party assessment or other interventions may be required.
• To provide individual departments reporting and status updates with regards to their absence claims and trending.
• To effectively communicate and review the disability program outcomes on a yearly basis to all stakeholders including Human Resources, Occupational Health, Managers and the Union. Third (3rd) party adjudication: The County of Frontenac Human Resources department currently determines the determines the eligibility to Sick Leave benefit payments. This requires Human Resources to request, collect and review medical/functional documentation (if provided) before sending the information to Occupational Health for storage. This practice exposes the County of Frontenac to possible complaints pertaining to biased decisions and in some cases discrimination complaints. The County of Frontenac should consider the benefits of having an objective third party collect review and determine the eligibility for benefit payments going forward to mitigate the current exposure resulting from the current adjudication practices. This step may result in what would be perceived as an extra cost to the County, however in sourcing a qualified third party who would holistically administer and manage the County’s customized program the County save costs with respect to the time and internal resources that are currently being used to administer the program. A third party partner should be aware of the County’s goals and objectives with respect to disability management, be willing to tailor their own workflow and communication to align with the County’s needs and resources as well as provide the County with an integrated service which would allow the County to consistently be aware of the effectiveness of their program and what initiatives may be beneficial to continue to grow and enhance the program while continuing to streamline processes, manage claims to closure (return to work) and reduce costs on a going forward basis. Potential WSIB cost relief: Based on the WSIB statement documentation provided for review, the County may be in a position to recover some of the funds paid out in their WSIB surcharge. This initiative involves the review of the claim files, determining on what grounds a request for cost relief can be made and submitting the request to the Board. This is a task that requires knowledge of the WSIB legislation and processes and can ultimately provide the County with significant savings. If the County does not have the expertise to pursue this task internally, it is highly recommended that the County source a third party partner to assist with completing this project. Achieving a streamlined and integrated disability management program depends upon the support and awareness of all workplace groups. In our professional experience, a company-wide understanding of the financial and human resource benefits of such an integrated program as well as the associated available tools and resources, facilitates a seamless implementation and promotes ongoing success of the program. We thank you for the opportunity to provide you with a comprehensive overview of the County of Frontenac’s disability management program. As disability management professionals, we are happy to assist organizations in taking steps to ensure their programs are as successful as possible. We hope the information provided within this report helps you in shaping your program to meet your unique needs and support your valuable employees. Please feel free to contact us at any time if you have any questions or require further services. County of Frontenac

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Sincerely, Acclaim Ability Management

Dawn Yearwood BSc.(Hon)HK, CDMP, CBDMA 1-877-867-6064 ext. 61

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RESOURCES

Documents Reviewed throughout the audit process:

1. Organizational Charts County of Frontenac Fairmount Home Emergency & Transportation Services

Attendance Management Policies & Procedures Group Benefit Plan Renewal Projection Long Term Disability Policies & Procedures Occupational Injury Policies & Procedures Employee Assistance Program Information & Reporting WSIB NEER reports & Summary Statements Collective Agreements CUPE Local 2290 CUPE Local 109 OPSEU Local 462

Interviews were conducted with the following County of Frontenac employees: Julie Shillington

Administrator of Fairmount Home

Bonnie Carter

Occupational Health Nurse

Paul Charbonneau

Chief of Paramedic Services

Noreen Wright

Payroll Clerk

Colleen Hickey

Labour Relations Specialist

Susan Brant

Deputy Treasurer

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Report 2014-031 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:

Jannette Amini Manager of Legislative Services/Clerk

Date prepared:

February 18, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – Amendments to the Ontario Building Code.

Recommendation This Report is for information purposes only.

Background Ontario’s Building Code establishes the minimum standards for the construction of the buildings in which all Ontarians live, work and play. By providing clear and consistent standards, Ontario’s Building Code helps keep Ontarians safe, facilitates the work of builders and developers, and supports key government priorities. One of those key priorities is an accessible Ontario. Barrier-free design requirements have been part of Ontario’s Building Code since 1975. As part of achieving Ontario’s goal of an accessible Ontario by 2025, Ontario is working to create a Building Code that demonstrates leadership in barrier-free design and is responsive to the needs and concerns of all its stakeholders. In late 2012, a Consultation Paper by the Ministry of Municipal Affairs and Housing for public review and comment by stakeholders and the public on the potential amendments to the Building Code was carried out, with the County of Frontenac submitting its comments as noted in Report 2013-019, Administrative Services – Proposed Information Report to Council Corporate Services – Amendments to the Ontario Building Code March 19, 2014

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Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper. The Accessibility for Ontarians with Disabilities Act, 2005 (AODA) became law on June 13, 2005. The purpose of the AODA is to benefit all Ontarians by developing, implementing and enforcing accessibility standards. The goal is to achieve accessibility for Ontarians with disabilities with respect to goods, services, facilities, accommodation, employment, buildings, structures and premises by January 1, 2025.

Comment New Accessibility Amendments to Ontario’s Building Code - Overview of Updated Requirements. On December 27, 2013, Ontario Regulation 368/13 was filed to amend the new 2012 Building Code, O.Reg. 332/12 with the amendment coming into effect January 1, 2015. The amended requirements will substantially enhance accessibility in newly constructed buildings and existing buildings that are to be extensively renovated and maintain Ontario’s leadership role in requirements for barrier-free design. In 2005, the government committed to the development of five accessibility standards under the Accessibility for Ontarians with Disabilities Act. These amendments to the Building Code work together with the Design of Public Spaces standard, introduced in 2012, to finalize the government’s commitment to an accessibility standard for the built environment. Five accessibility standards are already in regulation under the Accessibility for Ontarians with Disabilities Act: Customer Service, Information and Communication, Employment, Transportation, and Design of Public Spaces. Requirements apply to most new construction and extensive renovations. Existing buildings, where no work is planned, are not affected by these new requirements. Houses, including semi-detached houses, townhouses, and duplexes, are not affected by most accessibility requirements, with the exception of smoke alarm requirements.

Barrier-Free Path of Travel Ontario’s Building Code requires a barrier-free path of travel throughout most occupancies and building types. The Building Code also sets a number of requirements related to common access and circulation throughout buildings. These include requirements related to building entrances, minimum doorway and corridor widths, ramp dimensions, passing and rest spaces, and turning spaces. New amendments update these requirements in a number of ways. Key changes include: • Requirements for power door operators to be provided at the entrance door and entry vestibule of most buildings; Information Report to Council Corporate Services – Amendments to the Ontario Building Code March 19, 2014

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• • •

Requirements for power door operators at the door to amenity rooms – such as party rooms or movie rooms for building residents – in multi-unit residential buildings; Updated door width, hallway passing space and curb ramp dimensions; New requirements for tactile walking surface indicators at the top of stairs and at platform edges, which help alert pedestrians with low vision that they are entering an area of potential hazard.

Access to All Storeys within a Building – Elevators Providing elevator access to all floors in a building allows visitors and occupants to travel throughout the building with ease, regardless of ability. Most new buildings will be required to provide barrier-free access between all floors, including assembly buildings (such as theatres, community centres, and places of worship), care buildings (such as long-term care homes), and commercial/retail buildings (such as supermarkets and shops). The same requirement will apply to residential and office buildings over three storeys in height or over 600 square metres in building area. This approach provides flexibility for small infill buildings, consistent with Ontario’s goal of urban intensification and mainstreet redevelopment; however some exemptions will apply. For example, some small group homes with under 10 occupants are already exempt from elevator requirements. This exemption will continue. In addition, restaurants will not be required to provide access to upper floors if the same amenities are provided on all floors – for example, if a bar or restaurant has a second or third storey with additional seating, access would not be required. Floors without elevator access have previously been exempt from full accessibility requirements. With these new amendments, those floors will have to be designed with basic accessibility features. Examples of these basic accessibility features include lever door handles, barrier-free doorways and ambulatory washroom stalls equipped with parallel grab bars and suitable for individuals with limited balance or who use assistive devices such as a cane or walker.

Visitable Suites in Apartment Buildings New amendments increase from 10 per cent to 15 per cent the minimum number of suites within a multi-unit residential building that must be designed with basic accessibility features. These accessible features have also been updated, and will provide a barrier-free path of travel and doorway into a bedroom, full bathroom, kitchen and living room. These suites must be distributed throughout the building and must represent the types and sizes of suites otherwise available in the building.

Visual Fire Safety Devices Approximately 10 per cent of Canadians report having a significant hearing problem. Visual fire alarms and smoke alarms equipped with a visual component are an important part of enhancing the safety and security of all Ontarians. New amendments expand the range of areas where visual fire alarms will be required, including in public corridors of Information Report to Council Corporate Services – Amendments to the Ontario Building Code March 19, 2014

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AgendaItem#12b)

all residential buildings, in all multi-unit residential suites, and in all barrier-free and universal washrooms. Smoke alarms are required by the Building Code to be provided on every floor and in every sleeping room of residential buildings, including all houses. As of January 1, 2015, all smoke alarms will be required to include a visual component conforming to National Fire Protection Association standards.

Washrooms The Building Code requires barrier-free washrooms to be provided in public areas of most buildings. These washrooms must be situated on a barrier-free path of travel and are subject to a number of requirements addressing turning space, doorway widths, grab bars, counter heights and signage, among others. The Building Code also sets requirements related to barrier-free showers and bathtubs. New amendments update these requirements in a number of ways. Key changes include: • Requirements for power door operators at the entrance door to all barrier-free and universal washrooms • Amended mounting height and location requirements for washroom accessories such as towel dispensers and hand dryers • New fold-down grab bar design options to allow for transfer space on both sides of the water closet • Requiring an L-shaped grab bar in all cases and removing the option to provide a diagonal grab bar • Increased minimum clear floor area in barrier-free washroom stalls required to allow for turning space At least one universal toilet room would also be required in all buildings, and, for multistorey buildings, at least one for every three floors. Space for an adult change table will have to be provided in all universal toilet rooms except in buildings under 300 square metres in building area.

Access to Pools and Spas Pools and spas provide important recreational and exercise opportunities for many Ontarians of all ages and abilities. New amendments require barrier-free access to and around all public pools and some public spas, via ramps, transfer walls or pool lifts.

Accessible and Adaptable Seating Spaces New amendments update requirements for accessible seating spaces provided in public assembly buildings, enabling people with disabilities to equitably and independently access educational and worship opportunities. In addition, new requirements address adaptable seating spaces suitable for a side transfer from a wheelchair, as well as storage spaces for wheelchairs and other mobility assistive devices. Information Report to Council Corporate Services – Amendments to the Ontario Building Code March 19, 2014

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AgendaItem#12b)

Accessible and adaptable seating spaces will be required to be distributed throughout the viewing area. Requirements for adjacent companion seating for accessible seating spaces will enable people of all abilities to enjoy these opportunities together in an integrated fashion. Renovations Renovation projects provide opportunities for enhanced accessibility in existing buildings. Currently, however, accessibility requirements in Ontario’s Building Code only apply to extensive renovations undertaken in suites over 300 square metres in building area and located on an accessible floor level – i.e., on the main floor of a building or on a floor with elevator access. New amendments set out basic accessibility features that must be included in all extensive renovations, without regard to the size or height of the suite. Examples of these basic accessibility features are lever door handles, barrier-free doorways and ambulatory washroom stalls equipped with parallel grab bars and suitable for individuals with limited balance or who use assistive devices such as a cane or walker. Extensive renovations in larger suites, or on an accessible floor level, will continue to be subject to all accessibility requirements set out in the Building Code.

Sustainability Implications Creating barrier-free communities through accessibility planning will enhance the County’s goal of sustainability in both the social and economic pillars of the County’s sustainability plan. As stated in Directions for Our Future, social sustainability is based on equity, diversity, connectivity, democracy and a good quality of life. It further states that economic development takes health, community, education, and environmental and social objectives into account.

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

Organizations, Departments and Individuals Consulted and/or Affected Joe Gallivan, Manager of Sustainability Planning Tom Mercer, Manager of Environmental Services, Fairmount Township of Frontenac Islands Township of South Frontenac Township of Central Frontenac Township of North Frontenac

Information Report to Council Corporate Services – Amendments to the Ontario Building Code March 19, 2014

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AgendaItem#12c)

Report 2014-032 INFORMATION REPORT TO COUNCIL To:

Warden and Council of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

February 24, 2014

Date of Meeting:

March 19, 2014

Re:

Fairmount Home – 2013 4th Quarter Consolidated Statistical Update

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

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

Information Report Fairmount Home – 2013 4th Quarter Consolidated Statistical Update March 19, 2014

2014-032 Fairmount Home

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AgendaItem#12c)

Comment 34 volunteers completed the annual volunteer survey with 94% of respondents indicating they are satisfied in their volunteer role at Fairmount. Due to an unexpected internal temporary vacancy some of the indicator data for the Volunteer section of the report was unavailable in the third and last quarter. This data will be compiled as the vacancy has been filled. The Dietary Workflow Team is tracking the dietary staff satisfaction as well as implementing change in the department. 27 different activities have taken place in the dietary department all with the aim of improving dietary staff satisfaction and meeting the dietary vision statement. A copy of the summary of activities provided to staff is attached as Appendix II. It is important to note that 100% of required regulatory testing was completed. This includes tests on systems such as fire and elevator. As we continue implementation of our new nursing software system, our Quality Assurance and Assessment Committee is meeting to determine indicators to measure the impact of the software on the organization. We hope to see increased compliance with admission requirements and documentation. Overall hand hygiene compliance by staff has improved over 2012 and remains a focus for 2014. The Home will be required to submit Quality Improvement plans to the government starting April 1, 2015. These plans will be focused on falls prevention, continence, pressure ulcers, restraints, emergency department visits and the use of resident feedback regarding quality of life. We will be sharing these results with Residents’ Council, family members and staff in the coming months.

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

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

Organizations, Departments and Individuals Consulted and/or Affected Information Report Fairmount Home – 2013 4th Quarter Consolidated Statistical Update March 19, 2014

2014-032 Fairmount Home

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AgendaItem#12c)

Fairmount Management Team Staff Residents Volunteers

Information Report Fairmount Home – 2013 4th Quarter Consolidated Statistical Update March 19, 2014

2014-032 Fairmount Home

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2014-032 Fairmount Home FAIRMOUNT HOME QUALITY ASSURANCE & ASSESSMENT COMMITTEE (QAAC)

Quality Improvement (QI) Consolidated Statistical Report 2013

AgendaItem#12c)

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2014-032 Fairmount Home

PROGRAMMING Statistic / Audit

Measurement

Program Attendance: First floor

residents

attending at least one program

Goal

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Comments

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

62/63

63/64

64/64

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

62/64

61/64

62/63

60/64

61/63

62/64

63/64

63/64

61/64

59/63

60/64

63/64

47/64

58/64

46/64

62/64

59/63

59/64

59/61

60/64

60/63

2nd quarter stats 2nd fl. incomplete

18/18

23/15

18/20

18/19

19/18

19/13

24/24

28/24

27/23

29/25

33/20

30/33

Feb – 8 on Mondays 1st fl – 0 on 2nd – otherwise relatively equal Overall increase in # of programs includes exercise classes 3rd quarter on.

(monthly) / # total residents Program Attendance: Second floor

residents

attending at least one program

(monthly) / # total residents Activity Calendar (monthly)

1st floor

programs & # 2nd floor programs (to ensure equitable)

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 1

2014-032 Fairmount Home

Activity Calendar

weekend

programs in the quarter

46/13

38/13

44/13

36/13

8/13

9/13

8/13

13/13

3rd quarter = 5 in Sept; Aug=1; July=2

N/A

N/A

100%

100%

New indicator

• not collected until 3rd quarter

/ # total weekends

evening

programs in the quarter / # weeks in the quarter NEW – Program Descriptions

completed

program descriptions

100%

/total # programs

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 2

2014-032 Fairmount Home

Documentation for 1:1’s

Documented progress notes

100%

/total # 1:1’s facilitated by Recreationists

N/A

Process for recording minutes revised and meets MDS requirements without need for a progress note each time.

N/A

New indicator

• not collected for 1st quarter – still not collected for 2nd quarter – will meet with Recreationists to determine process (decided to record on attendance sheets). Attendance forms were revised to include 1:1 section on the back. All 1:1’s are being recorded here and minutes reflected so available for MDS 7-day look back. Form allows for progress notes but minutes recorded so not always need for PN.

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QAAC – QI Consolidated Statistical Report 2013 Page | 3

N/A

2014-032 Fairmount Home

NEW - Large group activity evaluations

large group

activity evaluations completed

100%

100%

N/A

N/A

N/A (Auditorium Renovations so no large group activities until complete)

/total # large group activities

Process and forms evaluated and revised Oct/Nov. To be used for coffee break in Oct. Octoberfest evaluated with departmental form only.

VOLUNTEERS Statistic/Audit

Measurement

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

volunteer hours

6500

1151 (Some lrg programs cancelled-outbreak)

1729.5

1422.5 (VC off – some hrs not captured)

Not available

QAAC – QI Consolidated Statistical Report 2013 Page | 4

Comments

AgendaItem#12c)

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Volunteer Hours

st

2014-032 Fairmount Home

Volunteer Survey (annual)

of surveys

returned

35% return rate 34 responses

/ # surveys issued

of satisfied

volunteers

95% satisfaction rate

32/34 = 94%

/ #of volunteers surveyed Volunteer Program Review

of programs

reviewed

4 programs / 12+ programs

April –Meeting with General Store Volunteers

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

100% of volunteer suggestions to improve programs considered Quarterly enewsletter

volunteer enewsletters

distributed

4 e-newsletters per year

1 in February

1 in May

/4 quarters

methods used to

ensure communication of

QAAC – QI Consolidated Statistical Report 2013 Page | 5

• Road sign of total volunteer hours
• Newsletter produced highlighting

AgendaItem#12c)

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Recognition of volunteer contributions

• Article in the County newsletter – hours + contributions in 2012
• Nominations for

2014-032 Fairmount Home

volunteer contributions each quarter NEW – Volunteer Education

of in-services

held for volunteers/

of volunteers

attended

Ontario Vol Awards

• Year in Review brochure produced 1 per quarter / 8 attendees

• 1 in-service

• 4 attendees

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QAAC – QI Consolidated Statistical Report 2013 Page | 6

• 3 in-services
• 4 attendees Jan
• 14 attendees Feb
• 10 attendees March

appreciation night

2014-032 Fairmount Home

DIETARY Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Daily Food Temperature Audit

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

100%

84.5%

78%

82%

89%

Daily Café Fridge and Freezer Temperature Audit

Monthly audit of days temperatures were taken and documented

100%

TBA

89%

94%

72%

Weekly BBQ Food Temperature Audit

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

100%

N/A

N/A

N/A

N/A

Refrigerator & Freezer Temperature Log

Monthly audit of days temperatures were taken and documented

100%

91.50%

75%

80%

90%

Daily Warewashing Sanitation Logs

Monthly audit of days sanitation logs information was documented

100%

74.50%

77%

81%

78%

NEW – Dietary referrals

dietary referrals

completed as

100%

100%

100%

100%

100%

QAAC – QI Consolidated Statistical Report 2013 Page | 7

Comments

AgendaItem#12c)

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Measurement

Statistic/Audit

st

2014-032 Fairmount Home

legislated. NEW – Quality initiatives

new quality

initiatives undertaken

3

3*

75%

n/a

2*

*Results of Dietary Workflow project.

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

65%

53%

Overarching aim for dietary workflow project – data collection starts 2nd quarter; 4th quarter not all staff documented their satisfaction

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 8

38%

2014-032 Fairmount Home

HOUSEKEEPING Statistic/Audit Goldcheck

New - Routine Cleaning Audit

NEW – New products & processes testing

Measurement

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

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

90%

1N – 84% 1S – 85% 2N – 91% 2S – 89%

1N – 83% 1S- 85% 2N – 92% 2S- 90%

Not available , auditorium project, de icer trial, FSS training

Still compiling results at the deadline for this report

87.25% Avg.

87.5% Avg.

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

92%

1N – 94% 2N – 89% 1S – 88% 2S – 87%

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

1N – 78% 1S – 71% 2N – 89% 2S – 77.6%

1S – 93.4% 2N – 88.4% 1N – 90.4% 2S – 86.2%

Avg. = 89.5%

Avg. 88.1%

Avg. 78.9%

Avg. 89.6%

new product &

processes tested

100%

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

No support services trials in this quarter

100% - housekeeping trialed a new porta scrub. Although all believed it was a good unit input was that it was too large for here.

No support services products this period. New ice melter is in its trial period.

/total number of new products & processes implemented

Comments

2013 Avg. 86.5%

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 9

st

2014-032 Fairmount Home

LAUNDRY Statistic/Audit

Measurement

Laundry Poundage

Measured daily compiled monthly

NEW - Lost Clothing

lost clothing

found

Goal

90%

1st Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

64000 lbs

64000lbs

64000lbs

64000lbs

1 item lost to date not recovered

No reports of missing items

No reports this period

No reports this period.

Comments

0%

/total # lost clothing forms submitted

MAINTENANCE Statistic/Audit Work Orders

Measurement

completed

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

100%

1223 issued 1183 completed

1343 issued 1222 completed

1298 issued 1209 completed

1428 issued 1351 completed

96.7% completed

90.9% completed

93.1% completed

95.6% completed

100%

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

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

100%

100%

100%

/total # work orders Electrical Inspection Admission

of inspections

completed / # of new inspections

regulatory

testing completed /total # regulatory testing scheduled

QAAC – QI Consolidated Statistical Report 2013 Page | 10

Comments 2013 Avg. 94.1%

100% 9 of 9 complete, 5 follow up inspections outstanding (not due) 100% - fire marshals inspection, fire panel annual testing

100% , fire place inspection, quarterly panel testing, fire hose replacement

AgendaItem#12c)

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NEW – Regulatory Testing

st

2014-032 Fairmount Home

NURSING Statistic/Audit Restraint Use (monthly)

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Average # of restraints used (excluding bedrails)

12

12

11

13

16

24

20

21

18

17

14

14

Average # of restraints used (including bedrails)

23

21

25

24

28

33

30

32

31

27

25

24

of residents

using a restraint

17

17

20

19

21

25

25

25

24

21

18

18

100%

1/3

33%

0/2 = 0%

0/1= 0%

2/3 = 66%

0/2 = 0%

2/2 = 100%

N/A

1/1= 100%

2/3 = 66%

N/A

N/A

N/A

100%

19/ 57= 66%

93/ 124= 75%

65/97 = 68%

152/ 182

84%

77%

39/74

53%

16/ 43= 62%

77/12 3= 62%

113/ 138= 81%

176/ 198= 86%

77% of 198 entri es

91% of 172 entri es

Measurement

residents with

complete restraint documentation

Goal

st

Comments

N/A = none new

/ # resident charts audited

residents entries

with complete flow sheet documentation

QAAC – QI Consolidated Statistical Report 2013 Page | 11

AgendaItem#12c)

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/ # resident entries audited

2014-032 Fairmount Home

PostAdmission Audit

100%

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

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

VRE/MRSA 86% done on time 1st Mantoux 86% done on time and 2nd Mantoux 100% on time Out of the 5 personal items to label, 72-86% were labeled

VRE/MRSA 86% done on time (only 1 not done on time); 3 tests were not identified as +or- however. Mantoux 1st and 2nd done 100% Glasses were only labeled 50% of the time

100%

100%

100%

100%

Medication Reconciliation Verified

of time

admission meds are reconciled/# of admissions

100%

Medication Sign-off (MDSRAI audits)

% assessments with all meds signed in 7days

100%

65%

60%

68%

78%

Do Not Use List (MDS-RAI audits)

% assessments with acceptable abbreviations

100%

100%

99%

100%

100%

N/A

N/A

Completed in Aug but stats not compiled yet

N/A

MSSA (completed annually)

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 12

Highlights discussed at Dec. PAC meeting and graphs distributed. To be discussed at PAC meeting in March 2014.

2014-032 Fairmount Home

CIHI Statistics

CIHI measures

Medication Incidents

medication

incidents

0

8

2

12

11

3rd quarter – 1 RPN had 5 of the errors 1 pharmacy error

medication

incidents resulting in harm to resident

0

0

0

1

0

Resident OK after 24 hours

discrepancies in

count of narcotic & controlled drugs

0

0

0

0

0

0

0

0

0

0

completed

79

102

90

95

charts lacking

f/u progress notes

N/A

22%

25%

20%

N/A

38%

15%

21%

159

195

236

203

/ # time counted

adverse drug

reactions Chart Audits

/# chart audits completed

/# chart audits completed Resident

Quarterly reports

QAAC – QI Consolidated Statistical Report 2013 Page | 13

An increase in

AgendaItem#12c)

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charts lacking

progress notes in general

2014-032 Fairmount Home

Incident Reports

for trending

Palliative Care

Number of residents with PPS 30% or less monthly

Jan 0

Feb 0

Mar 0

Apr 1

May 0

Jun 2

Jul No data

Aug No data

Sep 1

Oct 0

Nov 0

Dec No data

No meetings in summer or Dec

of compliments,

donations and deaths from Memory Book quarterly

Jan

Feb

Mar

Apr

May

Jun

Oct 1/1/4

Nov 1/1/4

2/1/2

1/1/1

1/2/2

2/1/2

2/1/2

Aug No data

Sept *4/4/8

0/3/7

Jul No data

Dec No data

No meetings in summer or Dec *data since June meeting

N/A

7 admissions – 98%

7 admissions – 72%

NEW – Incidence of Decline in all ADLs

Below 32%

37%

No data

No data

No data

I will see if I can get this data when we go to POC documentation -

NEW – Improved Locomotion on Unit

Above 10%

5.8%

No data

No data

No data

If not we may need to choose other measures

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QAAC – QI Consolidated Statistical Report 2013 Page | 14

8 admissions – 75%

AgendaItem#12c)

90%

NEW – Resident Personal Items Labeling

% admission assessments & labeling completed on time

resident aggression incidents in first and second quarter and third quarter (56 incidents in 3rd quarter); near miss elopements in first quarter related to several residents

2014-032 Fairmount Home

INFECTION PREVENTION & CONTROL Statistic/Audit Symptoms

Measurement

Goal

residents

displaying symptoms resulting in an infection

st

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

39 (32 r/t enteric & respiratory outbreaks; 1 MRSA; 1 VRE; 1 Cdiff)

7 (3 respiratory/1 enteric/ 2 C-diff/2 VRE (post admission swabs)

8 (8 respiratory 1N – no outbreak)

8 (6 respiratory 2N – no outbreak) 1 enteric 1 VRE (posthospital swabs)

0

1 (C-diff)

1 (MRSA urine)

0

Comments

/ 128

nosocomial

infections

0

Wheelchair Cleaning

wheelchairs

cleaned

100%

(monthly)

/ # scheduled

Hand Hygiene (JCYH audits x2/yr)

compliant/total

opportunities observed

65%

QAAC – QI Consolidated Statistical Report 2013 Page | 15

378/ 477= 80%

277/ 467= 59% N/A

341/ 515= 66%

341/ 486= 70%

346/ 507= 60% 60% 1N=41% 1S=53%

316/ 502= 62%

364/ 519= 70%

336/ 495= 68% N/A

330/ 480= 69%

317/ 469= 62%

247/ 368= 67% 66% 1N=64% 1S=66%

C-diff admitted to previous infected room – was terminally cleaned but will look at process when this resident discharged. Completed double clean using sporacidal wipes upon discharge with no further transmission. 316/ 509= 62%

Feb dates wrong on sign off sheet Nov – 1 unit’s data missing Annual totals (incl. JCYH & Bi-weekly audits):

AgendaItem#12c)

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MRSA/Cdif

2014-032 Fairmount Home

2S=76% 2N=67%

2S=68% 2N=64%

Hand Hygiene (Bi-weekly Nursing Audit)

compliant/total

opportunities observed

21/26 = 81%

11/19 = 58%

• Snack time identified as problem time

37/43 = 86%

25/27 = 93%

Handling Dirty Linen

carts on unit/#

staff assignments

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

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

23/31 = 74% (1 week r/t 1N before increasing to 4 carts)

21/21 = 100%

1N = 18/32 = 56% 1S = 28/32 = 88% 2S = 28/29 = 97% 2N = 21/24 = 88%

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QAAC – QI Consolidated Statistical Report 2013 Page | 16

1N = 54% 1S = 69% 2S = 80% 2N = 73%

2014-032 Fairmount Home

FALLS Statistic/Audit Falls

Measurement

of falls

st

Goal 30

(monthly)

residents who

have fallen

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

31

34

22

26

48

37

35

29

33

46

52

30

25

19

18

24

25

20

22

23

32

25

33

23

2

2

0

1

6

2

0

1

2

1

2

1

1

3

0

0

2

0

0

3

3

1

0

2

2/2

6/7

N/A

N/A

6/6

5/5

4/4

1/1

N/A

2/2

6/6

0/0

Comments

/ 128 Severity of falls

1

of near miss

falls

of residents who

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

100%

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 17

2014-032 Fairmount Home

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

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

falls prevention

education opportunities offered to staff, residents & family members

At least once per year to each group

0

1– Gazette – all

1– RNs on Beers list meds

1– Reg staff

0

0

1 – all in Gazette

0

0

0

0

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 18

10 – staff

2014-032 Fairmount Home

INCONTINENT & BOWEL MANAGEMENT st

Statistic/Audit

Measurement

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

Voiding record

residents with

completed 3d voiding record on admission

100%

9/11=82%

7/7 = 100%

7/7 = 100%

4th Quarter Results

Comments

8/8 = 100%

/ #admissions

SKIN & WOUND MANAGEMENT st

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

N/A

N/A

N/A

Statistic/Audit

Measurement

Goal

Pressure Ulcer Prevalence

of residents with

pressure ulcers

5%

5.5%

of residents with

new pressure ulcers

5%

.7%

5.5%

3.1%

3.5%

3.9

1.5%

5.4%

3.1%

6.2%

1.5%

7%

1.5%

Wound Care Sheets

treatments

completed

100%

No data

45/47= 96%

On hold

On hold

On hold

On hold

On hold

D/C

n/a

n/a

n/a

n/a

(monthly)

/ # treatments scheduled

Comments

(annually) Pressure Ulcer Incidence (monthly)

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 19

No need to measure at present

2014-032 Fairmount Home

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

st

Measurement

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

Comments

staff attending at

least one fire drill per year

100%

N/A

N/A

N/A

98%

Recommendations: -check list by Sept. -look at nursing students during summer months -consider more w/e drills to catch those who are mainly here w/e’s only

100%

100%

100%

100%

100%

100%

100%

100%

100%

100%

0

69%

0%

6%

33%

100%

N/A

13/13=100%

13/15 = 86%

N/A

/ total # of staff

Employee Workplace Inspections

inspections

completed on time / # of inspections scheduled

Management Workplace Inspections

inspections

completed on time / # of inspections scheduled

lost time injuries

High Risk Activity Verification

staff knowing 1

identifier

/ # of total injuries

QAAC – QI Consolidated Statistical Report 2013 Page | 20

29 claims related to outbreak first quarter; 3 lost time claims out of 9 in last quarter

AgendaItem#12c)

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Employee Incident Reports (from OHN quarterly updates)

2014-032 Fairmount Home

Process

/ # staff knowing 2 identifiers

Hazards

Quarterly hazard reports for trending

Floor to Ceiling Poles

compliant/#

rooms checked

100%

11/15 = 73%

Several related to ergonomics and lifting; resident personal products not labeled

Several related to slippery floors on 1N

One related to slippery floors on 1N; two related to equipment maintenance in the main kitchen

Items related to personal care items; phone system went down and emergency cell wouldn’t work

17/20 = 85%

24/25 = 96%

32/37 = 86%

18/21 = 86%

Air balancing to identify air flow problems on 1N scheduled for September

AgendaItem#12c)

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QAAC – QI Consolidated Statistical Report 2013 Page | 21

10/13 = 76%

2014-032 Fairmount Home

EDUCATION &TRAINING Statistic/Audit Inservice Attendance

Measurement

1 Quarter Results

2nd Quarter Results

218

70%

75%

Goal

st

3rd Quarter Results

4th Quarter Results

228

26

233

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

NA

NA

NA

18/22 = 82%

7/7 = 100%

8/13 = 61%

30/36=83%

N/A

N/A

100%

106

6

233

staff in

attendance at all inservices

of staff that

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

Comments

Discontinue

(annual) Inservice Evaluations

inservices

evaluated / # inservices offered

Topics (annual)

100%

of staff attended

sessions on mandatory topics

100%

QAAC – QI Consolidated Statistical Report 2013 Page | 22

N/A

137

AgendaItem#12c)

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of educational

needs addressed / # of educational needs identified (annual)

2014-032 Fairmount Home

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

Measurement

respondents

satisfied

st

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Issued in May

95%

n/a

n/a

80%

83.7%

n/a

n/a

n/a

3%

5.3%

3.2%

8.5%

5.9%

Average 522 shifts/3918 hrs per week

2

5

7

4

2 terminations; 14 resignations; 2 retirement

5

3

3

10

Increase in 4th quarter related to resident to resident complaints; equipment complaints from families

Comments

/ total # respondents

respondents

satisfied / total #respondents

sick days taken

/average # shifts scheduled

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

staff leaving

employment /total # staff

Complaints (trended quarterly)

QAAC – QI Consolidated Statistical Report 2013 Page | 23

0

AgendaItem#12c)

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verbal

complaints

2014-032 Fairmount Home

written

complaints Bed Occupancy

days bed

actually occupied

0

0

0

0

0

98%

99.3%

99.5%

99.7%

99.3%

3rd Quarter Results

4th Quarter Results

/ total number of days

PAIN & SYMPTOM MANAGEMENT

Statistic/Audit

Measurement

Goal

1st Quarter Results

2nd Quarter Results

Prevalence of Daily ModerateSevere Pain scores

of residents with

moderate-severe daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

Discontinue

Incidence of new Daily ModerateSevere Pain scores

of new resident

with moderatesevere daily pain scores

10%

This measure has been discontinued

N/A

N/A

N/A

Discontinue - New measures being discussed at pain & symptom management team

100%

N/A

N/A

N/A

To date – 5/6

Dec 2nd

Comments

/ 128 residents

/ 128 residents

of admission

residents with pain screen completed/# of admissions

QAAC – QI Consolidated Statistical Report 2013 Page | 24

AgendaItem#12c)

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Admission pain screen done

2014-032 Fairmount Home

RELIGIOUS & SPIRITUAL CARE Statistic/Audit NEW - Pastoral Visiting

(monthly) NEW - Multifaith Services provided

Measurement

resident

receiving a pastoral visit

st

Goal

1 Quarter Results

2nd Quarter Results

3rd Quarter Results

4th Quarter Results

90%

Jan

Feb

Mar

Apr

July

Aug

Sep

Oct

100%

100%

100%

100% 100% 100%

100%

99%

99%

100% 100% 100%

May

June

Nov

Comments

Dec

/ total # respondents

weeks with at

least one multifaith service provided

80%

77%

100%

100%

100%

1st quarter – 3 services cancelled due to outbreak

/ total # weeks

AgendaItem#12c)

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AgendaItem#12c)

Date: February 10, 2014 To:

Dietary Department

From: Dietary Workflow Team Re:

Dietary Workflow Project

The Dietary Workflow Team has been in place for almost a year now. It is important that we share with you the progress we, and the department, have made towards the agreed to Vision of the dietary department which is: In the Dietary department we know what is expected of us, have the tools, knowledge, skills and support to do our job, have developed processes for respectful, free-flowing communication and provide the residents with fresh, high quality food all of which leads to our job satisfaction. In summary the following has been accomplished: a) A Vision Statement was developed and agreed to by the department b) A satisfaction tool was developed and a satisfaction goal established which is: By May 1, 2014, 75% of the dietary staff shifts will be rated as a “good day” or “great day c) Terms of Reference for the Workflow Team were developed d) Quality Improvement training was provided to the members of the Workflow Team e) A suggestion box was put in place and the responses to suggestions are discussed at the Workflow Team meetings and posted f) New bulletin boards have been put in place for communication purposes g) General process maps have been completed for all dietary shifts and are being updated as changes are being made to the processes h) Serveries have been organized so that items that dietary staff use are placed in the same areas in the servery on both floors – process to be put in place for auditing i) Draft of PAR stock in place for serveries j) Garbage bags in the serveries were changed so there would be less breakage k) Toasters were moved to the front of the serveries so toast could be made on demand and waste would be reduced l) Spices in the main kitchen have been relocated and organized m) Longer hoses for the CPS49, pot soap and sanitizer were provided on second floor n) There is no longer pre-pouring of water on 1North o) Menus are getting to the floors in a timely manner p) Plexiglass has been purchased for dirty dish carts on north side to see if it will prevent food from being splashed on window blinds q) New salad dressing containers were purchased

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AgendaItem#12c)

r) Supplies required by dietary aides are no longer locked up in Manager of Food Service’s office s) Process established for setting up dirty dish buckets t) Ice scoop holder was installed on first floor u) Cooks are pureeing and mincing nourishments in the main kitchen v) Housekeeping staff are now mopping the main kitchen floor which has left time for dietary aides to clean w) Three –week cleaning schedule now in place x) Filling first floor ice cooler from the main kitchen ice machine instead of taking ice to the floor each break y) Swipe card reader now in place for contractors at back loading dock. This reduced the number of times the Cooks have to answer the door z) New coffee machines in place to speed up production and eliminate waste aa) Standard operating procedures are being developed for each task As a team we ask that you continue to provide your suggestions and document your satisfaction when the satisfaction sheets are posted. We appreciate your support and commitment to this project.

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AgendaItem#12d)

Report 2014-033 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:

March 7, 2014

Date of meeting:

March 19, 2014

Re:

Emergency and Transportation Services - Robertsville Station Construction Progress Report # 5

Recommendation THAT THE Council of the County of Frontenac accept this Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 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

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

CONSTRUCTION OF THE ROBERSTVILLE LAND AMBULANCE

PROGRESS REPORT # 5

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

Prepared by TCMS 2014

March 7,

NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 5

INDEX PROGRESS SUMMARY………………………………………………………………4, 5, 6, 7 CONTRACT CHANGE SUMMARY…………………………………………………..attached PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION …………………….attached

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 5 PROGRESS SUMMARY

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

The vehicle bay overhead door is installed, including the jackshaft power operated door opener. Installation of interior wall insulation and air vapour barrier is complete. Drywall board and taping is now 95% complete. Acoustic Ceiling Tile framing grid has been installed. Prime coat painting has been completed in the crew areas of the building. Porcelain stone tile floor installation is scheduled to start on March 10, 2014. Millwork cabinets for the kitchen area are being fabricated offsite now and scheduled to be installed in mid-March, 2014. The vehicle bay metal liner panel installation is approximately 95% complete. Exterior metal siding installation will begin on March 10, 2014. All exterior man doors, including the aluminum front entrance door, have been set in place. Electrical rough-in work is essentially complete. Permanent building power from Hydro One is now connected to the building’s electrical distribution system. Energy saving LED light fixtures have been installed throughout the facility. Building mechanical systems consisting of the in-floor radiant heating boiler / pumps and the HRV – Heat Recovery Ventilator are now installed. The ductless split air conditioning system is scheduled to be installed in mid-March.

Additional Notes • •

The project remains on schedule to be completed in late March, 2014. Seasonal deficiencies will remain including paving and grade restoration.

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

The vehicle bay overhead door is installed, including the jackshaft power operated door opener.

Interior wall insulation and air vapour barrier installation is now complete.

Attic space insulation and air vapour barrier installation is now complete.

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

Drywall board and taping is now 95% complete.

Drywall board and taping is now 95% complete.

Prime coat painting has been completed. Acoustic Ceiling Tile framing grid has been installed.

The aluminum front entrance door has been installed.

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

Porcelain stone tile floor installation is scheduled to start on March 10, 2014.

Mechanical systems consisting of the in-floor radiant heating boiler / pumps and hot water storage tank in the new Utility Room.

The vehicle bay metal liner panel installation is approximately 95% complete. Energy saving LED light fixtures have been installed in the vehicle bay.

Energy saving LED light fixtures have been installed in the crew areas.

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

The project remains on schedule to be completed in late March, 2014. Some seasonal exterior work including paving and grade restoration will be completed once warmer weather arrives.

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12d)

Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 5 March 19, 2014

2014-033 Emergency and

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AgendaItem#12e)

Report 2014-036 RECOMMEND REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Marian VanBruinessen Acting CAO/Treasurer

Date prepared:

February 19, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – 2014 Vendor of Record List

Recommendation THAT Council of the County of Frontenac receive the Financial Services – 2014 Vendor of Record List report; AND FURTHER Council accept the 2014 Vendor of Record List as presented.

Background The County of Frontenac’s Procurement Policy, dated March 20, 2013, section 5.14 states: Authorized Person(s) may select the VOR process of procurement if the Vendors are included on a Vendor of Record list. Generally, there shall be a documented detailed working relationship with the Vendor who will be providing the Goods or Services needed by the County without the County absorbing the administrative costs of seeking several quotes. The VOR process may be used either directly to Procure Goods and or Services (i.e. without further competition) or it may be used as the basis for a Bid Request. Every three years vendors will be provided with the opportunity to be included on the Vendor of Record list through an open solicitation of expressions of interest. Current Vendors and new submissions will be reviewed using the standard Recommend Report to Council Corporate Services – 2014 Vendor of Record List March 19, 2014

2014-036 Corporate Services

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AgendaItem#12e)

evaluation process available for the specific good or service to which the vendor relates. A vendor who is the successful bidder in a competitive process for the County and who provides the contracted service consistent with the requirements of the contract in a manner satisfactory to the Authorized Person will be added to the Vendor of Record list. The VOR list shall be reviewed at least once per fiscal year by County Council during budget deliberations to ensure the County continues to receive Goods and Services at the best possible value. However, any VOR vendor can be removed from the list at any time on recommendation to Council by the Authorized person.

Comment Staff have reviewed the list and made amendments as required. The current Vendor of Record list is attached to this report for Council’s review.

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

Recommend Report to Council Corporate Services – 2014 Vendor of Record List March 19, 2014

2014-036 Corporate Services

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AgendaItem#12e) 2013 Vendor of Record List Years Last Associated with Vendor Cheque County of Vendor Name Class ID Date Frontenac Vendor ID ISLA0001 1000 ISLANDS PUBLISHERS LTD. COUNTY 5/18/2010 10 KENS0002 1557145 KEN’S VACUUM PUMPING LTD. FPS 1/20/2014 9 PUKA0001 1809457 ONTARIO INC. FPS 12/31/2013 3 18850001 1885334 ONTARIO LIMITED FPS 10/10/2013 2 STON0004 3 STONES ARCHITECTURE + DESIGN COUNTY 10/20/2011 3 4OFF0001 4 OFFICE AUTOMATION LIMITED COUNTY 12/27/2013 2 ETR00001 407 ETR COUNTY 12/19/2013 3 4IMP0001 4IMPRINT COUNTY 1/13/2014 2 INFO0002 8020 INFO INC. COUNTY 12/31/2013 7 APAR0001 A PARTY CENTRE FAIRMOUNT 11/22/2013 1 AWOR0001 A WORLD OF RENTALS FPS 2/4/2011 3 FAIRMOUNT 6/29/2012 7 AAAS0001 A&A ASPHALT AQUA0002 A. QUALITY PAINTING AND HANDYMAN COUNTY 12/12/2013 1 A1LO0001 A-1 LOCKSMITHS FAIRMOUNT 1/29/2013 2 AABE0001 AABEN WINDOWS AND DOORS LTD. FAIRMOUNT 11/4/2013 6 ACCA0001 ACCARA INC. DEFAULT 10/11/2013 1 ACCE0002 ACCESSIBILITY EXPERTS LTD. FPS 3/26/2013 1 ACCL0001 ACCLAIM ABILITY MANAGEMENT COUNTY 1/13/2014 1 ACEP0001 ACE PLUMBING FAIRMOUNT 9/23/2013 1 ACFC0001 ACF COMMUNICATION SERVICES INC. FPS 8/1/2008 7 ACKL0001 ACKLANDS GRAINGER INC. FPS 1/20/2014 10 ACTI0002 ACTION MEALS FPS 10/8/2009 5 ACTI0001 ACTIONABLE INTELLIGENCE INC. COUNTY 2/4/2011 3 ACTI0003 ACTIVE HEALTH SERVICES LTD. FAIRMOUNT 1/20/2014 1 ADVA0001 ADVANCED BUSINESS INTERIORS FAIRMOUNT 9/23/2008 5 ADVA0004 ADVANCED PATIENT N.E.T. FAIRMOUNT 7/23/2013 10 AFGD0001 AFG GLASS CENTRE FAIRMOUNT 3/26/2013 10+ AGEL0001 AGELESS ATTITUDES FAIRMOUNT 2/3/2009 5 AIRL0001 AIR LIQUIDE CANADA INC. FPS 1/27/2014 6 AIRR0001 AIR-RESP MEDICAL INC. FPS 10/28/2013 6 ALEX0001 ALEX MCCOY PLUMBING AND HEATING FAIRMOUNT 1/27/2014 9 ALLA0001 ALLAN CHARTERED ACCOUNTANT PROFESSIONAL COUNTY CORPORATION 6/24/2013 2 ALLA0003 ALLAN GRAPHICS COUNTY 1/20/2014 1 ALLI0003 ALLIANCE WIRELESS COMMUNICATIONS FPS 12/28/2011 9 ALLI0002 ALLIED MEDICAL FPS 1/20/2014 10+ AMBA0001 AMBASSADOR CONFERENCE RESORT COUNTY 11/30/2012 2 AMBE0002 AMBERGER, HERMAN (Entertainer) FAIRMOUNT 1/1/1900 1 AMBE0001 AMBERLEY GAVEL ACADEMY COUNTY 4/21/2010 4 AMEY0001 AMEY’S GREENWOOD TAXI FAIRMOUNT 8/8/2012 6 AMHE0001 AMHERST ROOFING & SHEETMETAL LTD. COUNTY 12/2/2013 2 ANDE0002 ANDERSON EQUIPMENT SALES FAIRMOUNT 2/12/2013 2 ANGL0001 ANGLIN GROUP LTD. COUNTY 10/28/2013 2 ANYT0001 ANYTHING ELECTRIC FAIRMOUNT 1/27/2014 1 MAGN0001 AQUALIBRIUM WATER TECHNOLOGIES LTD FAIRMOUNT 1/20/2014 6 ARCH0001 ARCHER PUMPS LTD FAIRMOUNT 11/9/2012 7 Page 1 of 13

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AgendaItem#12e) 2013 Vendor of Record List ARGU0001 ARGUE CONSTRUCTION LTD. FPS 1/13/2014 ARJO0001 ARJO FAIRMOUNT 1/27/2014 ARMS0001 ARMSTRONG ASSOCIATES COUNTY 8/7/2009 ASSO0002 ASSOCIATED HEALTH SYSTEMS (AHS) FAIRMOUNT 2/12/2010 ATTE0001 ATTENTION GETTERS FAIRMOUNT 12/19/2013 VISA AUSTCO CANADA FAIRMOUNT BAGO0001 BAGOT MEDICAL CENTRE FAIRMOUNT 7/15/2013 BARD0002 BARDON SUPPLIES LTD FAIRMOUNT 12/27/2013 BATT0003 BATTAM, STARK FPS 12/19/2013 BATT0002 BATTERSEA UNITED CHURCH COUNTY 7/23/2013 BATT0001 BATTLEFIELD EQUIPMENT RENTALS FAIRMOUNT 5/19/2011 BAYR0001 BAYRIDGE PRINTER PRO COUNTY 1/20/2014 BEEH0001 BEEHLER BROS. ELECTRICAL FAIRMOUNT 1/27/2014 BELL0001 BELL CANADA COUNTY BELL0002 BELL MOBILITY COUNTY BENS0002 BENSON COMMERCIAL TIRE FPS 1/20/2014 BENS0001 BENSON TRUCK & TRAILER FPS 1/27/2014 BGMM0001 BGM METALWORKS FAIRMOUNT 1/28/2013 BIOP0001 BIO PED FOOT CARE CENTRE FAIRMOUNT 6/24/2013 BLUE0001 BLUE CROSS COUNTY 1/20/2014 VISA BMC SOFTWARE (NUMARA) COUNTY BMDO0001 BMDODO STRATEGIC DESIGN COUNTY 11/18/2013 BOYD0001 BOYD ELECTRIC FAIRMOUNT 8/27/2010 BRAD0001 BRAD’S AUTO GLASS & CANVAS FPS 6/24/2013 BRAF0001 BRAFASCO FAIRMOUNT 3/26/2013 BRAI0002 BRAITHWAITE UPHOLSTERY & CANVAS FPS 9/23/2010 BRIA0001 BRIAN’S PAINTING & DECORATING FPS 3/7/2013 BROC0003 BROCK AIR SERVICES FPS 10/8/2009 BROU0001 BROUGH SHEET METAL CO. LTD. FAIRMOUNT 1/29/2013 BROW0003 BROWN’S FINE FOOD FAIRMOUNT 1/20/2014 FAIRMOUNT 5/9/2012 BROW0002 BROWNS FIRE PROTECTION BUBB0001 BUBBLES CLEANING SERVICES FAIRMOUNT 8/2/2013 BURC0001 BURCHELL LIGHTNING PROTECTION INC. COUNTY 2/4/2011 BUSI0003 BUSINESS INTERIORS (ONTARIO) INC. COUNTY 9/9/2011 BUSI0002 BUSINESS MACHINES SERVICE CENTRE COUNTY 6/16/2011 BUTT0001 BUTTERWORTHS FAIRMOUNT 2/25/2013 CCLI0001 C.C. LIMESTONE SERVICES FPS 3/11/2010 CYIN0001 C.Y. INTERIORS LTD. COUNTY 6/16/2011 CONS0001 C/S CONSTRUCTION SPECIALTIES CO. FAIRMOUNT 11/30/2012 CABA0001 CABAM FAIRMOUNT 6/12/2013 CADU0001 CADUCEON ENVIRONMENTAL LABORATORIES FAIRMOUNT 1/27/2014 CALL0001 CALLIGARIS SATELLITE ELECTRONICS COUNTY 1/20/2014 CAMD0001 CAMDEN UPHOLSTERY FPS 8/12/2010 CAME0001 CAMERA KINGSTON LIMITED FAIRMOUNT 6/29/2010 CAMP0002 CAMPBELL’S SEPTIC SERVICE COUNTY 1/13/2014 CANA0016 CANADIAN BEARINGS LTD FAIRMOUNT 1/27/2014 CANA0020 CANADIAN CLEANING SERVICES & SALESFPS 1/1/1900 CANA0041 CANADIAN LINEN AND UNIFORM SERVICEFPS 12/27/2013 CANA0039 CANADIAN PARAMEDIC BENEVOLENT SOCIETY FPS 6/24/2013

1 5 5 5 7 1 10 6 2 3 4 3 6 10+ 8 6 6 10 6 5 6 3 7 2 6 3 5 4 2 5 5 10+ 7 3 10+ 7 4 3 5 1 2 6 3 4 2 3 1 3 2

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AgendaItem#12e) 2013 Vendor of Record List CANA0005 CANADIAN PARAMEDICINE FPS 1/13/2014 CANA0034 CANADIAN SMALL ENGINES FAIRMOUNT 8/30/2013 CANA0008 CANADIAN TIRE - Ed Derbyshire FPS 1/27/2014 CANA0009 CANADIAN TIRE - Princess & Bath FAIRMOUNT 12/19/2013 CANP0001 CANPAR TRANSPORT L.P. COUNTY 1/13/2014 CANS0001 CANSEL COUNTY 6/7/2010 CAPI0002 CAPITAL MOVERS & STORAGE COUNTY 12/18/2012 FUTU0001 CARDINAL HEALTH FAIRMOUNT 1/20/2014 CARD0002 CARDS BAKERY FAIRMOUNT 5/16/2013 CARE0002 CARE STREAM MEDICAL LTD. FPS 1/20/2014 CARL0001 CARLETON UNIFORMS INC. FPS 1/13/2014 CARP0001 CARPETS PLUS FPS 2/28/2011 CARS0001 CARSWELL COUNTY 1/20/2014 MEDA0001 CASTLE & COOPER INC. FAIRMOUNT 9/16/2013 CATA0002 CATARAQUI REGION CONSERVATION AUTHORITY COUNTY 9/25/2012 CBCI0002 CBCI TELECOM INC. COUNTY 6/3/2013 CDWC0001 CDW CANADA COUNTY 1/13/2014 CELE0001 CELEBRATE WITH A CAKE DEFAULT 6/24/2013 CENT0004 CENTENNIAL ENGRAVERS AND TROPHIESCOUNTY LTD 6/24/2013 CENT0007 CENTURY MANUFACTURING CORPORATION FPS 6/12/2013 FAIRMOUNT 5/24/2012 CFPE0001 CF PETRO PRO CHIC0002 CHICA EASTERN ONTARIO FAIRMOUNT 8/22/2013 CHOQ0001 CHOQUETTE CKS FAIRMOUNT 1/20/2014 CHRI0002 CHRISTIE WALTHER FPS 12/27/2013 CINT0001 CINTAS DOCUMENT MANAGEMENT FPS 12/16/2013 CLAY0001 CLAYTON FLOORING INC. FAIRMOUNT 11/18/2013 CLEA0001 CLEANING SOLUTIONS 2000 FAIRMOUNT 6/10/2013 CLEA0002 CLEARWATER FAIRMOUNT 9/23/2013 COLL0001 COLLINS FPS 1/20/2014 COMM0006 COMMERCIAL PRINTERS FPS 2/14/2012 COMP0004 COMPUTER DEPOT COUNTY 10/6/2010 CONF0001 CONFLICT MANAGEMENT ASSOCIATES FPS 12/19/2013 VISA CONSTANT CONTACT COUNTY CONS0002 CONSTRUCT IT LTD. FPS 12/27/2013 CONT0002 CONTINUING GERONTOLOGICAL EDUCATION FAIRMOUNT COOPERATIVE 2/20/2008 CORN0001 CORNERSTONE MEDICAL FAIRMOUNT 1/13/2014 CORP0001 CORPORATE SHELVING SOLUTIONS COUNTY 9/2/2011 COUN0017 COUNCIL ON AGING/SENIORS CENTRE COUNTY 10/10/2013 COVE0001 COVERTITE KINGSTON LTD. COUNTY 2/7/2007 CRAI0001 CRAIN’S CONSTRUCTION LIMITED COUNTY 12/31/2013 CREA0005 CREATIVE FRAMING COUNTY 9/9/2011 CREA0001 CREATIVE GFTS & BASKETS FAIRMOUNT 7/23/2013 CRED0001 CREDIT 360 LTD COUNTY 12/19/2013 CRES0001 CRESTLINE COACH LTD. FPS 12/27/2013 CRIN0002 CRINTEC LTD. FPS 1/13/2014 CROW0001 CROWN COLLISION SERVICE LTD. FPS 12/19/2013 CULL0002 CULLIGAN WATER CONDITIONING FPS 12/31/2013 CUNN0001 CUNNINGHAM SWAN CARTY LITTLE & BONHAM COUNTY 12/31/2013 DACO0002 DA COSTA MILLWORK & CARPENTRY SHOP FPS 6/7/2010

3 2 6 9 3 3 2 6 1 2 2 3 5 3 5 2 2 2 2 2 5 5 3 7 2 5 2 1 5 2 3 1 2 3 7 1 3 1 6 2 3 2 1 10+ 5 5 5 10+ 3

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AgendaItem#12e) 2013 Vendor of Record List DALT0001 DALTCO ELECTRIC AND SUPPLY LTD FAIRMOUNT 12/27/2013 DAVI0003 DAVID STONE & ASSOCIATES FPS 9/23/2013 DBMEOOOI DB MECHANICAL (KINGSTON) LTD. FAIRMOUNT 5/26/2008 DBAE0001 DBA ENGINEERING LTD COUNTY 5/24/2012 DELT0002 DELTA PARTNERS INC. COUNTY 1/29/2013 DESE0001 DESERT LAKE GARDENS COUNTY 11/18/2013 DIAM0002 DIAMOND MUNICIPAL SOLUTIONS INC. COUNTY 7/22/2013 DIGN0001 DIG ‘N DIRT LTD FAIRMOUNT 8/8/2012 DIGI0001 DIGIGRAPHICS a div of DELTA PRINTING FAIRMOUNT 1/13/2014 DIGI0004 DIGITAL BOUNDARY GROUP FPS 9/6/2013 DIGI0002 DIGITAL OFFICE SYSTEMS - CTY FAIRMOUNT 1/27/2014 DILL0001 DILLON CONSULTING COUNTY 5/27/2013 DIRE0003 DIRECT ENERGY BUSINESS SERVICES FAIRMOUNT 11/18/2013 DIRE0001 DIRECT SIGNS 20/20 COUNTY 2/25/2009 DISC0003 DISCOUNT AUTO GLASS FPS 10/24/2013 DISC0002 DISCOUNT CAR AND TRUCK RENTALS COUNTY 9/9/2011 DONG0001 DON GRANT CONSULTING INC. COUNTY 10/24/2013 DONW0001 DON WILSON MECHANICAL LTD. FPS 3/17/2011 CHIR0001 DONALD CHIRO COUNTY 6/6/2012 DONA0001 DONALD GORDON CONFERENCE CENTRECOUNTY 10/24/2013 DONA0002 DONALDSON PLUMBING AND HEATING FAIRMOUNT 3/15/2007 DONA0003 DONALDSON, BRIAN COUNTY 3/14/2008 DOOR0001 DOOR DOCTOR FPS 1/13/2014 DOOR0002 DOORNEKAMP CONTRACTORS COUNTY 12/31/2013 DOUG0001 DOUG’S ANTENNA SALES & SERVICE FPS 6/16/2011 DOYL0002 DOYLE WALKER INDUSTRIES INC. FAIRMOUNT 10/14/2011 DPDA0001 DPD AUTO CENTRE INC. FAIRMOUNT 11/4/2011 DRAP0001 DRAPEAU AUTOMATIC SPRINKLER CORP.FAIRMOUNT 10/20/2011 DRAP0002 DRAPER DOORS FPS 1/1/1900 ICIP0001 DULUX PAINTS FAIRMOUNT 1/20/2014 ESOL0001 E SOLUTIONS GROUP COUNTY 12/2/2013 ERTR0001 E.R.TROUGHT DESIGN FPS 9/25/2012 ESFO0002 E.S.FOX LIMITED FAIRMOUNT 1/27/2014 EART0001 EARTHWORX LANDSCAPE PRODUCTS FAIRMOUNT 7/21/2009 ECOL0001 ECOLAB FAIRMOUNT 1/27/2014 EDMA0001 ED MALETTE ELECTRIC LTD. COUNTY 6/29/2010 EDWA0001 EDWARDS FORD SALES (Kingston) Ltd. FPS 12/27/2013 ELOR0001 ELORIN COUNTY 6/19/2009 RECO0001 EMC YOUR COMMUNITY NEWSPAPER COUNTY 12/31/2013 EMMO0001 EMMONS & MITCHELL CONSTRUCTION LTD. COUNTY 12/8/2011 ENDO0001 END OF THE ROLL COUNTY 2/25/2013 ENER0002 ENERGY KINGSTON EXTERIORS FPS 3/22/2010 ENVI0001 ENVIRO-GUARD FPS 10/24/2013 EPAN0001 EPANIC BUTTON, LLC COUNTY 4/16/2013 ERGO0003 ERGOBUYER COUNTY 12/16/2009 ERNE0001 ERNEST A. CROMARTY ARCHITECT INC. FPS 2/9/2010 ESKE0001 ESKEROD SIGNS FPS 6/29/2010 ESRI0001 ESRI CANADA COUNTY 6/12/2013 ESSE0001 ESSENTIAL IMPACTS COACHING INC. FPS 1/11/2012

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AgendaItem#12e) 2013 Vendor of Record List EVAC0001 EVACUCHECK FAIRMOUNT 3/8/2012 EVER0003 EVERGREEN POWER LTD COUNTY 12/16/2011 EVER0001 EVERTEMP INC COUNTY 7/31/2006 EVIN0001 EVIN INDUSTRIES LTD. FPS 5/11/2011 EXCA0001 EXCALIBUR FAIRMOUNT 5/24/2012 FAMI0001 FAMILY SERVICES EAP FAIRMOUNT 1/27/2014 FARG0001 FARGO’S GENERAL STORE FPS 12/20/2011 FEDE0002 FEDEX EXPRESS CANADA LTD. FPS 6/3/2013 FEDE0001 FEDEX TRADE NETWORKS FAIRMOUNT 7/23/2013 FEED0001 FEED THE BEAR DESIGN DEFAULT 2/25/2013 FERN0001 FERNO FPS 1/20/2014 FLAG0002 FLAG OUTLET FPS 10/20/2011 FLAG0001 FLAGHOUSE INC COUNTY 2/14/2012 FORM0001 FORMAN FARMS FAIRMOUNT 9/6/2013 FORT0001 FORT GLASS INC. FAIRMOUNT 11/9/2012 FOTE0001 FOTENN CONSULTANTS INC. COUNTY 8/27/2012 FOUR0001 FOUR POINTS BY SHERATON FPS 8/30/2013 FOUR0002 FOURNIER CONSULTING SERVICES COUNTY 8/17/2010 FRAM0001 FRAMEWORKS COUNTY 11/22/2013 FRAN0004 FRANK’S TIRE SUPPLY LIMITED COUNTY 9/25/2012 FRAN0003 FRANK’S WORLDWIDE MOVING FPS 3/8/2012 FRED0002 FRED DEAN BARRISTER AND SOLICITOR COUNTY 12/18/2012 FRED0001 FRED PRYOR SEMINARS COUNTY 4/27/2009 FREN0001 FRENCH’S SALES FAIRMOUNT 8/22/2013 FROE0001 FROESE FORENSIC PARTNERS LTD. FPS 4/21/2010 FAIRMOUNT 2/3/2009 FRON0002 FRONTENAC HEARING CLINIC FRON0001 FRONTENAC NEWS COUNTY 12/12/2008 FWBL0001 FW BLACK FAIRMOUNT 8/22/2007 GDJE0001 G.D. JEWELL COUNTY 7/22/2010 GANA0001 GANANOQUE CHEVROLET BUICK GMC CADILLAC FPS 3/26/2013 FAIRMOUNT 1/20/2014 GASK0001 GASKIN, DR. ANNE GAZD0001 GAZDA, HOULNE & ASSOCIATES INC COUNTY 4/28/2011 GECO0001 GECO INDUSTRIES FPS 5/1/2012 GENE0003 GENESIS SYSTEMS CORPORATION COUNTY 12/19/2013 GENI0001 GENIVAR CONSULTANTS LIMITED PARTNERSHIP DEFAULT 8/2/2013 GEOR0001 GEORGE COUREY INC FAIRMOUNT 12/27/2013 GEOR0002 GEORGE T. SURDYKOWSKI ARBITRATION/MEDIATION FPS INC. 12/20/2011 GENA0001 GERIATRIC PSYCHIATRY PROGRAM FAIRMOUNT 4/10/2012 GERR0001 GERRY LEE & ASSOCIATES COUNTY 12/18/2012 GILM0001 GILMORE REPRODUCTIONS COUNTY 8/30/2013 GERV0001 GLE EXCAVATING/ERLER EXCAVATING FPS 4/19/2010 GLEN0002 GLEN SUPPLY CO. LTD FAIRMOUNT 12/27/2013 GLEN0001 GLENBURNIE GROCERY FAIRMOUNT 12/19/2013 GLID0001 GLIDDEN PAINTS (USE ICI PAINTS) FAIRMOUNT 6/6/2012 GLOB0001 GLOBAL EQUIPMENT COMPANY FPS 7/16/2012 GLOC0001 GLOCCA MORRA FARMS FAIRMOUNT 2/12/2013 GOLD0002 GOLDEN ROOSTER COUNTY 3/8/2011 GOOD0001 GOODBYE GRAFFITI OTTAWA FPS 3/26/2013 GOOD0002 GOODFELLOWS FLOWERS COUNTY 10/10/2013

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AgendaItem#12e) 2013 Vendor of Record List GORW0001 GORWAY COUNTY 1/28/2013 GRAN0006 GRANT CUSTOM FPS 8/19/2011 GREE0001 GREEN ACRES INN FPS 4/10/2012 GREE0002 GREEN SUPERIOR GLASS COUNTY 3/31/2011 GREE0003 GREENSHIELD PEST CONTROL FAIRMOUNT 1/21/2013 HRDO0001 H.R. DOORNEKAMP CONSTRUCTION LTD. COUNTY 1/1/1900 HALL0001 HALLMAN, TIM (Entertainer) FAIRMOUNT 12/19/2013 HAMI0001 HAMILTON SMITH LTD FAIRMOUNT 1/27/2014 HANN0001 HANNAH ENVIRONMENTAL EQUIPMENT INC. FAIRMOUNT 8/22/2013 HARR0001 HARROWSMITH FREE METHODIST CHURCH COUNTY 11/24/2010 HART0002 HARTINGTON EQUIPMENT FAIRMOUNT 12/27/2013 HEAL0003 HEALTH SUPPORTS & FITTING SERVICES FAIRMOUNT 11/18/2013 HEND0002 HENDRIX HOTEL & RESTAURANT EQUIPMENT FAIRMOUNT 12/2/2013 HICK0001 HICKS MORLEY HAMILTON STEWART STORIE FPS 12/16/2013 HILL0002 HILLSIDE COFFEE COMPANY FPS 12/19/2013 HIPS0001 HIPSAVER CANADA FAIRMOUNT 11/18/2013 HOEK0001 HOEKSTRA CONSTRUCTION LTD. FAIRMOUNT 1/13/2014 HOLI0001 HOLIDAY INN COUNTY 10/10/2013 HOLL0002 HOLLINGSWORTH SUPPLY SERVICES FPS 1/20/2014 HOLL0001 HOLLISTER LIMITED FAIRMOUNT 8/27/2010 FAIRMOUNT 11/18/2013 HOLS0001 HOLSAG CANADA HOLW0001 HOLWAY & HUTCHINSON COUNTY 1/13/2014 HOPK0002 HOPKINS & CORMIER SURVEYING LTD. FPS 10/24/2013 HOTE0002 HOTEL DIEU HOPSITAL - HOME CARDIOGRAPIC FAIRMOUNT 12/16/2013 HOTE0001 HOTEL DIEU HOSPITAL FPS 2/1/2014 HRSY0001 HR SYSTEMS STRATEGIES INC. COUNTY 12/12/2013 ANDE0001 HUBBY’S HOUSE FPS 1/20/2014 HUGH0002 HUGHES DOWNEY ARCHITECTS COUNTY 11/22/2013 HUGH0001 HUGHES, B.J. (Entertainer) FAIRMOUNT 10/24/2013 HULT0001 HULTON’S CONSTRUCTION LTD. FPS 5/16/2013 IBIG0001 IBI GROUP COUNTY 7/28/2011 ICOM0001 ICOMPASSS TECHNOLOGIES INC. COUNTY 8/2/2013 IMAT0001 IMATION COUNTY 7/25/2012 IMPE0001 IMPERIAL OIL FPS 1/6/2014 INFO0001 INFOSAT TELECOMMUNICATIONS FPS 12/20/2013 INSP0001 INSPEC-SOL INC. FAIRMOUNT 1/13/2014 INTE0001 INTEGRATED COMMUNICATION SOLUTIONS COUNTY 12/27/2013 INTE0003 INTERDEV TECHNOLOGIES INC. FPS 1/20/2014 INTE0004 INTERNATIONAL COAT OF ARMS COUNTY 12/4/2012 INTE0005 INTERPROVINCIAL INSULATION INC. COUNTY 2/12/2010 INVE0004 INVERARY SEPTIC PUMPING COUNTY 10/11/2012 INVE0001 INVERARY UNITED CHURCH COUNTY 4/19/2010 ISLA0003 ISLAND DESIGN WORKS COUNTY 10/18/2010 ISOL0001 ISOLARA SOLAR POWER COUNTY 1/27/2014 JJEX0002 J.J. EXPRESS FPS 12/2/2013 JLRI0001 J.L. RICHARDS & ASSOCIATES LIMITED FAIRMOUNT 12/27/2013 JWIN0001 J.W. INTERIORS FAIRMOUNT 9/4/2008 JACK0003 JACK KNOX WELL DRILLING LTD. FAIRMOUNT 6/3/2013 JACO0001 JACOBS BUSINESS SOFTWARE INC. COUNTY 6/24/2013

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AgendaItem#12e) 2013 Vendor of Record List JAME0002 JAMES REID FURNITURE FPS 10/22/2010 JANA0001 JANAM PUBLICATIONS INC. COUNTY 4/29/2013 JAYN0001 JAYNES PLUMBING & HEATING DEFAULT 6/28/2013 JEMS0001 JEMS FPS 11/22/2013 JESS0001 JESSUP FOOD & HERITAGE LTD. FPS 1/13/2014 JETS0001 JET SIGNS COUNTY 3/7/2013 JIFF0001 JIFFY AUTO SERVICE FPS 10/24/2013 JIMT0001 JIM THOMPSON CHRYSLER FAIRMOUNT 12/2/2013 CURT0001 JOHN CURTIS LAWYER, MEDIATOR, OLYMPAIN FPS 2/12/2013 JOHN0002 JOHNSONS FILING AND SHELVING SYSTEMS FAIRMOUNT INC. 10/22/2008 JOSE0001 JOSEPH POWER VACUUM SERVICE FPS 6/24/2013 JUBI0001 JUBILATE SINGERS (Entertaine) FAIRMOUNT 11/1/2012 JULI0001 JULIA’S WINDOW FASHIONS FPS 12/18/2012 1/20/2014 K3CC0001 K3C COMMUNITY COUNSELLING CENTRESCOUNTY KAAA0001 KAAAV FAIRMOUNT 3/11/2010 KAPS0001 KAPS KINGSTN AREA PATIENT SHUTTLE FAIRMOUNT 1/20/2014 KEIT0003 KEITH’S DELI AND CATERING FPS 2/12/2010 KELL0001 KELLY SERVICES LTD. FAIRMOUNT 7/15/2011 KEPL0001 KEPLER BELL FPS 1/29/2013 KING0028 KINGS TOWN CLEANERS FPS 2/25/2013 KING0019 KINGSTON ACCESS BUS FAIRMOUNT 1/20/2014 KING0014 KINGSTON AND AMHERST TAXI FAIRMOUNT 11/18/2013 KING0033 KINGSTON CAROLLERS c/o Brent Neeley FAIRMOUNT 12/31/2011 KING0026 KINGSTON FRAMEWORKS COUNTY 11/4/2011 KING0016 KINGSTON HOME HEATING FAIRMOUNT 1/13/2014 FPS 1/27/2014 KING0047 KINGSTON INJURY MANAGEMENT CENTRE KING0043 KINGSTON MONUMENTS FAIRMOUNT 1/29/2013 KING0008 KINGSTON ONLINE SERVICES FPS 12/18/2013 KING0029 KINGSTON OXYGEN FAIRMOUNT 12/16/2013 KING0049 KINGSTON PLATE & WINDOW GLASS DEFAULT 1/17/2011 FPS 1/20/2014 KING0009 KINGSTON REGIONAL HOSPITAL LAUNDRY KING0034 KINGSTON SELF STORAGE SYSTEMS FPS 11/30/2012 KING0011 KINGSTON THIS WEEK FPS 6/3/2013 KING0024 KINGSTON TOYOTA FPS 4/15/2013 KING0004 KINGSTON U-LOCK STORAGE FAIRMOUNT 1/29/2013 DACO0001 KINGSTOWN INVESTMENTS INC FPS 2/1/2014 KOST0001 KOSTER CONSULTING & ASSOCIATES FAIRMOUNT 4/24/2012 KPMG0002 KPMG ACCOUNTING SERVICE CENTRE COUNTY 1/27/2014 KROW0001 KROWN BODY MAINTENANCE FPS 5/6/2013 KWIK0001 KWIK KOPY COUNTY 9/18/2008 LABO0001 L.A. BOB’S CARRY OUT AND CATERING COUNTY 10/7/2013 LADY0001 LADY PAINTERS COUNTY 1/13/2014 LAER0001 LAERDAL MEDICAL CANADA LTD. FPS 12/16/2013 LANC0001 LANCASTER HOUSE COUNTY 12/4/2013 LAUR0002 LAURA’S LINEN FPS 11/4/2011 LCMS0001 LCM SECURITY COUNTY 9/23/2013 LENN0001 LENNOX SNOW FENCE CO LTD. FPS 10/20/2011 LENS0001 LEN’S CONTROLS LTD COUNTY 1/13/2014 LEON0001 LEONARD FUELS LTD. FPS 9/23/2013

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AgendaItem#12e) 2013 Vendor of Record List LEON0003 LEONARD, PHIL COUNTY 10/7/2013 LEVA0002 LEVAC PROPANE INC. FPS 12/27/2013 LEVA0001 LEVAC SUPPLY LTD FAIRMOUNT 2/25/2013 LEVI0001 LEVITT SAFETY FPS 6/28/2013 MDSL0001 LIFELABS LP FAIRMOUNT 12/27/2013 LIME0001 LIMESTONE HEALTH CONSULTANTS INC. FPS 1/21/2013 WATS0001 LINDA SILVER “SUNSHINE SOULS” FAIRMOUNT 10/24/2013 BOCC0001 LINDE CANADA FPS 1/27/2014 LOND0002 LONDRY ALARMS COUNTY 6/3/2013 LTS0001 LTS CONSULTING FAIRMOUNT 1/10/2013 MCHE0001 M.C. HEALTHCARE PRODUCTS FAIRMOUNT 12/27/2013 MACL0002 MACLELLAN WATER TECHNOLOGY LTD FAIRMOUNT 3/4/2013 MAGN0002 MAGNACHARGE FPS 12/27/2013 MALL0002 MALLORY’S FIRE SYSTEMS LTD FPS 1/27/2014 MALR0001 MALROZ COUNTY 1/20/2014 MALV0001 MALVERN CONTRACT INTERIORS LIMITEDFAIRMOUNT 12/19/2013 MANP0001 MANPOWER FPS 9/16/2013 MANR0001 MANREX LTD. MEDICATION FAIRMOUNT 9/16/2013 MAPL0001 MAPLE LANE FARMS FAIRMOUNT 7/23/2013 MARC0002 MARCHANT MARKING DEVICES FAIRMOUNT 12/12/2013 MARI0001 MARILYN’S CLEANING SERVICES FPS 1/20/2014 MARK0002 MARK’S WORK WEARHOUSE FPS 5/24/2012 MART0001 MARTIN & LEVESQUE INC. FPS 1/20/2014 MAUN0001 MAUNCO FAIRMOUNT 11/4/2013 MAXI0001 MAXILL FPS 12/16/2009 MCIM0001 MC IMAGING TECHNOLOGIES LIMITED COUNTY 1/27/2014 MCAR0001 MCARTHUR MEDICAL SALES INC. FPS 3/18/2013 MCIN0001 MCINTOSH PERRY CONSULTING ENGINEERS COUNTY LTD. 10/20/2011 MCKE0001 MCKENNA’S LOCK & KEY COUNTY 9/16/2013 MCKE0003 MCKEOWN & WOOD FUELS FAIRMOUNT 1/20/2014 MCMA0001 MCMAHONS HOUSE OF FLOWERS DEFAULT 9/26/2011 FAIRMOUNT 12/19/2013 MCNE0002 MCNEIL, BILLIE MEDE0002 MED E-CARE HEALTH CARE SOLUTIONS INC. FAIRMOUNT 12/19/2013 MEDI0003 MEDICAL ARTS PHARMACY FAIRMOUNT 1/10/2013 MEDI0001 MEDICAL MART FAIRMOUNT 1/20/2014 MEDI0006 MEDIGAS - DIV OF PRAXAIR CANADA INC. FAIRMOUNT 1/20/2014 MEDI0008 MED-I-PANT INC. FAIRMOUNT 1/20/2014 MEDT0001 MEDTRONIC OF CANADA LTD. FPS 3/8/2012 MELO0001 MELODY MAGIC FAIRMOUNT 8/22/2013 MEMO0001 MEMORY LANE FLOWERS COUNTY 6/3/2013 MICH0002 MICHAEL RIDDELL & ASSOCIATES COUNTY 5/16/2013 MICR0002 MICRO MARKET BUSINESS CENTRE COUNTY 11/22/2013 MICR0001 MICROAGE KINGSTON COUNTY 1/20/2014 ERGO0002 MICWIL GROUP OF COMPANIES LTD. COUNTY 8/27/2010 MINA0001 MINAKER’S FLOWER CENTRE FAIRMOUNT 6/16/2011 MINO0002 MINOS TAKEOUT (BARRIE STREET) COUNTY 12/20/2011 MINO0001 MINOS VILLAGE LIMITED COUNTY 12/4/2013 MINU0001 MINUTEMAN PRESS FAIRMOUNT 4/16/2010 MOBI0001 MOBILITY CARE CO. FAIRMOUNT 7/23/2013

1 9 2 3 5 2 2 10+ 10+ 2 2 10+ 10 7 3 2 2 7 5 2 10 2 2 7 6 2 1 3 3 3 3 2 1 3 9 10+ 5 3 2 2 2 3 5 5 3 3 3 3 2

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AgendaItem#12e) 2013 Vendor of Record List MODE0001 MODERN TAXI CAB LTD FPS 12/16/2013 MORG0001 MORGAN/SCOTT KINGSTON INC FAIRMOUNT 3/31/2011 MORV0001 MORVEN CONSTRUCTION LTD. COUNTY 3/31/2011 MOSI0001 MOSIER SERVICE CENTRE FPS 11/4/2013 MOTI0001 MOTION SPECIALTIES FAIRMOUNT 1/27/2014 MOVI0001 MOVING IMAGES DISTRIBUTION COUNTY 3/25/2009 MULT0002 MULTIDEAS PROMOTIONS COUNTY 9/25/2012 MULT0001 MULTIGEN HEALTHCARE FAIRMOUNT 6/3/2013 MUNI0005 MUNICIPAL INFORMATION SYSTEMS ASSOCIATION COUNTY 1/27/2014 MUNI0002 MUNICIPAL PROPERTY ASSESSMENT CORPORATION COUNTY 11/25/2013 MUNI0003 MUNICIPAL WORLD INC COUNTY 10/29/2012 MUSI0001 MUSIC CARE FAIRMOUNT 11/1/2012 MYER0001 MYERS, MIKE FAIRMOUNT 1/29/2013 NATI0003 NATIONAL SYSTEMS COMPANY FAIRMOUNT 12/18/2012 NEBS0001 NEBS BUSINESS FORMS LTD COUNTY 6/24/2013 NEDC0003 NEDCO KINGSTON FPS 10/11/2012 NEIL0001 NEIL’S FLOWERS FAIRMOUNT 12/27/2013 NEOP0001 NEOPOST LEASING SERVICES CDN LTD. COUNTY 12/2/2013 NESB0001 NESBITT ENGINEERING COUNTY 1/27/2014 NEXU0001 NEXUS ACTUARIAL CONSULTANTS LTD. COUNTY 5/27/2013 NINE0001 NINE ONE ONE OUTERWEAR FPS 6/25/2012 NORM0001 NORMAN, DON FAIRMOUNT 12/27/2013 NORT0004 NORTH FRONTENAC TELEPHONE CO. LTD. COUNTY 12/25/2013 NORT0008 NORTHWAY HARDWARE FAIRMOUNT 7/23/2013 NOVA0001 NOVACK’S UNIFORM GROUP FPS 9/16/2013 NUMA0001 NUMARA SOFTWARE COUNTY 3/14/2012 FAIRMOUNT 1/27/2014 GRAN0003 OFFICE MAX GRAND & TOY LTD (FMT) OLIV0001 OKR CONSULTING ARBORIST-ECOLOGISTFAIRMOUNT 10/24/2013 ONTA0007 ONTARIO LAUNDRY SYSTEMS INC. FAIRMOUNT 11/18/2013 ONTA0009 ONTARIO PANELIZATION COUNTY 3/17/2011 ORMS0001 ORMSBEE’S MERCANTILE FPS 12/19/2013 FAIRMOUNT 1/17/2011 OPRE0001 OSPREY MEDIA GROUP INC. OSSO0001 OSSO ELECTRIC SUPPLIES INC. FAIRMOUNT 1/14/2014 OTTA0001 OTTAWA BUSINESS INTERIORS COUNTY 12/19/2013 OTWO0001 O-TWO MEDICAL TECHNOLOGIES INC FPS 4/15/2013 P&DS0001 P & D SEALING AND LINES FAIRMOUNT 6/24/2013 PARA0002 PARACHUTE COUNTY 6/3/2013 PATR0001 PAT ROGERS TOWING SERVICE FPS 12/27/2013 PAUL0005 PAUL’S SIGN SERVICE LIMITED FAIRMOUNT 6/6/2012 PERC0001 PERCY SNIDER COUNTY 12/19/2013 PERF0002 PERFORMANCE CONCEPTS CONSULTINGFPS INC. 8/22/2013 PETR0001 PETRO CANADA FPS 12/31/2013 PHON0001 PHONE WORKS COUNTY 9/2/2011 PHYS0001 PHYSIO-CONTROL CANADA SALES LTD FPS 1/20/2014 PICA0001 PICADILLY PICKERS C/O ROY SHEPARD FAIRMOUNT 6/16/2011 PICK0001 PICKET FENCES FAIRMOUNT 12/19/2013 PINC0001 PINCHIN ENVIRONMENTAL DEFAULT 11/18/2013 PLCO0001 PL CONSTRUCTION FPS 4/22/2013 PLAN0001 PLANES PRECAST CONCRETE FPS 3/22/2010

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AgendaItem#12e) 2013 Vendor of Record List PLUM0001 PLUMBING PLUS FAIRMOUNT 3/17/2011 POSI0001 POSITIVE PROMOTIONS FAIRMOUNT 5/24/2012 PRIN0001 PRINCESS AUTO FAIRMOUNT 7/22/2013 GRAP0001 PRINTFUSION INC. FPS 12/2/2013 PRIS0001 PRISM PARTNERS INC COUNTY 2/12/2013 PROF0002 PROFORMA URBAN PEDDLER PROMOTIONS COUNTY 8/22/2013 PURO0001 PUROLATOR COURIER LTD. FPS 11/18/2013 PVBR0001 PVB ROOFING CONSULTANTS INC COUNTY 11/18/2013 QUAL0003 QUALITY CARE HEALTH SERVICES LTD FAIRMOUNT 2/28/2012 QUAL0001 QUALITY LIFE SERVICES INC. FAIRMOUNT 12/27/2013 QUAL0002 QUALITY PATIENT TRANSFER SERVICE FAIRMOUNT 1/27/2014 QUEE0002 QUEEN’S UNIVERSITY COUNTY 3/17/2011 QUEE0003 QUEENS UNIVERSITY- PRINTING SERVICES FAIRMOUNT 4/22/2010 QUIC0001 QUICK SEW FPS 1/20/2014 QUIN0001 QUINTE HEALTH CARE FAIRMOUNT 6/10/2008 RNIC0001 R. NICHOLLS DISTRIBUTORS INC. FPS 1/20/2014 7/29/2013 RHER0001 R.HERMAN ARBITRATION/MEDIATION INC.COUNTY RWEL0001 R.W.ELECTRIC FAIRMOUNT 1/7/2010 RACK0001 RACKAIR INC. FPS 1/13/2014 RADI0001 RADISSON HOTEL KINGSTON HARBOURFRONT COUNTY 4/28/2009 FAIRMOUNT 6/3/2013 RAIN0001 RAINBOW AWNINGS & CANVAS RANG0001 RANGER SUPPLY-OPS FPS 4/22/2013 RAVE0001 RAVENHILL GROUP INC. COUNTY 1/1/1900 RAYM0002 RAYMOND DISPUTE RESOLUTION INC. FPS 8/21/2012 RECO0002 RECOVERY ABATEMENT & INSULATION LIMITED FAIRMOUNT 1/13/2014 REGI0002 REGIONAL DOORS AND HARDWARE COUNTY 2/1/2010 FPS INC. 11/9/2012 REGI0001 REGIONAL MAPLE LEAF COMMUNICATIONS REID0001 REID & SIEMONSEN DESIGN GROUP COUNTY 9/2/2011 UNIO0002 RELIANCE HOME COMFORT FPS 11/19/2013 RENT0001 RENTOKIL PEST CONTROL FPS 12/27/2013 REVE0001 REVELL FORD LINCOLN FPS 11/4/2013 RIGN0001 RIGNEY BUILDING SUPPLIES LTD. FPS 1/27/2014 RIVE0001 RIVETT ARCHITECTURAL HARDWARE LTDFAIRMOUNT 12/2/2013 RNAW0001 RNA WIRELESS TECHNOLOGY INC FAIRMOUNT 1/20/2014 RONA0001 RONA HOME & GARDEN FAIRMOUNT 12/23/2013 RICA0001 ROOF & BUILDING SERVICE INTERNATIONAL COUNTY 1/21/2013 ROSE0003 ROSEN FUELS FPS 1/1/1900 ROWL0002 ROWLAND EMERGENCY VEHICLE PRODUCTS FPS 10/28/2013 ROY0001 ROY ELECTRIC FPS 11/16/2011 RUBI0001 RUBINO & CHAPLIN FPS 5/14/2013 RUDD0001 RUDDY ELECTRIC WHOLESALE FAIRMOUNT 4/18/2006 SAFE0002 SAFEDESIGN APPAREL LTD. FPS 12/27/2013 SAIN0002 SAINT ELIZABETH HEALTHCARE FAIRMOUNT 1/13/2014 SAMC0001 SAM CHEMICAL SPECIALITIES FAIRMOUNT 10/11/2013 SAMM0001 SAMMONS PRESTON ROLYAN CANADA FAIRMOUNT 11/4/2013 SAND0001 SANDS CANADA INC/ANGUS FPS 12/27/2013 SCOT0001 SCOTT INDUSTRIAL SERVICES FAIRMOUNT 1/27/2014 SCOT0002 SCOTT’S SNOW REMOVAL AND LAWN MOWING FPS 1/20/2014 SEED0001 SEED TO SAUSAGE CORPORATION COUNTY 3/7/2013

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AgendaItem#12e) 2013 Vendor of Record List SELE0001 SELECT DOOR AND FRAME FAIRMOUNT 3/10/2010 SENT0001 SENTIMENTAL PRODUCTIONS FAIRMOUNT 12/1/2008 SEPR0001 SEPROTECH WATER PURE & SIMPLE COUNTY 9/14/2011 SERV0001 SERVE PRO - KINGSTON FPS 1/20/2014 RGHE0001 SERVICE IN MOTION KINGSTON LTD. FAIRMOUNT 8/30/2013 SHAR0001 SHARBOT LAKE LAWN SERVICE FPS 1/20/2014 STAR0001 SHAW DIRECT COUNTY 12/18/2013 SHEA0001 SHEA CONSTRUCTION FAIRMOUNT 4/29/2013 SHEE0001 SHEEHAN ARBITRATION MEDIATION SERVICES COUNTY 10/24/2013 SHEL0001 SHELDON’S PROPERTY MAINTENANCE FPS 3/4/2013 SHOA0001 SHOALTS AND ZABACK ARCHITECTS LTD.FAIRMOUNT 10/20/2011 SHOP0002 SHOPPERS DRUG MART FAIRMOUNT 1/27/2014 SHOP0001 SHOPPERS HOME HEALTH CARE FAIRMOUNT 10/24/2013 SHSC0001 SHS CONSULTING COUNTY 12/27/2012 SIEM0001 SIEMENS CANADA LTD. FAIRMOUNT 1/13/2014 SIGN0003 SIGN A RAMA FPS 3/8/2011 SILK0001 SILKWOOD LAWN AND GARDEN FPS 11/22/2013 SILV0002 SILVER MERIDIAN FAIRMOUNT 10/24/2013 SILV0001 SILVER’S WATER SERVICE FAIRMOUNT 11/1/2012 SILV0003 SILVERT’S STORE FPS 1/20/2014 SIMO0001 SIM ONE FPS 4/10/2012 FAIRMOUNT 7/25/2012 SIMP0001 SIMPLEX GRINNELL SODE0001 SODEXO SERVICES CANADA FPS 11/20/2013 SONN0001 SONNY’S AUTOMOTIVE CENTRE FAIRMOUNT 10/10/2013 SPAC0001 SPACE AGE SHELVING FPS 9/6/2013 FAIRMOUNT 10/11/2012 SPAD0001 SPADA TILE (BELLEVILLE) LIMITED TROP0002 SPECIALTY TROPHIES FPS 12/16/2013 SPEC0001 SPECTRUM NASCO FPS 11/9/2012 SPEE0001 SPEEDY GLASS FPS 1/13/2014 VISA SPOT GPS COUNTY STLA0003 ST LAWRENCE COLLEGE FPS 12/19/2013 STLA0002 ST LAWRENCE POOLS FAIRMOUNT 10/24/2013 STAN0002 STANTEC CONSULTING LTD. COUNTY 8/27/2010 STAP0001 STAPLES COUNTY 5/31/2012 STEA0005 STEAMATIC OF KINGSTON LTD. FPS 11/4/2013 STEP0001 STEPHENS ARBITRATION INC. FPS 4/22/2010 STER0001 STERICYCLE INC. FPS 12/19/2013 STIT0003 STITCH FOR YOU FPS 4/7/2010 STIT0001 STITCH IT FPS 10/6/2010 STIT0002 STITCH THIS & THAT FPS 8/7/2009 STOR0002 STORRINGTON LIONS HALL FAIRMOUNT 11/22/2013 STOU0001 STOUT DISPUTE RESOLUTION INC. COUNTY 1/26/2012 STRA0001 STRADWICK CARPET ONE FAIRMOUNT 3/29/2012 SUNL0001 SUN LIFE ASSURANCE COMPANY OF CANADA COUNTY 1/20/2014 SUNM0001 SUN MEDIA CORPORATION COUNTY 12/27/2013 SUNH0001 SUNHARVEST GREENHOUSES FAIRMOUNT 7/23/2013 SWIS0001 SWISH MAINTENANCE LTD COUNTY 1/20/2014 SWYR0001 SWYRICH CORPORATION INTERNATIONALCOUNTY CODE OF ARMS 12/27/2013 SYDE0002 SYDENHAM HIGH SCHOOL FAIRMOUNT 5/17/2013

7 5 4 2 5 5 6 2 2 2 4 10+ 10+ 4 7 4 10 2 6 5 2 3 10+ 5 3 3 6 7 1 1 2 2 4 10+ 5 4 5 3 3 4 1 3 3 10+ 10+ 3 10 6 2

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AgendaItem#12e) 2013 Vendor of Record List SYDE0003 SYDENHAM LANDSCAPE PRODUCTS FAIRMOUNT 7/23/2013 SYDE0001 SYDENHAM LEGION COUNTY 4/10/2012 TAAN0001 T.A. ANDRE & SONS DEFAULT 3/10/2010 TASC0001 T.A.S.COMMUNICATIONS COUNTY 3/17/2011 TWBE0001 T.W. BEDFORD CONSULTING FPS 11/21/2012 TACH0001 TACH WEST INSTRUMENTS LTD FPS 9/2/2011 TACK0001 TACKABERRY HEATING & REFRIGERATION FAIRMOUNT SUPPLIES 12/27/2013 KING0039 TALLMAN TRUCK CENTRE LIMITED FPS 9/22/2011 TAYL0001 TAYLOR CHEVROLET CADILLAC FPS 12/27/2013 TAYL0002 TAYLOR STUDIOS COUNTY 6/6/2012 TELU0001 TELUS MOBILITY FPS 12/20/2013 TEMP0002 TEMPLEMAN MENNINGA LLP COUNTY 8/17/2010 TERA0001 TERANET ENTERPRISES INC. COUNTY 5/27/2013 FAIRMOUNT 1/27/2014 TERR0001 TERRY’S PLOWING VISA TEXT HELP (BROWSE ALOUD) COUNTY THEC0005 THE CAR SPA INC. FAIRMOUNT 1/29/2013 THEF0004 THE FLAG SHOP FPS 6/24/2013 THEF0001 THE FRONTENAC NEWS COUNTY 12/27/2013 THEG0001 THE GLASS HOUSE FAIRMOUNT 9/7/2010 THEG0002 THE GREER GALLOWAY GROUP INC. COUNTY 12/31/2013 THEH0001 THE HERITAGE NEWSPAPER COUNTY 12/17/2007 THEK0004 THE KINGSTON WHIG - ADS/TENDERS COUNTY 6/28/2013 THEK0001 THE KINGSTON WHIG -SUBSCRIPTIONS COUNTY 1/27/2014 THEP0002 THE PUBLIC SECTOR DIGEST INC. COUNTY 1/13/2014 THES0004 THE SCOTT WENTWORTH LANDSCAPE GROUP COUNTY LTD. 12/27/2013 THET0002 THE TEMA CONTER MEMORIAL TRUST FPS 6/24/2013 FAIRMOUNT 1/20/2014 THER0001 THERMOPATCH (CANADA) INC. THOM0005 THOMAS LEMMON & SONS (1973) LTD FAIRMOUNT 10/7/2013 THOM0007 THOMAS TOWING & RECOVERY FPS 1/13/2014 THOM0002 THOMPSON CONSTRUCTION MANAGEMENT COUNTY SERVICES 2/12/2013 THOM0006 THOMPSON ELECTRIC FPS 1/27/2014 THRE0001 THREAT4 LTD. FPS 7/29/2013 THYE0001 THYSSEN KRUPP ELEVATOR FAIRMOUNT 12/27/2013 TILL0001 TILLEY ENDURABLES FPS 9/10/2012 TIMB0001 TIMBER TREES O/C 901641 ONTARIO LTDFAIRMOUNT 10/10/2013 TRAN0001 TRANE CANADA FAIRMOUNT 9/24/2008 TREV0001 TREVOR OWEN LTD. FPS 10/28/2013 TRIM0001 TRIM-LINE OF SOUTH EASTERN ONTARIOFPS 1/27/2014 TROP0001 TROPHY HOUSE COUNTY 1/13/2014 TROU0001 TROUSDALE HOME HARDWARE FPS 3/18/2013 TROW0001 TROW CONSULTING ENGINEERS COUNTY 2/4/2011 TRUE0002 TRUE COMFORT HEATING & COOLING LTD. COUNTY 11/18/2013 TRUE0003 TRUE ELECTRIC FAIRMOUNT 6/7/2010 TSSA0001 TSSA - TECHNICAL STANDARDS SAFETY AUTHORITY FAIRMOUNT 1/27/2014 TWOM0001 TWO MEN AND A TRUCK FAIRMOUNT 12/4/2013 ULIN0001 ULINE COUNTY 11/18/2013 ULTR0001 ULTRAMAR LTD FAIRMOUNT 1/21/2013 UPPE0001 UPPER CANADA OFFICE SYSTEMS COUNTY 5/6/2013 UPSC0001 UPS CANADA FPS 2/25/2009

2 3 3 7 3 4 2 4 2 2 5 4 2 5 3 3 3 5 4 3 5 10+ 10+ 2 3 3 7 3 2 7 10 2 10+ 5 2 5 6 10 7 3 10+ 5 5 5 1 5 2 2 5

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AgendaItem#12e) 2013 Vendor of Record List VAND0002 VANDERVOORT HOLDINGS LTD. DEFAULT 12/19/2013 VANS0001 VAN’S MOBILE WASH FAIRMOUNT 8/22/2013 VANZ0001 VANZUYLEN ALIGNMENT SERVICE LTD FPS 2/25/2013 VENT0001 VENTREX FAIRMOUNT 6/12/2013 VERO0001 VERONA LIONS CLUB COUNTY 6/12/2013 VERS0001 VERSUS BUSINESS FORMS AND LABELS FPS 1/27/2014 VIVA0001 VIVA PRODUCTIONS FPS 8/8/2012 VISA VTC - VIRTUAL TRAINING COMPANY COUNTY WMUR0001 W. MURRAY COTTON COUNTY 12/12/2013 WIVI0001 W.I. VILLAGER LTD. FPS 8/2/2013 WRBR0001 W.R. BRIGHTMAN & SON LTD FPS 1/27/2014 WVAN0001 W.VAN WYNGAARDEN FPS 9/23/2009 WALL0001 WALLACK’S ART SUPPLY FAIRMOUNT 5/31/2012 WALM0001 WALMART CREDIT DEPT. FAIRMOUNT 11/4/2013 CANA0037 WASTE MANAGEMENT FAIRMOUNT 1/20/2014 WATS0002 WATSON & ASSOCIATES ECONOMISTS LTD. COUNTY 1/20/2014 WECA0001 WE CARE HEALTH SERVICES INC. FAIRMOUNT 12/27/2013 WEBB0001 WEBBER TRAINING INC. FAIRMOUNT 2/14/2012 WEMP0001 WEMP & SMITH CONSTRUCTION LTD. COUNTY 11/16/2012 WESA0001 WESA INC. FAIRMOUNT 7/28/2011 FAIRMOUNT 4/29/2013 WEST0004 WEST WINDS RANCH WEST0002 WESTBURNE/RUDDY ELECTRIC FAIRMOUNT 1/0/1900 WEST0005 WESTENDORP DEMOLITION FAIRMOUNT 3/26/2013 WILF0001 WILF HALL & SONS WELL DRILLING FPS 6/24/2013 WILK0002 WILKINSON CHUTES CANADA FAIRMOUNT 10/10/2013 WINT0001 WINTERGREEN STUDIOS COUNTY 12/18/2012 FAIRMOUNT 1/20/2014 WOLS0001 WOLSELEY MECHANICAL GROUP CBCI0001 WORLDLYNX WIRELESS COUNTY 12/27/2013 WSIW0001 WSI WASTE SERVICES INC FPS 10/6/2010 WTCC0001 WTC COMMUNICATIONS COUNTY 12/19/2013 WYLI0001 WYLIE ELECTRIC FPS 5/16/2007 XPLO0001 XPLORNET COMMUNICATIONS INC. COUNTY 1/20/2014 YOUN0001 YOUNG SIGNS FPS 3/8/2012 ZOLL0001 ZOLL MEDICAL CANADA INC. FPS 1/21/2013

2 6 2 2 3 3 3 3 3 3 5 5 2 5 5 5 5 3 4 4 3 5 2 2 7 3 5 6 5 5 6 6 5 10+

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AgendaItem#12f)

Report 2014-041 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Joe Gallivan Manager of Sustainability Planning

Date prepared:

March 5, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – Sustainabilty – Frontenac Corridor – Public Works Managers Project Update #1

Recommendation RESOLVED THAT the Council of the County of Frontenac receive the Corporate Services – Frontenac Corridor – Public Works Managers Project Update #1 report for information.

Background In the spring of 2012 the Eastern Ontario Wardens Caucus (EOWC) released a report entitled Facing our Fiscal Challenges: A Report on the Financial Sustainability of Local Government in Eastern Ontario (online: http://www.eowc.org/en/futuredirections/Report--Facing-Fiscal-Challenges--February-2012.asp ). The four key conclusions taken from the financial sustainability research were that Eastern Ontario has:

1. A limited base from which to pay for local services;
2. Limited flexibility to respond to more challenging times;
3. Limited growth potential if the status quo persists; and
4. Limited resources with which to address major infrastructure challenges. Information Report to Council Corporate Services – Sustainability – Frontenac Corridor – Public Works Managers Project Update #1 March 19, 2014

2014-0041 Corporate Services –

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AgendaItem#12f)

The staff report presented to Council on March 21, 2012 provided detail on the limited resources with which Frontenac County has to address major infrastructure challenges: “In Frontenac, between 2000 and 2010, own purpose revenues (taxation and user fees) have increased by an average of 117.47% while total operating expenditures have increased by an average of 49.36%, which suggests that Frontenac municipalities are increasingly reliant on own purpose revenues to cover operating costs. This is more pronounced than the Eastern Ontario experience where operating expenditures increased 65% between 2000 and 2010 while own purpose revenue increased 83%. This indicates that Frontenac is even more reliant on taxation and user fees for operating expenses, leaving little available for infrastructure costs. County Council is well aware of its infrastructure deficit having contracted a roads needs study in 2011. The current EOWC study reviewed the FIR to determine the number of roads that were identified as deficient and assumed a range of options, and their related costs, to bring these deficient roads to good/very good condition. If resurfacing techniques were utilized the Frontenac deficit was estimated at $104.5 million, but if total reconstruction was anticipated the deficit was estimated at $575.3 million. There are 109 bridges and culverts whose average age is 35.8 years. There are 37 bridges that are deficient (not in good/very good condition) and 13 large culverts that are deficient. Using an average rehabilitation cost for a bridge of $670,500 and average rehabilitation cost for a culvert of $225,000, this would suggest that the Frontenacs’ structures deficit is about $27.75 million ($24.8 million for bridges and for $2.95 million for culverts). (Based on) … the data utilized in the report, Frontenac should be spending about $25 million just to maintain assets on an ongoing basis. This allocation would not address the accumulated deficit for roads and bridges.” As a result of this report, County Council agreed to allocate $10,000 in the 2012 budget to assist the Public Works Managers of the Townships in the review of the Frontenac Corridor road system. The Service Delivery and Organizational Review identified the need to explore opportunities to share resources across the Townships and County. Comment The Public Works Managers have for the past year been working together on identifying the network of downloaded Provincial Highways on both the mainland and on Wolfe Island (506, 509, 38, 95 and 96 ) establishing a regional road system that is important for cross-County transportation (a map of the roads included in the Corridor is attached to this report). Included in this work was the preparation of a “condition assessment” of the Corridor to develop a long term capital plan and to create a comprehensive asset management plan. Information Report to Council Corporate Services – Sustainability – Frontenac Corridor – Public Works Managers Project Update #1 March 19, 2014

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AgendaItem#12f)

At the beginning of his term Warden Clayton suggested that County Council should be kept up to date on these cross-boundary initiatives, and requested the Manager of Sustainability Planning to begin attending the Public Works Managers meetings. The first meeting this year attended by County staff was held on Thursday, February 27th at the Public Works office in South Frontenac. A number of issues were discussed:

The work being done for the Public Works Managers (PWMs) by the consultants D.M. Wills Associates Ltd. in the creation of a comprehensive Asset Management Plan for the Corridor is near completion. Once finalized, the PMWs will prepare a joint report that will be presented to all four Township Councils as well as County Council on the findings of the study as well as a recommendation for the PWMs to prepare an implementation plan.

The primary intent of the of the D.M. Wills report is to support an Asset Management Plan to help all four Townships manage the work load and costs of the Provincial and County highways that were downloaded when amalgamation took place in 1998. The PWMs anticipate that creating a separate plan for these corridor roads would allow the qualifying for grants that would be separate from the grant applications made by each municipality. Under the current system the cost of maintenance of these corridor highways is much higher relative to the local road system maintenance and has placed a financial burden on all of the Townships. It is expected that this report will be issued to the Townships and the County in the next few months. The next meeting is planned for April 3rd to be held in North Frontenac. Sustainability Implications The Townships and the County need to be aware of the financial challenges that lie ahead and should evaluate the related risks of the infrastructure deficit. Financial Implications County Council has funded the work to prepare the Asset Management Plan from the 2013 budget. The 2014 budget sets aside $20,000 towards the Regional Transportation Management Collaborative. With respect to infrastructure investment, the advice of the Public Work Managers in the implementation of the Frontenac Corridor plan could result in the need for a long term financial commitment from the Townships and the County, and the possible use of County reserve funds. Information Report to Council Corporate Services – Sustainability – Frontenac Corridor – Public Works Managers Project Update #1 March 19, 2014

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AgendaItem#12f)

Organizations, Departments and Individuals Consulted and/or Affected Jim Phillips, Publics Work Manager, North Frontenac Mike Richardson, Publics Work Manager, Central Frontenac Mark Segsworth, Publics Work Manager, South Frontenac All Four Townships

Information Report to Council Corporate Services – Sustainability – Frontenac Corridor – Public Works Managers Project Update #1 March 19, 2014

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AgendaItem#12f) THE FRONTENAC CORRIDOR

± TT O OW WN NS SH H II P P O O FF N NO OR R TT H H FF R RO ON N TT E EN NA AC C

‐ , 509

‐ , 506

‐ , 509

P ! P !

‐ , 38

TT O OW WN NS SH H II P P O O FF C CE EN N TT R RA A LL FF R RO ON N TT E EN NA AC C

‐ , 38

‐ ,

TT O OW WN NS SH H II P P O O FF S SO OU U TT H H FF R RO ON N TT E EN NA AC C

38

Legend

Highway 7

Frontenac Corridor

10

20

TT O OW WN NS SH H II P P O O FF FF R RO ON N TT E EN NA AC C II S S LL A AN ND DS S

5

5

y9 Hw

0

y

96

Hw

Kilometres Data Source: OGDE, MPAC, ESRI & The County of Frontenac. Created: March 6th, 2014 Reference: Produced by the County of Frontenac with data supplied under license by members of the Ontario Geospatial Data Exchange. The County of Frontenac disclaims all responsibility for errors, omissions or inaccuracies in this publication.

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AgendaItem#12g)

Report 2014-043 INFORMATION REPORT TO COUNCIL To:

Warden and Council Members of the County of Frontenac

From:

Marian VanBruinessen Acting CAO/Treasurer

Prepared by:

Susan Brant Deputy Treasurer Jannette Amini Manager of Legislative Services/Clerk Angelique Tamblyn Executive Assistant, Corporate Services

Date prepared:

February 27, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees report for information only.

Background Section 284 (1) of the Municipal Act, 2001 S.O. 2001, Chapter 25, states: The treasurer of a municipality shall in each year on or before March 31 provide to the Council of the municipality an itemized statement on remuneration and expenses paid in the previous year to, (a) each member of Council in respect of his or her services as a member of the Council or any other body, including a local Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 1 of 8

2014-043 Corporate Services

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AgendaItem#12g)

board, to which the member has been appointed by Council or on which the member holds office by virtue of being a member of Council; (b) each member of Council in respect of his or her services as an officer or employee of the municipality or other body described in clause (a); and (c) each person, other than a member of Council, appointed by the municipality to serve as a member of any body, including a local board, in respect of his or her services as a member of the body. 2001, c. 25, s. 284 (1). On May 2, 2013 County Council 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.

Comment By-law No. 2013-0017 outlined the remuneration to be paid to Councillors and NonCouncil Appointees of the County as well as attendance at conferences and training opportunities. The following tables summarize the amounts disbursed in 2013: Council Members

Comp. as

Conference/Training/

Council

Travel Expenses

Member or

(Excluding per diem

Appointee

and mileage)

Mileage

Total

HST included $

$

Bud Clayton*

8,524.56

2,086.85

3,387.84

13,999.25

Gary Davison

8,374.56

1,044.60

432.00

9,851.16

Denis Doyle**

10,024.56

3,346.81

1,191.88

14,563.25

Janet Gutowski

19,182.00

3,535.83

2,403.00

25,120.83

David Jones

8,449.56

3,391.71

1,120.32

12,961.59

John Inglis

8,224.56

826.56

2,572.81

11,623.93

John McDougall

9,199.56

755.24

1,445.58

11,400.38

John Purdon

8,449.56

0.00

1,691.04

10,140.60

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 2 of 8

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2014-043 Corporate Services

The following charts provide an itemized statement on remuneration and expenses paid in 2013 to members of Council and persons appointed by Council to serve on Boards and Committees. County Council: Council Members Janet Gutowski Gary Davison Denis Doyle David Jones John McDougall Bud Clayton John Inglis John Purdon

Comp. as Council Conference/Training/Travel Member or Expenses Appointee (Excluding per diem and $ mileage)

17,757.00 7,624.56 7,924.56 7,849.56 7,474.56 7,399.56 7,549.56 7,549.56

Total Mileage HST included $

3,535.83 1,044.60 2,838.31 3,391.71 90.24 600.00 826.56 0

1,464.00 192.00 456.04 500.16 379.02 76 1,444.32 815.04

22,756.83 8,861.16 11,218.91 11,741.43 7,943.82 9,781.32 9,820.44 8,364.60

Compensation as Council Member or Appointee includes base remuneration plus all per diems for attendance at miscellaneous meetings/conference attendance Committee of the Whole: Per Diem $ 150.00 225.00 225.00 150.00 225.00 150.00 225.00 225.00

Mileage HST included $ 129.60 96.00 96.00 115.20 180.48 377.28 453.13 295.68

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 3 of 8

Total 279.60 321.00 321.00 265.20 405.48 527.28 678.13 520.68

AgendaItem#12g)

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Committee of the Whole Appointees Janet Gutowski Gary Davison Denis Doyle David Jones John McDougall Bud Clayton John Inglis John Purdon

2014-043 Corporate Services

Frontenac Joint Accessibility Advisory Committee (FAAC): Ontarians with Disabilities Appointees Per Diem $ Gary Davison 150.00 John McDougall 300.00 Francine Arsenault 150.00 Danka Brewer 150.00 Neil Allen (Chair) 225.00 Green Energy Task Force: Green Energy Task Force Appointees Matt Fiene David Hahn (Chair) Brad Leonard Janet Gutowski Denis Doyle John Inglis Maris Krumins

Per Diem $

75.00 450.00* 75.00

Mileage HST included $ 24.00 232.32 57.60 86.40 14.40

Mileage HST included $ 19.20 67.20 43.20 144.00 113.76

Total 174.00 532.32 207.60 236.40 239.40

Total 19.20 67.20 118.20 594.00 188.76

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 4 of 8

Total $ 801.49 118.20 99.00 682.50 784.26

AgendaItem#12g)

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Service Delivery and Organization Review: Service Delivery and Per Diem Conference/Training/Travel Mileage HST included Organization Review $ Expenses $ Committee (Excluding per diem and Appointees mileage) Walter Knott 715.09 86.40 Janet Gutowski 75.00 43.20 Gary Davison 75.00 24.00 Denis Doyle 150.00 508.50 24.00 Bud Clayton 150.00 508.50 125.76

2014-043 Corporate Services

Sustainability Advisory Committee: Sustainability Advisory Committee Appointees Geoff Sandiford (Chair) Ron Hipfner Don Ross John McDougall Denis Doyle Bud Clayton Janet Gutowski

Per Diem $ Conference/Training/Travel Expenses (Excluding per diem and mileage) 1,224.35

300.00 300.00

Mileage HST included $

665.00 665.00 978.35

225.00

1,291.55 134.40 868.52 1,145.48 394.08 1,077.23 354.60

AgendaItem#12g)

Page 178 of 263 Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 5 of 8

67.20 134.40 203.52 180.48 94.08 98.88 129.60

Total

AgendaItem#12g)

150th Anniversary Planning Advisory Committee: 150th Anniversary Per Diem $ Expenses $ Mileage HST Committee included $ Appointees Marcel Giroux (Chair) 403.20 Janet Gutowski 300.00 240.00 Gary Davison 150.00 24.48 72.00 Phil Leonard 93.60 Jim Vanden Hoek 38.40 Barbara Sproule 691.20 Finance: Finance Committee Appointees Janet Gutowski David Jones John McDougall Bud Clayton

Per Diem $

Trails: Trails Advisory Committee Appointees Denis Doyle*** John Inglis Janet Gutowski Gary Davison Allan McPhail (Chair) Dieter Eberhardt Derrick Spafford Joan Hollywood Marc Moeys

Mileage HST included $ 300.00 172.80 300.00 192.00 300.00 135.36 300.00 296.64

Per Diem $ 750.00 300.00 150.00 75.00

Mileage HST included $ 323.04 516.48 86.40 24.00

Total $ 403.20 540.00 246.48 93.60 38.40 691.20

Total $ 472.80 492.00 435.36 596.64

Total 1,073.04 816.48 236.40 99.00

96.48

96.48

257.28

257.28

RULAC: RULAC Appointees Janet Gutowski Gary Davison Denis Doyle

Per Diem $ 150.00 75.00 225.00

Mileage HST included $ 94.20 54.72

Total 244.20 75.00 279.72

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 6 of 8

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AgendaItem#12g)

Local Boards Algonquin Land Claim: Algonquin Land Claim Municipal Advisory Committee Appointee John Inglis Housing: Affordable Housing Development Committee Appointee John McDougall

Per Diem $

Mileage HST included $

75.00

Per Diem $

Total $

45.12

Mileage HST included $

120.12

Total $

600.00

337.92

937.92

Mileage HST included $ 1,037.76 456.00 580.32

Total $

Per Diem $ 675.00 1,500.00 675.00

Mileage HST included $ 707.52

Total $

Mileage HST included $

Total $

Kingston Frontenac Public Library: Library Board Appointees Paige Cousineau Wilma Kenny John Purdon KFL&A Public Health: KFL&A Health Board Appointee Bud Clayton Rideau Corridor: Rideau Corridor Landscape Strategy Steering Committee Appointee David Jones

Per Diem $ 525.00

Per Diem $

Youth Justice Advisory Committee: Frontenac County Youth Justice Advisory Committee Appointee Gary Davison

150.00

Per Diem $

312.96

1,712.76 1,956.00 1,255.32

1,232.52

462.96

Mileage HST included $

This does not include $4,617.00 in expense claims incurred in 2013 which were paid out in 2014 and will be reflected in the 2014 report. ** This does not include $3,022.54 in expense claims incurred in 2013 which were paid out in 2014 and will be reflected in the 2014 report. *** This includes 2012 expenses that were submitted and reimbursed in 2013

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 7 of 8

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AgendaItem#12g)

Financial Implications Amounts paid to County Council and other Board and Committee members were within budget.

Sustainability Implications Governance – appropriate stewardship of County resources.

Organizations, Departments and Individuals Consulted and/or Affected Jannette Amini, Manager of Legislative Services/Clerk

Information Report to Council Corporate Services – 2013 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 19, 2014 Page 8 of 8

2014-043 Corporate Services

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AgendaItem#12h)

Report 2014-046 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:

March 7, 2014

Date of meeting:

March 19, 2014

Re:

Corporate Services – February 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

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Comment Due to the timing of payroll and the timing of report preparation for Council, staff is spending a lot of additional time compiling the monthly information from the scheduling system as payroll is not yet finalized. Given the limited resources in finance it has been suggested that the information be provided to Council with a month lag. Effective April 1, 2014 the County will begin to utilize a replacement code for all departments. This new code will provide data to demonstrate when a staff person is replaced due to illness or injury. This information related to this new code will be reflected in the June Council report. 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. • • • • • • • • • • • • • •

Implementing plan to create a full disability management program as per the Acclaim Management Audit Report. Attendance and Morale Committee being established with Labour Management of OPSEU Local 462. FPS Attendance Awareness Task Group to identify areas of improving processes to track absenteeism. 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.

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

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• • • • • •

•

• •

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. 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

2012 2013 1620.50 1273.50 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

2014 998.58 832.00

B. Total Hours of Absenteeism for Emergency & Transportation Services Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

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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

2014 2150.50 1574.25

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 16.87 94.00

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 503.70 66,818.75 13,919.04 February 2,782.45 42,704.38 12,410.92 Sustainability Implications Information Report to Council Human Resources – Monthly Attendance Report to Council February 19, 2014

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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

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AgendaItem#13a)

MINUTES OF THE COMMITTEE OF THE WHOLE March 5, 2014 A regular meeting of the Committee of the Whole was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, March 5, 2014 at 9:00 AM 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; Joe Gallivan, Manager of Sustainability Planning Media: Jeff Green, The Frontenac News and Craig Backay, Frontenac EMC, Elliot Ferguson, The Kingston Whig-Standard

1

CALL TO ORDER

Councillor McDougall, Chair, called the meeting to order at 9:00 a.m. 2

ADOPTION OF AGENDA

Moved by: Deputy Warden Doyle Seconded by: Councillor Jones THAT the agenda for the March 5, 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.

Committee of the Whole Meeting Minutes March 5, 2014

March 5, 2014 Committee of the Whole Meeting Minutes

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4

DEPUTATIONS AND/OR PRESENTATIONS – Nil

5

CLOSED MEETING – Nil

6

REPORTS

a)

2014-029 Corporate Services Performance Concepts County of Frontenac Strategic Plan Draft Report Moved by: Councillor Jones Seconded by: Deputy Warden Doyle 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 at the March 5, 2014 Committee of the Whole meeting as follows: ¾ Goal 1 – Aging Population Change the goal for 5 unit project to just a project ¾ Goal 3 – Good Government and Controllership Amend the wording as follows: Recognizing that there is one rate payer and recognizing the burden of property taxes and also recognizing the importance of financial sustainability and the value of long term financial planning of the County and the Townships, Council agrees to prioritize support to economic development objectives of employment/revenue generation and to support continued efforts to rationalize costs across the Townships and County. ¾ Appendix A to the Strategic Plan will be removed CARRIED The Chair went around the table and provided each member of council with the opportunity to provide his or her opinion on the draft Strategic Plan. The Treasurer did confirm that the draft document will help discuss and finalize a Financial Plan for the County based on these strategic goals.

Committee of the Whole Meeting Minutes March 5, 2014

March 5, 2014 Committee of the Whole Meeting Minutes

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The Committee agreed to the evolving strategies and reviewed each of the goals as follows: Goal 2 – Waste Management The Committee agreed that waste management is an issue that extends well beyond the County and needs to be addressed by the EOWC. Concerns were also expressed that Economic Development is a priority of the County; however this cannot be considered if there is no solution for solid waste and those working on the next EOWC White Papers do not feel that Eastern Ontario is Economic Development ready. Regarding concerns that were expressed around the lack of communication and information coming to the County on what is taking place at the Township level, specifically noting the Radio Communications Report presented at the last County Council meeting, staff pointed to the collaboration that is now taking place between the Township Public Works Managers and if the Manager of Sustainability Planning is involved with that group, reports on those activities will come forward to County Council. It was expressed by the Committee that there needs to be more dialogue between the CAO’s and this issue needs to be brought to RULAC to generate regional support for a position with the EOWC. There was a consensus that the Committee agreed and supported Goal #2 with no changes. Goal 1 – Aging Population It was felt that the reference to the construction of a 5 unit project should be amended to remove any reference to the number of units as this could place limits on that goal. The Committee also discussed senior’s transportation and whether or not this was a County responsibility. The County currently funds a not for profit organization that provides transportation within the County; however there are many other transportation models being practiced in other regions. There are challenges however with the model being done in the County now as currently this is not eligible for Federal Gas Tax dollars and the County needs to lobby for changes in legislation. Ï Action Item Change the goal for 5 unit project to just a project Goal 3 – Good Government and Controllership The Committee discussed this goal and felt that reference to controllership was missing. It was noted that Appendix A, which lists goals from the ICSP related to Economic Development, was added to the draft Strategic Plan as these were referenced in the Plan. The ICSP differs from the County’s draft Official Plan as the Official Plan is a County document and the ICSP is a community document. It was felt that 54 priorities identified in Appendix A were not reasonable and these should be prioritized. Committee of the Whole Meeting Minutes March 5, 2014

March 5, 2014 Committee of the Whole Meeting Minutes

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The Committee recessed at 10:05 a.m. The Committee reconvened at 10:18 a.m. Ï Action Item Amend the wording as follows Recognizing that there is one rate payer and recognizing the burden of property taxes and also recognizing the importance of financial sustainability and the value of long term financial planning of the County and the Townships, Council agrees to prioritize support to economic development objectives of employment/revenue generation and to support continued efforts to rationalize costs across the Townships and County. Although the statement is very general, it was noted that more detailed wording, such as Economic Development will be based on Tourism, will be considered when looking at objectives. Reserves will be discussed once the Townships express support for these goals and that there is rate payer support. b)

Discussion on the Radio Communications Report The Chair went around the table and provided each member of council with the opportunity to provide his or her opinion on the Radio Communications Report. There was general consensus around the lack of collaboration and communication with the Townships, the County and surrounding municipalities when doing this report. This is a technical report and should be referred to the CAO to dialogue with the township CAO’s on moving forward. The Chair provided Chief Chesebrough the opportunity to respond to the Committees concerns. Chief Chesebrough clarified that this is neither his nor South Frontenac Townships study but is a collaborative effort amongst the four Townships and he is simply the spokesperson. The project was identified at each Township Council level and a resolution was put forward around issues that came forward to County Council. There has been communication with the City of Kingston, the County of Leeds and Grenville and Bell Mobility with respect to a joint initiative around communications with ambulance and police. He did point out that both ambulance and police have a different agreement with respect to use of the system. This is a technical report that is intended to identify the system and current issues and both Fire Chiefs and Public Works Managers will be taking reports to their respective Township Councils.

Committee of the Whole Meeting Minutes March 5, 2014

March 5, 2014 Committee of the Whole Meeting Minutes

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AgendaItem#13a)

With respect to issues regarding the City of Kingston system, becoming part of that system was reviewed; however joining this system would require 25 additional towers as that system is designed for urban use and it was felt that this was not necessary at the County. Kingston also has a digital paging system whereas the County system is voice activated. Grant funding for this project is being considered and the intent of the report was not to look to the County for immediate funding but was to simply advise and update County Council. He concluded by noting that the system being recommended does offer interoperability with the City of Kingston, the County of Lennox and Addington and the United Counties of Leeds and Grenville. Moved by: Councillor Gutowski Seconded by: Councillor Doyle THAT the Radio Communications Report be referred to staff for review and report back to Committee of the Whole at a later date. CARRIED 7

RISE AND REPORT

Moved by: Councillor Purdon Seconded by: Councillor Gutowski 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

9

NOTICE OF MOTION

10

OTHER BUSINESS

11

PUBLIC QUESTION PERIOD

12

ADJOURNMENT

Moved by: Councillor Inglis Seconded by: Warden Clayton THAT the meeting be hereby adjourned at 10:52 a.m. CARRIED

Committee of the Whole Meeting Minutes March 5, 2014

March 5, 2014 Committee of the Whole Meeting Minutes

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AgendaItem#13b)

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:

March 5, 2014

Date of meeting:

March 19, 2014

Re:

Committee of the Whole Report to County Council

Recommendations a) 2014-029 Corporate Services Performance Concepts County of Frontenac Strategic Plan Draft Report 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 at the March 5, 2014 Committee of the Whole meeting as follows: ¾ Goal 1 – Aging Population Change the goal for a 5 unit project to just a project ¾ Goal 3 – Good Government and Controllership Amend the wording as follows: Recognizing that there is one rate payer and recognizing the burden of property taxes and also recognizing the importance of financial sustainability and the value of long term financial planning of the County and the Townships, Council agrees to prioritize support to economic development objectives of employment/revenue generation and to support continued efforts to rationalize costs across the Townships and County. ¾ Appendix A to the Strategic Plan will be removed Committee of the Whole – Report to County Council March 19, 2014

March 5, 2014 Committee of the Whole Report to Council

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AgendaItem#14a) MINUTES Regular Meeting #2014-01 Kingston Frontenac Public Library Board January 22, 2014 - 4:00 PM Delahaye Room, Central Library

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

1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:00 PM.
2. ADOPTION OF THE AGENDA The agenda was accepted as distributed.
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 #2013-10 held December 11, 2013 2014-01 STEWART – KENNY That the minutes of Regular Meeting #2013-10 of the Kingston Frontenac Public Library Board held December 11, 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 Emergency Executive Succession 6.3 Ends Report
7. Motion to Accept Consent Agenda 2014-02 GATFIELD – KENNY To accept the Consent Agenda, thereby accepting the materials on the consent agenda. CARRIED

Kingston Frontenac Library Board Update - Councillor Purdon

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AgendaItem#14a)

Minutes of Regular Meeting #2014-01 held January 22, 2014 Kingston Frontenac Public Library Board

Page 2

ACTION AGENDA 8. Business Arising from the Minutes There was no business arising from the minutes. 9. Action Items 9.1

Chief Librarian / Chief Executive Officer Performance Review (brought forward from December) (motion to go In camera)

9.2

Review CEO Remuneration

2014-03

KENNY – STEWART

That the Board go In Camera to discuss a personnel issue. (4:05 PM) CARRIED Board members, Ms. Quigley and Ms. Glenn remained in the meeting. Others who were present left the meeting at this time. Motion 2014-04, moved by B. Aitken and seconded by R. Gatfield regarding CEO Remuneration was carried. 2014-05

PATTERSON – KENNY

That the Board rise from In Camera. (4:15 PM) CARRIED All those who left during the In Camera session returned to the meeting. 2014-06

STEWART – GATFIELD

That the Board accept the report of the Chief Librarian Performance Review Committee. CARRIED 9.3 2014-07

Set Kilometre Rate GATFIELD – STEWART

That the Board establish the per kilometre rate at $.48 cents for 2014, and that the rate be reviewed in January 2015. CARRIED 9.4 Policy review: Workplace Violence – yearly review 2014-08

KENNY - GATFIELD

That the Kingston Frontenac Public Library Board affirm the Workplace Violence policy. CARRIED 10. ITEMS FOR DISCUSSION / EXPLORATION “Bookless library” - Bexar County’s Bibliotech: Board members commented on the interesting approach to library services in an area where there was a lower than average literacy rate and which did not have a big impact on the budget. It was reported that Bexar has not reported any issues with the e-readers either being stolen or damaged. There were suggestions that if KFPL provided e-readers, they could also be loaned to shut-in patrons who receive books by home delivery pre-loaded or they could go out as a book club set. A comment was made that it is still important for libraries to celebrate the book. Books are a tactile experience and many patrons enjoy browsing through books that are physically there. It was also pointed out that while circulation for e-books has increased, the demand for print has not dropped.

Kingston Frontenac Library Board Update - Councillor Purdon

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AgendaItem#14a)

Minutes of Regular Meeting #2014-01 held January 22, 2014 Kingston Frontenac Public Library Board

Page 3

OTHER BUSINESS 11. Update on Strategic Plan Copies will be distributed at the Committee of the Whole meeting on February 12. A short version will also be prepared to have available at branches for the public. 12. Board Volunteer to drop puck at Frontenac’s Game – KFPL Day (Monday, February 17 at 2:00 PM) Ms. Richardson volunteered to drop the puck at the game. The Friends have generously provided funding for prizes at the game, and the 2014 Read Posters will soon be available. 13. NEXT MEETING DATE AND ADJOURNMENT The next Committee of the Whole meeting will be held at 4:30 PM, Wednesday, February 12, 2014 in the Delahaye Room, Central Library. The next regular Board Meeting will be held at 4:00 PM, Wednesday, February 26, 2014, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 5:15 PM.

Claudette Richardson, Chair

Kingston Frontenac Library Board Update - Councillor Purdon

Mary Glenn, Recording Secretary

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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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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#14d) Ministry of Aboriginal Affairs

Ministère des Affaires autochtones

Information Centre Algonquin Land Claim

Centre d’information Revendication territoriale

31 Riverside Drive Pembroke, ON K8A 8R6

31 rue Riverside Pembroke, ON K8A 8R6

Tel: (613) 732-8081 Toll Free: 1-855-690-7070

Tél: (613) 732-8081 Numéro vert: 1-855-690-7070

website: www.Ontario.ca/landclaims

MEMORANDUM TO:

Municipal Advisory Committee

FROM:

Brian Crane, Ontario Chief Negotiator

DATE:

March 4, 2014

I am pleased to provide you with an update on the proposed Algonquin land selection package. As you know, after the Preliminary Draft Agreement In Principle was made public in December 2012, Ontario conducted over 100 face-to-face meetings with landowners and interest holders and various groups including local cottage associations, in addition to the nine public forums which were held across eastern Ontario and in Toronto. We are most grateful for the information received at these meetings. Adjustments have been made to a number of land selections as a result of the public input we received and subsequent negotiations with the Algonquins. Where changes in land selections have been agreed to by the three negotiating parties, we are advising persons with legal interests on the proposed Crown land parcels, as well as adjacent landowners and those who have made direct representations to Ontario regarding specific settlement lands. Local municipalities are being notified of changes made to proposed parcels within their municipalities. This is part of our ongoing work toward the completion of a revised Agreement In Principle which will, in due course, be made available to the public and put before the Algonquins of Ontario for a ratification vote. There are still a number of years of work ahead of us during which further changes to land selections can be made. The work required after an Agreement In Principle will include further consultations with landowners and legal interest holders, environmental assessment activities as set out in the Algonquin Declaration Order, and consultations with municipalities. All parties understand that additional changes in land selections will be made after the Agreement In Principle and before Final Agreement. Land selection is an important aspect of the work being done as the Algonquin land claim negotiations move forward. Ontario remains firm in its commitment to keep municipal governments, the public and stakeholder groups informed about the Algonquin negotiations. Please let me know if you have any questions or concerns. 1

Algonquin Land Claim Update - Councillor Inglis

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AgendaItem#14h)

Eastern Ontario Wardens’ Caucus MINUTES Friday, January 16, 2014 8:30 a.m. 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

Eastern Ontario Warden’s Caucus Update - Warden & CAO

Present Head of Council Warden Bud Clayton Warden Dave Burton Warden Rick Phillips, Chair Mayor Ric McGee Warden Richard Kidd

Staff Marian Van Bruinessen (acting) Jim Wilson, CAO Jim Pine, CAO, Secretary/Treasurer Kurt Greaves, CAO Andy Brown, CAO

Warden Gord Schermerhorn

Larry Keech, CAO

Warden Linda Thompson Warden J. Murray Jones

Dan Borrowec, CAO Gary King, CAO

Warden Jean Paul St. Pierre

Stephane Parisien, CAO

Mayor Peter Mertens Warden Peter Emon

Merlin Dewing, CAO

Warden Eric Duncan

Tim Simpson, CAO

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AgendaItem#14h)

EOWC Meeting January 16, 2014

Past Warden René Berthiaume Bill Dobson Janet Gutowski Hector Macmillan

Past Wardens In Attendance Organization United Counties of Prescott and Russell County of Lanark County of Frontenac County of Northumberland

Regrets United Counties of Leeds and Grenville

Warden Ron Holman

Others Present Delegation/Guests

Organization

Andrew Wallen

General Manager Kawartha Lakes CFDC and Project Lead for the Eastern Ontario Transportation Needs Analysis Project

Stephen Seller Kathy Wood Justin Bromberg Justin Watkins Lisa Hirvi David Fell Laura Bradley

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 Engineer, Eastern Ontario Regional Network

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Eastern Ontario Warden’s Caucus Update - Warden & CAO

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EOWC Meeting January 16, 2014

Call Meeting to Order/Welcome The meeting was called to order and Chair Warden Phillips welcomed everyone.

Introduction of Past and New Wardens Chair Phillips asked those present to introduce themselves.

Declaration of Pecuniary Interest - Nil

Approval of Agenda Moved by Warden St. Pierre Seconded by Warden Emon THAT the Agenda of the January 16, 2014 meeting be adopted. CARRIED

Approval of Minutes Moved by Mayor Mertens Seconded by Warden Emon THAT the Minutes of the EOWC Inc. meetings of October 18, 2013 and Closed Session of the same date be approved as circulated. CARRIED

Orientation Review – Jim Pine

Mr. Pine reviewed the following information which is part of the orientation Binders. The binders were distributed to incoming EOWC members. Mr. Pine Also reviewed the history and work of the EOWC, providing an overview of the priorities, advocacy work and the board structure of the Caucus.

5.1

2014 Caucus Contact List

5.2

2014 Meeting Schedule Page 3 of 15

Eastern Ontario Warden’s Caucus Update - Warden & CAO

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AgendaItem#14h)

EOWC Meeting January 16, 2014

5.3

EOWC Inc. 5.3.1 Terms of Reference 5.3.2 Letters of Patent 5.3.3 By-Laws No. 1 and 2

5.4

Priorities & Accomplishments 5.4.1 Historical Overview and Accomplishments 5.4.2 A Report on the Financial Sustainability of Local Governments in Eastern Ontario  EOWC White Paper on Municipal Affordability  EOWC White Paper on Municipal Infrastructure

5.5

Briefing Notes 5.5.1 OGRA/ROMA 2013 5.5.2 AMO 2013

5.6

Eastern Ontario Regional Network (EORN) Project

Delegations and Presentations 6.1

Andrew Wallen, General Manager Kawartha Lakes CFDC and Project Lead for the Eastern Ontario Transportation Needs Analysis Project – Update on Eastern Ontario Transportation Needs Analysis Project

Mr. Andrew Wallen presented an update on the Eastern Ontario Transportation Needs Analysis. He reviewed the objective of the project and thanked the members of the project steering committee. He spoke to the research and the analysis done regarding how goods and services move throughout eastern Ontario and highlighted the priority score of infrastructure improvements recommended for the various types of Page 4 of 15

Eastern Ontario Warden’s Caucus Update - Warden & CAO

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AgendaItem#14h)

EOWC Meeting January 16, 2014

transportation which includes roads- repairs roads-new, marine, multimodel, air and rail. He advised that as the priorities are rolled out he highlighted the abilities to work with partners in an effort to move the work forward collectively. 6.2

AMO Update – Pat Vanini, Executive Director and Mel Campbell County Caucus Chair Mel Campbell, Chair of the County Caucus of the AMO Board addressed the members and spoke to the work of the County Caucus and AMO in their advocacy work done on behalf of Counties and municipalities in Ontario. Pat Vanini, Executive Director of the Association of Municipalities of Ontario spoke to the group advising that 2014 is the 115th Anniversary of AMO and the directives from the AMO board for the coming year. She reviewed the work plan set out by the board and highlighted the outstanding issues of the following:           

Joint and Several Liability Political Strategies Government Relations – recognizing a possible Provincial election Long term Strategies for municipalities and national Advocacy Gas Tax Blue Box Arbitration Planning and Development System BET Taxes Policing Costs Permanent Infrastructure Municipal Fiscal Sustainability

She highlighted the divisiveness of some of the issues facing municipalities today and encouraged sectors to come together where possible to move issues forward.

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Eastern Ontario Warden’s Caucus Update - Warden & CAO

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EOWC Meeting January 16, 2014

Reports for Review/Discussion 7.1

Financial Sustainability Report Update - Larry Keech, Elizabeth Savill, Kurt Greaves and Kathy Woods

Larry Keech introduced consultant Kathy Wood of National Capital Resource and the work to date on the Financial Sustainability Report commissioned by the EOWC and the white papers on Municipal Infrastructure and Municipal Affordability that were each released last year at the AMO conference. Kathy Wood reviewed the findings of the latest white paper on Ratepayer Affordability Whitepaper highlighting income, growth, education levels ad average value of homes. She reviewed the recommendation in the reports and spoke to the planned roll out of the paper at the ROMA/OGRA conference.

Moved by Warden Duncan Seconded by Warden Kidd THAT the report on the Financial Sustainability Report be received. CARRIED 7.2

EORN Update 7.2.1 EORN CEO Update – David Fell David Fell reviewed the CEO report an advised that 85% of the original access projects are completed and the entire project will be complete by the end of March 2015. Moved By Warden Jones Seconded by Warden Thompson THAT the Eastern Ontario Wardens’ Caucus receives the CEO report as presented. CARRIED Page 6 of 15

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7.2.2 EORN Communications/Project Update Report - Lisa Severson Jim Pine provided a PowerPoint presentation that detailed the objectives of the project stating that it has exceeded targets on funding, contributed assets and coverage techniques. He explained the added benefit of being able to run fibre to over 50 business parks across Eastern Ontario. He also confirmed that 4 first nation communities have participated in the project to date. He reviewed the communication work which includes 4 zone launches, radio advertising campaigns, interviews for local media and the numerous council visits. He confirmed that plans are underway to host an Economic Development day this spring and that 10 zone launches will be held this year. Moved by Warden Emon Seconded by Warden Clayton THAT the Eastern Ontario Wardens’ Caucus receive the communication report. CARRIED 7.2.3 EORN Finance Update – Lisa Hirvi Lisa Hirvi, provided a financial update on the project reviewing the funding provided by the Province and Federal Governments, private sector and member as of the EOWC Inc. She reviewed the funding allocations of the access, the build and the admin costs. She also advised of the successful completion of 3 audits and the outcome of the HST ruling as a Qualifying Non-Profit and how that decision affected the financing. Moved by Warden Schermerhorn Seconded by Warden Emon THAT the Eastern Ontario Wardens’ Caucus receive the Financial Update as presented. CARRIED

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7.3

Gap Analysis for Cellular Service – Jim Pine, Lisa Severson Jim Pine reviewed the report on the Cellular Gap Analysis and provided an update on the work done to date including various meetings and contacts made. He also reviewed the six main components of the Gap Analysis which include:

Preliminary Analysis Propagation Mapping Public Meetings Coverage Ground Truthing Validated Coverage Maps Coverage Improvement Plan

Moved by Mayor McGee Seconded by Warden St. Pierre THAT the Eastern Ontario Wardens’ Caucus receive the report on the Gap Analysis for Cellular Service as presented. CARRIED

7.4

Appointment of Auditors –Jim Pine Moved by Mayor McGee Seconded by Warden Duncan THAT the EOWC Board of Directors appoints the auditors for the County of Hastings, Collins Barrows Chartered Accountants for fiscal year 2014.

CARRIED

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7.5

Incorporation Documentation – Form 1 – Jim Pine Moved by Warden Emon Seconded by Mayor McGee THAT the members of the EOWC Board of Directors complete the Form 1 – Notice of Change required to indicate new membership on the board for the 2014 year. CARRIED

7.6

Resolution from County of Renfrew re: Gas Tax Revenues - Warden Emon Moved by Warden Emon Seconded by Warden St. Pierre THAT the Eastern Ontario Wardens’ Caucus support the resolution received from Renfrew County regarding the Infrastructure Funding Model. CARRIED

7.7

Resolution from County of Peterborough re: Long Term Energy Plan – Warden J. Murray Jones Gary King spoke to the concern raised by the County of Peterborough concerning the financial outcomes on hydro costs as a result of the Green Energy Act an FIT programs. Warden Thompson also spoke to the concern of the rising costs of hydro. Moved by Warden Thompson Seconded by Mayor McGee THAT given the competitive nature of escalating power rates and the need to encourage industrial and commercial investment in Ontario(specifically Eastern Ontario) that the Province review Page 9 of 15

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existing power rates and give serious consideration to the Quebec model of discounting rates for large users. CARRIED LUNCH

Chair Phillips welcomed members of the Eastern Ontario Mayors’ Committee and asked them to introduce themselves. As well, he welcomed Eastern Ontario Economic Development Officers who also joined the meeting for the presentation of the draft Economic Development Strategy. 7.8

Economic Development Strategy - Jim Hutton, Tim Simpson Lauren Millier and Kathy Wood Moved by Warden Duncan Seconded by Warden Thompson To receive the report on the Economic Development Strategy. CARRIED Mr. Jim Hutton introduced Ms. Lauren Millier of Milllier, Dickinson and Blais and Ms. Kathy Wood of Natural Capital Resource and the Regional Economic Development Project along with the members of the guiding coalition for the project. Lauren Millier reviewed the regional Economic Performance indicators for Eastern Ontario that came as a result of the project including regional; economic performance including age demographics growth, proportion of employment and the employment ratio, business size in Eastern Ontario Kathy Wood reviewed the collaboration and input for consultation that took place during the project including specific inputs from the EOWC and the EOMC. Kathy reviewed the consolidated priorities and the key considerations for the strategy.

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7.9

Proposed 2014 Priorities for EOWC – Jim Pine Moved by Warden Kidd Seconded by Warden Emon To approve the three main 2014 priorities for the EOWC as:

1. Along with its partners approve and distribute the Economic Development Strategy and develop an implementation plan
2. Continue the research and advocacy efforts on the issue of the financial sustainability of municipalities in the EOWC region
3. Work with partners such as AMO to develop strategies to reduce policing costs CARRIED Jim Pine reviewed the proposed priorities for 2014. There was an extensive discussion regarding adding reducing Policing Costs as a main priority and the list of ongoing issues was also reviewed. It was suggested that a work priority list versus advocacy list be created so that when opportunities to move other issues forward like potential present themselves the group can shift focus.

7.10

EOWC 2014 Proposed Budget – Jim Pine Moved by Warden Jones Seconded by Warden Burton THAT the EOWC Board of Directors approves the 2014 draft budget as attached and circulated AND THAT the EOWC 2014 membership fee remains at $5,000 per members. CARRIED

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7.11

Ministerial Delegations at 2014 OGRA/ROMA Conference Mr. Pine advised that a letter requesting a Multi-Minster meeting has been requested for the upcoming OGRA/ROMA Conference.

7.12

Meetings with WOWC and EOMC and 2014 OGRA/ROMA Conference Mr. Pine advised that joint meetings will be arranged with the WOWC and the EOMC at the upcoming OGRA/ROMA conference where possible.

8.0

Closed Session 8.1

Eastern Ontario Regional Network, Incumbent Provider RFP and Business Park RFP – David Fell

Moved by Warden Emon Seconded by Mayor Mertens THAT the EOWC Inc move into Closed Session to discuss the award of the EORN Incumbent Provider RFP and the Business Park RFP. CARRIED Moved by Warden Emon Seconded by Mayor Mertens THAT the EOWC Inc move out of Closed Session. CARRIED Moved by Warden Emon Seconded by Mayor Mertens THAT staff be directed to follow instruction given during the closed session. CARRIED

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Correspondence

Moved by Warden Duncan Seconded by Warden McGee THAT the incoming and outgoing correspondence be received. CARRIED

9.1

Outgoing

pgs 60-68

9.1.1 Letter to Andrew Wallen, Kawartha Lakes CFDC re: Eastern Ontario Transportation Needs Analysis Project dated October 4, 2013 9.1.2 Letter to Faraday Township re: Improved cellular service dated November 12, 2013 9.1.3 Letter to Premier Wynne re: EORN Project and WOWC correspondence (October 23, 2013) dated January 6, 2014 9.1.4 Letter to Minister Jeffrey re: Multi-Minister Meeting Request dated January 9, 2014 9.2

Incoming

pgs 69-74

9.2.1 Letter from Barry Devolin, MP Haliburton-Kawartha Lakes-Brock dated October 30, 2013 re: EOWC White Papers on Infrastructure and Affordability 9.2.2 Letter from Faraday Township dated November 6, 2013 re: Improved cellular services across Eastern Ontario 9.2.3 Letter from Minister Jeffrey, Ministry of Municipal Affairs and Housing dated November 14, 2013 re: Meeting at AMO Conference

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9.2.4 Letter from The Township of Greater Madawaska dated December 30, 2013 re: Algonquin Land Claim Agreement in Principle

By-laws

Notice of Motions

Nominations for the position of EOWC Chair and Vice Chair – Gary King Gary King invited members to state their intention to put their name forward for the position of Chair or Vice-Chair for 2014. He advised that the election process is scheduled for Friday morning, January 17, 2014 and that each candidate will have five minutes to address the EOWC membership on their intentions as Chair and/or Vice Chair. Members who declared interest in running for the position of Chair included: Warden Jean Paul St. Pierre – United Counties of Prescott and Russell Warden Ron Holman – United Counties of Leeds and Grenville – due to Warden Holman’s absence CAO Andy Brown spoke on behalf of Warden Holman Member who declared their interest in running for the position of ViceChair included: Warden Richard Kidd – Lanark County Warden Rick Phillips – Hastings County Warden Linda Thompson – Northumberland County

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Confirmation By-law #14-01 Move by Warden Duncan Seconded by Warden Emon THAT 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 16th day of January, 2014 in respect of each motion, resolution, bylaw 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.

Adjournment Moved by Warden Burton Seconded by Warden St. Pierre THAT the meeting be adjourned.

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Eastern Ontario Wardens’ Caucus MINUTES Friday, January 17, 2014 8:30 a.m. 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

Eastern Ontario Warden’s Caucus Update - Warden & CAO

Present Head of Council Warden Bud Clayton Warden Dave Burton Warden Rick Phillips, Chair Mayor Ric McGee Warden Richard Kidd

Staff Marian Van Bruinessen (acting) Jim Wilson, CAO Jim Pine, CAO, Secretary/Treasurer Kurt Greaves, CAO Andy Brown, CAO

Warden Gord Schermerhorn

Larry Keech, CAO

Warden Linda Thompson Warden J. Murray Jones

Dan Borrowec, CAO Gary King, CAO

Warden Jean Paul St. Pierre

Stephane Parisien, CAO

Mayor Peter Mertens Warden Peter Emon

Merlin Dewing, CAO

Warden Eric Duncan

Tim Simpson, CAO

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Past Warden René Berthiaume Bill Dobson Janet Gutowski

Past Wardens In Attendance Organization United Counties of Prescott and Russell County of Lanark County of Frontenac

Regrets United Counties of Leeds and Grenville

Warden Ron Holman

Others Present Delegation/Guests Stephen Seller Justin Bromberg Justin Watkins David Fell

Organization Ministry of Municipal Affairs and Housing Executive Assistant to the CAO, UCPR Manager of Strategic Services, UCSDG Chief Executive Officer, Eastern Ontario Regional Network

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Call Meeting to Order/Welcome The meeting was called to order and Chair Warden Phillips welcomed everyone.

Declaration of Pecuniary Interest - NIL

Approval of Agenda Moved by Mayor McGee Seconded by Warden Burton THAT the Agenda of the January 17, 2014 meeting be adopted. CARRIED

Elections for Chair and Vice-Chair for 2014 – Gary King Gary King reviewed the procedures for election of the Chair and Vice-chair positions. Moved by Warden Duncan Seconded by Warden Schermerhorn THAT Warden Ron Holman be nominated for the position of Chair of EOWC Inc. for the Year 2014. Andy Brown, CAO of United Counties of Leeds and Grenville on behalf of Ron Holman accepted the nomination. Moved by Warden Kidd Seconded by Warden Schermerhorn THAT Warden Jean Paul St. Pierre be nominated for the position of Chair of EOWC Inc. for the Year 2014. Warden St. Pierre accepted the nomination.

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Mr. King called for further nominations a first, second and third time and after receiving no further nominations, called for a motion to close the nominations. Moved by Warden McGee Seconded by Warden Jones THAT nominations for the position of Chair of the EOWC be closed. CARRIED Secret ballots were distributed to all current members of the EOWC Inc. and once the ballots were counted and verified Gary King declared Warden J.P. St. Pierre as Chair of the EOWC. Moved by Warden Thompson Seconded by Warden Burton THAT the ballots be destroyed. CARRIED Call for Nominations for Vice Chair Moved by Warden Burton Seconded by Warden Jones THAT Warden Linda Thompson be nominated for the position of Vice Chair of EOWC Inc. for the Year 2014. Warden Thompson accepted the nomination.

Moved by Warden Duncan Seconded by Warden Emon THAT Warden Richard Kidd be nominated for the position of Vice Chair of EOWC Inc. for the Year 2014. Warden Kidd accepted the nomination.

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Mr. King called for further nominations a first, second and third time and after receiving no further nominations, called for a motion to close the nominations. Moved by Mayor Mertens Seconded by Warden Clayton Moved THAT nominations for the position of Chair of the EOWC be closed. CARRIED Secret ballots were distributed to all current members of the EOWC Inc. and once the ballots were counted and verified Gary King declared Warden Linda Thompson ViceChair of the EOWC. Moved by Warden Clayton Seconded by Warden Jones THAT the ballots be destroyed. CARRIED Warden Phillips addressed the Caucus and thanked the members of the EOWC for their support during his year as chair in 2013. He also thanked the members of his local Council and staff as well as the members of the Hastings County Council. Warden Phillips congratulated Warden St. Pierre and Warden Thompson on their elections and offered his full support moving into 2014. On behalf of the members of the EOWC Warden Phillips was presented a gift of thanks.

BREAK 5.

Opening Remarks by 2014 Chair Chair St. Pierre addressed the members of the EOWC and thanked them for their confidence in him. He also extended his thanks to past Chair Phillips for his work and dedication to the EOWC. Warden St. Pierre pledged to work hard for the Caucus and congratulated Warden Thompson on her election as Vice-Chair. He advised that he is honoured and humbled by their show of support for him as Page 5 of 8

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their Chair and vowed to work hard on behalf of the EOWC during the coming year. 6.

Welcoming of Guests Chair St. Pierre welcomed the MPS and MPPS that attended the meeting and thanked them for their continued interest in and support of the EOWC.

Delegations and Presentations 7.1

Professor Christian Leuprecht – Royal Military College of Canada & Queen’s University – Sustainable Policing Costs

Professor Leuprecht provided a presentation on the rising costs of policing. He highlighted the complexity of the issue and suggested that it is an issue of concern about the rising costs not the quality of the service being received. He made highlighted some technological and organizational changes that could be considered that may have an effect on lowering the costs but it was suggested that negotiation on a larger scale may have more success than individual municipalities negotiating their contracts on their own. 8.

Reports for Review/Discussion 8.1

2014 Priorities – Jim Pine

Jim Pine reviewed the priorities for 2014 highlighting the top three:

1. Along with its partners approve and distribute the Economic Development Strategy and develop an implementation plan
2. Continue the research and advocacy efforts on the issue of the financial sustainability of municipalities in the EOWC region
3. Work with partners such as AMO to develop strategies to reduce policing costs

8.2

EORN Update – Jim Pine, Lisa Severson

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9

Discussion with Ministry of Municipal Affairs and Housing, MPs and MPPs

By-laws By-Law # 14-02 A By-Law to recognize and authorize the 2014 Chair Jean Paul St. Pierre, Secretary-Treasurer Stéphane P. Parisien, Jim Pine and Sue Horwood to be signing officers for EOWC Inc. signing authority for the EOWC Inc.

Notice of Motions

Next Meeting OGRA/ROMA Sunday February 23, 2014 1:00 pm – 3:00 pm

Confirmation By-law #14-03 Motion: 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 17th day of January, 2014 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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Adjournment Moved by Warden Burton Seconded by Warden St. Pierre THAT the meeting be adjourned.

JP St. Pierre, Chair;

Stephane Parisien, Secretary-Treasurer

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Minutes of the Service Delivery and Organization Review Committee Meeting February 28, 2014 A meeting of the Service Delivery and Organization Review Committee (SDOR) was held in the Frontenac Boardroom of the County Administrative Office, 2069 Battersea Road, Glenburnie on Friday, February 28, 2014 at 10:00 AM 1.

Call to order

Mr. Knott, Chair, called the meeting to order at 10:04 a.m. 2.

Adoption of the agenda

Moved By: Seconded By:

Warden Clayton Deputy Warden Doyle

THAT the agenda for the February 28, 2014 Service Delivery and Organization Review Committee be adopted. CARRIED 3.

Disclosure of pecuniary interest and general nature thereof

The Chair requested the Recording Secretary to make a note in the minutes that no members of the Committee declared any disclosures of pecuniary interest. 4.

Adoption of minutes

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the minutes of the Service Delivery and Organization Review Committee meeting held on January 6, 2014 be adopted as circulated. CARRIED 5.

Deputations and/or presentations – Nil

Service Delivery and Organization Review Committee Meeting Minutes February 28, 2014

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Reports a)

Continuation of the KPMG SDOR Report and Implementation Plan

Updates: #17 Determine lean6signma – The County budget was passed on February 19th and the RFP for this will be issued in March. The two processes will be the procurement process and EMS. #6 Standardize work week – Staff will bring a report forward later in the year and cautioned that this will have budget implications. #15 Support AMO approach – Staff have followed up with AMO regarding this matter and provided a copy of AMO’s position, which is not to eliminate the legislative requirement for municipalities to support a long term care facility but speaks to the issues around funding and the requirements for complex health care needs and municipalities requiring greater flexibility. The KPMG recommendation is incorrect as AMO is taking a neutral position on this. #21 Operating reserves – This will be discussed further in March and April. #20 Asset management – There is a consultant in place working on the Asset Management Plan and will be providing a final report today which will then go to County Council. Longer term #7 Christmas Party – There is no funding allocated in the 2014 budget for this and would cost approximately $15,000. The current practice is that staff pay for their own costs; however in the past, senior management has covered this cost out of pocket. #10 Corporate services – This has already been dealt with by Council. #12 GIS services (contract) – This has already been dealt with by Council. #13 IT projects (contract) – Staff will review projects as they come forward. #14 Municipal dispatch – Staff are uncertain where this recommendation came from as there was no conversations about this with the consultants. Dispatch is currently done through Hotel dieu Hospital and past discussions indicate there is little support for municipalities taking this over as it would be considered provincial downloading.

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#22 Shared services – This was discussed during Council’s Strategic Planning session and has been left with the CAO to consult Township counterparts. #25 Cross training more – This is done where possible and responsibility around each position is well documented. #29 Report EMS/Frmt quarterly –Benchmarks are financial reports and because budgets are set annually, benchmarking is more relevant on an annual basis; however Council does receive quarterly variance statements. It is the intent of staff to also provide Council with quarterly attendance reports and hour utilization reports which can be broken down to rural/urban. Ï Action Item Staff to provide quarterly reports that are not specifically financial. Financial reports will be provided on an annual basis. #30 Tax levy graduals – This would need to be a Council direction and staff do work to maintain a reasonable budget. The 2014 budget report did indicate that the County does have a very low governance cost with little room for further cuts. b)

Opportunities for further Staff Efficiencies • Council Resolution Sheets Staff reviewed the process of producing Council Resolution Sheets noting the amount of staff time required to produce these as well as the time taken prior to the start of a Council meeting in order to obtain signatures. Given the only requirement under the Municipal Act is for the Clerk to record all resolutions of Council, and that this can be done through the official minutes of Council, the use of resolution sheets will be discontinued. The Committee also felt that Council might wish to consider training managers on how to carry out lean6sigma processes once the two for 2014 are completed. c)

Recommendations for Moving Forward

The chair provided his thoughts on moving forward which suggested adding smaller working groups or committees to work with major areas. Ms. VanBruinessen provided a response to the Chairs thoughts, including that the addition of more committees creates an additional administrative burden. It was suggested that staff report bi-monthly to Committee of the Whole on the status of the SDOR. It was also noted that a new CAO will be coming in and for this committee to make major recommendations of moving to a committee structure would not be appropriate at this time.

Service Delivery and Organization Review Committee Meeting Minutes February 28, 2014

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Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the Service Delivery and Organization Review Committee, having met its mandate, be hereby disbanded; AND FURTHER THAT the Council of the County of Frontenac thank Mr. Walter Knott for his time and service to the Service Delivery and Organization Review Committee. CARRIED 7.

Other business

Next meeting date

Adjournment

Moved By: Seconded By:

Deputy Warden Doyle Warden Clayton

THAT the meeting be hereby adjourned at 11:23 a.m. CARRIED

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COMMITTEE REPORT To:

Warden and Members of County Council

From:

Jannette Amini Manager of Legislative Services/Clerk

Date prepared:

March 10, 2014

Date of meeting:

March 19, 2014

Re:

Service Delivery and Organization Review Committee – Recommendations to Committee of the Whole

Recommendation: THAT the Service Delivery and Organization Review Committee, having met its mandate, be hereby disbanded; AND FURTHER THAT the Council of the County of Frontenac thank Mr. Walter Knott for his time and service to the Service Delivery and Organization Review Committee.

Service Delivery and Organization Review

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Accounts for Period of: February 11, 2014 - March

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Confirmation of Appointment to the Seniors Housing Task

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Confirmation of Appointment to the Seniors Housing Task

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REPORT ON THE FEDERATION OF CANADIAN MUNICIPALITIES CONFERENCE AND TRADE SHOW FEBRUARY 10-13, 2014 CHARLOTTETOWN, PRINCE EDWARD ISLAND JOHN MCDOUGALL, COUNCILLOR, COUNTY OF FRONTENAC I wish to thank the citizens of the County of Frontenac for this opportunity to attend my first FCM Conference. As a member of the County’s Sustainability Committee, I had heard that this was an excellent conference and it proved to be just that.

Tuesday February 11, 2014 Day One was billed as a full-day Advanced Training Session. I chose the theme ‘Green Economic-Strategies for Making Green Buildings Financially Successful’. The delegates included politicians and staff from all three governmental levels, professional engineers, architects and environmentalists. The objectives of the course were: • • • • • •

To explain why building green is important and how LEED rating systems are used to certify green buildings Identify the cost premiums and financial risks with building green Describe strategies for minimizing and financing cost premiums Identify the benefits of green development from a local government perspective Identify how life cycle costing can show the long-term financial benefits of green buildings Identify alternative finance mechanisms

The morning featured outstanding examples of green buildings across the Country. This was followed by an overview of the impact that buildings themselves have on our communities: 30% of Canada’s energy production; 50% of extracted natural resources; 30% of our landfill waste; 10% of airborne particulates. We spent an hour on the definition of a ‘green’ building, using the Leadership in Energy & Environmental Design (LEED) point-based system. Risk and challenges from higher capital costs, rate of return for developers, technological risks, risk pricing from trades, regulatory hesitancy, unanticipated delays and market uncertainty were the topic of lively discussion from the floor. The day proceeded with an outline of the Integrated Design Process, including the need for clear objectives, shared commitment, a multidisciplinary and collaborative team and stakeholder involvement. Potential Subsidies, Grants and Financing Mechanisms were revealed ranging from those available through municipal, provincial and federal tax development mitigation and incentives, FCM Conference Report – February 10-13, 2014 Councillor McDougall

Report on the Federation of Canadian Municipalities

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Feed-In-Tariff programs, FCM’s ‘Green Municipal ’ programs, Re-Finance Programs, Life Cycle Costing, Green Mortgages, Green Condo Loans and Energy Services Companies. In summary, Green construction brings direct payback to the municipality that includes real green targets, financial payback (LED lights), green-funding options, a renewed housing demand, bragging rights, identifiable precedents and an expanded definition of infrastructure. For society, Green construction recognizes our environmental footprint, our respect for our quality of life, community pride and respectful planning for future generations. Wednesday’s Plenary Session ’ Resilient and Sustainable Communities in CanadaLooking Back, Looking Forward’ This session began with a discussion of FCM’s Green Municipal Fund and whether it can work in a rural setting. This led me to an encouraging private discussion with FCM staff later in the day around support for infrastructure and housing initiatives at our County and Township level. Of particular interest, was the discussion about the Integrated Community Sustainability Plan long-term challenges, featuring the past Mayor of Whistler. The Whistler experience was the model for our County of Frontenac ICSP. He had just lost the election and was very disappointed that the new Council had not followed the roles and direct responsibilities that his Council had developed for the community aimed to relinquish some control from the City government. His hope was that the community task forces would endure changes in administration. He wondered aloud whether municipal leaders can actually be the leader as we confront global challenges. He recommended that Council’s spend more time listening to nay-sayers and take the pulse of the community more often. He also cautioned not to push too far too fast. The word ’ Sustainability’ over the long term did not help his Council’s cause. The Mayor of Yarmouth encourages municipalities to prepare for the time when provincial and federal governments will come to the take by defining waste diversion targets, development laws, ways to fund our own depreciation and deficits and plans to collaborate with other municipalities. This session and the one on Wednesday afternoon were most valuable for our Frontenac delegates as we review our commitment to the ICSP process.

FCM Conference Report – February 10-13, 2014 Councillor McDougall

Report on the Federation of Canadian Municipalities

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Wednesday February 12, 2014 A session on Regional Sustainable Transportation for Low Density Communities highlighted a Youth Taxi-Bus program in rural Montreal, where the municipality supports the membership fees and payments of young people’s travel, in partnership with a local taxi company. Membership cards are $ 10.00 and young people are charged $ 10.00 for a taxi ride (they can split this with a full cab). The municipality pays the taxi company $ 20.00, leaving the cabbie with a $ 30.00 fare. I wondered if this partnership with a cab company might be another model we might support for our transportation initiative at the County level. The other initiative described in this session was a very creative volunteer-led Cycling support program called ‘The Bikery’, which includes basic repairs, safety training, a promotion program and The Corn Hill Bicycle Festival. Sackville, New Brunswick, offers a Poverty Reduction transportation on line program at ecoenergy.com, with volunteer drivers, car share and shuttle options. The afternoon session was entitled Catalyzing Change: What is the Future of Sustainability Planning. I will try to summarize the lessons learned at this session: • • • • • • • • • • • •

Is your ICSP continually endorsed by the community? Do you have broad civic participation? Do you look to the ’long-term? Do you have meaningful discussions about the co-benefits of economy vs. environment? Does your Council use a Sustainability Matrix in its decision-making? Is you ICSP integrated with your Official Plan and Strategic Plan? Do you simplify things for the public’s understanding? Is the community involved in on-going feed-back and evaluation? Don’t miss the checklist of options. Can we afford it today? What are the management costs? What are the life-time costs? Remember that people are worried about jobs. Include your natural assets and Eco-assets in your Asset Management Plans, not just infrastructure. Use a one-page plan, with vision, simple objectives and the core business.

I also took a Heritage Walking Tour of downtown Charlottetown with the Manager of Culture and a member of the city’s Heritage Committee. It was a delightful demonstration of a community that has been able to balance the need to save its heritage core, while encouraging development. The city is a tourist mecca and it has a flair and feel that is unique. I look forward to the walk again in warmer weather.

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The afternoon finished with the Sustainability Communities Awards and Partners for Climate Protection Ceremony. I encourage you to look at these amazing projects on the FCM website.

Thursday February 13, 2014 The opening plenary was on Decision-Making for Resilience- Finding the Path Forward and Minimizing Risk in our Communities. This was a terrifying session presented by the mayor of Lac-Megantic (The CN Rail disaster) and a councillor from Calgary (the 2013 flood). Both these speakers spoke of the need to have a disaster plan that is public knowledge. Councillors, Mayors, staff and the community have to be sure of their roles. The biggest lesson for both was THAT THEY HAD NOT PLANNED ADEQUATELY FOR HOW TO COMMUNICATE WITH THEIR CITIZENS, BOTH TO LET THEM KNOW WHAT HAS HAPPENED AND TO REQUEST VOLUNTEERS. It is almost impossible for governments to plan fully for disasters of this magnitude. The City of Calgary had fixed its planning on the 2008 flood. In this case, the water had risen to the 2008 levels after only one day. Making Every Drop Count-Affordable, Sustainable, Solutions to Wastewater Services in Rural Communities was the afternoon workshop. It featured a state-of-the-art, very appealing, Engineered Wetland approach to wastewater management by the ABYDOZ company, which has installed this amazing technology in Appleton, Glenwood, Marystown, Stephenville and Cornerbrook Newfoundland. The technique includes settling chambers and the construction of man-made wetlands using reed plantings, as well as the sale of the final water and waste product. I encourage you to look at this www.abydoz.com. I also attended a session on Citizen engagement and Participation. In Conclusion This was a very busy, but extremely valuable convention experience. I met dozens of people in both the sessions and the social times throughout the day and evening. I came home with the following: • • • • • • •

An appreciation for the important role that we play as civic governments. The funding opportunities that are available through the FCM Green Municipal Fund. The need to carefully review and re-engage our community in the ICSP process, including finding an option to the word ‘sustainability’ such as long-term resilience. The need to review and promote our severe weather and disaster plan. The need to focus on rural / urban partnerships for our mutual benefit. The need to look at creative alternatives to waste management and transportation. The fact that communities presenting at this conference have for the most part given up on the fourth ‘cultural’ pillar of sustainability planning and have lost the sense of

FCM Conference Report – February 10-13, 2014 Councillor McDougall

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•

balance that the exercise should bring to our decisions. There was a feeling throughout this conference that ‘planning’ is changing from ’longterm’ to disaster avoidance, mitigation and communication challenges.

I enjoyed this opportunity to spend uninterrupted days, with some of my County colleagues, looking at planning from long-term perspective without the busyness of our normal municipal day-to-day agendas. Yours respectfully,

John McDougall, Councillor, County of Frontenac and the Township of South Frontenac March 4, 2014

FCM Conference Report – February 10-13, 2014 Councillor McDougall

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REPORT ON THE FCM CONFERENCE FEBRUARY, 2014 CHARLOTTETOWN, PRINCE EDWARD ISLAND Denis Doyle, Deputy Warden, County of Frontenac

First of all I wish to thank John McDougall for taking the initiative to share his notes before I had a chance to type mine up, I will try not to repeat what John reported on, but there were several sessions going on at a time and we often attended different presentations, thus I will focus my comments on those sessions. Before getting into the detail I want to report that several presenters commented that the word “Sustainability” has been overused during the past 5 years, and becoming a yesterday’s word, and that the new thrust is on building “Resilient Communities” that can deal with whatever is thrown at us, floods, ferries frozen in ice, tornado’s, etc.! The point was made that there is not a generic Resiliency Plan that will address every ones circumstance, and it must be developed by each Municipality. Can’t you just see a whole new crew of Resiliency Consultants knocking at our doors!! See the cover article in March 2014 Municipal World magazine for an article on “Resilience”. Tuesday February 11 The first day was an optional training session, I attended one titled “From Plan to Action – Delivering on Community Energy Plans”. Before getting into presentations from various municipalities, and individuals a presentation was made covering the following basics: • •

•

•

•

• • •

You must base line your energy consumption by clearly documenting, in detail, your current Energy Consumption Determine what action can be taken to reduce energy consumption, and try to find partners that will assist you. For example there are lighting companies that will install LED street lights and pay for them out of the energy savings. Some municipalities develop a plan strictly for themselves, commonly called a Municipal Energy Plan, while others go beyond that and include the residents across their municipality, and this is referred to a “Community Energy Plan”. The easier to do is the Municipal Energy Plan, however if you do a Community Plan ensure you dedicate lots of time and have several public meetings to engage the public. It will be a lot of work, but is the Community Plan is the preferred way to go. Various ideas on how to save energy, such as capture the heat from waste water, Ground Source heat, District Heating systems, heat from burning waste and Biomass, change all incandescent lights to the much more efficient LED bulbs etc. Whatever methods used, you should document in a Strategic Action Plan, and follow the plan. FCM have various programs to assist municipalities “Green Municipal Fund”. The biggest thing to ensure that is in place is the political will. And Council support, to make the necessary change and have broad community buy-in is critical.

City of Guelph approach was discussed. They started by reviewing what has been done in

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Europe for years, Germany is away ahead in this area. They engaged organizations and companies that have been involved in Energy Plans, such as AMO, FCM, Quest, etc. Once staff work was done they started engaging the public through numerous meetings involving 100’s and 100’s of citizens. They pointed out that the Planning department is a key driver of the process and may need changes in the Official plan, and a Building Code, etc. Do not underestimate the work, but the Green Energy act has help put focus on the issue. They have found that there can be spin off benefits in the community and that a Green Energy Economy has started to develop in their community. They made the point that an important change was made by Municipal Affairs, which now allows us to use Local Improvement Charges (LIC’s) to help home owners implement energy savings in their homes and use the tax system to pay back the loan using the monthly dollar savings achieved by reducing energy consumption. We have looked at this at the County but it has gone nowhere. Further in this report there will be an update on what others are doing with LIC’s. A group out of BC called Community Energy Association presented the good work they are doing. This is a member’s organization and track energy consumption information and compile data to measure how they are doing against targets help communities. Several years ago Premier Campbell’s Government lobbied BC municipalities to become carbon neutral, they felt this was possible because virtually all power is from Hydro plants, and carbon neutral. This eventually led to legislation requiring every municipality to have carbon reduction targets. The Community Energy association put a lot of focus on energy retrofits that assist in reducing energy, for new buildings they promote building the most energy efficient building possible, and reusing heat from waste water, using air exchangers and etc. They generally assist their members in meeting their carbon reductions targets with the end goal to become carbon neutral. At the end of this session there was a promotion presentation suggesting that to really make a difference we really have to convert from gasoline cars to electric, forget the hybrids, diesels or whatever. This means that Municipalities and provincial government have to be proactive and install charging stations to make this idea workable! In BC where electricity is very cheap, and they have a well-run power company with lots of excess capacity, this approach has a lot of merit, but in Ontario with expensive power and a questionable grid and power system, we simply would not have the capacity if everyone switch to pure electric vehicles. Perhaps over time, but it will be after our time before we have the infrastructure needed. The day was concluded with the suggestion that all municipalities should be lobbying their Provincial Governments to do all the data collection on energy usage in a consistent way across their province. This way all municipalities will be measured the same way and you will have a fair apples to apples comparison system.

Wednesday February 12th The day started off with a Plenary Session Resilient and Sustainable Communities in Canada- Looking Back, Looking Forward’. John’s report covers this well but I will make a few comments. The previous Mayor of Whistler BC, Ken Melena, has no doubt done the best job of any Municipality in Canada in developing and implementing a sustainability plan. On a trip to BC

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two and a half years ago I drove up to Whistler and meet with him and staff members and it was evident that they took this stuff extremely serious, with very detail monthly status reports on dozens of projects, and these were presented to Council. As Mayor, Kens main focus was on this activity, and he had previously moved all gas stations out of town, but what got him in trouble he decided to move all parking out of town shortly before the election. You guessed it, someone decided to run against him campaigning that he had gone too far, and Ken was defeated. The lesson is go slow, ensure the public is with you, and time your announcements on contentious program carefully. Ken joked in his wrap up that he learned a big lesson that he wanted to pass along to all politicians in the room that is; “never talk about bold new actions in the 6 months before an election”. Greening Existing Buildings: This discussion was started off by a group called Building Owners and Managers Association BOMA’ The first point made is that only 2% of the money spent on buildings per year in Canada is on new construction, but this area gets all the press, and there are programs such as LEED getting a lot of attention. The buildings that consume 98 % of the budgeted money basically get ignored. BOMA have a great program called BOMA Test that starts off with a 175 question analysis of the building. They have a 4 level program to assist people to save energy and money. There focus is on building operations best practices, as opposed to construction and major structure change. They claim that those who build a new building to the best standards possible find that after 5 years they really are not much better, if any, from a 25 year old building, and the key is your operating procedures. The talked about a 14 steps they go through when planning to green a building. This was an interesting presentation and for more information rather than listing their process check out the BOMA website. We should look into BOMA to see if we can benefit with their program at the County! STANTEC was up next, and strongly support the BOMA organization and work with them to improve building operation. They went as far as saying many LEED certified buildings end up worse than non-LEED buildings as there is a tendency to think they are so well built that they do not have to worry about good building operations practices! They claim that the Architects and builders never concern themselves with ongoing operating costs, and that the LEEDs program fails to address operating costs and maintenance programs. Redefining rural areas – Stories & Lessons: The communities of Georgetown PEI and Yarmouth NS talked about fish plants closing and the ferry to Maine being shut down which had drastic effect on their local economy and employment opportunities. There was much discussion on the detail of what they had done, the main message was that other than organizing meetings and meeting places, the process to rebuild form such issues has to be from the grass roots, not the Politicians, as the ideas will come from the public. The following summarizes key points necessary to kick off a successful rejuvenation movement:

• There is no room for finger pointing, the first rule is be positive and that any negativity must be parked outside the door.
• Take the attitude that United we Stand, Divided we Fall
• The strategy must be getting citizens to work cooperatively together to come up with agreeable, practical and implementable solutions

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The answers and solutions are in the heads of the hundreds or thousands of residents in the community, not the few Politicians sitting around the council table with many other priorities to deal with The program and process you devise must be resilient so that as people who started the program move on, or out of the community, the program keeps going They have found that solutions that are community initiated, and led, have a much higher chance of successful implementation and last over time, as opposed to a Council who try to solve ever issue that comes up. Council’s role is to be the Facilitator! It is all about the “Attitude” of the people involved, and there is zero room for negativity All communities have the power within it to solve their own issues and problems – “just do it”

Thursday February 13 Decision Making for Resilience: John covers this very well but didn’t mention that the Mayor from Lac-Megantic, Colette Roy-Laroche, sat at our table. People must have been dozing off, or not paying attention as the presenters kept coming up with things to keep people active the first person to speak said get up and introduce yourself to someone at the next table, the next made everyone do some exercises for a few minutes, the third made us get up and kiss the person next to us, guess who had to kiss Madame Mayor Ro-Laroche? At this session we once again were reminded that the new theme is “Resilient Communities” and the idea is that municipalities must be resilient enough so that the things we enjoy today, and what we have in our community, will still be there for our Great Grand Children. Climate Resilience – Adopting to Climate Change: Again it started with the comment that the term “Sustainability” has become too trendy and socialist and is much over used. The “resilience” term is to make the point that communities must have the ability to hang in through the toughest of times and get through whatever the cruel world throws at us. Dr. Blair Feltmate from the University of Waterloo, said climate change is a done deal “the ship has sailed” and we simply have to plan and adopt to the new order of things. Money and resources is the biggest issue that is delaying plans and strategies to cope, but whatever we do we have to get it right. If we are going to keep burning fossil fuels we simply must come up with programs to capture carbon, we must find ways to control floods, and many other issues created by climate change. Temperatures have already gone up an average of 1 degree C, and will be up 2 degrees in the next 50 years or so. The reality is we cannot stop it so we have to become more resilient and come up with strategies to adopt to the change. He talked about the cost of not taking action. For example by spending $1 million on flood control, you might save $5 million in damages. There are already many places that insurance companies have pulled out of and people simply cannot get any kind of house insurance, there will be many more such areas if Municipalities do not implement strategies to adopt to the new world, and protect their community from new risks. Chris White from Insurance Bureau of Canada (IBC) gave a very depressing talk. He said the question is not if floods like what happened in Calgary will happen in other cities, like Toronto, the only question is “When”. They have been pushing the Federal Government to develop

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across country flood plain mapping, but to date the current government is hiding from the issue. He stated that the Calgary flood cost the Feds over two billion dollars to clean up after last summer. He said the cost to companies and the city of Calgary will be even higher than that amount. It was mentioned that IBC has have a Municipal Risk Assessment Tool that can be used to identify risks. His conclusion is that all levels of Government have to partner to address the issue to build a more resilient infrastructure to cope. Smart money – Innovations: This was a very interesting workshop on a topic that I have had a long standing interest, that using the Local Improvement Charge (LIC) system to help promote Energy Retrofits in your community. There was much discussion on the best approach, but the City of Halifax has the most successful program so far. They set out to keep it simple to start with, “learn to walk before you run”! They decided to offer only one plan, and that is for Solar Hot Water, and they have one contractor who does all the work. Thus it is administratively simple and once the homeowner signs the paperwork, it is turned over to the contractor, and he does the installation. Once complete the contractor advises the city, triggering his payment and the charge on the house owner tax bill, which is paid off over 10 years, with the money saved on the energy savings. It was said that the more you open it up for other energy retrofits the more it will cost to administer. At our County Council table we have talked about the PAPER/CHERIO program in place in Ontario, but have made no progress. It was concluded that someone has to take the Bull by the horns and just do it, otherwise the program like Halifax has just will not happen. My feeling is that we must get onto this idea and just do it! Resilience Plan – Participation & Engagement: A few different presenters discussed setting up programs to engage the public. Robin Campbell from Iqaluit spoke about how she engaged the community to develop a resilience plan. The project actually went on for many years before approval and she had several public meetings, and got people to complete surveys. When that did not work as well as hoped she set up a process to meet people and completed the surveys together. They tried to make it fun by going out to public events, and got very high quality feedback. Once data was collected an action plan was developed, presented to, and approved by Council regarding their Resilience plan. Other presenters talked about getting help from FCM, green municipal fund to promote trails in Bromount Quebec and open a bicycle shop in Moncton NB. The point was made that some level of support was needed from local Council on these programs, and the recommendation was that Council must resist the urge to get to involved and take control of this kind of projects, but instead let interested citizens run with them, but do support their efforts, and let them follow their dreams!

Summary We should continue to be involved with FCM, and take advantage of some of their programs, such as the Green Municipal Fund. We need to look at such things as developing a plan to use the LIC feature of the tax system to encourage Energy Retrofits across the County. Good conference and I would recommend that others consider it next year.

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BY-LAW NO. 2014-0010 OF THE CORPORATION OF THE COUNTY OF FRONTENAC A By-law to authorize the Corporation of the County of Frontenac to distribute the Federal Gas Tax amongst its four lower-tiered municipalities; WHEREAS Ontario municipalities recognize that all governments must work together collaboratively and in harmony to ensure that investments in communities are strategic, purposeful and forward-looking; AND WHEREAS the Corporation of the County of Frontenac (the Recipient) adopted By-law 2010-0015 which authorized the Warden and Clerk to execute an agreement with AMO regarding the Federal Gas Tax since the execution of that agreement is mandatory if the County of Frontenac wanted to participate in the transfer of federal gas tax revenue; AND WHEREAS Section 6.2 of the Agreement permits the Recipient to allocate funds to another Eligible Recipient; THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac hereby orders and enacts: I.

THAT the Treasurer be authorized to distribute the Federal Gas Tax to the four lower-tiered municipalities as per the attached Schedule for the year 2014;

THAT this By-law shall come into force and have effect upon the final passing thereof.

Read a First and Second Time this 19th day of March, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 19th day of March, 2013.

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-Law No. 2014-0010 – To distribute the Federal Gas Tax to lower tiers March 19, 2014

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COUNTY OF FRONTENAC DISTRIBUTION OF FEDERAL GAS TAX FOR 2014 Municipality Township of Frontenac Islands Township of South Frontenac Township of Central Frontenac Township of North Frontenac

Weighted Assessment % 2014 9.78%

Federal Gas Tax Distribution 2014 $74,725

57.71%

$440,719

16.50%

$126,011

16.01%

$122,244

Total Federal Gas Tax Distribution from the County

$763,699

By-Law No. 2014-0010 – To distribute the Federal Gas Tax to lower tiers March 19, 2014

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BY-LAW NO. 2014-0011 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to authorize temporary borrowing for current expenditures for the year 2014 WHEREAS as per Section 407(1) of the Municipal Act, 2001, S.O. 2001, c. 25 as amended (“the Act”), at any time during a fiscal year, a municipality may authorize temporary borrowing, until the taxes are collected and other revenues are received, of the amounts that the municipality considers necessary to meet the current expenditures of the municipality for the year; AND WHEREAS the Corporation of the County of Frontenac (“the County”) deems it necessary to borrow from time to time until other revenues are collected; AND WHEREAS as per Section 407(2) of the Act, except with the approval of the Ontario Municipal Board, the total amount borrowed at any one time plus any outstanding amounts of principal borrowed and accrued interest shall not exceed: (a)

from January 1 to September 30 in the year, 50 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year; and,

(b)

from October 1 to December 31 in the year, 25 per cent of the total estimated revenues of the municipality as set out in the budget adopted for the year.

AND WHEREAS as per Section 407(4) of the Act estimated revenues of the County as set forth in the estimates adopted for the year 2014 is $36,749,867, which does not include revenues derivable or derived from: (a)

arrears of taxes, fees or charges; or

(b)

a payment from a reserve fund of the municipality, whether or not the payment is for a capital purpose.

NOW THEREFORE the Corporation of the County of Frontenac enacts as follows:

1. THAT the Warden and Treasurer are hereby authorized, on behalf of the County, to borrow from time to time, by way of promissory note or banker’s acceptance, from the TD Canada Trust (the “Bank”), any municipality or By-law No. 2014-0011 – To authorize temporary borrowing for current expenditures for 2014 March 19, 2014 Page 1 of 2

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school board, a sum or sums not to exceed the aggregate of $18,374,934 from January 1, 2014 to September 30, 2014 and $9,187,467 from October 1, 2014 to December 31, 2014 less the amount of similar borrowings which are still unpaid to meet, until the taxes are collected, the current expenditures of the County for the year 2014, including the amounts required for the purposes mentioned in Sub-section (1) of the said Section 407 and to give, on behalf of the County, to the said Bank, a promissory note(s) or banker’s acceptance(s), sealed with the corporate seal and signed by the Warden and Treasurer for the monies so borrowed with interest, in the case of borrowing from the Bank at the Bank’s prime interest rate less one-quarter per cent which shall be as notified by the Bank to the Treasurer from time to time, or in the case of borrowing from a municipality or school board at a rate to be negotiated with the municipality or school board but not to exceed the Bank’s prime lending rate at the time of borrowing. 2. THAT all sums borrowed pursuant to the authority of this by-law as well as all other sums borrowed in this year and in previous years from the said Bank, municipality or school board for any or all of the purposes mentioned in the said Section 407 of the Act shall, with interest thereon, be a charge upon the whole of the revenues of the County for the current year and for all preceding years, as and when such revenues are received. 3. THAT the Treasurer is hereby authorized and directed to apply in payment of all sums borrowed as aforesaid, together with interest thereon, all of the monies hereafter collected or received either on account or realized in respect of the taxes levied for the current year and preceding years, or from any other source, which may lawfully be applied for such purposes. 4. THAT this by-law shall come into force and effect on the final passing thereof. Read a First and Second Time this 19th day of March, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 19th day of March, 2014.

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0011 – To authorize temporary borrowing for current expenditures for 2014 March 19, 2014 Page 2 of 2

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BY-LAW NO. 2014-0012 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 Frances Smith as the Councillor representing the Township of Central Frontenac and Betty Hunter as the Councillor representing the Township of North Frontenac;
2. THAT this amending by-law shall come into force and take effect on the date of final passing.

By-law No. 2014-0012 – To Amend By-law No. 2013-0020 (Council and Committee Procedural By-law) as it relates to appointments to Committees March 19, 2014 Page 1 of 2

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

The Corporation of the County of Frontenac

Denis Doyle, Deputy Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0012 – To Amend By-law No. 2013-0020 (Council and Committee Procedural By-law) as it relates to appointments to Committees March 19, 2014 Page 2 of 2

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BY-LAW NO. 2014-0013 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law No. 2011-0004 (to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees) WHEREAS on February 16, 2011, the Council of the County of Frontenac adopted Bylaw No. 2011-0004, being a by-law to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees; AND WHEREAS County Council deems it expedient to amend By-law No. 2011-0004: THEREFORE BE IT RESOLVED THAT the Council of The Corporation of the County of Frontenac hereby enacts the following amendment to By-law No. 2011-0004:

1. THAT Schedule A. 1. Payment of Remuneration to Members of the County of Frontenac Council a) be amended by replacing $16,557 with $16,677.96
2. THAT Schedule A. 1. Payment of Remuneration to Members of the County of Frontenac Council b) be amended by replacing $7,174.56 with $7,295.64
3. THAT this amending by-law shall come into force on the date of final passing. Read a first and second time this 19th day of March, 2014. Read a third time, signed, sealed and finally passed this 19th day of March, 2014.

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0013 – To Amend By-law No. 2011-0004 (Council Remuneration) March 19, 2014

By-Law No. 2014-0013 - To Amend By-law 2011-0004

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BY-LAW NO. 2014-0014 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law 2010-0036, Appoint of Members of Council and Members of the Community to External Boards and Committees for the Term of Council as it relates to RULAC WHEREAS Section 5 of the Municipal Act provides that a municipal power, including a municipality’s capacity, rights, powers and privileges, 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 Corporation of the County of Frontenac passed by-law 2010-0036, being a by-law to appoint Members of Council and Members of the Community to External Boards and Committees for the Term of Council; AND WHEREAS the Council of the Corporation of the County of Frontenac deems it expedient to amend By-law 2010-0036 as it relates to the appointment of Members of Council to RULAC (Rural Urban Liaison Advisory Committee) with City of Kingston; THEREFORE BE IT RESOLVED THAT, the Council of the Corporation of the County of Frontenac hereby enacts as follows: 1.

THAT By-law 2010-0036 be amended to delete as an appointee to the RULAC (Rural Urban Liaison Advisory Committee) and that be added as an appointee to the RULAC (Rural Urban Liaison Advisory Committee):

THAT this by-law shall take effect on the date of its final passing. Read a first and second time this 19th day of March, 2014. Read a third time and finally passed this 19th day of March, 2014. The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-law No.2014-0014 – Amendments to By-law 2010-0036, Appointment to External Boards and Committees as it relates to the appointments to RULAC March 19, 2014 Page 1 of 1

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BY-LAW NO. 2014-0015 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to appoint a Deputy Clerk WHEREAS Section 8 of the Municipal Act and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; AND WHEREAS Section 11 (2) of the Municipal Act and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions; AND WHEREAS Section 5 (3) of the Municipal Act, and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; AND WHEREAS Section 228 (2) of the Municipal Act and amendments thereto authorizes the appointment of a Deputy Clerk: THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac hereby enacts as follows: THAT Bruce Malcolm of Ravenhill Group Inc. be and is hereby appointed Deputy Clerk for the County of Frontenac for the purpose of fulfilling Section 228 (1) (a) and Section 239 (7) and (8) only of the Municipal Act for closed Committee and Council meetings pertaining to the interview process of the CAO in 2014 only; and THAT this appointment will be automatically revoked upon the completion of the interview process for the CAO. THAT this by-law goes into force and takes effect as of the final passing thereof. Read a first and second time this 19th day of March 2014. Read a third time and finally passed, this 19th day of March 2014. The Corporation of the County of Frontenac

Bud Clayton, Warden By-law No. 2014-0015 – To appoint a Deputy Clerk

By-Law No. 2014-0015 - To Appoint a Deputy Clerk

Jannette Amini, Acting Clerk Page 1

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AgendaItem#21g)

BY-LAW NO. 2014-0016 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on March 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 BE IT RESOLVED THAT 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 March 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 March 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 March 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. 2014-0016 – To Confirm all Actions and Proceedings of County Council on March 19, 2014 Page 1 of 2

By-Law No. 2014-0016 Confirmation of Proceedings

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AgendaItem#21g)

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

The Corporation of the County of Frontenac

Bud Clayton, Warden

Jannette Amini, Acting Clerk

By-law No. 2014-0016 – To Confirm all Actions and Proceedings of County Council on March 19, 2014 Page 2 of 2

By-Law No. 2014-0016 Confirmation of Proceedings

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