Body: Council Type: Agenda Meeting: Regular Date: March 20, 2013 Collection: Council Agendas Municipality: Frontenac County

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County Council Meeting – Regular Meeting March 20, 2013 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON

AGENDA Page 1.

CALL TO ORDER

ADOPTION OF THE AGENDA To Adopt the March 20, 2013 County Council Agenda as Circulated

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

DEPUTATIONS AND/OR PRESENTATIONS a) Mr. Jim Pine will provide County Council with a presentation on the Eastern Ontario Wardens’ Caucus. b) Ms. Lisa Severson will provide County Council with a presentation on the Eastern Ontario Regional Network.

CLOSED MEETING As Authorized under Section 239 of The Municipal Act, to consider: (d) labour relations and employee negotiations

ADOPTION OF MINUTES Adoption of Regular and Special Meeting Minutes;

6-20 21-23 24-28

a) February 20, 2013 Regular Meeting of Council Minutes b) February 20, 2013 Special Meeting of Council Minutes c) March 8, 2013 Special Budget Meeting of Council Meeting Minutes

BUSINESS ARISING FROM THE MINUTES

COMMUNICATIONS FOR INFORMATION

29-32

2013-051 March 20, 2013 Communications of Interest to Council

33-35 36

a) January 23, 2013 Kingston, Frontenac Public Library Board Minutes b) March Edition of Frontenac County Bytes

COMMUNICATIONS FOR ACTION

Page 1 of 139

Page 9.

COMMUNICATIONS FOR ACTION

37

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

38

b) February 22, 2013 United Way Re: Proclaimation of Success by 6 Week

39-40

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

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

10.1. Administrative Services 10.1.1.Administration 41-43

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

44-46

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

10.1.2.Sustainability 47-50

a) 2013-055 FCM Sustainable Communities Conference Follow-Up Report

10.1.3.Human Resources 10.2. Financial Services 51-53

a)

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

54-60

b)

2013-052 2013 User Fees and Charges for Services By-law

61-78

c)

2013-053 2013 Revised Draft Budget Presentation

79-90

[Addenda] d)

2013-056 Reserve and Reserve Funds

[Addenda] 10.3. Emergency and Transportation Services 91-92

a)

2013-057 Alert System for Ferry Outages

Page 2 of 139

Page 10.4. Fairmount Home 93-96

a)

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

97-98

b)

2013-048 2012 Year in Review

99-100

c)

2013-059 OANHSS Annual Convention

d)

March Edition of the Grapevine Gazette

101-108

ACCOUNTS Posted Cheque Listing for the Period of: February 13 to March 12, 2013

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN a) Moved By: Councillor Davison Seconded By: Councillor Jones RESOLVED THAT By-law 2011-0004, being a by-law to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees, Schedule “A”, Section 1 f) and g) be deleted in their entirety; AND FURTHER THAT Schedule “A”, Section 1 be amended to add: f) Council members may claim reimbursement for the total distance traveled to and from the meetings in any one year at the current travel allowance. AND FURTHER THAT this amendment be retroactive to take effect January 1, 2013. b) Moved By: Councillor Davison Seconded By: Councillor Jones RESOLVED THAT staff be directed to bring forward a report to County Council itemised by Staff member, on all costs associated with staff Conference, Training, and Travel expenses for 2012. c) Moved By: Councillor Davison Seconded By: Councillor Doyle RESOLVED THAT staff be directed to bring forward a report on the security requirements for the County of Frontenac Administrative Offices. d) Moved By: Councillor Davison Seconded By: Councillor Doyle RESOLVED THAT staff be directed to bring forward a report detailing the usage of all County of Frontenac vehicles, showing what department they are assigned to, who uses them and what is the age and mileage on each vehicle.

Page 3 of 139

Page 12. 109

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN e) Moved By: Councillor Doyle Seconded By: Councillor McDougall BE IT RESOLVED THAT Council of the County of Frontenac adopt a Committee of the Whole format; AND FURTHER THAT Committee of the Whole agenda items be determined by County Council and the CAO in consultation with Senior staff; AND FURTHER THAT the Finance Advisory Committee is hereby disbanded; AND FURTHER THAT these amendments be brought forward to the Special County Council meeting in April for inclusion in the review of the County of Frontenac Procedural By-law 2010-0028.

GIVING NOTICE OF MOTION

OTHER BUSINESS

14.1. External Boards and Committees a)

Kingston Frontenac Library Board Update - Councillor Purdon

b)

KFL&A Public Health Board Update - Councillor Clayton

c)

RULAC, LSR and Other Updates

d)

Algonquin Land Claim Update - Councillor Inglis

e)

Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

f)

Housing and Homelessness Committee Update - Councillor McDougall

g)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones

14.2. Advisory Committees of County Council

110-115

a)

Sustainability Advisory Committee

b)

Green Energy Task Force

c)

150th Anniversary of County Advisory Committee

• Minutes of Meeting held February 21, 2013
• 150th Anniversary of County Advisory Committee Recommendations to Council

d)

Trails Advisory Committee

116-118

e)

Accessibility Advisory Committee

• Minutes of Meeting held February 22, 2013

119-124

f)

Finance Committee: Finance Committee March 11, 2013 Meeting Minutes Finance Committee March 11, 2013 Recommendations to Council

Page 4 of 139

Page 14.3. Other Updates 15.

PUBLIC QUESTION PERIOD

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

125

a) By-Law No. 2013-0008 - To Amend By-law No. 2011-0020 - To Establish Trails Advisory Committee

126

b) By-Law No. 2013-0009 - To Amend By-law No. 2011-0007 - To Re-Establish a Sustainability Advisory Committee

127-134 135-136 137 138-139

c) By-law No. 2013-0010 - To Impose User Fees and Charges for Services d) By-Law No. 2013-0011 - To Adopt the 2013 Operating and Capital Budget e) By-Law No. 2013-0012 - By-law to Adopt the Procurement Policy f) By-Law No. 2013-0013 - To Confirm All Actions and Procedures of Council

ADJOURNMENT

Page 5 of 139

AgendaItem#6b)

MINUTES M O THE REG OF GULAR MEE ETING OF COUNCIL C Febru uary 20, 201 13 A regularr meeting off the Councill of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administtrative Office e, 2069 Batttersea Road d, Glenburnie on Wedn nesday, February 20, 2013 3 at 9:00 a.m m. NT: PRESEN

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Da avison, Denis Doyle, John Inglis, Da avid Jones, John McDou ugall, and Joh hn Purdon

ALSO PR RESENT:

County y: Marian VanBruines ssen, Treas surer; Paul Charbonn neau, Directorr of Emerge ency & Tra ansportation Services; Julie Shillin ngton, Adminis strator of Fa airmount; An nne Marie Yo oung, Mana ager of Econ nomic Sustainability; Joe Galliv van, Man nager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Gree en, The Frrontenac Ne ews, Elliot Ferguson, The Kingsto on Whig-Stan ndard and Craig C Backay y, Frontenac EMC

C CALL TO OR RDER

Warden Gutowski G ca alled the mee eting to orde er at 9:04 a.m m. 2.

A ADOPTION OF O THE AGENDA

Motion #: 57-13

y: Moved By Seconded d By:

eputy Warde en Clayton De Co ouncillor Purd don

BE IT RESOLVED R THAT the Council of the t County of Frontena ac waive Section 11 of o the Procedurral By-law to o amend the e order of bu usiness to consider c item m 10.2 (c) Fiinancial Serrvices Report 2013-038, 2 2013 2 Draft Budget Prresentation after item 14.2 (e) Finance F Adv visory Committe ee; AND FURTHER THAT the Cou uncil of the County of Frontenac F re ecess at 12:30 p.m. an nd reconvene after the 1:0 00 p.m. Special Council Meeting. CARR RIED Motion #: 58-13

Moved By y: Seconded d By:

ouncillor Dep puty Warden n Clayton Co Co ouncillor Purd don

RESOLV VED THAT the agenda for f the February 20, 2013 meeting of the Coun ncil of the Co ounty of Fronte enac, be ado opted as circ culated. CARR RIED Regular Me eeting of Council Minutes February 20, 2 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 1 of 15

Page 6 of 139

AgendaItem#6b)

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

Councillor Inglis declared a possible pecuniary interest in the matter of Financial Services Report 2013-038, 2013 Draft Budget Presentation should the issue of Transportation be discussed. 4.

DEPUTATIONS AND/OR PRESENTATIONS

There were none. 5.

CLOSED MEETING As Authorized under Section 239 (2) of The Municipal Act, to consider: (d) labour relations or employee negotiations

Motion #: 59-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac enter into a closed meeting as authorized under Section 239 of The Municipal Act, to consider: a) b)

Adoption of Closed Meeting Minutes dated January 16 and special budget closed meeting January 17, 2013; and Labour relations or employee negotiations. CARRIED

Motion #: 60-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Purdon

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

ADOPTION OF MINUTES Adoption of Minutes of Meetings Held January 16 and January 17, 2013

Motion #: 61-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Purdon

RESOLVED THAT the minutes of the regular meeting of County Council held January 16, 2013 and the minutes of the special budget meeting of County Council held January 17, 2013 be adopted as amended. CARRIED Resolution #24-13 meeting date should be December 19th not December 29th as indicated.

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 2 of 15

Page 7 of 139

AgendaItem#6b)

BUSINESS ARISING FROM THE MINUTES

The question was raised, with respect to Finance - Report (c) Year-End Transfer of Excess Funds into Reserve, if the excess in reserve funds have been incorporated into the budget report to which staff advised that these types of adjustments should be made once the year end actual have been complete. Warden Gutowski drew the name of Travis Hartley from the names entered into a draw of Fairmount Home employees who achieved perfect attendance in 2012. Mr. Hartley will receive a gift certificate of $50 to the restaurant of his choice. Warden Gutowski made mention of the following Fairmount Home employees who also achieved perfect attendance in 2012: Margie Gollogly, Beth Hopkins, Lynn Lawson, Sara Martin, Michelle Hottot, Deb McConnell, Janet McCallum, Mary Lake, Rebecca Babcock, Lorraine Farrar, Stella Kwak, Sally Hooker, Adele Gibson, Mike Cross, Violet Yovanovich, Reta Brown, Deb Crawford, Marie Woodward, Katelynn Bradshaw, Gail Williams, Sherry Sparks, Sarah Siltanen, Fran McConnell, and Sam Barry 8.

COMMUNICATIONS FOR INFORMATION 2013-026 Communications Report a) Kingston Frontenac Housing Corporation Meeting Minutes - November 26, 2012 b) January Frontenac County Bytes c) KFL&A Board Meeting Minutes - December 12, 2012

Motion #: 62-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Purdon

RESOLVED THAT the items listed in the Communications of Interest to County Council report no. 2013-026, dated February 20, 2013 be received as circulated and filed for information purposes, including: a) Kingston, Frontenac Housing Corporation meeting minutes dated November 26, 2012; and b) January edition of Frontenac County Bytes; and c) KFL&A Board meeting minutes dated December 12, 2012 CARRIED 9.

COMMUNICATIONS FOR ACTION

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER

10.1.

Administrative Services

10.1.1.

Administration

10.1.2.

Sustainability a) 2013-032 Summary of Applications for Plans of Subdivisions and Condominiums

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 3 of 15

Page 8 of 139

AgendaItem#6b)

Motion #: 63-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Summary of Applications for Plans of Subdivisions and Condominiums for information only. CARRIED b) 2013-034 Support for Smaller Scale Community Sustainability Initiatives Motion #: 64-13

Moved By: Seconded By:

Councillor Purdon Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – Support for Smaller Scale Community Sustainability Initiatives Update report for information purposes only. CARRIED 10.1.3.

Human Resources a) 2013-036 Communications Officer Update

Motion #: 65-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac receive this Human Resources – Communications Officer Update report for review. CARRIED 10.2. a)

Financial Services 2013-023 2012 Frontenac/Howe Islander Ferry Petition for Subsidy

Motion #: 66-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – 2012 Frontenac-Howe Islander Ferry Petition for Subsidy report; AND FURTHER Council authorize the Clerk to petition the Ministry of Transportation for $700,683.70. CARRIED b)

2013-028 2013 Vendor of Record List

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 4 of 15

Page 9 of 139

AgendaItem#6b)

Motion #: 67-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

THAT Council of the County of Frontenac receive the Financial Services – 2013 Vendor of Record List report; AND FURTHER Council accept the 2013 Vendor of Record List as presented. CARRIED Report 2013-038 was considered after Other Business as the last item of business. Please refer to page 11. 10.3. a)

Emergency and Transportation Services 2013-021 Community Paramedicine

Motion #: 68-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Community Paramedicine report for information; AND FURTHER the Council of the County of Frontenac reaffirm its support of the pilot project on Wolfe Island not to exceed a cost of $1,500 paid 100% by the County of Frontenac. CARRIED b)

2013-027 Capital Purchase of Two Ambulances and One Emergency Response Vehicle

Motion #: 69-13

Moved By: Seconded By:

Councillor Purdon Deputy Warden Clayton

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Capital Purchase of Two Ambulances and One Emergency Response Vehicle report for information; AND FURTHER the Council of the County of Frontenac approve the purchase of two new replacement ambulances and one new replacement emergency response vehicle in 2013. LOST c)

2013-039 Operational Agreement - Flagging Hazardous Addresses

Motion #: 70-13

Moved By: Seconded By:

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Councillor Doyle Councillor Purdon

Page 5 of 15

Page 10 of 139

AgendaItem#6b)

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – Operational Agreement – Flagging Hazardous Addresses report for information; AND FURTHER the Council of the County of Frontenac authorize the CAO/Clerk and Warden to execute the “Operational Agreement – Flagging Hazardous Addresses” between the County of Frontenac and the Religious Hospitalliers of St. Joseph of the Hotel Dieu of Kingston. CARRIED d)

2013-040 2006-2012 Vehicle Maintenance Expenses

Motion #: 71-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac accept the Emergency and Transportation Services – 2006-2012 Vehicle Maintenance Expenses report for information only. CARRIED 10.4. a)

Fairmount Home 2013-024 4th Quarter Consolidated Statistical Report

Motion #: 72-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

That Council of the County of Frontenac receive the Fairmount Home – 2012 4th Quarter Consolidated Statistical Report for information only. CARRIED b)

2013-025 Auditorium Renovation

Motion #: 73-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

That Council of the County of Frontenac receive the Fairmount Home – Auditorium Renovation report for information only. CARRIED c)

2013-029 Fairmount Home 2013 Case Mix Index

Motion #: 74-13

Moved By: Seconded By:

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Councillor Purdon Councillor Doyle

Page 6 of 15

Page 11 of 139

AgendaItem#6b)

That Council of the County of Frontenac receive the Fairmount Home – 2013 Case Mix Index report for information only. CARRIED

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 7 of 15

Page 12 of 139

AgendaItem#6b)

d)

2013-033 SE LHIN Telemedicine Nursing Initiative

Motion #: 75-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT Council of the County of Frontenac receive the Fairmount Home – SE LHIN Telemedicine Nursing Initiative report; AND FURTHER THAT Council of the County of Frontenac authorize Fairmount Home to become a service site for clinical care through telemedicine by directing the Clerk to sign the SE LHIN Ontario Telemedicine Network Initiative Memorandum of Understanding. CARRIED e) f)

February 2013 Grapevine Gazette 2012 Review of Volunteer Services

Motion #: 76-13

Moved By: Seconded By:

Councillor Jones Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the February 2013 edition of the Fairmount Grapevine Gazette and the 2012 Review of Volunteer Services for information. CARRIED 11.

ACCOUNTS a) Vendor Activity YTD December 31, 2012

Motion #: 77-13

Moved By: Seconded By:

Councillor Jones Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Vendor Activity YTD December 31, 2012 for information and review. CARRIED b) Accounts for the Period of January 11 to February 12, 2013 Motion #: 78-13

Moved By: Seconded By:

Councillor Jones Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive for information the following accounts for the period of January 11 – February 12, 2013:

• Payroll dated between January 11 to February 12, 2013 in the amount of $931,379.06 and Cheque Listing in the amount of $2,147,017.50. CARRIED

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 8 of 15

Page 13 of 139

AgendaItem#6b)

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN Motion by Councillor Jones

Motion #: 79-13

Moved By: Seconded By:

Councillor Jones Councillor McDougall

THAT the Committee compositions of the Trails Advisory Committee and the Sustainability Advisory Committee be increased by one (1) member of Council; AND FURTHER THAT Councillor Gary Davison be appointed to the Trails Advisory Committee and Councillor Denis Doyle be appointed to the Sustainability Advisory Committee; AND FURTHER THAT By-law 2011-0020, being a by-law to establish a Trails Advisory Committee and By-law 2011-0007, being a by-law to establish a Sustainability Advisory Committee be amended accordingly. CARRIED Motion by Councillor Jones Motion #: 80-13

Moved By: Seconded By:

Councillor Jones Deputy Warden Clayton

WHEREAS the Council of the County of Frontenac, receives and administers Federal Gas Tax (FGT) funding on behalf of member Townships. AND WHEREAS previous Councils have authorised the retention of certain amounts of FGT to fund appropriate ICSP projects. AND WHEREAS Council is concerned with the unfettered spending within the ICSP of those FGT funds on spurious projects such as, but not limited to, “Sustainability”. AND WHEREAS Council is concerned with the amassed surplus of retained FGT funds without appropriate capital plans nor investment strategy. AND FURTHER THAT commencing 2013, 100% of FGT funds be directly apportioned to member Councils. CARRIED (With agreed to amendments) 13.

GIVING NOTICE OF MOTION

Moved By: Seconded By:

Councillor Davison Councillor Jones

RESOLVED THAT By-law 2011-0004, being a by-law to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees, Schedule “A”, Section 1 f) and g) be deleted in their entirety; Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 9 of 15

Page 14 of 139

AgendaItem#6b)

AND FURTHER THAT Schedule “A”, Section 1 be amended to add: g) Council members may claim reimbursement for the total distance traveled to and from the meetings in any one year at the current travel allowance. AND FURTHER THAT this amendment be retroactive to take effect January 1, 2013. Moved By: Seconded By:

Councillor Davison Councillor Jones

RESOLVED THAT staff be directed to bring forward a report to County Council itemised by Staff member, on all costs associated with staff Conference, Training, and Travel expenses for 2012. Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report on the security requirements for the County of Frontenac Administrative Offices. Moved By: Seconded By:

Councillor Davison Councillor Doyle

RESOLVED THAT staff be directed to bring forward a report detailing the usage of all County of Frontenac vehicles, showing what department they are assigned to, who uses them and what is the age and mileage on each vehicle. Moved By: Seconded By:

Councillor Doyle Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac move to the Committee of the Whole governance model. 14.

OTHER BUSINESS

14.1.

External Boards and Committees

a)

Kingston Frontenac Library Board Update - Councillor Purdon

b)

KFL&A Public Health Board Update - Councillor Clayton

c)

RULAC, LSR and Other Updates

d)

Algonquin Land Claim Update - Councillor Inglis

e)

Frontenac County Youth Justice Advisory Committee Update - Councillor Davison

f)

Housing and Homelessness Committee Update - Councillor McDougall

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 10 of 15

Page 15 of 139

AgendaItem#6b)

g) 14.2. a)

Rideau Corridor Landscape Steering Committee Update - Councillor Jones Advisory Committees of County Council Sustainability Advisory Committee Minutes of Meeting held February 6, 2013

Motion #: 81-13

Moved By: Seconded By:

Councillor Jones Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac accept the Sustainability Advisory Committee meeting minutes dated February 6, 2013 CARRIED b)

150th Anniversary of County Advisory Committee

c)

Trails Advisory Committee Minutes of Meeting held February 1, 2013

Motion #: 82-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac accept the Trails Advisory Committee meeting minutes dated February 1, 2013. CARRIED Motion #: 83-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

THAT County Council approve the Draft Terms of Reference as noted in the Trails Concept Plan – Draft Terms of Reference report as amended to include examples of current initiatives underway or future initiatives to explore such as the Canal project and the Bear Point Trail on Big Sandy Bay, Wolfe Island. CARRIED d)

Accessibility Advisory Committee

e)

Finance Committee Minutes of Meeting held January 16, 2013 (Recommendations from this meeting were addressed at the January 17 Budget Meeting of Council)

Motion #: 84-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT the Council of the County of Frontenac accept the Finance Committee meeting minutes dated January 16, 2013. Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 11 of 15

Page 16 of 139

AgendaItem#6b)

CARRIED

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 12 of 15

Page 17 of 139

AgendaItem#6b)

14.3.

Other Updates

Motion #: 85-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor Davison

BE IT RESOLVED THAT Section 4(b) of By-law 2011-0005 be waived to permit staff to reimburse Council expense claims past the January 31st deadline up to March 20th for 2013. CARRIED Council recessed at 12:28 p.m. to move into a Special Meeting of Council and reconvened at 1:50 p.m. (Motion #: 86-13 to Motion #: 90-13) Financial Services c) 2013-038 2013 Draft Budget Presentation Motion #: 91-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

THAT the Council of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. DEFERRED (See motion # 93-13 to DEFER below which was CARRIED) Motion #: 92-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the Public Relations line of Governance be reduced from $35,000 to $15,000. CARRIED Motion #: 93-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the Travel, Training, Conference Fees line of Governance be reduced from $38,500 to $20,000. CARRIED Motion #: 94-13

Moved By: Seconded By:

Councillor Jones Councillor Doyle

BE IT RESOLVED THAT the Salaries line of Governance be amended to reflect a 0% increase to Council remuneration in 2013. CARRIED

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 13 of 15

Page 18 of 139

AgendaItem#6b)

Motion #: 95-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Other line of Governance be reduced from $29,700 to $21,000. CARRIED Motion #: 96-13

Moved By: Seconded By:

Councillor Davison Councillor Doyle

BE IT RESOLVED THAT the Travel, Training, Conference Fees line of Corporate be reduced from $60,934 to $40,000. CARRIED Motion #: 97-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Communications Supplies, Services and Equipment line of Corporate be reduced from $67,184 to $56,000. CARRIED Motion #: 98-13

Moved By: Seconded By:

Councillor Doyle Councillor Inglis

BE IT RESOLVED THAT report 2013-038, 2013 Draft Budget Presentation be deferred to a Special Meeting to continue the budget deliberations on Tuesday, March 12th, 2013 at 9:00 a.m. CARRIED 15.

PUBLIC QUESTION PERIOD

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW a) By-law 2013-0005 - By-law to amend By-law No. 2011-0005 (reimbursement of expenses) b) By-law No. 2013-0006 - To Adopt 2013 Budget d) By-law No. 2013-0007 - Confirmation of Proceedings

Motion #: 99-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

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

• By-Law No. 2013-0005 - To Amend By-law No. 2011-0005 (Reimbursement of Expenses); and
• By-Law No. 2013-0006 - Confirmation of Proceedings. CARRIED

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

Page 14 of 15

Page 19 of 139

AgendaItem#6b)

Motion #: 100-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

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

• By-Law No. 2013-0005 - To Amend By-law No. 2011-0005 (Reimbursement of Expenses); and
• By-Law No. 2013-0007 - Confirmation of Proceedings. CARRIED

ADJOURNMENT

Motion #: 101-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

RESOLVED THAT the meeting hereby adjourn at 3:57 p.m. CARRIED

Janet Gutowski, Warden

Jannette Amini, Deputy Clerk

Regular Meeting of Council Minutes February 20, 2013

a) February 20, 2013 Regular Meeting of Council Minutes

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AgendaItem#6c)

MINUTES OF O THE SPE ECIAL MEET TING OF CO OUNCIL Febru uary 20, 201 13 A special meeting off the Councill of the Coun nty of Fronte enac was he eld in the Fro ontenac Roo om of the Coun nty Administtrative Office e, 2069 Batttersea Road d, Glenburnie, on Wedn nesday, February 20, 2013 3 at 1:00 p.m m. NT: PRESEN

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Da avison, Denis Doyle, John Inglis, Da avid Jones, John McDou ugall, and Joh hn Purdon

ALSO PR RESENT:

County y: Marian VanBruine essen, Trea asurer; Pau ul Charbonn neau, Directorr of Emerge ency & Tra ansportation Services; Julie Shillin ngton, Adminis strator of Fa airmount; An nne Marie Yo oung, Mana ager of Econ nomic Sustainability; Joe Galliv van, Man nager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Green, The Fronten nac News

CALL TO OR C RDER W Warden Guto owski called the meeting g to order at 1:10 p.m.

A ADOPTION OF O THE AGENDA

Motion #: 86-13

y: Moved By Seconded d By:

ouncillor Doy yle Co Co ouncillor Purd don

RESOLV VED THAT th he agenda for f the Febru uary 20, 2013 special me eeting of Co ouncil be ado opted as circula ated. CARR RIED 3.

DISCLOSUR D RES OF PEC CUNIARY IN NTEREST AN ND GENERA AL NATURE E THEREOF F T Warden instructed th The he Deputy Clerk C to reco ord that in ac ccordance with w the Municipal C Conflict of Intterest Act, no disclosure es of pecunia ary interest or o the generral nature thereof w were declared d.

DEPUTATIONS AND/OR D R PRESENT TATIONS

R REPORTS FROM THE CHIEF C ADMINISTRATIV VE OFFICER R 2013-037 7 County Official O Plan n – Planning g Issues an nd Direction n for First Draft D

Motion #: 87-13

Moved By y:

Special Me eeting of Counc cil Minutes February 20, 2 2013

b) February 20, 2013 Special Meeting of Council Minutes

Co ouncillor Doy yle Page 1 of 3

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AgendaItem#6c)

Seconded By:

Councillor Purdon

RESOLVED THAT the Council of the County of Frontenac receive the Sustainability – County Official Plan – Planning Issues and Direction for First Draft report; AND FURTHER THAT Council endorse the policy sections contained in the County Official Plan – Proposed Policy Outline contained in Appendix ‘B’ as a template for preparing the County Plan; AND FURTHER THAT Council direct staff to prepare a first draft of the County Official Plan based on this template. CARRIED 6.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN

GIVING NOTICE OF MOTION

OTHER BUSINESS

PUBLIC QUESTION PERIOD

BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW By-law 2013-0004 - To Confirm the Proceedings of Special Meeting of Council

Motion #: 88-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT leave be given the mover to introduce the following by-law that has been circulated to all members of Council and that this by-law be read a first and second time: •

By-law No. 2013-0004 - a by-law to confirm the proceedings of County Council at the special meeting of Council held on February 20, 2013. CARRIED

Motion #: 89-13

Moved By: Seconded By:

Councillor Doyle Councillor Purdon

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

By-law No. 2013-0004 - a by-law to confirm the proceedings of County Council at the special meeting of Council held on February 20, 2013. CARRIED

Special Meeting of Council Minutes February 20, 2013

b) February 20, 2013 Special Meeting of Council Minutes

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AgendaItem#6c)

ADJOURNMENT

Motion #: 90-13

Moved By: Seconded By:

Councillor Purdon Councillor Doyle

RESOLVED THAT the meeting hereby adjourn at 1:50 p.m. CARRIED

Janet Gutowski, Warden

Jannette Amini, Deputy Clerk

Special Meeting of Council Minutes February 20, 2013

b) February 20, 2013 Special Meeting of Council Minutes

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AgendaItem#6d)

MINUTES OF O THE SPE ECIAL MEET TING OF CO OUNCIL Marrch 8, 2013 A special meeting of the Council of the Coun nty of Fronte enac was held in the Fro ontenac Room of the Coun nty Administrrative Office, 2069 Batte ersea Road, Glenburnie on Friday, March M 8, 201 13 at 9:00 a.m. PRESEN NT:

Warden n Janet Gu utowski, Dep puty Warde en Bud Cla ayton, Counc cillors Gary Davison, D Da avid Jones, John Purdo on, John McDougall, M D Denis Doyle and a John Ing glis

ALSO PR RESENT:

County y: Liz Savill, CAO/Clerk; Marian Van nBruinessen, Treasurer; Paul Charbonneau, Dire ector of Eme ergency & Transportatio on Services; Julie Shillingtton, Adminis strator of Fairmount; Anne Marie Yo oung, Manag ger of Econom mic Sustainability; Joe e Gallivan, Manager of Sustaina ability Planning; Jannette Amini, Depu uty Clerk; An ngelique Tam mblyn, Exec cutive Assistant Media: Jeff Green, The Fronten nac News

C CALL TO OR RDER

Warden Gutowski G ca alled the mee eting to orde er at 9:07 a.m m. 2.

A ADOPTION OF O THE AGENDA Adoption n of the March M 8, 2013 2 Spec cial Meeting g of Coun ncil Agenda a as Circulate ed

Motion #: 102-13

y: Moved By Seconded d By:

ouncillor Purd don Co Co ouncillor Jones

BE IT RE ESOLVED THAT T Section 11.1 of Procedural By y-law 2010-0 0028 be waiv ved to amen nd the order of business b to hear the clo osed meeting g session im mmediately fo ollowing lunc ch. CARR RIED Motion #: 103-13

Moved By y: Seconded d By:

ouncillor Jones Co Co ouncillor Doy yle

RESOLV VED THAT th he agenda and a addendu um for the March M 8, 2013 special meeting of Co ouncil be adoptted as amended. CARR RIED

Special Me eeting of Counc cil Minutes March 8, 2013

c) March 8, 2013 Special Budget Meeting of Council

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AgendaItem#6d)

DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF

The Warden instructed the Clerk to record that in accordance with the Municipal Conflict of Interest Act, no disclosures of pecuniary interest or the general nature thereof were declared. 4.

DEPUTATIONS AND/OR PRESENTATIONS

REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 2013-053 2013 Revised Draft Budget Presentation

Motion #: 104-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Council of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. DEFERRED TO THE MARCH 20, 2013 COUNTY COUNCIL MEETING Motion #: 105-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

BE IT RESOLVED THAT the Finance Advisory Committee review that continuing purchase of equipment be placed under the Capital Budget. CARRIED Motion #: 106-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT the Utilities line of the Fairmount budget be reduced from $228,000 to $208,000. CARRIED Ms. Savill excused herself from the meeting at 10:05 a.m. Motion #: 107-13

Moved By: Seconded By:

Councillor Doyle Councillor Inglis

BE IT RESOLVED THAT the Fairmount Home Auditorium Project be approved. CARRIED Council recessed at 10:19 a.m. and reconvened at 10:36 a.m. Mr. Don Ross of the County’s Sustainability Advisory Committee addressed County Council with respect to the Sustainability - Economic Development - Planning portion of the 2013 Budget. Special Meeting of Council Minutes March 8, 2013

c) March 8, 2013 Special Budget Meeting of Council

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AgendaItem#6d)

He offered congratulations to members of Council, noting that the County of Frontenac has been ranked 2nd only behind Whistler B.C. as one of the top five municipalities in Canada displaying leadership in sustainability. Motion #: 108-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

BE IT RESOLVED THAT the Transportation line of the Sustainability - Economic Development Planning budget be increased from $10,000 to $11,000. CARRIED Motion #: 109-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

BE IT RESOLVED THAT a process be developed, including criteria, and approved by Council prior to funds being dispersed through the Small Scale Sustainability budget. CARRIED Motion #: 110-13

Moved By: Seconded By:

Councillor Doyle Deputy Warden Clayton

BE IT RESOLVED THAT the ICSP Monitoring (now referred to as ICSP Community Engagement) line of the Sustainability - Economic Development - Planning be reduced from $5,000 to $4,000. CARRIED Council recessed for lunch at 11:30 a.m. and reconvened at 12:30 p.m. Motion #: 111-13

Moved By: Seconded By:

Councillor Doyle Councillor Davison

BE IT RESOLVED THAT the Travel, Training, Conference Fees line of the Sustainability Economic Development - Planning budget be reduced from $19,710 to $9,000. CARRIED Council moved into Closed Session at 1:30 p.m. 6.

CLOSED MEETING As Authorized under Section 239 (2) of The Municipal Act, to consider: (d) labour relations or employee negotiations

Motion #: 112-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

RESOLVED THAT the Council of the County of Frontenac enter into a closed meeting as authorized by Section 239 of The Municipal Act in order to consider: d) Labour relations or employee negotiations. CARRIED Special Meeting of Council Minutes March 8, 2013

c) March 8, 2013 Special Budget Meeting of Council

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AgendaItem#6d)

Motion #: 113-13

Moved By: Seconded By:

Councillor Purdon Councillor Jones

RESOLVED THAT Council rise from the closed meeting and confirm the direction provided to staff within the closed meeting. CARRIED Council reconvened back into regular session at 1:50 p.m. and continued its deliberations on Report 2013-053, Financial Services – 2013 Revised Draft Budget Presentation. Motion #: 114-13

Moved By: Seconded By:

Councillor Davison Councillor McDougall

BE IT RESOLVED THAT the $817,734 of Federal Gas Tax Funding be transferred to the Townships for infrastructure. CARRIED Motion #: 115-13

Moved By: Seconded By:

Councillor Doyle Councillor Jones

BE IT RESOLVED THAT Report 2013-053, Financial Services – 2013 Revised Draft Budget Presentation be deferred to the March 20, 2013 County Council Meeting. CARRIED 7.

MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN

GIVING NOTICE OF MOTION

OTHER BUSINESS

PUBLIC QUESTION PERIOD

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

Motion #: 116-13

Moved By: Seconded By:

Councillor McDougall Deputy Warden Clayton

RESOLVED THAT leave be given the mover to introduce the following by-law that have been circulated to all members of Council and that this by-law be read a first and second time: By-law No. 2013-0007 - A by-law to confirm the proceedings of County Council at the special meeting of Council held on March 8, 2013. CARRIED

Special Meeting of Council Minutes March 8, 2013

c) March 8, 2013 Special Budget Meeting of Council

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AgendaItem#6d)

Motion #: 117-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the following by-law be read a third time, signed, sealed and finally passed: By-law No. 2013-0007 - A by-law to confirm the proceedings of County Council at the special meeting of Council held on March 8, 2013. CARRIED 12.

ADJOURNMENT

Motion #: 118-13

Moved By: Seconded By:

Deputy Warden Clayton Councillor McDougall

RESOLVED THAT the meeting hereby adjourn at 2:20 p.m. CARRIED

Janet Gutowski, Warden

Jannette Amini, Deputy Clerk

Special Meeting of Council Minutes March 8, 2013

c) March 8, 2013 Special Budget Meeting of Council

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AgendaItem#8a)

Report 2013-051 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Angelique Tamblyn Executive Assistant

Date Prepared:

March 7, 2013

Date of Meeting:

March 20, 2013

Re:

Administrative Services – Communications of Interest to Council

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

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

Comment A

Ministries, Other Municipalities, etc:

1. Ministry of Education, February 27, 2013 – Correspondence from Gabriel F. Sekaly, Assistant Deputy Minister, Business and Finance Division. The Ministry of Education is required to publish, for each common jurisdictional area, the proportion of enrolment between school boards by municipality. These proportions, which are updated annually, are to be used by municipal clerks and treasurers to distribute taxes on business property (i.e. commercial, industrial and pipeline), payments in lieu or any other rateable property which does not have designated tax support to school boards.
2. Office of R. Hillier, February 26, 2013 – Correspondence from David Shostal re: Bill 5 – PS Wage Freeze Legislation. On Thursday, February 28, 2013, the Legislative Assembly debated Bill 5: An Act to freeze compensation for two years in the public

Administrative Report Administrative Services - Communications of Interest to Council March 20, 2013

2013-051 March 20, 2013

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AgendaItem#8a)

sector. The bill was introduced by MPP Peter Shurman (Thornhill) (PC Critic of Finance) on February 25th, and follows through on a commitment made to their municipal partners. 3. Ministry of Community and Social Services, February 20, 2013 – Correspondence from Deputy Minister Marg Rappolt. Ontario’s 2005 Accessibility for Ontarians with Disabilities Act has resulted in new regulations and standards which are now in place to ensure all organizations take steps to both provide accessible customer service and build the accessibility needs of their employees into their human resources practices. The transfer of the ADO from their Ministry to the Ministry of Economic Development, Trade and Employment announced in February 19, 2013 Throne Speech is the natural next step in the evolution of Ontario’s accessibility journey. Other Correspondence:

1. Redistribution Federal Electoral Districts, February 14, 2013 – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012 has been released. The Commission is an independent body responsible for readjusting electoral boundaries in the province after the completion of the decennial census. www.federalredistribution.ca
2. KFL&A Public Health, March 8, 2013 – Correspondence from KFL&A Public Health advising of a meeting on Thursday, March 21, 2013, 9:30 a.m. to 11:30 a.m. at the KFL&A Public Health, Auditoriums A&B to discuss the Food Charter, a vision for a secure and sustainable food system, endorsed by the County of Frontenac and by the City of Kingston in late 2012. RSVP 613-549-1232 ext. 1232 ext. 1203.
3. The Great Waterway, March 4, 2013 – Correspondence from Great Waterways announcing an upcoming workshop on Place-Based Cultural Tourism in Belleville on March 27. The workshop is co-sponsored by The Great Waterway and The City of Belleville and there is no cost. Space is limited to 30 participants. To register: placebasedtourismworkshop.eventbrite.ca AMO Member Communications:
4. News Releases • AMO President Speaks to Municipal Challenges for Year Ahead at 2013 ROMA/OGRA Conference (February 26, 2013) • AMO President Asks Municipalities to Communicate Benefits of Canada’s Gas Tax Fund (February 26, 2013) • PC Leader Hudak’s ROMA/ OGRA Conference Speech http://www.youtube.com/watch?v=mMRRexgycDA (February 26, 2013) • Premier Wynne’s ROMA/OGRA Conference Speech (February 25, 2013) http://www.amo.on.ca/WCM/AMO/AMO_Content/Speeches/2013/PremierWynnesRo maOGRAConferenceSpeech.aspx • Remarks by ROMA Chair Bill Vrebosch at ROMA/ OGRA (February 25, 2013) • Economic Development Task Force February 2013 Update (February 14, 2013)
5. AMO Breaking News & Policy News • Speech from the Throne Emphasizes Action on Economic Growth, Infrastructure, Employment and Arbitration – The Ontario Legislative Assembly opened its new session on February 19th with Lieutenant Governor David Onley delivering Premier Kathleen Wynne’s government’s first Throne Speech. The Speech from the Throne was wide-ranging in its subject matter and showed the government’s willingness to find common ground with the Opposition parties to reflect the priorities of Ontarians. Administrative Report Administrative Services - Communications of Interest to Council March 20, 2013

2013-051 March 20, 2013

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AgendaItem#8a)

Contact Craig Reid, AMO Senior Advisor creid@amo.on.ca, 416-971-9856 ext. 334. (February 19, 2013) 3. Watch Files http://www.amo.on.ca/WCM/AMO/AMO_/About/Watch_File.aspx • February 14, 21, 28, March 7, 14, 2013 FCM Member Communications:

1. News Releases • Canada’s municipal leaders celebrate International Women’s Day (March 8, 2013) • Municipalities and wireless industry announce joint protocol on antenna siting (February 28, 2013) • New federal long-term infrastructure plan must provide secure, predictable funding for Ontario rural communities, says FCM (February 26, 2013) • New federal long-term infrastructure plan must provide predictable funding to Edmonton, says FCM president (February 21, 2013) • Winners of Sustainable Communities Awards unveiled in Windsor, ON (February 13,

• FCM Sustainability Conference Trade Show Kicks Off with Leading Green Technologies and Services for Municipalities (February 13, 2013) 2. PCP News • Leading Climate Action Webinar - Re: Leading Climate Action: Supporting Political Champions at the local level. ICLEI and the Centre for Civic Governance at the Columbia Institute invite you to attend a free webinar. March 26, 2013, 1:00-2:30 p.m. (March 4, 2013) • Youth engagement as drivers of environmental change (February 28, 2013) • Announcement - Muni Ahlawat will be leaving FCM on Friday, March 1st and moving forward support for the PCP secretariat will be provided by Thierry Mallette. (February 27, 2013) • Webinars Urban Heat Island Mitigation: Learning from Quebec, Tuesday, March 26, 1:00 to 2:30 p.m. EDT. Urban heat island mitigation initiatives implemented as part of the Quebec Government’s 2006-2012 Climate Change Action Plan (February 27, 2013) • PCP Energy Emissions and Management Tool – a new energy and emissions management tool or “PCP tool” is nearing completion. Access will be free to PCP members (February 26, 2013) B

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

1. News Releases • EOWC Launches New Video. Eastern Ontario Warden’s Caucus 2013 Priorities (March 5, 2013)

C

Agency/Board Minutes:

1. Kingston Frontenac Public Library Board Minutes • Minutes of January 23, 2012

Administrative Report Administrative Services - Communications of Interest to Council March 20, 2013

2013-051 March 20, 2013

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AgendaItem#8a)

D

The following items of correspondence require action: •

Township of South Frontenac, March 6, 2013 - Correspondence from Wayne Orr, CAO. The following resolution was passed requesting Council action:

That the Township of South Frontenac requests that in partnership with North, Central and Frontenac Islands, that the County of Frontenac finance the proposal of D.M. Wills Associates Ltd., in the amount of $10,740, to undertake the Frontenac Corridor Road Assessment. •

•

E

United Way serving KFL&A Success By 6, February 27, 2013 - Correspondence from Bhavana Varma, President & CEO thanking the County of Frontenac for its ongoing partnership with the annual Success By 6 Week which is held annually in May and requesting that County Council proclaim the week of May 4, 2013 as 2013 United Way Success By 6 Week to raise awareness about the importance of early childhood development and care. KFL&A Board of Health, February 27, 2013 – Correspondence from Charles Simonds, Chair of KFL&A Board of Health re: KFL&A Public Health Endorsement of Energy Drink Regulations. At its January 23, 2013 meeting, the Board passed a motion. The term energy drink refers to a category of beverages that usually contain a range of unique ingredients and may feature health claims related to their capacity to restore energy and alertness. The Board is urging the municipalities in the KFL&A area to withdraw the sale of energy drinks in municipally owned or operated facilities, including recreation centres.

County of Frontenac Outgoing Communications:

1. Media Releases: Recently Upgraded Frontenac Maps Offers Residents a Better View of the County (March 13, 2013)
2. E-Newsletters February edition of Frontenac County Bytes (attached)

Administrative Report Administrative Services - Communications of Interest to Council March 20, 2013

2013-051 March 20, 2013

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AgendaItem#8b)

MINUTES Regular Meeting #2013-01 Kingston Frontenac Public Library Board January 23, 2013 - 4:00 PM Delahaye Room, Central Library

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

1. CALL TO ORDER Ms. Richardson called the meeting to order at 4:00 PM.
2. ADOPTION OF THE AGENDA The agenda was accepted, with the addition of C.O.W. meeting schedule.
3. DECLARATIONS OF CONFLICT OF INTEREST There were no declarations of conflict of interest.
4. ACCEPTANCE OF MINUTES 4.1 Kingston Frontenac Public Library Meeting #2012-10 held December 12, 2012 2013-01 COUSINEAU - PATTERSON That the minutes of Regular Meeting #2012-10 of the Kingston Frontenac Public Library Board held December 12, 2012 be approved as circulated. CARRIED CONSENT AGENDA It was requested that item 6.1.1 be removed from the consent agenda for further discussion.
5. INFORMATION ITEMS 5.1 Correspondence / Information Received and Sent 5.1.1 From the Ministry of Tourism, Culture and Sport, an email sent on January 15, 2013 to inform us that we were approved for a Cultural Strategic Investment Fund grant to enhance our Francophone collection. Received since distribution of the agenda: 5.1.2 From the Ministry of Tourism, Culture and Sport, a letter dated January 9, 2013 to inform us that we were approved for a grant in the amount of $24,985 to support our application to the Cultural Strategic Investment Fund (CSIF). The grant will be approved pending receipt of the signed funding agreement along with other documentation.

a) January 23, 2013 Kingston, Frontenac Public Library

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AgendaItem#8b)

Minutes of Regular Meeting #2013-01 held January 23, 2013 Kingston Frontenac Public Library Board

Page 2

6. MONITORING REPORTS 6.1 Communication and Counsel 6.1.1 Chief Librarian’s Report (attached) Although there was a suggestion to look at the format of the Chief Librarian’s report, the consensus was to keep the format as it is, as it complies with the Carver Governance model and reiterates the responsibility of the Chief Librarian. 6.2 Emergency Executive Succession (attached)
7. Motion to Accept Consent Agenda 2013-02 PATTERSON – PURDON To accept the Consent Agenda, thereby accepting the materials on the consent agenda, excluding 6.1.1. CARRIED ACTION AGENDA
8. Business Arising from the Minutes There was no business arising from the minutes.
9. Action Items 9.1 Set Kilometre Rate 2013-03

GATFIELD - AITKEN

That the Board establish the per kilometre rate at 48 cents for 2013, and that the rate be reviewed in January 2014. CARRIED 9.2 Strategic Planning RFP A committee comprising four board members (Ms. Richardson, Councillor Neill, Mr. Knutsen and Ms. Cousineau) met earlier this month to look at the RFP and to bring a recommendation to the Board. City staff were consulted and the City RFP template was used for this document. In response to a question regarding demographics, it was explained that the registration information we collect is not detailed. We know whether the cardholder is under or over 16 years of age but we don’t have more clearly defined information. When we did the last survey, we looked at demographics based on the census. As suggested, in two instances the word may will be replaced with the word will in the RFP. 2013-04

GATFIELD - AITKEN

That the Board accept the Request for Proposal (RFP) as presented by the ad hoc Strategic Planning Committee, with the suggested change of “may” to will. CARRIED

ITEMS FOR DISCUSSION / EXPLORATION 10. Physical versus Digital Audiovisual Media This was brought to the board as suggested at an earlier board meeting. Ms. Enright reported that streaming costs about $6 and that at this time the circulation of e-books and digital and audiovisual media is a small percentage of our circulation. Providing these resources can have an impact on our budget.

a) January 23, 2013 Kingston, Frontenac Public Library

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AgendaItem#8b)

Minutes of Regular Meeting #2013-01 held January 23, 2013 Kingston Frontenac Public Library Board

Page 3

It was reported that 25.5 % of our circulation is DVDs and that some other library systems report DVD circulation as high as 40%. In addition, a DVD can circulate 125 times and more. Board members commented favourably on the DVD collection that we have, and in particular the foreign DVD collection. Due to the grant that we received, as well as the SOLS pool which refreshes the collection, we are fortunate to be able to offer a rich multi-lingual collection at Calvin Park branch. OTHER BUSINESS 11. Board Volunteer to drop puck at Frontenac’s Game – KFPL day February 10 at 1:30 PM Ms. Richardson will drop the puck at the hockey game. We will have a booth set up at the game to sign people up for cards. The Friends have generously provided funding for prizes at the game, and the 2013 Read Posters will soon be available. 12. COW Meeting Schedule It was suggested that we add to the schedule a C.O.W. meeting in April and June in anticipation of discussion that may be required resulting from the Strategic Planning process. The meeting can be cancelled if not needed. The revised Work Plan will be posted on the board portal. 13. NEXT MEETING DATE AND ADJOURNMENT The next Committee of the Whole meeting will be held at 4:30 PM, Wednesday, February 13, 2013 in the Delahaye Room, Central Library. The next regular Board Meeting will be held at 4:00 PM, Wednesday, February 27, 2013, in the Delahaye Room, Central Library. There being no further business, the meeting was adjourned at 4:50 PM.

Claudette Richardson, Chair

a) January 23, 2013 Kingston, Frontenac Public Library

Mary Glenn, Recording Secretary

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AgendaItem#8c) February Newsletter

Page 1 of 1

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

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

Fairmount Home Volunteers Contributed over 7,000 hours in 2012 Fairmount Home relies on their committed, enthusiastic and talented volunteers to provide many services and programs for residents. In 2012 a total of 118 registered Fairmount Home Volunteers contributed 7,398 recorded hours! Volunteers help in the General Store, in the Home’s extensive gardens, and with programs such as Beauty Break, Bingo, Baking, Crafts, Pub, Entertainment, Music Therapy, Art Therapy, Pet Therapy, exercise programs, outdoor walks, movies, one-to-one visits, and more. If you are interested in volunteering with Fairmount Home, please contact Lynda Laird at 613-546-4264 ext. 581 or at llaird@frontenaccounty.ca.

Community Paramedicine Pilot Project Approved for Wolfe Island At its meeting on February 20th, County Council unanimously supported the introduction of a Community Paramedicine Pilot Project on Wolfe Island. The project will include a bi-monthly clinic at the Wolfe Island Medical Clinic, which will be operated by paramedics and open to the entire community. The pilot project is an effort to investigate creative and alternative activities to support residents' efforts to stay in their homes longer. Community paramedicine can impact the demands placed on emergency health care and the region’s hospitals, contributing to the containment of health care costs.

Progress on the County’s Official Plan At a special meeting of County Council on February 20th, Joe Gallivan, Manager of Sustainability Planning, provided a draft outline for the first ever Frontenac County Official Plan. With a focus on six areas – Economic Sustainability, Growth Management, Community Building, Housing & Social Services, Heritage & Culture and Environmental Sustainability – County Council unanimously supported the proposed direction. Mr. Gallivan expects to present a first draft of the plan to Council in May, 2013.

Accessibility News The Joint Accessibility Advisory Committee is seeking members representing the Township of North Frontenac and the Township of Frontenac Islands. If you are interested in learning more, please contact Deputy Clerk, Jannette Amini at 613-548-9400 ext 302 or jamini@frontenaccounty.ca. Click here for more information on the committee’s mandate.

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

Upcoming Events North Frontenac Ompah Volunteer Firefighter Association Spring ATV Run April 27, 9 a.m. start doubles211@gmail.com Central Frontenac Sharbot Lake Farmers Market March 2, 16. Soldiers Memorial Workshops: Growing Organic March 2 Home Composting March 16 info@handsonharvest.ca South Frontenac Planning Meeting for the Verona Cattail Festival March 19, Lions Hall 6:00 p.m. - 9:00 p.m. Open to all, evening includes a potluck and the Verona Community Association AGM. For info call Wayne Conway: 613-374-3807 Frontenac Islands The Wolfe Island Historical Society Speakers Series Guest speaker: Captain Brian Johnson, Wolfe Islander III March 20, 7:30 p.m. Wolfe Island United Church

The committee is currently reviewing and submitting comments regarding proposed changes to the Ontario Building Code. For more information on the Building Code, click here to email the Ministry of Municipal Affairs and Housing. On January 1, 2013 the Integrated Accessibility Standards Regulation was amended to include accessibility requirements for the Design of Public Spaces. Click here for more information on these amendments.

County Trivia: Did you know? “In August, 1884, the council appointed a committee to draft specifications for a new town hall in the village of Mountain Grove to be 24 ft by 36 ft with an addition or anteroom 12 ft by 20 ft… Mr. Wm. Crawford’s tender of $670 was accepted to build the hall by 30 November. The hall was finished on time and provided with a stove, chairs and other furnishings.”

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

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b) March Edition of Frontenac County Bytes

3/7/2013

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AgendaItem#9a)

a) March 5, 2013 Township of South Frontenac

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b) February 22, 2013 United Way

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AgendaItem# 101011011a)

Report 2013-049 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Jannette Amini Deputy Clerk

Date prepared:

February 25, 2013

Date of meeting:

March 20, 2013

Re:

Administrative Services – Proposed Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper

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

Background The Ministry of Municipal Affairs and Housing (MMAH) is developing potential enhancements to current accessibility requirements in buildings. Public consultation on these potential updates to accessibility requirements in the Ontario Building Code is now underway through a Consultation Paper by the Ministry of Municipal Affairs and Housing for public review and comment by stakeholders and the public. The public consultation document for the Ontario Building Code may be viewed at www.mah.gov.on.ca/Page10160.aspx.

Comment An inter-departmental accessibility staff team has been established for the County of Frontenac for the purpose of reviewing and ensuring that the County is in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) as well as remaining informed and up to date on potential future changes in legislation with respect to accessibility. As part of that mandate, the accessibility staff team met on February 25th to review and discuss the Building Code Consultation Paper. Administrative Report Administrative Services – Proposed Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper March 20, 2013 Page 1 of 3

a) 2013-049 Proposed Amendments to the

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AgendaItem# 101011011a) Further to this, a report identifying the Consultation Paper was presented to the Joint Accessibility Advisory Committee at its meeting held February 22, 2013 requesting that members review the Consultation Paper and provide their comments to staff for inclusion in the County’s submission to the MMAH. Staff is proposing that Council consider the following comments be forwarded to the Ministry of Municipal Affairs and Housing: Key Areas of the Consultation Paper

1. Renovations

2. Barrier-Free Path of Travel (Common Access and Circulation)

3. Vertical Access (Elevators)

4. Visitable Suites in MultiUnit Residential Buildings

5. Adaptable Design and Construction

6. Visual Fire Alarms

Comments ¾The final proposed Standard Recommendation provides for limited exemptions such as “hardship”. The term hardship should be clearly defined. ¾With respect to wider clear door widths, more research on the average footprint of a wheelchair needs to be done. Clear width of doorways need to accommodate power assisted devices some of which staff believes are increasing in size. ¾The general approach in this Consultation Paper is to accommodate a person using a manual wheelchair as the Ministry of Health and Long-Term Care indicates that funding for manual wheelchairs is significantly more in demand than funding for power wheelchairs and scooters; however if the Province wants to be universally inclusive, it needs to take a serious look at scooters. As the aging population continues to increase rapidly, many people use scooters as a means of independence such as independent shopping excursions or those with chronic COPD. ¾The County of Frontenac supports the proposed updates noted in this section. ¾The County of Frontenac supports the proposed updates noted in this section. ¾With respect to residential barrier free suites, the update to the Building Code will only require that a barrier free doorway will only be required through at least one bedroom. The County of Frontenac feels that all bedrooms should be mandated to have a barrier free doorway in a barrier free suite as this suite could be occupied by a person with a disability who will need access to all bedrooms in the unit such as a parent needing to enter a child’s bedroom. ¾With respect to residential barrier free suites, the update to the Building Code requires that suite entrance doors in all residential apartment buildings must include rough-ins for power door operators, to facilitate installation if needed at a later date; however this update is silent as to who would be responsible to bear the cost should power door operators be required. Further to this, the County of Frontenac questions what the implications would be of power interruptions for a person requiring a power door. ¾The County of Frontenac supports the proposed updates noted in this section. ¾The County of Frontenac questions why hardwired smoke alarms in single family homes would require a visual

Administrative Report Administrative Services – Proposed Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper March 20, 2013 Page 2 of 3

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AgendaItem# 101011011a) Key Areas of the Consultation Paper

7. Washrooms

8. Use of Guidelines and Resource Materials

9. Other Technical and Administrative Changes

Comments component, compared with residential apartment buildings suites which only require rough-ins for visual firm alarms. ¾The County of Frontenac is concerned that the updates to the Building Code is mandating requirements in private homes. ¾The County of Frontenac supports the proposed updates noted in this section; however it feels that the requirement for at least one universal toilet room and the requirement for space to be provided for an adult change table in all universal toilet rooms should only apply to new builds as the space requirement to do this may not be feasible in existing buildings where a washroom renovation is taking place. ¾With respect to the required 1.5 m2 turning space in washroom stalls, the County of Frontenac reiterates its earlier comments that the updates should look beyond standard manual wheelchairs if the Province wishes to be all inclusive. ¾The County of Frontenac supports the proposed updates noted in this section. ¾The County of Frontenac is concerned that should a fire or other disruption occur that requires evacuation of a movie theatre, dispersed seating could pose a safety issue for those with mobility aids when attempting to exit the theatre. Although the County of Frontenac agrees with the intent of the updates that accessible seating should be dispersed to provide a choice of viewing locations and a clear view of the event taking place, it feels that safety issues may require further consideration prior to adoption.

Sustainability Implications Creating barrier-free communities through accessibility planning will enhance the County’s move towards its 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 Considerations At present, this is a Consultation Paper with respect to potential amendments to the Ontario Building Code. There are not financial implications associated with this report.

Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Staff Accessibility Team County of Frontenac Accessibility Advisory Committee Joe Gallivan, Manager of Sustainability, Planning Tom Mercer, Manager, Environmental Services Marian VanBruinessen, Treasurer Administrative Report Administrative Services – Proposed Amendments to the Ontario Building Code – Accessible Built Environment Consultation Paper March 20, 2013 Page 3 of 3

a) 2013-049 Proposed Amendments to the

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AgendaItem# 101011011b)

ADMINISTRATIVE REPORT To:

Warden and Council Members Council

From:

Elizabeth Savill CAO

Date prepared:

March 14, 2013

Date of meeting:

March 20, 2013

Re:

Administrative Services – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012

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

Background The Government of Canada established a process for readjusting federal electoral boundaries under the Electoral Boundaries Readjustment Act. As required under the Act, the Federal Electoral Boundaries Commission for the Province of Ontario was established by proclamation on February 21, 2012. The Commission was made up of Mr. Justice George Valin of the Superior Court of Justice (appointed by the Chief Justice of Ontario) as Chair and Mr. Douglas Colbourne, an arbitrator and mediator form Toronto with extensive knowledge and experience in municipal matters across the province, and Dr, Leslie A. Pal, Chancellor’s Professor of Public Policy and Administration at Carleton University (both appointed by the Speaker of the House of Commons). The Commission was responsible to act as an independent body to propose changes to the electoral boundaries within Ontario based on the formula and rules that determine the number of electoral districts to be represented in the House of Commons as set out in the Constitution Act, 1867. Following the last decennial census, the census information had been analyzed by the Commission, the implications on existing electoral districts considered, and a redistribution proposal developed and published.

Comment At its October 17, 2012 meeting, Council of the County of Frontenac passed the following resolution:

Motion #: 283-12

Moved by: Seconded by:

Councillor Jones Deputy Warden Doyle

Administrative Report Administrative Services – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012 March 20, 2013 Page 1 of 3

b) 2013-058 Report of the Federal Electoral

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AgendaItem# 101011011b)

RESOLVED THAT the Council of the County of Frontenac receive the Administrative Services – Electoral Boundaries Reform report; AND FURTHER that the Council of the County of Frontenac advise the Electoral Boundaries Commission that it is opposed to the creation of the proposed electoral districts of Lanark-Frontenac-Hastings and Belleville-Napanee-Frontenac; AND FURTHER that the Council of the County of Frontenac propose to the Electoral Boundaries Commission to consider the readjustment of the electoral district affecting the County of Frontenac as follows: • Frontenac-Lennox and Addington to include the Townships of South Frontenac, Central Frontenac and North Frontenac; the County of Lennox and Addington; and the rural section of the City of Kingston comprised of the former Townships of Pittsburgh and Kingston located north of Highway 401 AND FURTHER that the Council of the County of Frontenac urge to the Electoral Boundaries Commission to consider to following to address the ripple effect that would be created by the proposed Frontenac-Lennox and Addington electoral district: • Kingston and the Islands to include the City of Kingston, except that area located north of Highway 401, and the Township of Frontenac Islands • Hastings-Belleville to include all of Hastings County and the City of Belleville • Lanark-Carleton to include all of the County of Lanark and part of the rural west end of the City of Ottawa AND FINALLY, this alternative proposal be: 1.

Circulated to the Townships of North Frontenac, Central Frontenac, South Frontenac and Frontenac Islands seeking their support;

Shared with the Counties of Hastings, Lennox and Addington, and Lanark, and the City of Kingston; and

Presented at the public hearing being held by the Electoral Boundaries Commission on November 7, 2012. CARRIED

The CAO attended the hearing as directed by Council on November 7th and presented Council`s recommendation. A bound copy of the presentation was also provided to the Commissioners. The Commission Report to the Chief Electoral Officer of Canada dated February 14, 2013 redraws the province’s federal electoral map. It was tabled in the House of Commons on February 25, 2013.

Administrative Report Administrative Services – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012 March 20, 2013 Page 2 of 3

b) 2013-058 Report of the Federal Electoral

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AgendaItem# 101011011b) The Commission has significantly revised the electoral boundaries contained in its original proposal. It has acted on the criticism received of its attempt to realign Eastern Ontario outside of Ottawa on an east-west axis. The Commission also heard and acted on the greater weight placed by the public in Eastern Ontario on community of interest rather than on “an impersonal numerical quota”. The revised boundaries find the electoral district of Kingston and the Islands changed to exclude that portion of the City of Kingston north of Highway 401. A new Lanark-Frontenac consists of the three mainland Townships of Frontenac, all of Lanark County including the Separated Town of Smiths Falls and that portion of the City of Kingston falling north of Highway 401. Although these boundaries are not precisely what County Council was recommending, they go a long way to address both the community of interest and historical relationships concerns raised with the Commission. This report now goes through a parliamentary committee process which allows Members of Parliament to file objections. The Commission will consider any objections filed and decide whether to modify any boundaries or district names. A final report is then submitted to the Speaker of the House of Commons and the representation order is prepared, proclaimed and published in the Canada Gazette. Publication is scheduled for September 2013. The earliest a general election could be called where the new boundaries would take effect is April 2014.

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

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

Organizations, Departments and Individuals Consulted and/or Affected

Administrative Report Administrative Services – Report of the Federal Electoral Boundaries Commission for the Province of Ontario 2012 March 20, 2013 Page 3 of 3

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AgendaItem# 101011012a)

Report 2013-055 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Anne Marie Young Manager of Economic Sustainability

Date prepared:

March 13, 2013

Date of meeting:

March 20, 2013

Re:

Sustainability – FCM Sustainable Communities Conference FollowUp Report

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

Background The FCM Sustainable Communities Conference is an annual event that provides municipal leaders with proven solutions for sustainable community development.

Comment The 2013 Conference was attended by the Deputy Warden, two members of the Sustainability Advisory Committee and the Manager of Economic Sustainability. The Deputy Warden was a presenter in the session – Making Sustainability Work in Rural Communities. The Manager of Economic Sustainability participated in a round table session as a leader addressing rural issues. The following is a compilation of the session notes of the attendees. For full reports and presentations visit the FCM website at http://www.fcm.ca/home/events/past-conferences.htm. Sustainable Infrastructure - Bridging the Canadian Infrastructure Gap • We tend to think of infrastructure as a problem rather than a foundation; infrastructure makes healthy cities possible. • The best way to change human behaviour is through the wallet; most European communities would think we are crazy to use potable water to flush toilets or water golf courses. Administrative Report Sustainability – FCM Sustainable Communities Conference Follow-Up Report March 20, 2013

a) 2013-055 FCM Sustainable

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AgendaItem# 101011012a) •

•

Municipalities are on the front lines of infrastructure maintenance and management, but lack access to the tax dollars necessary for repairs and expansions. Canada has recently enjoyed a period of renewal and reinvestment after 3 decades of underfunding and deferred infrastructure maintenance. What kind of infrastructure will we build for future generations? This plenary presented the findings of the Canadian Infrastructure Report Card on the state of Canada’s municipal roads and water systems and the critical need for long-term solutions. It was followed by a discussion among experts in public transit, water and wastewater, and asset management exploring how sustainable, innovative infrastructure can build a more solid foundation for all Canadians.

Tools of Climate Change • Climate change is not an environmental issue; it is about how you build your community. • Participants learned about best practices for developing a climate change action plan. • Dozens of local governments across the country have joined the Partners for Climate Protection (PCP) program, committing to reduce greenhouse gas emissions and taking action on climate change. This session introduced participants to key tools, resources and strategies to advance climate action and complete the program’s five-milestone framework. • Municipalities in Ontario found this session of particular interest as a means to help prepare for meeting new requirements for inventorying and energy management planning under regulation 397/11 of the Green Energy Act. Making Sustainability Work in Rural Communities • As intelligent communities emerge across Canada, access to high-speed telecommunications infrastructure is essential for rural communities. • Changes in resource availability mean rural communities must think differently about sustainable infrastructure. • Most Canadian communities are small-urban or rural. They face many of the same sustainability challenges as their larger counterparts, in addition to concerns related to geographical location and smaller populations. • This session examined unique issues such as Internet connectivity, energy efficiency and renewable energy, and their impact on economic development and community sustainability. It also explored ecosystem services in a tourism-driven economy, and how one sustainability plan has encouraged hundreds to share ideas about their community’s future. Smart, Connected, Communities • Innovation is the engine and productivity gives you time. • Partner, partner, partner - don’t wait for senior levels of government. • In this session, Nitin Kawale, President of Cisco Canada, showed why innovation is at the heart of addressing many of today’s most pressing global challenges. Leveraging the power of innovation presents municipal leaders with great opportunities to build advanced and sustainable communities. But, navigating these opportunities can be a challenge as decision-makers struggle to keep pace with the fast-changing state of technology. As Canadians continue to integrate technology like social media, mobile devices and the Internet into their daily routines, it has become clear that technology is an important enabler of sustainable communities. Through innovation, municipal leaders can drive meaningful change in the social, environmental and economic pillars of sustainable communities. The Role of Sustainability Indicators • Many Canadian municipalities are starting to integrate sustainability indicators into their budgeting and planning processes. • Session participants amply highlighted the benefits of development indicators to achieving progress on sustainability. • Many local governments are implementing new sustainability plans. This session described how three Canadian cities have approached development of sustainability indicators, and explored how sustainability indicators can contribute to innovation. Among other things, the Administrative Report Sustainability – FCM Sustainable Communities Conference Follow-Up Report March 20, 2013

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AgendaItem# 101011012a) City of Surrey described its innovative online Sustainability Dashboard; the City of Calgary discussed its 2020 Sustainability Direction; and the City of Markham shared its experiences developing Canada’s first municipal sustainability report using the Global Reporting Initiative framework. The Intersection of the Creative Class and Local Government - Why Creativity is the New Economy • The knowledge economy requires sustainable use of human and natural resources. • Only six to seven per cent of Canadian workers are in manufacturing, while 41 per cent are members of the creative class. • Regions are becoming more specialized in economic activity, creating a global battle for talent. Combining in-depth analysis, cutting-edge trends, compelling personal stories and a touch of humour, Dr. Richard Florida presented his insights into how creativity and the Creative Class are revolutionizing the global economy during a time of “Great Reset”. Looking toward the future, Florida identified the patterns that will drive the next Great Reset and transform virtually every aspect of our lives — from how and where we live, to how we work, to how we invest in individuals and infrastructure, to how we shape our cities and regions. He showed how these forces, when combined, will spur a fresh era of growth and prosperity, define a new geography of progress, and create surprising opportunities for all of us. He took a deeper look at the forces reshaping our economy, giving us a provocative new way to think about why we live as we do and where we might be headed. Florida used lessons from the last ten years to show how Creative Class theory has grown from a prediction to a prescription for an economy in turmoil, outlining the need for a Creative Compact — a new social compact that can put us back on the path to economic growth. The Next Frontier of Waste Management • The Zero Waste Marketing Council would like to see a cradle to cradle approach to all materials to close the loop on waste. • Canada is a leader in electronic waste recycling through stewardship; by the end of 2013, every province will have an electronic stewardship program. • Local governments in Canada are at a tipping point: waste-diversion rates are on the rise, but so is total waste in landfills. Canadians produce more waste per capita than any of their peer countries-reversing this trend will require municipal leadership and collaboration with other sectors. • This interactive session introduced the National Zero Waste Marketing Council. It also featured presentations from the electronic waste, construction waste and plastics sectors, including successful strategies and best practices for reducing and diverting waste. The Rural Infrastructure Challenge • Fixing rural infrastructure is key to Canada’s growth. • Core economic infrastructure will allow rural municipalities to deal with priorities that impact the movement of good and trade • Building more roads is not a sustainable response to population growth; we must create great public spaces for people of all ages. • Harness citizens’ imaginations to find ways to make communities more inclusive, liveable and resilient. • Rural municipalities face difficult barriers to providing the infrastructure their communities need. They need a new, long-term public investment in rural municipal infrastructure to support their communities and industries, help them to attract new residents, improve Canada’s economic competitiveness, and create jobs and growth. • This workshop examined the challenges rural municipalities face in maintaining and replacing aging and over-capacity roads and bridges, wastewater systems and other core infrastructure that supports rural industry and vibrant rural communities. FCM presented its proposed solutions to the rural infrastructure challenge. Administrative Report Sustainability – FCM Sustainable Communities Conference Follow-Up Report March 20, 2013

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AgendaItem# 101011012a) Building Communities for Generations • Building more roads is not a sustainable response to population growth; we must create great public spaces for people of all ages. • Harness citizens’ imaginations to find ways to make communities more inclusive, liveable and resilient. • Canadians are living longer and the demographics of Canada are changing. As our population ages, questions arise about how to support aging in place and build vibrant communities for the young and old, and everyone in between. This panel brought together leading thinkers from different generations to discuss how municipalities can provide the foundation for our communities to flourish for generations to come. • To better understand the main stream of this session one should watch the videos on the Parks and Recreation page of www.8-80cities.org. In conclusion, the following was offered by Deputy Warden Clayton: The FCM Sustainable Communities Conference and Trade Show was, in the estimation of this writer, an exercise in change. One of the speakers in the last session, Gil Penalosa, is an exciting, energetic, and dynamic personality. When he asks the question, “what is our largest public space?” and when you realize that our roads are the largest public space, the operative word being public, not private; one begins to understand that we must change the way we operate. Are our public roads only for cars? We as municipal politicians must change the way we view the future, our planners must change the way they view the future, and we must have the political will to make the changes required. What we are doing now is unsustainable; only planned change will bring us to the future we all desire, not only for ourselves, but for all Humanity. I would attend another such conference in a heartbeat, Council willing.

Sustainability Implications By attending the FCM Sustainable Communities Conference, the County of Frontenac continues to gain the knowledge and insight needed to identify challenges, analyze options and develop effective ways to overcome the issues it faces to support the main focus areas adopted in Directions for Our Future.

Financial Implications There are no financial implications to this report.

Organizations, Departments and Individuals Consulted and/or Affected Sustainability Advisory Committee Deputy Warden County of Frontenac Staff

Administrative Report Sustainability – FCM Sustainable Communities Conference Follow-Up Report March 20, 2013

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AgendaItem#10102a)

Report 2013-050 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

March 4, 2013

Date of meeting:

March 20, 2013

Re:

Financial Services – 2012 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees

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 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 April 4, 2012 County Council adopted By-law No 2012-0010 being a by-law to adopt the estimates for the sums required during the year 2012 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. Administrative Report Financial Services – 2012 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 20, 2013 Page 1 of 3

2013-050 2012 Remuneration and

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AgendaItem#10102a)

Comment By-law No. 2012-0010 outlined the remuneration to be paid to Councillors and Non-Council Appointees of the County. The following tables summarize the amounts disbursed in 2012: COUNTY COUNCIL: Council Members Janet Gutowski Gary Davison Denis Doyle David Jones John McDougall Bud Clayton John Inglis John Purdon LIBRARY:

Compensation as Council Expenses Mileage Net of HST Member or Appointee $ $ $ 19,261.20 229.13 1,579.20 8,674.56 1,111.11 529.44 8,074.56 364.80 8,139.51 756.88 8,974.56 1,378.08 8,275.32 2,311.32 7,549.56 1,435.68 7,474.56 824.64

Library Board Appointees Paige Cousineau Wilma Kenny John Purdon ACCESSIBILITY: Ontarians with Disabilities Appointees Gary Davison* John McDougall Francine Arsenault Danka Brewer Neil Allen GREEN ENERGY: Green Energy Task Force Appointees Matt Fiene David Hahn John Kittle Brad Leonard Janet Gutowski* Denis Doyle* John Inglis Maris Krumins

PerDiem Mileage Net of HST $ $ 1,125.00 1,817.76 1,725.00 420.00 825.00 849.60 Per Diem Mileage Net of HST $ $ 225.00 21.60 375.00 118.08 300.00 56.46 150.00 76.80 525.00 49.92 Conference Fees Mileage Net of HST $ 954.04 14.40 1,499.28 817.33 175.20 4.80 172.80 96.00 455.04 216.00

Administrative Report Financial Services – 2012 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 20, 2013 Page 2 of 3

2013-050 2012 Remuneration and

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AgendaItem#10102a)

SUSTAINABILITY: Sustainability Advisory Committee Appointees Geoff Sandiford Ron Hipfner Don Ross John Kittle John McDougall Janet Gutowski

Mileage Net of HST $ 191.04 300.48 50.88 180.48 86.40

TRAILS: Trails Advisory Committee Appointees

Mileage Net of HST $ 253.92 647.52

Denis Doyle* John Inglis* Allan McPhail Dieter Eberhardt Derrick Spafford Joan Hollywood 190.08 Marc Moeys 150TH ANNIVERSARY: Mileage Net of HST 150th Anniversary Committee Appointees $ Marcel Giroux 134.40 Janet Gutowski* 86.40 Gary Davison* 67.20 Phil Leonard 31.20 Jim Vanden Hoek Barbara Sproule 115.20 ∗ Mileage amounts for Council members are not always delineated by committee.

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

Sustainability Implications Governance – appropriate stewardship of County resources.

Recommendation RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – 2012 Remuneration of Expenses to Council Members and Non-Council Appointees report for information only.

Organizations, Departments and Individuals Consulted and/or Affected Jannette Amini, Deputy Clerk Administrative Report Financial Services – 2012 Remuneration and Reimbursement of Expenses to Council Members and Non-Council Appointees March 20, 2013 Page 3 of 3

2013-050 2012 Remuneration and

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AgendaItem#10102b)

Report 2013-052

ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

February 27, 2013

Date of meeting:

March 20, 2013

Re:

Financial Services – 2013 User Fees and Charges for Services By-law

Recommendation RESOLVED THAT County Council accept the Financial Services – 2013 User Fees and Charges for Services By-law report; AND FURTHER THAT Council instruct the Clerk to introduce a User Fees and Charges By-law later in the meeting.

Background Subsections 391 (1) and (3) of the Municipal Act, 2001 S.O. 2001, c. 25, as amended authorize a municipality to impose fees or charges including costs incurred by the municipality related to administration, enforcement and the establishment, acquisition and replacement of capital assets. Subsection 394 (1) outlines restrictions on the imposition of user fees or charges.

Comment The County currently imposes fees in five main areas: Administration:

Fees are charged for photocopying, faxing, document research and provision of GIS documents. No change is proposed in this area. (Schedule A)

Land Use Planning:

The Tariff of Fees for land use planning applications was approved in 2000 through Council resolution. These rates have been reviewed and

Administrative Report Financial Services – 2013 User Fees and Charges for Services By-law March 20, 2013

2013-052 2013 User Fees and Charges

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AgendaItem#10102b)

no changes are proposed. (Schedule B) Fairmount Home:

Charges are applied for the provision of Meals on Wheels and other catering activities. The County also provides telephone and satellite service to the residents of Fairmount Home. Revisions to the Bylaw are identified in a revised Schedule C included in Appendix A and reflect general changes in expenses.

Frontenac Paramedic Services:

Paramedic Services are requested occasionally to provide services at community events. The rate for cost recovery on these services has been reviewed and changes are recommended to Schedule D as outlined in Appendix A based on changes in wage rates and the increased cost of vehicles and equipment.

Frontenac-Howe Islander Ferry:

The rates are set annually prior to year-end for the next calendar year by separate County By-law (2013 rates are set in By-law No.2012-029) and are not included in this report.

Sustainability Implications Governance – Financial planning must be linked to the goals of the County’s Directions for Our Future, and must also be utilized to appropriately allocate resources in line with Council’s strategic priorities.

Financial Implications The user fees and charges for services rates have been reflected in the 2013 Budget to the extent these could be estimated. All fees, other than for exempt services, are subject to the applicable taxes.

Organizations, Departments and Individuals Consulted and/or Affected Paul Charbonneau, Director of Emergency and Transportation Services Julie Shillington, Administrator of Fairmount Home Joe Gallivan, Manager of Sustainability Planning David Millard, Manager of Information Services

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Appendix A SCHEDULE A FEES FOR SERVICES FOR COUNTY ADMINISTRATION AND GEOGRAPHIC INFORMATION SYSTEM (GIS) MAPPING

ADMINISTRATION Photocopying (per copy) ………………………………………………… Faxing (per page) ………………………………………………………… Archival Material Search – Hourly Rate ………………………………..

$0.25 $1.00 $35.00

GEOGRAPHIC INFORMATION SYSTEM (GIS) AND MAP-RELATED PRODUCTS Digital True Colour Ortho-Photography (1km x 1km tiles - MrSID, GeoTIFF; includes processing and shipping) ………………….………

$25.00/tile

Printed Map Products County of Frontenac Street Atlas (printed and bound)…….…………. $50.00/copy Individual Township Street Atlas (printed and bound)………………… $15.00/copy Small Basic Map (8½” x 11”; no customization) Black and white ……………………………………………………. Colour ……………………………………………………………….

$6.00 $8.00

Medium Basic Map (11” x 17”; no customization) Black and white ……………………………………………………. Colour ……………………………………………………………….

$10.00 $12.00

Large Basic Map (no customization, exceeds 11” x 17” and up to 42” wide; requires the use of large scale GIS plotter) ……………………..

$30.00

Custom Map Products Hourly Rate (includes mapping/analysis/consultation; does not include printed final product or shipping charges; minimum fee of 1 hour) …. Note:

$40.00

These fees are not applicable to services provided to the Townships within the County of Frontenac.

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SCHEDULE B TARIFF OF FEES FOR LAND USE PLANNING

Subdivisions/Condominiums Initial Application Fee For any proposed plan of subdivision submitted to the County of Frontenac for approval: Up to 20 developable lots/blocks/units ……………………………. $2,600 21 to 50 developable lots/blocks/units …………………………….. $4,000 More than 50 developable lots/blocks/units ………………………. $6,000 Refund Sixty per cent (60%) of the Initial Application Fee shall be returned if an application is rejected by the County of Frontenac as being deemed incomplete or is withdrawn prior to circulation Major Plan Revision (re-circulation) ……………………………………………

$1,000

Minor Revision or Emergency Extension ……………………………………… $ 400 For minor revisions to the draft plan and/or draft conditions, which do not require major re-circulation and for each three (3) month emergency extension to draft approval Draft Approval Extension For each one (1) year extension of draft approval beyond the usual three (3) years draft approval ………………………………………………..

$ 600

Final Plans for Registration ………………………………………………………

$ 600

Condominiums Exemption Application Fee …………………………………………………………………… $1,000 For any plan of condominium submitted to the County of Frontenac for exemption under Section 50 of The Condominium Act, R.S.O. 1990, C26, as amended. Part Lot Control Final Approval …………………………………………………………………….. $ 300 Payable prior to the by-law being given final approval by the Council of the County of Frontenac. Other Charges The applicant shall provide the County of Frontenac, upon request, a deposit against which the County may, from time to time, charge any professional fees and expenses incurred related to peer review. If such fees and expenses exceed the deposit, the Applicant shall pay the difference upon being billed by the County with interest at a rate of 1.25% per month on accounts overdue more than thirty (30) days. Administrative Report Financial Services – 2013 User Fees and Charges for Services By-law March 20, 2013

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SCHEDULE C FEES FOR SERVICES FOR FAIRMOUNT HOME

Meals on Wheels Supper …………………………………………………………………….

$6.50

Other Charges Satellite Television for Residents ………………………………………. $5.00/month Telephone for Residents ………………. $7.00/month plus long distance charges

External Catering See attached External Catering Form

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CATERING ORDER FORM County of Frontenac

Name of event:

Date of event:

Time of delivery:

Delivery location:

Requested by:

Telephone:

Number of staff

Number of residents

Department:

Cost Centre #

No. of visitors

Number of invitees

External billing: Name and address fo r external billing must be pro vided by Department

ITEMS REQUESTED Beverages

Servings Unit Cost

Coffee, small pot Serves 8 Percolator/Urn Serves 30-40 Thermal container, large…………….

ITEMS REQUESTED Miscellaneous Items

Servings Unit Cost

Yogurt……………………………….. Chips, plain, 43 g…………………… Pickle bowl………………………….

1.00 $ 1.00 2.95

Coffee envelopes, decaffeinated…… Tea bag and hot water……………… Iced Tea, can Diet/Regular Juice, 114 ML……………………….

0.65 1.00 1.00 0.95

Soup of the day, bowl……………… 1.50 Fruit, each…………………………… 0.85 Subtotal Miscellaneous $ Buffet Trays

Juice, can…………………………… Juice, bottle…………………………. Pop, can Diet/Regular

1.25 1.50 1.00

Choice of salads - Caesar, Garden, Greek, Pasta Salad, small Salad, medium

12.00 18.50

Punch bowl, small Serves 35-40 Punch bowl, large Serves 50 Bottled water, 330 ML………………

10.00 15.00 1.50

Salad, large Vegetables with dip, small Vegetables with dip, medium

28.30 17.75 25.00

1.00 Subtotal Beverages $

Bakeshop Muffins……………………………….

1.00 $

Vegetables with dip, large Cheese, fruit and crackers, small Cheese, fruit and crackers, medium Cheese, fruit and crackers, large

40.00 25.00 40.00 60.00

Gourmet baked cookies……………. Croissants…………………………… Danishes…………………………….

0.95 1.25 1.25

Fruit tray, small Fruit tray, medium Fruit tray, large

15.50 25.00 40.00

Eclairs………………………………. Squares, tea cut 4 each order Squares, lunch cut 2 each order Cake, slab sheet Serves 60-80

1.50 1.25 1.25 40.00

Platter, sandwiches, tea cut, each Platter, sandwiches, gourmet, each

Cake, ½ slab……………………….. Cake, gourmet……………………… Cheesecake…………………………

25.00 3.00 35.00

Plates, small, 6” Plates, large, 9” Knives

0.10 0.05 0.03

Forks Spoons Napkins

0.03 0.03

Styrofoam cups 0.02 Straws 0.02

• China remains the standard. Paper and plastic utensils provided on request ONLY. Subtotal Paper Products $

Pie, fruit………….. Serves 8 Pie, cream………. Serves 8

12.00 10.00 Subtotal Bakeshop $

Other Items** Ice water, jug……. no charge Bag lunch, staff……………………… Bag lunch, resident……………………

$

Extended Cost

8.00 $ 35.00 70.00

Milk, 250 ML 2% , Skim, Chocolate

$

Extended Cost

2.95 3.25 Subtotal Buffet Trays $

Paper Products*

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SCHEDULE D FEES FOR SERVICES FOR FRONTENAC PARAMEDIC SERVICES

Special Requests Attendance of one (1) Ambulance and Paramedic crew at Special Events Basic Charge: 4 hours coverage minimum charge ……………………………..

$836

Additional Charges: For each hour or portion thereof ………………………………….

$209

The deposit amount is due prior to the event and any adjustment/refund will be resolved after the special event.

Physical Fitness Test Per Test ……………………………………………………………………

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$160

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Report 2013-053

ADMINISTRATIVE REPORT To:

WARDEN AND MEMBERS OF COUNCIL

From:

Elizabeth Savill CAO

Prepared by:

Marian VanBruinessen Treasurer

Date prepared:

March 6, 2013

Date of meeting:

March 8, 2013

Re:

Financial Services – 2013 Revised DRAFT Budget Presentation

Recommendation RESOLVED THAT the Council of the County of Frontenac accept this Financial Services – 2013 Budget Presentation report for discussion; AND FINALLY THAT the Council of the County of Frontenac pass a by-law later in the meeting approving the 2013 Budget as amended. Background Under the Municipal Act, 2001, S.O. 2001, CHAPTER 25, as amended, Section 289(1) states an upper-tier municipality shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the upper-tier municipality.

Comment Direction Received: During budget deliberations on February 20, 2013 Council directed revisions as follows:

Governance Conference Fees, Training, Travel and Membership Fees Public Relations Council Compensation (0% increase) Additional costs of one Council Member to each the Sustainability and Trails Committees Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013

2013-053 2013 Revised Draft Budget

Total impact

Levy impact

-18,500 -20,000 -1,335

-18,500 -20,000 -1,335

900

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Other Corporate Training, conference, travel and memberships Communications

-8,700

-8,700

-20,934 -11184

-20,934 -11,184

Fairmount Adjust Fairmount budget

-21933

Land Ambulance Ministry Funding re WI Community paramediciine project Maintenance Costs for Vehicles (retention for an additional year)

750

750

30,000

6,145

Total Levy Impact

-94,791

Direction Still Required: Staff requires direction as to how to achieve two of the reductions directed:

1. Reduce Governance Travel, Training, Conference Fees by $18,500 Governance includes Council, Advisory Committees of Council, Warden, Library Board, Health Unit and the Accessibility Committee. A breakdown follows of the budget and costs related to each of these detail areas. The Warden budget has no allocation. COUNCIL

Travel-mileage Membership fees Non-taxable

2013

2012

Budget

% Budget

Actuals to Dec 30, 2012 not year-end final $

Budget

Budget

Variance

Change

$

$

$

%

7,500

8,484

-984

-11.60%

7,932

6,300

6,300

0

0.00%

5,982

As all Council members have not yet submitted year end expense claims, it is likely that the 2012 actual mileage, already exceeding the 2013 budget, will increase. There is discussion of elimination of the 50 km restriction for Council member mileage which will require an increase in Council mileage of approximately $2,500. Council’s membership fees include AMO and FCM and these have already been paid for 2013. As a result this budget should in fact increase by $2,700. ADVISORY COMMITTEES

Travel-

2013

2012

Budget

% Budget

Budget

Budget

Variance

Change

$ 3,200

$

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0

$ 3,200

%

Actuals to Dec 30, 2012 not year-end final $ 121 Page 2 of 5

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mileage Conference Fees

12,000

0

12,000

0

As the volunteer committee members are only granted mileage it is anticipated that the requirement for 2013 will exceed the 2012 actuals. It is not clear why the 2012 actuals are so low, but it is evident that many volunteers did not submit a claim for mileage. However the $3,200 was estimated as the requirement for 2013 as submitted by the committees, but a reduction to $1,200 might be reasonable. Committee budgets were already approved by Council. As a result, expenses have already been incurred for the FCM Sustainability Conference, amounting to approximately $6,000. As a result, the possible budget reduction here is $8,000 LIBRARY AND HEALTH BOARD

Travelmileage

2012 Actuals to Dec 30, 2012 not year-end final $

2013

2012

Budget

% Budget

Budget

Budget

Variance

Change

$

$

$

%

6,672

-1,672

-25.06

3,870

Actuals to Dec 30, 2012 not year-end final $

5,000

There might be savings of $1,000 in this area. Governance includes the Accessibility Committee ACCESSIBILITY COMMITTEE

Travelmileage Training

2013

2012

Budget

% Budget

Budget

Budget

Variance

Change

$

$

$

%

2,000 2,500

2,000 2,500

0 0

0 0

281 494

There have been challenges related to the composition of this legislated committee resulting in low travel costs and limited training in 2012. In 2013 however there are new updates to the Integrated Accessibility Standards which adds new Built Environment Standards on the design of public spaces. As well, public consultation on Building Code accessibility requirements is now underway with comments back to the Province by March 1 st. Training is required to meet legislated requirements for both County and Township staff. The Train-theTrainer course costs have just been released and will amount to $1,500. Expenses will be incurred to disseminate that information to all County and Township staff. This budget could be reduced by $1,500. Governance budget reduction – As identified through this discussion the budget reduction available as identified by staff is only $7,800 not the $18,500 directed by Council. Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013

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Council Advisory Committees Library and Health Unit Accessibility Committee Total possible reductions identified

2,700 -8,000 -1,000 -1,500 -7,800

The only area in which further reductions can be found is in travel mileage which would require revising the expense reimbursement bylaw to reduce or remove mileage reimbursement. 2. Reduce Corporate Conference, Training, Mileage, Membership Fees by $20,934 In directing a reduction of this budget line, Council indicated that the Labour Relations Specialist should have an opportunity to defend this budget item. (i)

Council questioned the required training. Human Resources staff has developed a strategy to deliver legislated and compulsory training to all staff. It ensures all current staff will receive required training biannually as mandated and that all new staff receives the training upon hire. The training must focus on ensuring an awareness of and understanding in areas such as the Occupational Health and Safety Act, Human Rights Code and the Labour Relations Act. In addition to meeting legislative requirements, it also helps to reduce and minimize risk to the Corporation. In 2012, some anticipated training was postponed which means that the training must be delivered in 2013. Therefore, the reduction to the training dollars directed by Council at its regular meeting in February is being flagged to ensure members fully appreciate the legislative framework. The cost of delivering training can be extensive and training modules supplied by training companies commonly cost, per facilitator, up to $5,000 for one session. There have been preliminary discussions to develop collaborative skills-based training that can benefit the County and interested Townships to attempt to reduce these costs but may not be operational until 2014. The legislated trainings required in 2013 under the legislation and code listed above are Violence in the Workplace and Workplace Investigations, the County’s Code of Conduct, and New Supervisor Training modules as it directly relates to the Labour Relations legislation. (As with other training modules developed at the County, these too can be shared through collaborative efforts with the Townships.) $15,000 has been budgeted for the development and facilitation of these modules. A serious reconsideration of our staff time allocations required to develop and deliver this training in-house leaves staff prepared to attempt to use our own resources to reduce the cost put forward by $5,000. Trade-offs in other areas will be necessary.

(ii)

Council also introduced direction around conference attendance. The value derived by County staff at all levels through attendance at appropriate conferences and workshops ensures employees maintain a level of currency in their fields, allows them to understand the nuances of legislation and any changes, to stay current with best practices, and to learn from and share knowledge and experiences with their peers. Programs are reviewed to assess the value to be gained for the investment. After a detailed review and recognizing the need to maintain the skill base, a reduction of $5,000 in conference, travel and accommodation could reasonably be managed.

Taking the above into account, staff recommends Council consider a budget reduction of $10,000 as opposed to the $20,934 originally directed by Council. Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013

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Additional Adjustments: Social Services and Social Housing one time funding adjustment E-ACR server purchased at the end of December Notification that Municipal Intern funding will not be provided in 2013 Total

-61,654 -5,002 12,750 -53,906

The City of Kingston provided notice on February 22nd that one time funding is coming from the Ministry of Community and Social Services which will result in a one-time reduction of the County’s Social Service and Social Housing budget of $61,654. Council must be aware that if the full amount of this one time funding is recognized in 2013, there will be an increase in the 2014 budget of approximately 0.75%. The E-ACR server was approved for purchase by Council in 2012. At the time of budget the cost of the server was carried as delivery times were not clear. The server was delivered at the end of December 2012 so is not included in the 2013 budget. The County received notification that it would not receive funding for the Municipal Intern program in 2013. The revenue anticipated in the budget was $12,750. The expense related to that funding is $28,000, which is still in the budget. Staff recommends Council direct these lines be removed the budget.

Financial Implications Subject to any additional budget amendments, the current requisition, recognizing Council direction at the February 20th Council meeting and the Additional Adjustments detailed above, is $8,358,594 which is a 0.94% levy increase. 2013-2012 Budget

Requisition from Municipalities

2013 Budget $

2012 Budget $

8,358,594

8,281,081

Variance $ 77,513

0.94%

If Council were to accept the recommendations made by staff in this report, the overall change to the 2013 budget would be a net decrease of $6,366 resulting in a total requisition variance of $71,147 or a levied budget variance over last year of 0.86%. (Please Note: The requisition figure indicated above is the gross requisition required before the Hydro/Railway Rights-of-Way, Payments in Lieu of Taxation and Supplementary Taxes are deducted. Page 118 of the 2013 budget details the calculation required to arrive at the net levy and it is the net levy figure which is used on page 123 of the budget in the calculation of the tax rates.) Sustainability Implications Sustainability is dependent on good governance and stewardship of County resources. Organizations, Departments and Individuals Consulted and/or Affected County of Frontenac Staff Financial Services – Revised 2013 DRAFT Budget Presentation March 8, 2013

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Report 2013-056 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County Of Frontenac

From:

Elizabeth Savill CAO

Prepared By:

Marian VanBruinessen Treasurer

Date Prepared:

March 11, 2013

Date of Meeting:

March 20, 2013

Re:

Financial Services – Reserve and Reserve Funds

Recommendation RESOLVED THAT Council of the County of Frontenac receive this Financial Services – Reserve and Reserve Funds report; AND FURTHER that Council direct the Treasurer to maintain a County Working Fund Reserve balance to provide for cash flow requirements and mitigation strategies at $2.151 million for 2013; AND FURTHER that Council adopt a bylaw later in the meeting directing that any surplus/deficit realized annually be distributed as a transfer from/to the Working Fund Reserve to the Townships through the budget process after the Working Fund Reserve is replenished to (1) maintain the level of 5% of operating funds as recommended by the Government Finance Officers Association, (2) account for additional mitigation strategies, and (3) acknowledge prior year projects not completed. Background Reserves and Reserve Funds are financial management tools that are an essential part of a sound fiscal policy to address long-term objectives. The ultimate goal is to fully fund the annual capital plan through current reserves while delivering efficient, effective programs to the ratepayers of the County. The key to reserve policies and planning is to balance current and future requirements. Sound program and financial planning accommodates future growth while maintaining acceptable tax rates. A reserve is generally unrestricted and is appropriated from net revenue at the discretion of Council after the provision for all known expenditures. The primary source of revenue from reserves is from current operations, usually surpluses at year-end or as a deliberate segregation during budget deliberations. Reserves are used to mitigate fluctuations in economic factors, Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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changes in government funding, unanticipated events and contingent liabilities. They are also used to accumulate funds in order to finance large projects to avoid debt financing or large swings of the tax levy. Reserve Funds differ from reserves in that they are segregated and restricted to meet a specific purpose as defined by the Municipal Act or at the direction of Council.

Comment The County has a number of reserves and reserve funds which provide a stable foundation for the County and allow County Council to mitigate impacts on the tax levy as a result of unusual or unanticipated budget requirements and also to take advantage of opportunities that are beneficial to the region as a whole. Reserves are provided for operational costs that occur at periodic times as opposed to annually, as well as for specific project goals as directed by Council. A Council’s responsibility is to provide direction most usually through a strategic plan and its objectives. Some priorities were developed in February 2011 and adopted by County Council in September 2011, but these did not provide comprehensive direction. In a report dated June 20, 2012, the Treasurer provided the following discussion:

A long term financial plan provides the opportunity for strategic development based on a collaborative and visionary process. It is part of a complete planning portfolio which starts with a municipal strategic plan. A long term financial plan should reflect the long-term strategic approach to issues assumed through a municipal strategic plan. It can also minimize volatility created by external influences that impact municipal budgets and can ensure resources are appropriately managed to meet the longer term goals of the County. The first step in the process is to undertake a municipal strategic plan. Directions for Our Future

Municipal Strategic Plan

Long Term Financial Plan

Financial Budgets

Capital Plan

Evaluation through Indicators

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Council has also expressed its interest in assessing the adequacy of financial reserves for the County. This process is a component of the overall assessment of the financial capacity of the County in the context of strategic direction and the short and long terms goals of County Council. To appropriately align resources with current and anticipated future requirements a clear municipal “roadmap” is required for the next 5-10 years. It is recommended that Council initiate a strategic planning process that can culminate with a long-term financial plan which includes an assessment of the County’s financial reserve requirements. Council did undertake a strategic planning session in the fall of 2012, but no guidance for the future of the County emanated from the session. Initial discussions had suggested that consideration of Reserves and Reserve Funds would be undertaken as part of the long term financial plan. However it would appear that more immediate action is being considered. For that reason and in the absence of Council’s strategic direction, the following is put forward for Council’s consideration. Please note that the following discussion of reserve and reserve funds provides best estimates based on information available prior to final audit reconciliations.

WORKING FUND RESERVE The Working Fund Reserve is the one which has generated the most comment from this Council. In the past, councils have seen the surplus in the working fund as its saving account for future requirements, although the Treasurer has consistently indicated the need for its review in the context of long term planning. Understanding the time frame for retention of these and other funds will allow more prudent investment strategies. This fund was originally established to provide cash flow for operations resulting from unexpected expenditures to eliminate the requirement to borrow funds to meet immediate obligations. This fund has been utilized on an ongoing basis to mitigate the impact of capital planning requirements on an incremental basis and to mitigate the annual tax rate. There are four parts to this discussion. The first is to determine the ongoing operational requirements to be addressed by the working fund reserve. The second is to determine the optimal use of the additional funds currently retained in the Working Fund Reserve. Thirdly, the allocation of future surplus/deficits needs to be considered. The discussion ends with consideration of going forward.

1. Working Fund Reserve – Operational Requirements The Government Finance Officers Association (GFOA), the international organization of Municipal Finance Officers of the United States and Canada, recommends a general fund balance of 5% to 15% of general operating revenues. However GFOA does indicate that other factors should be included.

the size of the municipality vulnerability to extreme events budget practices ( inclusion of contingency or not) dependability of intergovernmental revenue

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5. expenditure volatility
6. borrowing capacity
7. capital projects – do critical projects have a funding source The GFOA further suggests that in evaluating reserves the following should be considered:

A financially sustainable county government provides an optimal mix and level of services to citizens within available means while pro-actively taking measures to preserve the ability to continue providing value in the long run. Based on this recommendation, and considering cash flow requirements based on the 2013 operating budget suggests that $1.8 million should be retained. In addition, Council, through the 2013 budget process, has presupposed the use of the Working Fund Reserve to mitigate its contribution to the County Capital Replacement Reserve, about $230,500 in total over 4 years. It has been suggested that $150,000 is required for the 150th Anniversary. By the end of 2013, $60,000 will have been allocated to the 150th Anniversary Reserve, suggesting $90,000 should be retained in the Working Fund Reserve or allocated to the 150th Anniversary Reserve. Council has regularly transferred its requirement for the cost of GIS mapping ($11k) and for Land Acquisition ($20k) from the Working Fund Reserve. It is suggested that these requirements be phased on to the tax rate over 3 years, requiring $31,000 from the Working Fund Reserve. 2. Working Fund Reserve – Optimal Balance for 2013

5% of operating revenues (GFOA recommendation)

$

1,800,000

Mitigate capital reserve replacement requirements

230,500

150th Anniversary

90,000

Mitigate ongoing project reserve allocations

31,000

Total Optimal Working Fund Balance for 2013

$

2,151,500

The anticipated levy surplus in 2012 is estimated at $250,000 Variance $ County budget – surplus (deficit)

% of budget

(75,500)

(0.90)

157,300

8.60

Township tax reconciliations – surplus (deficit)

168,200

1.99

Total

250,000

City Transfer payments re Social Services and Social Housing – surplus (deficit)

To date the 2013 budget deliberations have resulted in the use or reallocation of $496,270, detailed as follows:

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$ Prior year projects - Corporate - Telephone system review ($5k); INFOHR - recruitment module($4k) Prior year projects - Emergency management - JEPP project Organizational review Capital projects Total project allocations Inter-fund transfer GIS mapping Land Acquisition County Capital replacement 150th Anniversary Total Inter-fund Transfers Total reallocation from the Working Fund Reserve

$ 9,000

4,427 125,000 179,597 318,024

11,000 20,000 117,246 30,000 178,246 496,270

A further increase to the Working Funds Reserve balance reflects the City of Kingston’s commitment to finance its share of the Broadband project in the amount of $344,839. This amount has been billed and, although not yet received, has been accrued for year-end. As the County’s total obligation to the project had been put aside in a reserve that has since been closed, the City’s contribution will return to the Working Funds Reserve as a reimbursement. 3. Working Fund Reserve – Allocation of Future Annual Surplus/Deficit Many municipalities do retain annual surpluses to provide for capital requirements. However, these requirements at the County level can be provided for through a planned replacement and budgeting strategy. Moving forward it is recommended that the Working Fund Reserve balance be maintained to provide for cash flow requirements and mitigation strategies, currently established at $1.65 million (this adequacy of this balance should be confirmed on an annual basis). It is recommended that at year-end the surplus be utilized to replenish this Working Fund Reserve balance. Any additional surplus or any deficit, after provision is made for any prior years’ projects not completed, would be redistributed to the Townships. This allocation would become a budget line and thus not affect the current County budgeting process. 4. Working Funds Reserve – Going Forward As of the end of 2013, the Working Fund Reserve balance is estimated at $4.5 million. Through Council discussions and community consultations and through observations contained in the EOWC Financial Sustainability report, a number of regional issues come to the forefront that will impact Frontenac County over the next few years. These include, but are not limited to, rural transportation, regional infrastructure including but not limited to water and waste water, waste management and seniors housing. In all cases, County Council needs to assess the value of possible economies of scale in addressing these or other issues on a regional basis at the County level. In addition, there has been interest expressed in projects like the proposed Property Assessed Payments for Energy Retrofits (PAPER) and other green energy and/or conservation projects. Each of these projects could benefit from: (1) Capital contributions to augment private project contributions – This can be necessary to ensure important community projects get off the ground and could include affordable seniors’ housing projects. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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(2) Capital contributions to cover the County’s share of provincial or federal funding programs and support for studies required as pre-requisites to provincial or federal funding – This allows the County to be in a position to take advantage of new or special funding programs and avoid missed opportunities. (3) Support for projects that benefit the community – These can allow for investments in the community to be spurred by a County investment that creates a multiplier effect. The Verona Community Improvement Plan is proving the success of these projects. PAPER could become another where the County establishes a pooled fund against which property owners could borrow to make environmental improvements to their properties. Other opportunities might also be identified through a comprehensive long range planning exercise. In each case, the funds required should be considered and a reserve or reserve fund established for that purpose. If, on the other hand, Council has no interest in identifying and addressing these or other issues on a regional basis, the remaining funds these funds should be redistributed to the Townships.

OTHER RESERVES AND RESERVE FUNDS The following is a review of the remaining reserves and reserve funds held by the County, the rationale for their establishment and their impact on the future of the County. As the County provides services which are cost-shared with the City of Kingston, some of the reserves are funded through joint contributions. These reserves are prefaced in their title by JOINT. General Corporate reserves are prefaced by FRC, those for Fairmount by FMT, and those for Land Ambulance by FPS. The reserves and reserve funds retained by the County ensure that it can plan for future projects and activities, take advantage of opportunities, and avoid being jeopardized by unanticipated costs or economic downturns. Corporate Reserves: FRC-1 Stabilization Reserve Purpose: Established to mitigate any unforeseen downturns in the economy and the potential budget implications this might entail. During the 2013 budget deliberations, a number of issues that will impact the 2014 budget were highlighted. One is the social services funding offset of approximately $62,000 received this year which will be a full levy hit in 2014. Also the loss of the Frontenac Islands’ contract services recovery (revenue of approximately $40,000) will come into effect in 2014. This reserve could be used to phase in the impacts of both of these issues. 2013 balance: $975,000

FRC-2 Strategic Projects Reserve Purpose: Established to ensure there are funds available for large strategic projects, which can have a regional focus or to provide the ability to take advantage of unforeseen opportunities requiring a County contribution. These might include Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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partnerships or possible future public/private partnerships, opportunities arising out of the Algonquin Land Claim, the Frontenac Centre, investments in community power, business/incubator park infrastructure. 2013 balance: $160,000

FRC-3 Capital Reserve Purpose: This reserve will provide for County capital replacement requirements. 2013 balance: $800,390

FRC-4 Library Reserve Purpose: This fund was developed when the County learned that the library anticipated capital projects for which the City was reserving its share separately. It has been used to support vehicle purchases and expansion of the IT system. The Library has indicated that an annual allocation of $31,000 should adequately address future requirements. 2013 balance: $97,657

FRC-5 Land Use Planning Reserve Purpose: To provide for liabilities incurred as a result of the County’s involvement in Land Use Planning. The County is responsible for subdivision approval. Although applicants are required to provide funding for any OMB activity generated, the County recognizes that in some circumstances the County might be faced with additional Land Use planning costs. Depending on the complexity and scale of a planning issue, OMB hearings can require up to a week or more of dates and legal fees could become substantial in defence of the County’s position. For example, depending on the number of appeals and the possibility of the County having to challenge a provincial decision, the hearing for the County Official Plan could easily cost more than $100,000. Furthermore, once County Council gains approval authority, it will be responsible for defending its decisions on the Township Official Plan Amendments and Official Plan updates also. 2013 balance: $226,159

FRC-6 GIS Project Reserve Purpose: To provide for the purchase of GIS mapping data every 5 years. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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This reserve was established in 2010. $11,000 is allocated to this reserve annually. 2013 balance: $44,000

FRC-7 Social Housing Out of Scope Reserve Purpose: Established to provide for the capital costs incurred in social housing projects in the County which are 100% County costs. Allocations of $25,000 have been made annually. 2013 balance: $419,400

FRC-8 Ontarians with Disabilities Reserve Purpose: The County established this reserve to provide for the retrofits and other mandated expenditures required under the AODA legislation. The can include structural changes as well as adjustments in IT and furnishings. 2013 balance: $55,000 FRC-9 150th Anniversary Reserve Purpose: The reserve was established to support the 150th anniversary celebrations in 2015. It was estimated that a total of $150,000 will be required. $30,000 was contributed in 2012 and it is anticipated another $30,000 will be transferred to this reserve in 2013. 2013 balance: $60,000

FRC-10 Frontenac-Howe Islander Ferry Revenue Reserve Purpose: Required under the 2004 agreement with the Ministry of Transportation for the Frontenac-Howe Islander Ferry service which allows an amount of up to 5% of operating expenses to be reserved. The agreement recognizes the consolidation of fees and fares for the County and Township ferries serving Howe Island. To mitigate the variances in fees and fares collected, MTO agreed that the County could retain up to 5% of the Operating costs in a reserve to offset any shortages related to the County or Township share of the expenditures. Any change in year-end balance reflects allocations or reductions as a result of year end operating revenue and expenses. 2013 balance: $32,452

Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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Corporate Reserve Fund: FRC-11 Investing in Ontario Reserve Fund Purpose: Established with Provincial funding to provide for County capital projects. The Investing in Ontario funds are to be held in a separate fund and can only be used for capital projects. The County approved an allocation of these funds in 2008, but revised the allocation by resolution in August 2010. These projects included Fairmount Capital Projects, the K&P Trail, Green initiatives, and Broadband. 2013 balance: $139,749

Corporate Obligatory Reserve Fund: FRC-12 Federal Gas Tax Reserve Fund Purpose: Established to provide for projects supported by the Federal Gas Tax Agreement (FGT). The FGT Agreement requires that the FGT funds transferred to the municipality are held in a separate fund. The County has undertaken an Integrated Community Sustainability Plan process which now forms the basis for FGT funds disbursement. 2013 balance: $1,578,770

Fairmount Reserves: FMT-1 Working Fund Reserve Purpose: Established to provide cash flow for Fairmount operations and to eliminate the requirement to borrow funds to meet immediate obligations. Currently the County does not provide for the replacement of its share of the Fairmount Home Building. This fund should be considered in that respect. 2013 balance: $509,025

FMT-2 JOINT Severance Reserve Purpose: To provide for requirements related to the termination of employees. The amounts in and out of this fund fluctuate depending on the labour requirements. $30,000 annual allocation 2013 balance: $96,914

Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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FMT-3 JOINT Operations Reserve Purpose: To provide for requirements related to periodic contracts. This reserve was established in 2010. It provides for contracts that arise periodically, but are not required annually, to smooth the budget impact. The duct cleaning contract for example is required every five years. $9,000 is allocated annually. 2013 balance: $36,223

FMT-4 Capital Reserve Purpose: Established to provide for capital replacement under the County’s asset management plan. This reserve is to provide for the County’s share of equipment replacement. An assessment of the Fairmount assets determined that $831,800 was required as the County’s share. There is currently no allocation for the building replacement. 2013 balance: $831,862

Fairmount Reserve Funds: FMT-5 Capital Reserve Fund Purpose: Established to provide for Fairmount capital redevelopment requirements. This fund was initially established to provide for the capital requirements of the rebuild. The project was finally supported through a debenture and the County is drawing $125,000 annually to offset part of its contribution to the debenture. The remainder of the fund is available for the Fairmount Home Auditorium renovation project. 2013 balance: $1,486,752

FMT-6 Capital Campaign Reserve Fund Purpose: Established to receive donations made in support of Fairmount’s capital redevelopment requirements. This fund was initially established as the repository for the Fairmount Redevelopment Capital Campaign donation and can only be used for the purpose for which it was raised. Donations received subsequent to the end of the campaign and which were designated for the redevelopment have been deposited into this account. These funds will be used for the Fairmount Home Auditorium Redevelopment in 2013 and the fund will be fully depleted at the end of the project. 2013 balance: $0 Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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FMT-7 JOINT Donations Reserve Fund Purpose: Established to provide for benefit of the residents. This fund is supported by donations from various sources and is meant to be used for the benefit of the residents. Fairmount Residents’ Council makes recommendations for the use of these funds. 2013 balance: $195,437

FMT-8 JOINT Pathways Reserve Fund Purpose: Established to provide for maintenance of the pathways. This fund is supported by specific donations from various sources for the maintenance of the Pathways on the grounds of Fairmount Home. 2013 balance: $38,107

Frontenac Paramedic Service Reserves: FPS-1 General Reserve Purpose: Established to provide for the uncertainty as to the requirements for land ambulance and the Province’s contribution rate. No additional contribution has been made since 2005. With a number of longer term capital projects on the horizon (addressing land ambulance bases), this will provide the opportunity to fund the County’s share of these projects with minimal impact on the tax levy. 2013 balance: $394,217

FPS-2 JOINT Vehicle Replacement Reserve Purpose: Established to provide for the ongoing replacement of vehicles based on the estimated useful life of those vehicles This reserve was set up when the service was transferred to the County. 2013 balance: $443,429

FPS-3 JOINT Equipment Replacement Reserve Purpose: Established to provide for the ongoing replacement of equipment based on estimated useful life. This reserve was established when the service was transferred to the County. Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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2013 balance: $679,104

FPS-4 JOINT Severance Reserve Purpose: This reserve was established when the service was transferred to the County. The Ministry of Health and Long Term Care provided severance funding that it had accrued to the date of download. Subsequent County contributions provided for requirements inherent in the historical contracts with Hotel Dieu and Parham Ambulance Services until a contract was negotiated with the County. The current contract does not have the same liability for termination/retirement payments, however there are legislated termination requirements. 2013 balance: $355,610

FPS-5 JOINT NEER Reserve Purpose: Workers Safety Insurance Bureau reconciles claims and contributions over a 4 year period. This can result in a surcharge or a rebate. To smooth the effect of this reconciliation 2013 balance: $151,860

FPS-6 JOINT Other Projects Reserve Purpose: Established to provide for new land ambulance capital projects. By 2009 most of the land ambulance cross border billing contracts were resolved. This liability had been accrued since 2002 on the basis of an estimate of total cost per call, and anticipating payment for all calls. Final contracts are primarily based on a standard cost per call and the County was successful in its assertion that repatriation calls should be paid for by the municipality of residence for that call. As a result a substantial surplus was realized and MOH indicated that its share of the funding for this liability could be transferred to a reserve for special projects. This reserve was used for the Sydenham base and will be used for the Northern base project. 2013 balance: $0 Financial Implications By providing the Treasurer with clear direction with respect to the anticipated use of reserves and reserve funds, with both short and long term considerations, the Treasurer can recommend a long term financial plan and invest the funds for better return. Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team, County of Frontenac Administrative Report Financial Services – Reserve & Reserve Funds March 20, 2013

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AgendaItem#10103a)

Report 2013-057 ADMINISTRATIVE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Elizabeth Savill CAO

Prepared by:

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

Date prepared:

March 13, 2013

Date of meeting:

March 20, 2013

Re:

Emergency and Transportation Services – Alert System for Ferry Outages

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

Background The County operated Frontenac-Howe Islander Ferry experiences periodic service interruptions on a yearly basis due to weather, ice conditions and mechanical breakdown. At the present time, notification of these interruptions of service is communicated to the public and stakeholders through the following methods: • • • •

Media outlets are notified Message board signs are updated at the ferry docks Recorded message is changed on the telephone at the Marine Services office Emergency services (Coast Guard Rescue, CACC, Police and fire) are contacted directly by telephone

The current practices do not anticipate the need to advise individual ferry users and most discover the service interruption once they reach the ferry dock.

Administrative Report Emergency and Transportation Services – Alert System for Ferry Outages March 20, 2013

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Comment The Howe Island Ratepayers Association (HIRA) has proposed a solution to allow direct messages to individuals utilizing its existing Internet Service Provider (ISP) to create, maintain, and operate a “ferry service alert” list server. HIRA currently offers a similar notification service of its Clean-Up Day operation in April to all islanders, not just its members, as a public service. The “listserv” ferry notification service is being proposed to be set up entirely separately from HIRA’s membership list so it could not be seen or be characterized as a HIRA-members-only affair. HIRA would assume responsibility for gathering subscribers and maintaining files for the usual consents sought about privacy and unsubscribing, etc. HIRA’s Internet Service Provider, staff is advised, is located in Florida and is a 24 hour/7day per week operation. It has been explained to County staff that minutes after an email is received from a HIRA administrator, an email can be sent out through a HIRA ferry listserv. As a “volunteer” alert system, it is proposed by HIRA representatives to work as follows: • •

• •

There are a number of members of the HIRA board who are on its phones/Smartphones 24/7/365. HIRA would provide the names of the contacts. In the event of a ferry outage, one of the ferry operators would phone or send a text message to HIRA alerting them to the outage. No need for computers, terminals, etc. No need for anything other than the cell phones that all of the crew members already carry. HIRA representatives would, in turn, send an email to the ISP in Florida, who would then send an email to the ferry listserv. When the ferry is back up in service, another series of contacts (similar to that described above) would trigger the back-in-service alert and another message to those on the ferry listserv list.

Sustainability Implications Good stewardship of the County’s resources and communications to stakeholders regarding the operations of County services is essential to excellent customer service.

Financial Implications There will be legal costs to draft an agreement between the parties to ensure any liability issues are addressed.

Organizations, Departments and Individuals Consulted and/or Affected Howe Island Ratepayers Association

Administrative Report Emergency and Transportation Services – Alert System for Ferry Outages March 20, 2013

2013-057 Alert System for Ferry

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Report 2013-047 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared by:

Julie Shillington Administrator of Fairmount

Date Prepared:

February 13, 2013

Date of Meeting:

March 20, 2013

Re:

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

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

Background The L-SAA is the service accountability agreement between a long-term care home licensee and the Local Health Integration Network (LHIN) and is required by the Local Health Systems Integration Act (LHSIA). It assists the LHIN in fulfilling its obligations to the Ministry of Health & Long-Term Care, the Province and the taxpayer in respect of funding as well as its obligations under LHSIA to plan, fund and integrate the local health system. Our current L-SAA expires March 31, 2013.

Comment This L-SAA was developed through consultation with sector associations and key stakeholders including the Ontario Long-Term Care Association, Ontario Association of Non-Profit Homes and Services for Seniors, Association of Municipalities of Ontario, Health Quality Ontario, Ministry of Health and Long-Term Care and Ontario Hospital Association. It was updated to reflect changes in law and in service accountability standards across the service accountability agreements. While there are several changes related to minor errors in reference, use of Administrative Report Fairmount Home – 2013-1016 Long-Term Care Home Accountability Agreement (L-SAA) March 20, 2013

2013-047 2013-2016 Long-Term Care

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defined terms, conformation and formatting, there are some significant changes of which Council should be aware. There is a new definition for conflict of interest as follows: “Conflict of Interest” in respect of an HSP includes any situation or circumstance where in relation to the performance of its obligations under this Agreement (i) The HSP; (ii) A member of the HSP’s Board or (iii) Any person employed by the HSP who has the capacity to influence the HSP’s decision, has other commitments, relationships or financial interests that: (i)

Could or could be seen to interfere with the HSP’s objective, unbiased and impartial exercise of its judgment; or (ii) Could or could be seen to compromise, impair or be incompatible with the effective performance of its obligations under this Agreement. Please note that an HSP is a Health Service Provider. The HSP is to use the funding, provide the services and otherwise fulfill its obligations without an actual, potential or perceived conflict of interest. The agreement also defines the CEO as “the individual accountable to the Board for the provision of the services in accordance with the agreement”. In regards to Fairmount it would be the Administrator. There are also additional requirements related to e-Health in that the HSP agrees to: (i)

Comply with any technical and information management standards, including those related to architecture, technology, privacy and security set for health service providers by the MOHLTC, eHealth Ontario or the LHIN within the timeframes set by the MOHLTC or the LHIN as the case may be; (ii) Implement and use the approved provincial e-health solutions identified in the LHIN e-health plan; and (iii) Implement technology solutions that are compatible or interoperable with the provincial blueprint and with the LHIN e-health plan. In a review of the current e-health plans, the e-health solution related to long-term care is RAIMDS 2.0 which we currently use. There is a new requirement under the Funding section of the agreement not to use the funding for compensation increases prohibited by applicable law. The LHIN has also added a clause that allows the discontinuation of funding in the case of an unremediated breach of funding. There is a requirement for a HSP that is not subject to the procurement provisions of the Broader Public Sector Accountability Act to have a procurement policy in place that requires the acquisition of supplies, equipment or services valued at over $25,000 through a competitive process that ensures the best value for the funds expensed. There is a new requirement to report on the HSP’s community engagement and integration activities at least once per year.

Administrative Report Fairmount Home – 2013-1016 Long-Term Care Home Accountability Agreement (L-SAA) March 20, 2013

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There is now a requirement for a declaration of compliance. On or before March 31st of each year, the Board (Council) will need to issue a compliance declaration declaring that the HSP has complied with the terms of the agreement. This declaration has to be posted in the home as well. The representations and warranties for governance have been updated as follows: (a)

The HSP represents, warrants and covenants that it has established, and will maintain for the period during which this Agreement is in effect, policies and procedures: (i)

That set out a code of conduct for, and that identify the ethical obligations of HSP’s Personnel; (ii) To ensure the ongoing effective functioning of the HSP; (iii) For effective and appropriate decision-making; (iv) For effective and prudent risk-management, including the identification and management of potential, actual and perceived conflicts of interest; (v) For the prudent and effective management of the Funding; (vi) To monitor and ensure the accurate and timely fulfillment of the HSP’s obligations under this Agreement and compliance with the Act and LHSIA; (vii) To enable the preparation, approval and delivery of all Reports; and (viii) To address complaints about the provision of Services, the management or governance of the HSP. (b)

The HSP represents and warrants that it: (i) (ii) (iii)

Has, or will have within 60 days of the execution of the Agreement, a Performance Agreement with its’ CEO; Will take all reasonable care to ensure that its’ CEO complies with the Performance Agreement; and Will enforce the HSP’s rights under the Performance Agreement.

Please note that HSP’s Personnel is defined as “The controlling shareholders (if any), directors, officers, employees, agents, volunteers and other representatives of the HSP. In addition to the foregoing HSP’s Personnel shall include the contractors and subcontractors and their respective shareholders, directors, officers, employees, agents, volunteers or other representatives”. A Code of Conduct is in place for staff but Council will also need one. There is a complaints procedure in place in regards to Fairmount Home but there will need to be procedures developed for other service areas, if not already in place, and governance. Please note that compliance with the L-SAA is already required as part of the Administrator’s annual performance. The insurance requirements have been updated to ensure that insurers have a secure A.M. Best rating of B+ or greater. This section also sets out required insurance types and minimum coverage levels. A copy of the HSP’s insurance certificate must be provided to the LHIN. There are also performance indicators with established performance targets and standards. Failure to meet a performance target may trigger consequences under the agreement. For 2013/14 the performance indicators are (1) bed occupancy and (2) compliance status.

Administrative Report Fairmount Home – 2013-1016 Long-Term Care Home Accountability Agreement (L-SAA) March 20, 2013

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Sustainability Implications The L-SAA aligns with the health system priorities of the province which are to keep people healthy, provide faster access to family health care and to provide the right care, at the right time in the right place.

Financial Implications If the L-SAA is not signed, the LHIN will discontinue the flow of funds to Fairmount.

Organizations, Departments and Individuals Consulted and/or Affected Staff Residents Volunteers Local Health Integration Network Ministry of Health & Long-Term Care

Administrative Report Fairmount Home – 2013-1016 Long-Term Care Home Accountability Agreement (L-SAA) March 20, 2013

2013-047 2013-2016 Long-Term Care

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Report 2013-048 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Julie Shillington Administrator of Fairmount

Date Prepared:

February 27, 2013

Date of Meeting:

March 20, 2012

Re:

Fairmount Home – 2012 Year in Review

Background In order to preserve the Home’s history, an annual pictorial review of resident, staff and volunteer activities is assembled and shared.

Comment 2012 was another exciting year at Fairmount Home with new opportunities and challenges presenting themselves to residents, staff and volunteers. The Fairmount Home 2012 Year in Review CD is attached.

Sustainability Implications By viewing the 2012 Year in Review, one can be assured that Fairmount provides quality care for our residents and offers a valuable social and cultural hub for our community of residents, staff, family members, volunteers and other stakeholders.

Financial Implications None.

Recommendation That Council of the County of Frontenac receive this Fairmount Home – 2012 Year in Review report for information only. Administrative Report Fairmount Home – 2012 Year in Review March 20, 2013

2013-048 2012 Year in Review

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

Administrative Report Fairmount Home – 2012 Year in Review March 20, 2013

2013-048 2012 Year in Review

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Report 2013-059 ADMINISTRATIVE REPORT To:

WARDEN AND COUNCIL OF THE COUNTY OF FRONTENAC

From:

Elizabeth Savill CAO

Prepared By:

Julie Shillington Administrator of Fairmount

Date Prepared:

March 14, 2013

Date of Meeting:

March 20, 2012

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 29 to May 1, 2013.

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 29th and wraps up the afternoon of May 1st.

Comment There are 24 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, the Expert Lead for Ontario’s Seniors Care Strategy 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 convention. To ensure expenses are minimized, they have shared one hotel room and used the home’s van for travel.

Administrative Report Fairmount Home – OANHSS Annual Convention March 20, 2013

2013-059 OANHSS Annual Convention

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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 attend.

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 12) 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

Administrative Report Fairmount Home – OANHSS Annual Convention March 20, 2013

2013-059 OANHSS Annual Convention

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Posted Cheque Listing for the Period of: February 13 to

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Moved By: Councillor Doyle Seconded By: Councillor

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AgendaItem#14142c)

Minutes off the 150th Anniversary A y Planning Advisory A C Committee M Meeting Febru uary 21, 201 13 A meetin ng of the 15 50th Anniverrsary Planning Advisory y Committee e was held in the Fronttenac Boardroo om of the Co ounty Administrative Offiice, 2069 Ba attersea Roa ad, Glenburn nie, on Thurs sday, February y 21, 2013 att 2:00 p.m. In attend dance: • Marcel M Giroux x, Chair • Councillor C Ga ary Davison • Jiim Vanden Hoek H • Barbara B Spro oule • Warden W Jane et Gutowski, Ex-Officio Regrets:: • Phil P Leonard Staff: • Ja annette Amini, Deputy Clerk, C Recorrding Secreta ary • Alison A Vande ervelde, Com mmunications s Officer • Angelique A Ta amblyn, Exec cutive Assisttant 1.

Calll to order The Chair called d the meeting to order att 2:05 p.m.

Ado option of the e agenda The Agenda was adopted as circulated..

Disc closure of pecuniary p in nterest and general na ature thereo of The Chair instru ucted the rec cording secre etary to reco ord that in ac ccordance with w the Municipal Con nflict of Interrest Act, no disclosures of pecuniarry interest or o the general nature thereof were e declared.

option of miinutes Ado Mov ved By: Seconded By:

Warden Gutowski Councillor Davison

RES SOLVED TH HAT the min nutes of the e 150th Ann niversary Planning Adv visory Comm mittee mee eting held De ecember 12, 2012 be ad dopted as cirrculated. CARR RIED

150th Anniv versary Plannin ng Advisory Co ommittee Meetiing Minutes February 21, 2 2013

150th Anniversary of County Advisory Committee

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Deputations and/or presentations Mr. Craig Bakay and his son Jonathon addressed the 150th Anniversary Planning Advisory Committee on a proposal to produce a video documentary on the local band Bauder Road. He noted the various festivals that take place in the rural area such as the Blue Skies Festival and the Canadian Guitar Festival that see guests coming from as far away as Europe and he feels that as a tourism area, reference should be made to these festivals. He is proposing that he and his son produce a music documentary DVD that features Bauder Road and these local music festivals that could be used as a tourism marketing tool. He would provide the County with 300 DVDs. All rights would be transferred to the County, with the exception of film festival rights and any prizes awarded through such festivals. To questions of cost, Mr. Bakay advised that this project would require a $15,000 budget. If he were to approach the Blue Skies Festival and the Wolfe Island Music Festival a second time, he could entice them to participate in the project by offering to pay for the band’s fee, and additional $5,000. He is hoping that the costs could be covered under Provincial Tourism funding. A short vignette of the video could also be provided. The Committee felt that a CD compilation of various music created in the Frontenacs might be more fitting for the 150th Anniversary celebration. The Committee will review Mr. Bakay’s proposal and defer its decision to a future meeting. Mr. Bakay would need to know the Committees decision by June at the latest for this to be produced in 2013 or by January 1, 2014 for this to be produced in 2014. It was suggested that a music documentary might be too one dimensional and it might be more appropriated to have a DVD that showcases the communities, the businesses and the tourism opportunities of Frontenac County and feature a music segment. This type of investment would need to boast an economic benefit for the County.

150th Anniversary Advisory Committee (AAC) Work Plan 2013-045 150th Anniversary Planning Advisory Committee 2013 Work Plan Update Moved By: Seconded By:

Mr. Vanden Hoek Ms. Sproule

THAT the 150th Anniversary Planning Advisory Committee accept this 2013 Work Plan Update report for information. CARRIED With respect to the Community Survey, Ms. Vandervelde advised that this would be an online survey promoted through media releases. Hard copies could also be available at events. The Committee felt that the survey questions should be more specific than what has been presented including the option of multiple choice questions to ensure that responses are more realistic. Warden Gutowski will work with Ms. Vandervelde in developing the survey questions. ÏACTION ITEM – A. VANDERVELDE

150th Anniversary Planning Advisory Committee Meeting Minutes February 21, 2013

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Mr. Vanden Hoek will speak with the Wolfe Island Plowmen’s Association to see if they would like to incorporate their 2013 Plowing Match into the 2015 Central County event. ÏACTION ITEM – J. VANDEN HOEK With respect to upcoming community events, Mr. Giroux and Ms. Sproule will attend the Saturday, April 27th Ompah Volunteer Firefighters Association Ride for Dad North Frontenac ATV Run. Members will attend their own Township Canada Day celebrations. More planning around logistics will be required closer to July. Councillor Davison will speak to the Verona Lions regarding the committee’s attendance at the 62nd Verona Lions Jamboree. Ms. Vandervelde has advised that she has contacted the Board for the Blue Skies Festival about the committee attending this year’s event and the committee will be meeting later this week. With respect to the Wolfe Island Music Festival, it was noted that 99% of attendees are not residents of Wolfe Island and are not interested in Frontenac County. It was suggested that the Wolfe Island Plowing Match and the annual family baseball tournament would be better community events to attend in Frontenac Islands. It was suggested that when staff prepare the PowerPoint presentation for Committee member presentations at Township Councils, it should include asking Council members for suggestions of community events to attend in each Township. ÏACTION ITEM – A. VANDERVELDE The expectation of members at these events is to create awareness and promote the 150th Anniversary of Frontenac County, the Anniversary and the 2015 central event. Ms. Vandervelde displayed the promotional materials available for community events. Of the $3,000 budget approved, $2,000 has been spent to date. Staff was asked to investigate the cost of purchasing lightweight vests that members would wear to community events in order to clearly associate them with the 150th. The Committee felt that purple and perhaps white would make the vests eye-catching. ÏACTION ITEM – A. VANDERVELDE The Committee discussed the idea put forward by a community member regarding family trees and it was noted that the County could take advantage of working with the Library Board who will be conducting genealogy workshops in June. The Committee decided that this topic could be included in the Community Survey. The Committee also discussed the possibility of a contest – anyone in Frontenac County who can trace their family tree pre-dated to 1865 could gain free admission to the 150th Anniversary heritage ball. This project would need to be self-motivated and the County could offer to showcase the top 10 submissions. The Committee also discussed the idea of offering a compilation of all submissions to all entrants. Staff will advise the community member that the Committee is receptive to the idea and that staff will be doing some additional research on the possibility of this suggestion. ÏACTION ITEM – A. VANDERVELDE The Committee would like to see a heritage costume ball fit into the central event. Presentations to Township Councils 150th Anniversary Planning Advisory Committee Meeting Minutes February 21, 2013

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Frontenac Islands South Frontenac Central Frontenac North Frontenac

Monday, May 13 6:30 p.m. Wolfe Island Town Hall

• Councillor Davison, Mr. Leonard and Mr. Vanden Hoek Tuesday, May 14 7:00 p.m. Township Office
• Mr. Leonard and Mr. Vanden Hoek Tuesday, May 28 6:30 p.m. Soldiers Memorial Hall
• Mr. Giroux Tuesday, May 21 9:00 a.m. Clar-Mill Fire Hall
• Warden Gutowski and Mr. Giroux

Ms. Vandervelde will prepare a draft presentation for the Committee’s next meeting. The Committee will have a chance to offer comments and revisions at that time. All members will use the same presentation when presenting to Township Councils. Ms. Vandervelde has also created a partnership agreement (Exhibit D of the agenda) and Committee members will use the Township presentation as an opportunity to ask that each of the Townships become partners. With respect to the meeting with Mr. Jim Garrard of the Macdonald Bicentennial Commission, Ms. Vandervelde highlighted three items of note from the conversation:

1. She advised that the Commission is willing to provide a letter of support, which could help if the County is considering applying for funding for the 150th event.
2. The idea of a museum style exhibit that could travel around the library branches in the County throughout 2015 was suggested. The Committee felt that, given the value of some of these artefacts, consideration would need to be given to security and ownership. The Committee supported the preliminary idea and staff was asked to determine a list of potential venues and a schedule for rotation and report back at the next meeting. ÏACTION ITEM – A. VANDERVELDE
3. Mr. Garrard seemed quite interested in the possibility of collaborating on an event that incorporates the re-enacting of carrying Sir. John. A Macdonald through the County aboard the K&P Railway. With respect to the Kingston Frontenac Public Library, it was suggested that a link be added to the County website encouraging people to visit the Library’s Story Me Blog. The Committee would also like to see a partnership with local schools to get students to interview locals as part of an assignment or volunteer hours. Councillor Davison will contact Brenda Hunter, Director of Education, at the Limestone District School Board to start the dialogue. ÏACTION ITEM – COUNCILLOR DAVISON With regards to the Barley Days Brewery, the Committee questioned if this should be done through a more local brewery. Staff will investigate more local breweries and report back to the Committee. ÏACTION ITEM – A. TAMBLYN Regarding the request for partnering with the Ompah Volunteer Firefighters Association Ride for Dad North Frontenac ATV Run, it was noted that if Committee members attend this event it is just information dissemination at this point; however a partnership could be possible in the future, but there needs to be a defined relationship in order to have partnership agreement. 150th Anniversary Planning Advisory Committee Meeting Minutes February 21, 2013

150th Anniversary of County Advisory Committee

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The Committee supported the proposed Partnership Agreement and discussed approaching the business community for financial support which will be a discussion point at a future date. Moved by: Ms. Sproule Seconded by: Councillor Davison BE IT RESOLVED THAT the Council of the County of Frontenac approve the Partnership Agreement noted as Exhibit D to the February 21st, 2013 150th Anniversary Planning Advisory Committee agenda. CARRIED Regarding a Legacy Project, it was suggested that an enhancement could be made to a local park. Members will bring back a list of possibilities to the next meeting. The Historical Society would be the best party to lead a legacy project. More discussion at a future meeting is necessary to determine next steps on this item. Councillor Davison will contact Mr. John Able, the Deputy Mayor of the Town of Aurora and bring back information on the Town’s 2013 150th celebration including costs and expectations. ÏACTION ITEM – COUNCILLOR DAVISON 7.

Communications Communication received from the Howe Island Historical Society Upcoming Event - Howe Island Winter Tales from the Last Century This Communication was brought to the Committees attention as it is being requested that a representative attend. Councillor Davison will attempt to attend this event. ÏACTION ITEM – COUNCILLOR DAVISON

Other business

Next meeting date The next 150th Anniversary Planning Advisory Committee meeting is scheduled for Wednesday, April 24, 2013 at 10:00 a.m. at the County Administration Building.

10

Adjournment The meeting adjourned at 4:21 p.m.

150th Anniversary Planning Advisory Committee Meeting Minutes February 21, 2013

150th Anniversary of County Advisory Committee

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AgendaItem#14142c)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

March 1, 2013

Date of meeting:

March 20, 2013

Re:

150th Anniversary Planning Advisory Committee – Recommendations to Council

Recommendation a) BE IT RESOLVED THAT the Council of the County of Frontenac approve the Partnership Agreement noted as Exhibit ‘D’ to Report 2013-045, 150th Anniversary Planning Advisory Committee – 2013 Work Plan Update on the February 21st, 2013 150th Anniversary Planning Advisory Committee agenda. A copy of the Partnership Agreement was attached to the February 21, 2013 150th Anniversary Planning Advisory Committee agenda and can be viewed at https://frontenac.civicweb.net/Documents/DocumentList.aspx?ID=29200

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AgendaItem#14142e)

sory Commiittee Meetin ng Minutes Joint Accessibility Advis Febru uary 22, 201 13 A meetin ng of the Frrontenac Jo oint Accessib bility Adviso ory Committee (FAAC) was held at a the Sydenha am Public Lib brary on Frid day, Februarry 22, 2013 at a 1:00 p.m. Present::

Regrets::

Neil Allen, A Township of Soutth Frontenac c Representa ative - Chairr John n McDougall, County Council Repres sentative Gary y Davison, County C Council Represen ntative Jann nette Amini, County of Frrontenac Francine Arsena ault, Community at Large e Representtative - Vice–Chair Dank ka Brewer, Township T of Central Frontenac Reprresentative

C to orderr Call T Chair called the mee The eting to order at 1:07 p.m m.

A Adoption of the agenda a Moved By: M S Seconded By y:

cillor McDougall Counc Counc cillor Davison n

RESOLVED THAT the agenda fo R or the Febrruary 22, 2013 2 meeting of the Joint A Accessibility Advisory A Co ommittee be adopted as circulated. CARR RIED 3.

D Disclosure of o pecuniary y interest an nd general nature therreof The Chair in T nstructed the e recording secretary to t record th hat, in acco ordance with h the M Municipal Co onflict of Inte erest Act, no n disclosure es of pecun niary interes st or the ge eneral nature thereo of were decla ared.

A Adoption of minutes Moved By: M S Seconded By y:

cillor Davison n Counc Counc cillor McDougall

RESOLVED THAT the minutes R m of the t Joint Ac ccessibility Advisory A Committee me eeting held Novemb ber 26, 2012 be adopted as circulate ed. CARR RIED 5.

and/or pres D Deputations sentations T There were none. n

County of Frontenac F Join nt Accessibility Advisory Comm mittee February 22, 2 2013

Accessibility Advisory Committee

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Accessibility Advisory Committee Work Plan 2013-042 2012/2013 Joint Annual Accessibility Plan Update Moved By: Seconded By:

Councillor McDougall Councillor Davison

RESOLVED THAT the Joint Accessibility Advisory Committee receive the 2012/2013 Joint Annual Accessibility Plan Update report for information purposes only. CARRIED Ms. Amini provided an overview of the report. It was requested that the specific accessibility requirements within the County Procurement Policy which is yet to be passed by County Council be provided to members of Council. Ms. Amini was unable to comment on updates by the Townships and if was felt that perhaps representatives from the 4 Townships be invited to participate at these meetings. 2013-043 Legislative Accessibility Updates Moved By: Seconded By:

Councillor Davison Councillor McDougall

RESOLVED THAT the Joint Accessibility Advisory Committee receive the Legislative Accessibility Updates report for information; AND FURTHER THAT members of the Joint Accessibility Advisory Committee forward their comments to staff on the Building Code Consultation Paper by March 4, 2013 for inclusion with the County of Frontenac’s comments to the Ministry of Municipal Affairs and Housing. CARRIED Ms. Amini provided an overview of the report and noted that the County had submitted comments last year on the new Accessibility Standards for the Design of Public Spaces which the report advises has now become law. With respect to the Consultation Paper on the Ontario Building Code, Ms. Amini noted that the County Accessibility Staff Committee will be meeting on Monday to review the Consultation Paper with the intent of submitting comments to the Ministry and is requesting that if Committee members have comments on the Paper, to forward them to her for inclusion with the County’s submission. Discussion on the possibility of creating an Accessibility Award (Mr. Neil Allen, Chair, will lead this discussion) The Committee reviewed the awards programs of the City of Brockville and the City of Kingston which appear similar in nature with the intent of bringing awareness to County of Frontenac Joint Accessibility Advisory Committee February 22, 2013

Accessibility Advisory Committee

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accessibility. The Committee agreed that it would like to proceed with establishing some form of awards program; however additional research would be needed on how it would like to proceed. A key difference within the 2 municipal programs currently being considered are that one AAC Committee chooses the recipient and one goes through a community nominations process. The Committee felt that a public nominations process would be more transparent as well as make the award more meaningful given that the recipient is being chosen by the community. Mr. Allen, Councillor McDougall and Ms. Amini will proceed in doing additional research with the intent of bringing forward a report at the next meeting. Through discussions regarding where such an award might be displayed, it was brought to staff’s attention that the County Administrative Building is not very inviting to the public and it was suggested that the various aspects of the County such as ETS and Fairmount Home could be displayed as one enters the building. The Committee asked how best to inform the community about accessibility to which Ms. Amini noted that the County of Frontenac produces a monthly newsletter and she will request that an accessibility section be added. 7.

Other business

Next meeting date

Adjournment The meeting adjourned at 3:05 p.m.

County of Frontenac Joint Accessibility Advisory Committee February 22, 2013

Accessibility Advisory Committee

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AgendaItem#14142f)

Finance Advisory Committee C M Meeting Min nutes Marrch 11, 2013 3 A meetin ng of the Fro ontenac Fina ance Advisorry Committe ee was held at the Coun nty Administrrative Office, 20 069 Batterse ea Road, Gle enburnie, on n Monday, March M 11, 20 013 at 10:00 a.m. Present:: Others: Staff:

Deputty Warden Clayton, Ch hair; Councillor Jones, Vice Chairr; and Coun ncillor McDo ougall, Warden Gutowsk ki, Ex-Officio Counc cillor Purdon n Liz Savill, CAO/C Clerk; Maria an VanBruin nessen, Tre easurer; Pau ul Charbonn neau, Directtor of Emerg gency & Tran nsportation Services; Ju ulie Shillingto on, Administtrator of Fa airmount; Ja annette Am mini, Deputy y Clerk (Re ecording Se ecretary); Kieran K William ms, Municipal Intern

C to orderr Call D Deputy Ward den Clayton called the meeting m to orrder at 10:05 5 a.m.

A Adoption of the agenda a Moved By: M S Seconded By y:

Councillor Jones Councillor McDoug gall

RESOLVED THAT the agenda for th R he March 11 1, 2013 mee eting of the Finance F Adv visory C Committee be b amended d to hear Report R 2013 3-054, Inforrmation Serrvices – Co ouncil C Computer Re eplacement Options as s the first item of bus siness and as amende ed be co onfirmed. CARR RIED 3.

D Disclosure of o pecuniary y interest an nd general nature therreof Deputy Ward D den Clayton instructed th he recording g secretary to record that in accord dance of pecuniarry interest or w with the Mun nicipal Confl flict of Intere est Act, no disclosures d o the general naturre thereof we ere declared d.

A Adoption of minutes Moved By: M S Seconded By y:

n Gutowski Warden Councillor Jones

RESOLVED THAT the minutes of R o the regu ular meeting of the Finance Adv visory C Committee he eld January 7 & 8, 2013 3 and the Miinutes of Me eeting held January J 16, 2013 be adopted as a circulated. CARR RIED County of Frontenac F Fina ance Advisory Committee C Meeting Minutes March 11, 2013

Finance Committee: Finance Committee March 11,

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Deputations and/or presentations There were none.

Report Referred from Council 2013-005 Financial Services – Amendments to County Procurement Policy (This report was referred from the January 16, 2013 County Council Meeting) Moved By: Seconded By:

Councillor McDougall Councillor Jones

BE IT RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – Amendments to County Procurement Policy report; AND FURTHER THAT the Council of the County of Frontenac adopt a By-law, being a by-law to adopt a policy to govern the procurement of goods and services by the County of Frontenac including the amendments recommended by the Finance Advisory Committee as follows: THAT a clause be added to Appendix D: “Where a sealed bid is required in the bid documents and the document is not sealed it becomes an automatic rejection.” THAT a clause to added to Appendix B: “Any project not addressed in the budget will go to County Council for approval.” THAT staff seeks further legal input on Section 7.1 CARRIED Ms. VanBruinessen provided the Committee with a copy of the comments received from Councillor Purdon. Mr. Williams provided the Committee with an overview of the report and the proposed amendments, noting that the Procurement Policy has not been updated since 2010. Mr. Williams directed the Committee to the three further major changes in the proposed policy, the first being the change in thresholds. He advised on the importance of ensuring that the County’s thresholds support a competitive process, noting the time involved for businesses to prepare and submit bids for contracts and many will not respond to an RFQ if the cost/benefit is not clear. The second primary change is the creation of a definition of No Cost Procurement. Staff advised the Committee that they are looking at the opportunity put out RFPs for no cost items as the current Procurement Policy is silent on this. The Procurement policy addresses the process to be undertaken when embarking on a no cost procurement. The terms of reference for any of these types of procurement would be clearly laid out in the RFP for such services. County of Frontenac Finance Advisory Committee Meeting Minutes March 11, 2013

Finance Committee: Finance Committee March 11,

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Mr. Williams noted the third major change is with respect to accessibility, which was to have been in place by January 1, 2013. Councillor Purdon spoke to his submission, specifically around the absence of the requirement for sealed documents to which staff advised that not all bids are required to be sealed and the intention was to allow the bid documents to be either one or the other. In some circumstances, a 2 envelop system is used with the first envelope containing the proposal (not sealed) and the second envelope containing the bid (sealed). Staff also noted that there is increasing pressure for the County to receive bids via email which it will do; however the onus is on the contractor to confirm that the email has been received. Staff was directed to include the other housekeeping issues as identified in Councillor Purdon’s submission. The Committee expressed concerns with respect to Section 7.1, feeling it appears to be quite broad and would permit staff to deem any project unmanageable to avoid following this policy. Staff advised that this section was on the advice of the County Solicitor and provided some examples of what might be deemed unmanageable; however staff will seek further legal input on this section. Staff provided some examples of sole source procurement such as the purchase of ambulances which is done for consistency for the paramedics. If it is specialized equipment and the equipment requires additions, the same contractor would be called in. The County’s legal firms are periodically reviewed, rates discussed and compared and changes have been made over the last 10 years. Expertise is critical for land related issues and labour relations. Staff advised the Committee that “past performance” has been removed from the Procurement Policy as this cannot be used as a criteria given it does not provide a level playing field; however staff does use references which are required in the bidding process. Based on comments received, staff will ensure that all housekeeping issues are addressed and implemented in the policy. 7.

Business 2013-054 Information Services – Council Computer Replacement Options Moved By: Seconded By:

Warden Gutowski Councillor Jones

RESOLVED THAT County Council direct the Treasurer to add $4,800 to the 2013 County Council budget to facilitate the purchase of replacement laptop computers or provision of a computer allowance for Council members;

County of Frontenac Finance Advisory Committee Meeting Minutes March 11, 2013

Finance Committee: Finance Committee March 11,

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AND FURTHER THAT members of Council be provided with the choice of Option 1 or Option 2 as noted in Report 2013-054, Information Services – Council Computer Replacement Options for the purchase of a laptop; AND FURTHER THAT should members of Council chose option 2, an allowance of $600 will be provided. CARRIED The Committee discussed both Options 1 2 and felt that members should be provided the choice of either having the County purchase the hardware for them or purchase the hardware individually. Members use their laptops in many ways when carrying out their duties as a member of Council and it becomes difficult when they are not the administrator and are unable to add programs. Either option has the same budget impact; however if members were to chose option 2, the allowance would become a taxable benefit. The Committee recognized that some of the townships already provide a computer allowance to its members of Council; however the Committee felt that this additional allowance would be required for the purchase of software. The Committee discussed the possibility of returning to a paper format; however it was noted the huge cost associated with this including the cost of paper and delivery. Discussion on the Organizational Study Terms of Reference for Consultant Services Ms. Savill discussed the draft Organizational Study Terms of Reference with the Committee and will forward the document to Councillors Doyle and Davison for their review and comments. She noted the document includes a review of both obligatory and discretionary activities. The Committee felt that a service review is necessary to provide the basis for the organizational study so it is clear what services are to be provided before a determination of staff required to provide those services is undertaken. Staff will ensure it is clear that this is both a service review and an organizational review. The Committee talked about reserves and reserve funds and the need for long term financial planning. It also talked about sustainable planning including a long term transportation strategy and a long term economic development strategy and felt that a services review would also determine the County’s long term vision. 8.

Other business - Nil

Next meeting date The next Finance Advisory Committee meeting will be held at the call of the Chair.

Adjournment The meeting adjourned at 12:33 p.m.

County of Frontenac Finance Advisory Committee Meeting Minutes March 11, 2013

Finance Committee: Finance Committee March 11,

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AgendaItem#14142f)

COMMITTEE REPORT To:

Warden and Council Members of the County of Frontenac

From:

Jannette Amini Deputy Clerk

Date prepared:

March 11, 2013

Date of meeting:

March 20, 2013

Re:

Finance Advisory Committee – Report to Council

Recommendation a) 2013-005 Financial Services – Amendments to County Procurement Policy (This report was referred from the January 16, 2013 County Council Meeting) BE IT RESOLVED THAT the Council of the County of Frontenac accept the Financial Services – Amendments to County Procurement Policy report; AND FURTHER THAT the Council of the County of Frontenac adopt a By-law, being a bylaw to adopt a policy to govern the procurement of goods and services by the County of Frontenac including the amendments recommended by the Finance Advisory Committee as follows: THAT a clause be added to Appendix D: “Where a sealed bid is required in the bid documents and the document is not sealed it becomes an automatic rejection.” THAT a clause to added to Appendix B: “Any project not addressed in the budget will go to County Council for approval.” THAT staff seeks further legal input on Section 7.1 A copy of Report 2013-005, Financial Services – Amendments to County Procurement Policy was attached to the March 11th Finance Advisory Committee agenda and may be viewed at https://frontenac.civicweb.net/Documents/DocumentList.aspx?ID=31812

Finance Advisory Committee – Report to Council March 11, 2013

Finance Committee: Finance Committee March 11,

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b) 2013-054 Information Services – Council Computer Replacement Options RESOLVED THAT County Council direct the Treasurer to add $4,800 to the 2013 County Council budget to facilitate the purchases of replacement laptop computers; AND FURTHER THAT members of Council be provided with the choice of Option 1 or Option 2 as noted in Report 2013-054, Information Services – Council Computer Replacement Options for the purchase of a laptop; AND FURTHER THAT should members of Council chose option 2, an allowance of $600 will be provided.

Finance Advisory Committee – Report to Council March 11, 2013

Finance Committee: Finance Committee March 11,

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AgendaItem#16a)

BY-LAW NO. 2013-0008 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law No. 2011-0020 (to establish a Trails Advisory Committee) WHEREAS the Council of the County of Frontenac adopted By-law No. 2011-0020 on May 18, 2011, being a by-law to establish a Trails Advisory Committee); AND WHEREAS the Council of the County of Frontenac passed a resolution at its meeting held February 20, 2013 appointing Councillor Gary Davison to the Trails Advisory Committee; AND WHEREAS Council of the County of deems it expedient to amend By-law No. 2011-0020; NOW THEREFORE the Council of the County of Frontenac hereby enacts as follows:

1. THAT Section 1. ESTABLISHMENT OF COMMITTEE (i) be deleted in its entirety and replaced with:
2. ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac TAC shall be comprised of eight (8) members appointed by County Council as follows: ƒ Three (3) members of County Council; ƒ Two (2) Adjacent Landowners; ƒ Two (2) Representatives from Major User Groups; and ƒ One (1) CRCA Representative.
3. THAT Schedule A to By-law No. 2011-0020 as amended be further amended as follows:
4. THAT Councillor Gary Davison be appointed as a Member of County Council. Read a first and second time this 20th day of March, 2013. Read a third time, finally passed, signed and sealed the 20th day of March, 2013. THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk County of Frontenac By-law No. 2013-0008 To Amend By-law No. 2011-0020 (To establish a Trails Advisory Committee)

a) By-Law No. 2013-0008 - To Amend By-law No. 2011-0020

March 20, 2013

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AgendaItem#16b)

BY-LAW NO. 2013-0009 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to amend By-law No. 2011-0007 (to Re-establish a Sustainability Advisory Committee) WHEREAS the Council of the County of Frontenac adopted By-law No. 2011-0007 on February 16, 2011, being a by-law to re-establish a Sustainability Advisory Committee; AND WHEREAS the Council of the County of Frontenac passed a resolution at its meeting held February 20, 2013 appointing Councillor Denis Doyle to the Sustainability Advisory Committee; AND WHEREAS Council of the County of deems it expedient to amend By-law No. 2011-0007; NOW THEREFORE the Council of the County of Frontenac hereby enacts as follows:

1. THAT Section 1. ESTABLISHMENT OF COMMITTEE (i) be deleted in its entirety and replaced with:
2. ESTABLISHMENT OF THE COMMITTEE (i) The County of Frontenac SAC shall be comprised of up to six (6) members appointed by County Council as follows: ƒ two (2) members of County Council; and ƒ four (4) community representatives.
3. THAT Schedule A to By-law No. 2011-0007 as amended be further amended as follows:
4. THAT Councillor Denis Doyle be appointed as a Member of County Council. Read a first and second time this 20th day of March, 2013. Read a third time, finally passed, signed and sealed the 20th day of March, 2013. THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk County of Frontenac By-law No. 2013-0009 To Amend By-law No. 2011-0007 (To re-establish a Sustainability Advisory Committee) March 20, 2013

b) By-Law No. 2013-0009 - To Amend By-law No. 2011-0007

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AgendaItem#16c)

BY-LAW NO. 2013-0010 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a By-law to Impose User Fees and Charges for Services WHEREAS Sections 391 (1) and (3) of the Municipal Act, 2001 S.O. 2001, c. 25, as amended authorize a municipality to impose fees or charges including costs incurred by the municipality related to administration, enforcement and the establishment, acquisition and replacement of capital assets, on persons, (a) (b) (c)

for services or activities provided or done by or on behalf of it; for costs payable by it for services or activities provided or done by or on behalf of any other municipality or local board; and for the use of its property including property under its control.

AND WHEREAS Section 69 of the Planning Act, R.S.O. 1990, c.P.13, as amended, authorizes that the council of a municipality, by by-law, may establish a tariff of fees for the processing of applications made in respect of planning matters, which tariff shall be designed to meet only the anticipated cost to the municipality in respect of the processing of each type of application provided for in the tariff: NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac enacts as follows: 1.

THAT Schedule A attached hereto and forming part of this by-law represents Fees for Services for County Administration and Geographic Information System (GIS) Mapping.

THAT Schedule B attached hereto and forming part of this by-law represents the Tariff of Fees for Land Use Planning applications.

THAT Schedule C attached hereto and forming part of this by-law represents Fees for Services for Fairmount Home.

THAT Schedule D attached hereto and forming part of this by-law represents Fees for Services for Frontenac Paramedic Services.

THAT all fees, other than for exempt services, are subject to the applicable taxes.

THAT the fees for services outlined in the schedules to this by-law shall be reviewed annually.

THAT By-law No. 2010-0019 is hereby repealed.

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

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

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Read a First and Second Time this 20th day of March, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 20th day of March, 2013.

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

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Page 128 of 139

AgendaItem#16c)

SCHEDULE A TO BY-LAW NO. 2013-0010 FEES FOR SERVICES FOR COUNTY ADMINISTRATION AND GEOGRAPHIC INFORMATION SYSTEM (GIS) MAPPING

ADMINISTRATION Photocopying (per copy) ………………………………………………… Faxing (per page) ………………………………………………………… Archival Material Search – Hourly Rate ………………………………..

$0.25 $1.00 $35.00

GEOGRAPHIC INFORMATION SYSTEM (GIS) AND MAP-RELATED PRODUCTS Digital True Colour Ortho-Photography (1km x 1km tiles - MrSID, GeoTIFF; includes processing and shipping) ………………….………

$25.00/tile

Printed Map Products County of Frontenac Street Atlas (printed and bound)…….…………. $50.00/copy Individual Township Street Atlas (printed and bound)………………… $15.00/copy Small Basic Map (8½” x 11”; no customization) Black and white ……………………………………………………. Colour ……………………………………………………………….

$6.00 $8.00

Medium Basic Map (11” x 17”; no customization) Black and white ……………………………………………………. Colour ……………………………………………………………….

$10.00 $12.00

Large Basic Map (no customization, exceeds 11” x 17” and up to 42” wide; requires the use of large scale GIS plotter) ……………………..

$30.00

Custom Map Products Hourly Rate (includes mapping/analysis/consultation; does not include printed final product or shipping charges; minimum fee of 1 hour) …. Note:

$40.00

These fees are not applicable to services provided to the Townships within the County of Frontenac. This is Schedule A to By-law No. 2013-0010 passed by the Council of County of Frontenac this 20th day of March, 2013. Janet Gutowski, Warden

K. Elizabeth Savill, Clerk By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

Page 3 of 8

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AgendaItem#16c)

SCHEDULE B TO BY-LAW NO. 2013-0010 TARIFF OF FEES FOR LAND USE PLANNING

Subdivisions/Condominiums Initial Application Fee For any proposed plan of subdivision submitted to the County of Frontenac for approval: Up to 20 developable lots/blocks/units ……………………………. $2,600 21 to 50 developable lots/blocks/units …………………………….. $4,000 More than 50 developable lots/blocks/units ………………………. $6,000 Refund Sixty per cent (60%) of the Initial Application Fee shall be returned if an application is rejected by the County of Frontenac as being deemed incomplete or is withdrawn prior to circulation Major Plan Revision (re-circulation) ……………………………………………

$1,000

Minor Revision or Emergency Extension ……………………………………… $ 400 For minor revisions to the draft plan and/or draft conditions, which do not require major re-circulation and for each three (3) month emergency extension to draft approval Draft Approval Extension For each one (1) year extension of draft approval beyond the usual three (3) years draft approval ………………………………………………..

$ 600

Final Plans for Registration ………………………………………………………

$ 600

Condominiums Exemption Application Fee …………………………………………………………………… $1,000 For any plan of condominium submitted to the County of Frontenac for exemption under Section 50 of The Condominium Act, R.S.O. 1990, C26, as amended. Part Lot Control Final Approval …………………………………………………………………….. $ 300 Payable prior to the by-law being given final approval by the Council of the County of Frontenac. Other Charges The applicant shall provide the County of Frontenac, upon request, a deposit against which the County may, from time to time, charge any professional fees and expenses incurred related to peer review. If such fees and expenses exceed the deposit, the Applicant shall pay the difference upon being billed by the County with interest at a rate of 1.25% per month on accounts overdue more than thirty (30) days.

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

Page 4 of 8

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AgendaItem#16c)

This is Schedule D to By-law No. 2013-0010 passed by the Council of the County of Frontenac on the 20th day of March, 2013.

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

Page 5 of 8

Page 131 of 139

AgendaItem#16c)

SCHEDULE C TO BY-LAW NO. 2013-0010 FEES FOR SERVICES FOR FAIRMOUNT HOME

Meals on Wheels Supper …………………………………………………………………….

$6.50

Other Charges Satellite Television for Residents ………………………………………. $5.00/month Telephone for Residents ………………. $7.00/month plus long distance charges

External Catering See attached External Catering Form

This is Schedule C to By-law No. 2013-0010 passed by the Council of the County of Frontenac on the 20th day of March, 2013.

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

Page 6 of 8

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AgendaItem#16c)

CATERING ORDER FORM County of Frontenac

Name of event:

Date of event:

Time of delivery:

Delivery location:

Requested by:

Telephone:

Number of staff

Number of residents

Department:

Cost Centre #

No. of visitors

Number of invitees

External billing: Name and address fo r external billing must be pro vided by Department

Extended

ITEMS REQUESTED

Extended

ITEMS REQUESTED

Servings Unit Cost

Cost Beverages Coffee, small pot Serves 8 $ 8.00 $ Percolator/Urn Serves 30-40 35.00 Thermal container, large……………. 70.00 Coffee envelopes, decaffeinated…… 0.65

Servings Unit Cost

Cost Miscellaneous Items Yogurt……………………………….. $ 1.00 $ Chips, plain, 43 g…………………… 1.00 Pickle bowl…………………………. 2.95 Soup of the day, bowl……………… 1.50

Tea bag and hot water……………… Iced Tea, can Diet/Regular Juice, 114 ML………………………. Juice, can……………………………

1.00 1.00 0.95 1.25

Fruit, each…………………………… 0.85 Subtotal Miscellaneous $ Buffet Trays Choice of salads - Caesar, Garden, Greek, Pasta

Juice, bottle…………………………. Pop, can Diet/Regular Punch bowl, small Serves 35-40 Punch bowl, large Serves 50

1.50 1.00 10.00 15.00

Salad, small Salad, medium Salad, large Vegetables with dip, small

12.00 18.50 28.30 17.75

1.50 1.00 Subtotal Beverages $

Vegetables with dip, medium Vegetables with dip, large Cheese, fruit and crackers, small Cheese, fruit and crackers, medium

25.00 40.00 25.00 40.00

Muffins………………………………. Gourmet baked cookies……………. Croissants…………………………… Danishes……………………………. Eclairs……………………………….

1.00 $ 0.95 1.25 1.25 1.50

Cheese, fruit and crackers, large Fruit tray, small Fruit tray, medium Fruit tray, large Platter, sandwiches, tea cut, each

60.00 15.50 25.00 40.00 2.95

Squares, tea cut 4 each order Squares, lunch cut 2 each order Cake, slab sheet Serves 60-80 Cake, ½ slab………………………..

1.25 1.25 40.00 25.00

Platter, sandwiches, gourmet, each Paper Products* Plates, small, 6”

0.10

Cake, gourmet……………………… Cheesecake………………………… Pie, fruit………….. Serves 8 Pie, cream………. Serves 8

3.00 35.00 12.00 10.00

Plates, large, 9” Knives Forks Spoons

0.05 0.03 0.03 0.03

Napkins Styrofoam cups 0.02 Straws 0.02

• China remains the standard. Paper and plastic utensils provided on request ONLY.

Bottled water, 330 ML……………… Milk, 250 ML 2% , Skim, Chocolate Bakeshop

Subtotal Bakeshop $ Other Items** Ice water, jug……. no charge Bag lunch, staff……………………… Bag lunch, resident……………………

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

3.25 Subtotal Buffet Trays $

Subtotal Paper Products $

Page 7 of 8

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AgendaItem#16c)

SCHEDULE D TO BY-LAW NO. 2013-0010 FEES FOR SERVICES FOR FRONTENAC PARAMEDIC SERVICES

Special Requests Attendance of one (1) Ambulance and Paramedic crew at Special Events Basic Charge: 4 hours coverage minimum charge ……………………………..

$836

Additional Charges: For each hour or portion thereof ………………………………….

$209

The deposit amount is due prior to the event and any adjustment/refund will be resolved after the special event.

Physical Fitness Test Per Test ……………………………………………………………………

$160

This is Schedule D to By-law No. 2013-0010 passed by the Council of the County of Frontenac on the 20th day of March, 2013.

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0010 – To Impose User Fees and Charges for Services March 20, 2013

c) By-law No. 2013-0010 - To Impose User Fees and

Page 8 of 8

Page 134 of 139

AgendaItem#16d)

BY-LAW NO. 2013-0011 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt the estimates for the sums required during the year 2013 for the purposes of the County of Frontenac and to establish rates to be levied for same against the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac WHEREAS pursuant to Section 289 of the Municipal Act, S.O. 2001, Chapter 25, and amendments thereto (‘the Municipal Act’), the County of Frontenac shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the County of Frontenac; AND WHEREAS it is necessary for the County of Frontenac to raise for the year 2013 certain sums; AND WHEREAS all property assessment rolls on which the 2013 taxes are to be levied have been returned and revised pursuant to the provisions of the Assessment Act, R.S.O. 1990, Chapter A.31 and amendments thereto, subject to appeals at present before the Assessment Review Board, the Ontario Municipal Board and the District Court; AND WHEREAS the “Residential/Farm Assessment”, “Multi-Residential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment”, “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses pursuant to Section 7 of the Assessment Act have been determined on the basis of the aforementioned property assessment rolls; AND WHEREAS pursuant to Section 311(2) of the Municipal Act, for purposes of raising the general upper-tier levy, the sums required by taxation in the year 2013 are to be levied by separate rates by the Townships for the estimated current annual expenditures for County of Frontenac purposes after deduction of other revenue as directed by County of Frontenac bylaw; AND WHEREAS the tax ratios and tax rate reductions for prescribed property subclasses on the aforementioned property for the 2013 taxation year have been set out in County of Frontenac By-law Number 2011-0036 passed by Council on the 16th day of November, 2011; AND WHEREAS the tax rates on the aforementioned “Residential/Farm Assessment”, “MultiResidential Assessment”, “Commercial Assessment”, “Industrial Assessment”, “Pipe Line Assessment” (where applicable), “Farmlands Assessment” and “Managed Forests Assessment” and the applicable subclasses have been calculated pursuant to the provisions of the Municipal Act, in the manner set out herein; NOW THEREFORE, the Council of the Corporation of the County of Frontenac enacts as follows: 1.

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

By-law No. 2013-0011 – To Adopt the 2013 Budget March 20, 2013

d) By-Law No. 2013-0011 - To Adopt the 2013 Operating and

Page 1 of 2

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AgendaItem#16d)

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

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

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

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

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

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

7. THAT this by-law shall come into force and take effect as of the date of final passing. Read a First and Second Time this 20th day of March, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 20th day of March, 2013.

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0011 – To Adopt the 2013 Budget March 20, 2013

d) By-Law No. 2013-0011 - To Adopt the 2013 Operating and

Page 2 of 2

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AgendaItem#16e)

BY-LAW NO. 2013-0012 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a By-law to Adopt a Policy to Govern the Procurement of Goods and Services by the County of Frontenac WHEREAS Section 5 of the Municipal Act, S.O. 2001, as amended, states that the powers of the Municipal Council shall be exercised by By-law, unless the municipality is specifically authorized to do otherwise; AND WHEREAS Section 270(3) of the Municipal Act, S.O. 2001, as amended, states that a municipality and a local board shall adopt policies with respect to its procurement of goods and services; AND WHEREAS it is deemed necessary to revise the existing Procurement Policy in order for it to conform to the requirements of the Municipal Act, S.O. 2001 and the new Integrated Accessibility Standards Regulations of the Accessibility for Ontarians with Disabilities Act, 2005 and to strengthen the procurement function while maintaining the integrity of the process. NOW THEREFORE the Council of the Corporation of the County of Frontenac hereby enacts as follows: 1.

That the Council of the County of Frontenac hereby adopts the Procurement Policy for the County of Frontenac attached hereto as Schedule A and forming part of this by-law.

That the existing Procurement Policy approved by Council by By-law No. 2010-0031 passed on November 17, 2010 is hereby repealed.

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

This by-law shall take effect on the date of its final passing.

Read a First and Second Time this 20th day of March, 2013. Read a Third Time, Signed, Sealed and Finally Passed this 20th day of March, 2013.

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

e) By-Law No. 2013-0012 - Bylaw to Adopt the Procurement

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AgendaItem#16f)

BY-LAW NO. 2013-0013 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on March 20, 2013 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE, THE COUNCIL OF THE CORPORATION OF THE COUNTY OF FRONTENAC hereby enacts as follows:

1. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on March 20, 2013 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
2. THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on March 20, 2013 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
3. THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on March 20, 2013 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.
4. THAT this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 20th day of March, 2013. Read a Third Time and Finally Passed, Signed and Sealed this 20th day of March, 2013.

By-law No. 2013-0013 – To confirm all actions and proceedings of County Council on March 20, 2013 Page 1 of 2

f) By-Law No. 2013-0013 - To Confirm All Actions and

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AgendaItem#16f)

THE CORPORATION OF THE COUNTY OF FRONTENAC

Janet Gutowski, Warden

K. Elizabeth Savill, Clerk

By-law No. 2013-0013 – To confirm all actions and proceedings of County Council on March 20, 2013 Page 2 of 2

f) By-Law No. 2013-0013 - To Confirm All Actions and

Page 139 of 139

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