Body: Council Type: Agenda Meeting: Regular Date: May 21, 2014 Collection: Council Agendas Municipality: Frontenac County
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Document Text
County Council Meeting – Regular Meeting May 21, 2014 – 9:00 a.m. The Frontenac Room, 2069 Battersea Road, Glenburnie, ON
AGENDA Page
CALL TO ORDER
ADOPTION OF AGENDA
DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
ADOPTION OF MINUTES a) Minutes of Meeting held April 16, 2014 RESOLVED THAT the minutes of the regular meeting of County Council held on April 16, 2014 be adopted as circulated. [Distributed to Members of County Council May 9, 2014] b) Minutes of Special Meeting held May 7, 2014 RESOLVED THAT the minutes of the special meeting of County Council held on May 7, 2014 be adopted as circulated. [Distributed to Members of County Council May 16, 2014]
DEPUTATIONS AND/OR PRESENTATIONS a) Recognition of Frontenac County being the recipient of the URISA Ontario 2014 Best Challenge Award for “The Best Public Sector GIS”.
b) Recognition of Frontenac County employees being the recipient of the United Way “2013 Most Improved Award” in the Government Sector for the 2013 United Way Campaign.
- PROCLAMATIONS
Page 1 of 178
Page 6. PROCLAMATIONS a) Funeral Professionals Week - May 4th to May 11th, 2014 THAT, as requested by the Board of Funeral Services, Office of the Registrar, Council proclaim the week of May 4th to May 11th, 2014 as Funeral Professionals Week. (See Communications (e)) b) Day of the Honey Bee - May 29, 2014 THAT as requested by Clinton Shane Ekdahl, Founder of “Day of the Honey Bee”, Council proclaim May 29th, 2014 as the fifth annual “Day of the Honey Bee;” (See Communication (o))
- BRIEFINGS a) Mr. Howard Allan, Allan Chartered Accountant, will provide County Council with a briefing regarding the 2013 County Audit.
b) Mr. Peter Young, Community Planner, will provide County Council with a Briefing with respect to Information Report 2014-083, Corporate Services - Summary of Applications for Plans of Subdivisions and Condominiums.
c) Mr. Kelly Pender, CAO, will provide County Council with a briefing on the County’s Long Range Financial Planning.
- UNFINISHED BUSINESS
- RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 14-19
a) 2014-034
Emergency and Transportation Services Wolfe Island Ambulance Response and Ferry Disruption Pilot Project Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services –Wolfe Island Ambulance Response and Ferry Disruption Pilot Project report for information; AND FURTHER BE IT RESOLVED the Council of the County of Frontenac
Page 2 of 178
Page 9. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER hereby approve a pilot project for six (6) months commencing June 1, 2014 as set out in this report. 20-22
b) 2014-086
Emergency and Transportation Services FPS Organization and Cultural Change – 3A’s of Leadership and Authority Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority report for information; AND FURTHER BE IT RESOLVED the Council of the County of Frontenac hereby approve a sole source contract with Loyalist College to deliver the program. 23-24
c) 2014-087
Corporate Services Township of Frontenac Islands Financial Services Contract Extension Recommendation RESOLVED THAT Council of the County of Frontenac accept the Corporate Services – Township of Frontenac Islands Financial Services Contract Extension 2014 report for information; THAT Council confirm that the revenue generated by the cost recovery for financial services will be utilized to support the financial requirements of the County; AND FURTHER THAT, Council pass a bylaw later in the meeting to authorize the execution of a contract by which the County will provide financial services to the Township of Frontenac Islands until December 31, 2019. 25-56
d) 2014-089
Corporate Services 2013 Audited Financial Statements Recommendation
Page 3 of 178
Page 9. RECOMMEND REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER
RESOLVED that the Council of the County of Frontenac receive this Financial Services - 2013 Audited Financial Statements report; AND FURTHER that the Council of the County of Frontenac accept the 2013 Audited Financial Statements of the Corporation of the County of Frontenac. 57-83
e) 2014-090
Corporate Services Federal Gas Tax Agreement Recommendation RESOLVED that the Council of the County of Frontenac receive this Corporate Services – Federal Gas Tax Agreement report; AND FURTHER that the Council of the County of Frontenac authorize the Clerk and Warden to sign the Municipal Funding Agreement for the Transfer of Federal Gas Tax Funds (attached). 84-85
f) 2014-097
Fairmount Home Accreditation Canada Governance Functioning Tool Recommendation THAT the Council of the County of Frontenac accept this Fairmount Home – Accreditation Canada Governance Functioning Tool for information; AND FURTHER THAT each member of the Council of the County of Frontenac be directed by the Warden to complete the Governance Functioning Tool before midnight on June 30, 2014. 10. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 86-90
a) 2014-083
Corporate Services Summary of Applications for Plans of Subdivisions and Condominiums
Page 4 of 178
Page 10. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 91-128
b) 2014-084
Fairmount Home Review of Zero Tolerance Policy for Abuse and Neglect
129-132
c) 2014-085
Corporate Services Disability Management Update
133-138
d) 2014-088
Corporate Services 2014 1st Quarter Financial Summary
139-140
e) 2014-091
Corporate Services Public Works Managers Project – Update 03-2014
141-142
f) 2014-092
Corporate Services Frontenac K&P Trail – White Creek Bridge
143-146
g) 2014-093
Corporate Services April Monthly Absenteeism Report Card
147-156
h) 2014-094
Fairmount Home Additions and Alterations to Fairmount Home Auditorium Construction Progress Report #6
Page 5 of 178
Page 10. INFORMATION REPORTS FROM THE CHIEF ADMINISTRATIVE OFFICER 157-165
i)
2014-096 Emergency and Transportation Services Robertsville Station Construction Progress Report #7
- ADOPTION OF REPORT OF THE COMMITTEE OF THE WHOLE COUNCIL a) Minutes of Committee of the Whole Meeting held May 7, 2014 [Distributed to Members of County Council May 16, 2014]
166
b) Report of the Committee of the Whole from Meeting Held May 7, 2014
RESOLVED THAT the Report of the Committee of the Whole be received and adopted. Report of the Committee of the Whole 2014-081 Corporate Services Reserve and Reserve Funds RESOLVED THAT Council adopt the following reallocations of the reserves as follows:
- Strategic Planning goals –$2.1M as follows: i. $100,000 allocated to Waste Management Planning, ii. $1.5M allocated to Seniors Projects iii. Econ Dev $500,000
- Capital Asset Management requirements - $200,000
- Capital Commitments under cost sharing agreements –$340,000
- Frontenac Renovates allocations - $380,000
- Land Acquisition Trails –$30,000
- Future CIPs – $154,000
- Cheerio Project – $100,000
- REPORTS FROM EXTERNAL BOARDS AND COMMITTEES a) Kingston Frontenac Library Board Update - Councillor Purdon Minutes of Meeting held March 26, 2014
Page 6 of 178
Page 12. REPORTS FROM EXTERNAL BOARDS AND COMMITTEES [Distributed to Members of County Council April 25, 2014] 2013 Annual Report [Distributed to Members of County Council May 9, 2014]
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
h) Eastern Ontario Warden’s Caucus Update - Warden & CAO
- REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL a) Frontenac Accessibility Advisory Committee - Minutes of Meeting held April 28, 2014 [Distributed to Members of County Council May 9, 2014]
b) Seniors Housing Task Force - Minutes of Meeting held April 30, 2014 [Distributed to Members of County Council May 9, 2014]
c) 150th Anniversary Planning Advisory Committee - Minutes of Meeting held May 14, 2014
Page 7 of 178
Page 13. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL [Distributed to Members of County Council May 16, 2014]
d) 150th Anniversary Planning Advisory Committee Report to County Council THAT the Report received from the 150th Anniversary Planning Advisory Committee be received and adopted. All items listed on the 150th Anniversary Planning Advisory Committee Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the 150th Anniversary Planning Advisory Committee Report to be separated from that motion and considered separately, whereupon the 150th Anniversary Planning Advisory Committee Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. Report of the 150th Anniversary Planning Advisory Committee a) 50 Stories, 150 Years THAT the Council of the County of Frontenac support the “50 Stories, 150 Years”, the 150th Anniversary feature and promotion project as presented by the Frontenac News at a cost of $5,000 in 2014 and $4,000 in 2015 with the 150th Anniversary Planning Advisory Committee providing input and direction on subject matter through the duration of the project; AND FURTHER THAT the cost of this advertising be expensed from the 150th Anniversary Reserve. b) 2014-095 2014 Work Plan Update THAT the Council of the County of Frontenac delegate authority to staff, through consultation with the 150th Anniversary Planning Advisory Committee, to implement the plans for the Sesquicentennial celebration of the County of Frontenac that will commence January 1, 2015, based on the draft budget attached to this report as Appendix A; AND FURTHER THAT given it is now less than 18 months until the August 2015 Showcase, and the implementation of plans must begin in order to ensure a successful event, that the Council of the County of Frontenac approve the draft budgets for the Sesquicentennial Celebration noted in this report as Appendix A, based on the outcome of the Building Communities through Arts and Heritage grant application.
Page 8 of 178
Page 13. REPORTS FROM ADVISORY COMMITTEES OF COUNTY COUNCIL c) 150th Anniversary Showcase Closing Ceremonies THAT the Council of the County of Frontenac authorize staff to secure the Abrams Brothers for the closing ceremonies concert for the August 2015 Showcase at a cost of no more than $5,000.00
- ACCOUNTS 167-173
a) Accounts for the period of: April 11, 2014 to May 14, 2014
- MOTIONS, NOTICE OF WHICH HAS BEEN GIVEN
- GIVING NOTICE OF MOTION
- COMMUNICATIONS That Council consent to the following communications of interest to Council listed below be received and filed: a) From the Association of Municipalities of Ontario (AMO) advising Council of the Premiers Announcement of $29 Billion for Transit and Transportation Infrastructure. [Distributed to Members of County Council April 17, 2014]
b) From Kingston City Councillor Dorothy Hector providing her report on the March 2014 Federation of Canadian Municipalities (FCM) Board meeting. [Distributed to Members of County Council April 17, 2014]
c) From Mandi Pearson, Deputy Clerk/Operations Clerk, Town of Petrolia, advising Council of the Resolution passed by the Town of Petrolia calling on Premier Wynne and the Province of Ontario to take immediate action to prevent Hydro & Natural Gas and any other rate increases from being implemented. [Distributed to Members of County Council April 17, 2014]
d) From the Federation of Canadian Municipalities advising of the FCM 2014 Annual Conference and Registration. [Distributed to Members of County Council April 17, 2014]
Page 9 of 178
Page 17. COMMUNICATIONS That Council consent to the following communications of interest to Council listed below be received and filed: e) From the Board of Funeral Services, Office of the Registrar, asking that County Council proclaim May 4 – 11, 2014, as Funeral Professionals Week. [Distributed to Members of County Council April 17, 2014]
f) From the Ministry of the Energy updating the municipality on the initiatives Ontario’s government is undertaking today to give municipalities more information and control so they can increase their effectiveness and take advantage of new opportunities around local energy planning. [Distributed to Members of County Council April 25, 2014]
g) From the Ontario Good Roads Association regarding its comments on Premier Wynne’s announces on Transit & Infrastructure Funding. [Distributed to Members of County Council April 25, 2014]
h) From Bhavana Varma, United Way of Kingston, Frontenac, Lennox and Addington, thanking the County of Frontenac for proclaiming the week of May 3rd, 2014 as United Way Success By 6 Week. [Distributed to Members of County Council April 25, 2014]
i)
From The Beer Store providing information on Facts vs. Myths on the sale of alcohol in convenience stores. [Distributed to Members of County Council April 25, 2014]
j)
From Enbridge Pipelines Inc. providing updates on Enbridge’s Line 9B reversal and Line 9 Capacity Expansion Project. [Distributed to Members of County Council May 2, 2014]
k) From Providence Care regarding invitation to the Ground-breaking for Providence Care Hospital. [Distributed to Members of County Council May 2, 2014]
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Page 17. COMMUNICATIONS That Council consent to the following communications of interest to Council listed below be received and filed: l)
From the Association of Municipalities of Ontario (AMO) advising Council of the Ministry of Rural Affairs release of the document “Moving Forward on Rural Matters”. [Distributed to Members of County Council May 2, 2014]
m) From the Ontario Good Roads Association (OGRA) providing a heads up on the 2014-2015 Ontario Budget and Significant Investments in Infrastructure [Distributed to Members of County Council May 2, 2014]
n) From the Central Algoma Joint Disaster Relief Committee requesting a donation requesting financial support to assist the private sector due to heavy rainfall which caused extreme flooding in the Central Algoma. [Distributed to Members of County Council May 2, 2014]
o) From Clinton Shane Ekdahl, Founder of “Day of the Honey Bee” requesting that Council proclaim May 29th, 2014 as the fifth annual “Day of the Honey Bee;” [Distributed to Members of County Council May 2, 2014]
p) From Kingston Frontenac Housing Corporation providing its Board of Directors Summary Report. [Distributed to Members of County Council May 9, 2014]
q) From Kingston Frontenac Housing Corporation providing the minutes of its meeting held March 25, 2014. [Distributed to Members of County Council May 9, 2014]
r) From Quinte Conservation regarding their offer of assistance for Emeral Ash Borer. [Distributed to Members of County Council May 9, 2014] [Distributed to Staff May 9, 2014]
Page 11 of 178
Page 17. COMMUNICATIONS That Council consent to the following communications of interest to Council listed below be received and filed: s) From the Association of Municipalities of Ontario requesting nominations to the 2014 – 2016 AMO Board of Directors [Distributed to Members of County Council May 9, 2014]
t) From the Township of Muskoka asking for Council support regarding its motion which calls on the Ministry of Government Services to develop a funding model to ensure landowners are not negatively financially affected with the Land Titles Electronic Registry System. [Distributed to Members of County Council May 16, 2014]
u) From the Ministry of Citizenship and Immigration calling on nominations for the 2014 Senior Achievement Award Program. [Distributed to Member of County Council May 16, 2014] [Distributed to staff May 16, 2014]
v) From the United Way of Kingston, Frontenac Lennox and Addington providing County Council with a copy of “Youth Out Loud: Taking Action to End Youth Homelessness in Kingston and Area” [Distributed to Members of County Council May 16, 2014] [Distributed to staff May 13, 2014]
w) From the Ministry of Citizenship and Immigration advising of a new deadline for nominations for the 2014 Senior Achievement Award Program. [Distributed to Members of County Council May 16, 2014 [Distributed to staff May 16, 2014]
- OTHER BUSINESS
- PUBLIC QUESTION PERIOD
- BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW
Page 12 of 178
Page 20. BY-LAWS – GENERAL BY-LAWS AND CONFIRMATORY BY-LAW 174
a) By-Law No. 2014-0026 - to Extend the Agreement with the Township of
Frontenac Islands for the Provision of Financial Services 175-176
b) By-Law No. 2014-0027 - to Authorize the Warden and Clerk to Execute the
Amending Agreement with the Association of Municipalities of Ontario (AMO) for the Transfer of Federal Gas Tax Revenues to 2024 177-178
c) By-Law No. 2014-0028 - Confirmation of Actions and Proceedings
- ADJOURNMENT
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AgendaItem#9a)
Report 2014-034 RECOMMEND REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services
Date prepared:
April 20, 2014
Date of meeting:
May 21, 2014
Re:
Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project
Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services –Wolfe Island Ambulance Response and Ferry Disruption Pilot Project report for information; AND FURTHER BE IT RESOLVED the Council of the County of Frontenac hereby approve a pilot project for six (6) months commencing June 1, 2014 as set out in this report.
Background The Wolfe Island land ambulance station has operated for more than 25 years. Since the beginning of this operation, ferry service has been interrupted when a call for ambulance response is received. The practice, for which no documentation can be found to provide background, is for the vessel to return to the Marysville dock as soon as the call is received from Prescott Coast Guard Marine Radio, and standby to receive the ambulance for transport to the mainland. This practice has, and does, cause substantial disruption to ferry service; the vessel idling at the Marysville dock causes significant backlog of vehicles and it Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 1 of 6
2014-034 Emergency and
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AgendaItem#9a)
takes several hours to resume the service to normal schedule. Communication issues have caused the ferry to wait, at times, for up to one (1) hour only to have no ambulance arrive due to the patient not being transported to hospital. Comment A review of this practice was undertaken with stakeholders including the Township of Frontenac Islands, Ministry of Transportation (MTO), Canada Coast Guard Prescott Marine Communications and Traffic Service (MCTS) and Kingston Central Ambulance Communication Centre (KCACC). Data was collected and analysed (Study Period - 2011 to 2013) to comprehend the volume of requests for land ambulance service on Wolfe Island:
Call Volume 2011
2012
2013
Total Number of Calls
100
85
94
Number of Code 4 Calls (Dispatched)
60 (60%)
58 (68%)
69 (73%)
Number of Code 3 Calls (Dispatched)
29 (29%)
21 (25%)
20 (21%)
Number of Code 8 Calls (Dispatched)
11 (11%)
6 (7%)
5 (5%)
Number of Code 4 Calls (Return)
19 (19%)
19 (22%)
21 (22%)
Number of Code 3 Calls (Return)
48 (48%)
50 (59%)
49 (52%)
Number of NPC Calls
33 (33%)
16 (19%)
24 (25%)
Average T2 – T4 (Minutes)
12
15
13
Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 2 of 6
2014-034 Emergency and
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AgendaItem#9a)
In addition, call volumes by day of the week and time of day were collected and analysed.
Call Volume by Day
Call Volume by Time
Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 3 of 6
2014-034 Emergency and
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AgendaItem#9a)
The request for land ambulance response (2013) is distributed as shown below:
2013 Call Location
Response zones, by time interval, were then developed and reviewed.
Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 4 of 6
2014-034 Emergency and
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AgendaItem#9a)
The “anatomy” of an ambulance response is divided into three (3) distinct parts:
- Response time (from Time 2 (crew notified) to Time 4 (crew arrive at scene)): The data shows an average response time (for the period) to be 13:18 minutes.
- Assessment at scene/Transport Decision: The average scene time, for assessment and treatment, is 17:36 minutes.
- Transport/Cancellation: The average transport time, from call to ferry docks, is 13:00 minutes. However, there is an average cancellation of the call 26% of the time. Calculations for the timeframe of an ambulance call total an average of 43:54 minutes. A review and discussion with MTO managers and Wolfe Islander III captains regarding travel times for the ferry was conducted. The conclusions were that; if the vessel was enroute to Kingston and had reached a specific point in its voyage (Point Fredrick Buoy (KH2)), it could make the Kingston dock, disembark vehicles, board vehicles and return to the Marysville dock in an average of 35 minutes. It is therefore recommended, given the information above regarding time intervals, that a pilot project is under taken, for a six (6) month period, wherein: •
•
For all land ambulance response calls, on Wolfe Island, where the Wolfe Islander III is enroute to Kingston and has passed the Point Fredrick Buoy (KH2), the vessel will continue its voyage, disembark cars and passengers in Kingston; load cars and passengers and return to the Marysville dock. When a request for ambulance response is made, the FPS supervisor is to be notified by dispatch and the supervisor will initiate direct contact with the Captain of the Wolfe Islander III to ascertain and coordinate ferry movements.
Sustainability Implications Directions for Our Future, under Capacity Building and Governance on page 36, states: “Strong links ensure seamless relationships between community and municipalities”. This work also contributes to the sustainability indicator – number of collaborative projects developed and implemented with two or more municipalities.
Financial Implications None
Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 5 of 6
2014-034 Emergency and
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AgendaItem#9a)
Organizations, Departments and Individuals Consulted and/or Affected The Township of Frontenac Islands Canada Coast Guard, Prescott Marine Communications and Traffic Service (MCTS) Stuart Jones, MTO Mark Halladay, Kingston CACC
Recommend Report Emergency and Transportation Services – Wolfe Island Ambulance Response and Ferry Disruption Pilot Project May 21, 2014 Page 6 of 6
2014-034 Emergency and
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AgendaItem#9b)
Report 2014-086 RECOMMEND REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services
Date prepared:
April 20, 2014
Date of meeting:
May 21, 2014
Re:
Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority
Recommendation BE IT RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority report for information; AND FURTHER BE IT RESOLVED the Council of the County of Frontenac hereby approve a sole source contract with Loyalist College to deliver the program.
Background During the 2014 budget deliberations County Council received information regarding a plan to move toward a new and positive culture change in paramedic services. Several options have been reviewed and following discussions with the Chief of Northumberland Paramedic Services, it has been decided that the program “3A’s of Leadership and Authority” is best suited to achieve the objective of culture change. How does a supervisor or manager lead individuals, teams and departments toward higher involvement and higher quality? This question is raised by many who realize that theory cannot replace practical skills when it comes to leading people. The focus of this training is to go past theory and into practice. Participants will gain new insights on the Recommend Report Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority May 21, 2014 Page 1 of 3
2014-086 Emergency and
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AgendaItem#9b)
use and misuse of authority and discover and apply practical ways to use organizational authority to lead individuals and teams to a new level of contribution. The “3A’s of Leadership and Authority” is a trademarked program and the authorized provider in Ontario is Loyalist College in Belleville.
Comment The author of the program, Pierre-Marc Meunier, is an organizational psychologist who developed the program and created the “Authority 3A” model in 1992 after a large organization asked him to deliver two hours of training on applying discipline (!). Finding that managers were devalued, demoralized, and powerless, he set out to develop an approach that would address their needs: Our “Leadership and authority 3ATM” training program is based on over 20 years of research and hands-on experience working with leaders. The 3A program develops clearly and practically those competencies that characterize today’s best leaders and restores a positive role for authority in organizations. Since 1994, 3A Leadership has repeatedly proven its effectiveness. This training gives leaders a broader vision of their role and transforms the way they approach various situations. It helps managers be more aware of the changing needs of their teams and provides them with the tools to mobilize all available resources for the development of the organization. Chief Tarmo Uukkivi, at Northumberland Paramedic Services, made reference to the poor relationship that prevailed in his service. As they moved through the program and the leadership changed its attitude and worked on its issue about leadership and authority the conversations became more positive, grievances decreased and morale moved upward. Change starts with leadership and being willing to recognize that the same old, same old will not work. It is time for that change and the program “3A’s of Leadership and Authority” is the appropriate tools for that change.
Sustainability Implications Positive relations within Frontenac Paramedic Services will focus us to our Mission Statement:
Frontenac Paramedic Services will deliver excellent service to our communities. We will always strive to provide patient care and response that meets or exceeds objective and measurable standards and increase public awareness of health risks and injury prevention, with efficiency and accountability. Recommend Report Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority May 21, 2014 Page 2 of 3
2014-086 Emergency and
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AgendaItem#9b)
Financial Implications The costs for this initiative were approved in the 2014 Land Ambulance budget.
Organizations, Departments and Individuals Consulted and/or Affected Colleen Hickey, Manager of Human Resources Chief Tarmo Uukkivi, Northumberland Paramedic Services OPSEU Local 462, Local Executive Committee (LEC)
Recommend Report Emergency and Transportation Services – FPS Organization and Cultural Change – 3A’s of Leadership and Authority May 21, 2014 Page 3 of 3
2014-086 Emergency and
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AgendaItem#9c)
REPORT 2014-087 RECOMMEND REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Marian VanBruinessen Director of Corporate Services/Treasurer
Date Prepared:
May 5, 2014
Date of Meeting:
May 21, 2014
Re:
Corporate Services – Township of Frontenac Islands Financial Services Contract Extension 2014
Recommendation RESOLVED THAT Council of the County of Frontenac accept the Corporate Services – Township of Frontenac Islands Financial Services Contract Extension 2014 report for information; THAT Council confirm that the revenue generated by the cost recovery for financial services will be utilized to support the financial requirements of the County; AND FURTHER THAT, Council pass a bylaw later in the meeting to authorize the execution of a contract by which the County will provide financial services to the Township of Frontenac Islands until December 31, 2019.
Background In December 2013 the Township of Frontenac Islands signed a contract for financial services until June 2014. The contract required 60 days notice to extend the contract.
Comment On April 29, 2014 the Township of Frontenac Islands passed the following resolution. Recommend Report Corporate Services – Township of Frontenac Islands Financial Services Contract Extension 2014 May 21, 2014
2014-087 Corporate Services
Page 1 of 2
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AgendaItem#9c)
THAT the Council of the Corporation of the Township of Frontenac Islands extend the current agreement for Financial Services with the County of Frontenac for a five year term ending December 31st, 2019; AND FURTHER THAT the County of Frontenac assume the payroll services for the Township of Frontenac Islands. Staff will prepare a revised contract to reflect the new terms.
Financial Implications The intent is to utilize the funds received from the Township of Frontenac Islands to contract services to support County financial activity. The net impact should be zero.
Organizations, Departments and Individuals Consulted and/or Affected Darlene Plumley, CAO Township of Frontenac Islands
Recommend Report Corporate Services – Township of Frontenac Islands Financial Services Contract Extension 2014 May 21, 2014
2014-087 Corporate Services
Page 2 of 2
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AgendaItem#9d)
REPORT 2014-089 RECOMMEND REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Marian VanBruinessen Director of Corporate Services/Treasurer
Date prepared:
May 4, 2014
Date of meeting:
May 21, 2014
Re:
Financial Services – 2013 Audited Financial Statements
Recommendation RESOLVED that the Council of the County of Frontenac receive this Financial Services - 2013 Audited Financial Statements report; AND FURTHER that the Council of the County of Frontenac accept the 2013 Audited Financial Statements of the Corporation of the County of Frontenac.
Background The County is required to prepare financial statements, comprising a Financial Report and a Financial Information Return, on an annual basis. These financial statements are to be audited. Allan Chartered Accountant Professional Corporation was appointed as the County auditors for 2013. For 2013, municipalities are required to present financial statements which comply with the requirements of the Public Sector Accounting Board Standards (PSAB). These standards require a presentation that reflects full accrual accounting.
Comment PSAB reporting introduced a couple of key changes in the presentation of the municipality’s financial statements. The first is the ongoing valuation of depreciation. This expense reflects the use of the County’s assets during the year but is not an expense that is funded through the tax levy. Municipalities levy reserve allocations to provide for the future cost of asset replacement. Recommend Report Corporate Services – 2013 Audited Financial Statements May 21, 2014
2014-089 Corporate Services
Page 1 of 4
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AgendaItem#9d)
Ontario municipal financial statements no longer provide for reserves and reserve funds to be shown on the balance sheet. Instead, the statements show accumulated surplus which includes reserve and reserve fund balances plus the net book value of County assets, less the amount of debt outstanding and any unfunded employee benefit obligation. The following table reports the composition of the 2013 consolidated accumulated surplus showing it to be representative of a combination of assets offset by the debenture and the unfunded employee obligation. 2013 Consolidated Schedule of Accumulated Surplus Reserve Funds Reserves
$2,531,402 11,381,703
Total reserves and reserve funds
13,913,106
Surpluses Invested in tangible capital assets
assets
22,706,778
debenture net
-10,299,763 12,407,016
Unfunded employee benefit obligation Accumulated surplus
-41,717 $26,278,404
Consolidated Statement of Financial Position: Short Term Investment: The County is involved in a multi-year project to provide enhanced broadband capacity throughout the Eastern Ontario Region. The County provided its full share of the EORN project as a short term investment with an interest rate of 5%. This investment is reduced annually by the County’s contribution to the multi-year project. The contribution in 2013 completed our obligation and thereby eliminated this short term investment. Accounts Receivable: There was a substantial reduction in the amounts receivable from the Township at the end of the year which accounts for most of the difference. Accounts Payable: In 2013, the accounts payable were higher for the City of Kingston and for general trade. Accrued liabilities in 2013 included the WSIB NEER payment. Deferred Revenue: In 2013, deferred revenue includes prepaid ferry passes, an accessibility grant for the auditorium lift and funding for a Fairmount arts project. Tangible Capital assets: The increase in the net book value of tangible assets includes the following. • • • • •
Purchase of land for the Robertsville land ambulance station. Land Improvements related to the K&P Trail K&P Trail Bridge One ambulance was put in services in 2013 and three were refurbished. Equipment purchased included defibrillators, photocopier, hot water boiler, two compressors, a new server and the solar panels on Fairmount Home.
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Capital projects budgeted in 2013 to be completed in 2014. • • •
Fairmount Home: Auditorium Renovation project will be completed in 2014. The Building Automation Project $90,000 has been delayed to ensure coordination with the Fairmount Home Auditorium Renovation Project. Land Ambulance: North Frontenac Base Project $450,000 will be completed in 2014. County: Air conditioning for the old house, a hook up to the Building Automation system and the Budget software will be completed in 2014.
Consolidated Statement of Operations Revenue Taxation from other governments ($80,575): Township year end reconciliations provided a surplus. User Charges (-$71,134): This shortfall relates primarily to Fairmount Home and are reconciled against Ministry of Health funding as part of the year end annual reporting. Province of Ontario ($187,178): Fairmount and Ambulance received greater funding that budgeted, while there was a reduction in funding for the Ferry reflecting the reduction in expense recognized in the year end reconciliation. Federal ($-35,794): This primarily represents the use of Federal Gas Tax funds in 2013. Other municipalities (-$1,234,680): The 2013 budget anticipated the full City contribution to the Fairmount Auditorium. The project was not completed in 2013. Provincial Offences Fines Penalties: The City of Kingston provides the year end reconciliation for this service. Investment Income ($49,255): Short term investments provided a greater return that budgeted. Other ($64.100): The balance includes greater funding than budgeted for the Trail, funding for AEDs from Heart and Stroke ( completely utilized as noted below), which was partially offset by reduced recoveries and also the fact that the donations received for the auditorium redevelopment were not utilized in 2013 as the project was not completed. Expense General Government (-$45,359): Council committee expenses were less than budgeted. Some corporate projects budgeted in 2013 were completed and invoiced in 2014. Protection to Persons and Property - Emergency Management (+$76,043): The County participated in the Heart and Stroke program to provide AEDs throughout the municipality. The over-expenditure was offset by funding from Heart and Stroke. Transportation Services (-$13,881): There were a number of under expenditures across all line items which were offset by an over expenditure in salaries and benefits of $7,500.
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Ambulance Services (+$324,916): The variance is due to a substantial WSIB NEER assessment and wages. This over expenditure was partially offset ($105,000) by greater Provincial funding than expected. Health Services: This amount is invoiced by the Kingston Frontenac Lennox and Addington Health Unit. Social and Family Services (+$58,150): Fairmount Home was slightly over budget due to accruals for possible grievance settlements and wages accruals. This over- expenditure was offset by a surplus in Ontario Works. Libraries (+$13,577): The over expenditure relates to capital requirements of the library which were invoiced in 2013. These capital costs are offset by an allocation from the reserve set aside for this purpose. Social Housing (-$30,451): The social housing budget is reconciled by the City. 2013 saw an under expenditure. Other: This includes the Federal Gas Tax Transfer to the Townships and the grants provided to the University Hospital Foundation and Rural Routes Transportation. Working fund reserve transfer: The 2013 Budget anticipated a reduction of the Working fund of $648,254. The actual reduction was $527,988. The difference is due in part to a surplus in the Social Services/Social Housing budget reconciliation managed by the City of Kingston and the Township surplus.
Sustainability Implications Audited financial reporting confirms for the residents, businesses and visitors of the County that the financial resources are being utilized appropriately. It also offers the necessary transparency and assurances to our community of the high level of stewardship being achieved.
Organizations, Departments and Individuals Consulted and/or Affected Allan Chartered Accountant Professional Corporation
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Report 2014-090 RECOMMEND REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Marian VanBruinessen Director of Corporate Services/Treasurer
Date prepared:
May 4, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – 2014 Federal Gas Tax Agreement
Recommendation RESOLVED that the Council of the County of Frontenac receive this Corporate Services – Federal Gas Tax Agreement report; AND FURTHER that the Council of the County of Frontenac authorize the Clerk and Warden to sign the Municipal Funding Agreement for the Transfer of Federal Gas Tax Funds (attached). Background The Association of Municipalities of Ontario (AMO) extended the Federal Gas Tax Fund to 2023 by signing the Administrative Agreement for the transfer of the Federal Gas Tax Fund which took effect on April 1, 2014. Determined by a per-capita calculation, the allocation in 2014 for the County of Frontenac is $763,699. Comment This new funding agreement will be in place for 10 years. The 2014-2018 allocations will be based on the 2011 Census data and 2019-2023 based on the 2016 Census Recommend Report Corporate Services – 2014 Federal Gas Tax Agreement May 21, 2014
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information. The allocations will be partially indexed with increases occurring in 2016 and 2018. Increased flexibility allows funds to be carried over for up to five years. The reporting requirements have been streamlined, eliminating the requirement for an annual audit and relying on the Treasurers’ attestations. There are now 17 eligible categories and the reported outcomes will be based on community benefits as well as environmental outputs. Sustainability Implications Governance – appropriate stewardship of County resources.
Organizations, Departments and Individuals Consulted and/or Affected
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MUNICIPAL FUNDING AGREEMENT FOR THE TRANSFER OF FEDERAL GAS TAX FUNDS This Agreement made in duplicate as of 1st day of April, 2014. BETWEEN: THE ASSOCIATION OF MUNICIPALITIES OF ONTARIO (referred to herein as “AMO”) AND: THE COUNTY OF FRONTENAC (a municipal corporation pursuant to the Municipal Act, 2001, referred to herein as the “Recipient”) WHEREAS the Government of Canada makes up to $2 billion per year available for allocation by the Government of Canada for the purpose of municipal, regional and First Nations infrastructure starting in the fiscal year beginning on April 1, 2014 under Section 161 of Keeping Canada’s Economy and Jobs Growing Act, S.C. 2011, c. 24; WHEREAS Canada, the Province of Ontario, Ontario municipalities as represented by AMO and Toronto are signatories to the administrative agreement on The Federal Gas Tax Fund on April 1, 2014 (the “Canada-Ontario-AMO-Toronto Agreement”), whereby AMO agreed to administer federal gas tax funds made available to Ontario municipalities, excluding Toronto, pursuant to the Canada-Ontario-AMO-Toronto Agreement on behalf of Canada; WHEREAS the Canada-Ontario-AMO-Toronto Agreement contains a framework for the transfer of federal gas tax funds to Ontario municipalities represented by AMO and Toronto to provide stable, reliable and predictable funding for municipal infrastructure purposes; WHEREAS the Recipient wishes to enter into this Agreement in order to participate in the federal Gas Tax Fund; WHEREAS AMO is carrying out the fund administration and coordinating role in accordance with its obligations set out in the Canada-Ontario-AMO-Toronto Agreement and it will accordingly undertake certain activities and require Recipients to undertake activities as set out in this Agreement. THEREFORE the Parties agree as follows:
DEFINITIONS AND INTERPRETATION
1.1
Definitions. When used in this Agreement (including the cover and execution pages and all of the schedules), the following terms shall have the meanings 1
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ascribed to them below unless the subject matter or context is inconsistent therewith: “Agreement” means this Agreement, including the cover and execution pages and all of the schedules hereto, and all amendments made hereto in accordance with the provisions hereof. “Annual Report” means the duly completed report to be prepared and delivered to AMO as described in Section 7.1 and Section 1 of Schedule D. “Asset Management Plan” means a strategic document that states how a group of assets are to be managed over a period of time. The plan describes the characteristics and condition of infrastructure assets, the levels of service expected from them, planned actions to ensure the assets are providing the expected level of service, and financing strategies to implement the planned actions. The plan may use any appropriate format, as long as it includes the information and analysis required to be in a plan as described in Ontario’s Building Together: Guide for Asset Management Plans. “Association of Municipalities of Ontario (AMO)” means a legally incorporated entity under the Corporations Act, 1990 R.S.O. 1990, Chapter c.38. “Base Amount” means an amount reflecting total municipally-funded capital spending on Infrastructure between January 1, 2000 and December 31, 2004 less: (i) monies raised (during that period) under the Development Charges Act, 1997 S.O, 1997, c.27; and (ii) monies received (during that period) by Municipalities under federal and provincial infrastructure programs against which investments of Funds will be measured to ensure that investments of Funds are incremental. “Canada” means Her Majesty in Right of Canada, as represented by the President of the Queen’s Privy Council for Canada, Minister of Infrastructure, Communities and Intergovernmental Affairs. “Contract” means an agreement between the Recipient and a Third Party whereby the latter agrees to supply a product or service to an Eligible Project in return for financial consideration. “Eligible Expenditures” means those expenditures described as eligible in Schedule C. “Eligible Projects” means projects as described in Schedule B. “Eligible Recipient” means: (a)
a Municipality or its agent (including its wholly owned corporation); and
(b)
a non-municipal entity, including for profit, non-governmental and not-for profit organizations, on the condition that the Municipality(ies) has (have) indicated support for the project through a formal by-law passed by its (their) council(s) 2
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“Event of Default” has the meaning given to it in Section 12.1 of this Agreement. “First Agreement” means the Municipal Funding Agreement for the transfer of federal gas tax revenues under the New Deal for Communities entered into by AMO and the COUNTY OF FRONTENAC, with an expiry date of March 31, 2015. “Funds” mean the Funds made available to the Recipient through the Gas Tax Fund, a program established by the Government of Canada under Section 161 of the Keeping Canada’s Economy and Jobs Growing Act, S.C. 2011, c. 24 as amended by Section 233 of the Economic Action Plan 2013 Act, No. 1, S.C. 2013, C. 33 or any other source of funding as determined by Canada. Funds are made available pursuant to this Agreement and includes any interest earned on the said Funds. For greater certainty: (i) Funds transferred to another Municipality in accordance with Section 6.2 of this Agreement, other than as set out in Sections 7.1(a), (c) and (f), are to be treated as Funds by the Municipality to which the Funds are transferred and are not to be treated as Funds by the Recipient; and (ii) any Funds transferred to a non-municipal entity in accordance with Section 6.3 of this Agreement shall remain as Funds under this Agreement for all purposes and the Recipient shall continue to be bound by all provisions of this Agreement with respect to such transferred Funds. “Ineligible Expenditures” means those expenditures described as ineligible in Schedule C. “Infrastructure” means municipal or regional, publicly or privately owned, tangible capital assets primarily for public use or benefit in Ontario. “Lower Tier Municipality” means a municipality that forms part of an upper-tier Municipality for municipal purposes, as defined under the Municipal Act, 2001 S.O. 2001 c.25. “Municipal Fiscal Year” means the period beginning January 1st of a year and ending December 31st of the same year. “Municipality” and “Municipalities” means every municipality as defined under the Municipal Act, 2001 S.O. 2001 c.25. “One Investment Program” means the co-investment program operated jointly by Local Authority Services, an incorporated subsidiary of AMO and CHUMS Financing Corporation, an incorporated wholly-owned subsidiary of the Municipal Finance Officers’ Association of Ontario. “Outcomes Report” means the report prepared and delivered to AMO by the Recipient by March 31, 2017 and again by March 31, 2022 which reports on how Funds are supporting progress towards achieving the program benefits, more specifically described in Schedule D. “Oversight Committee” means the committee established to monitor the overall implementation of the Canada-Ontario-AMO-Toronto Agreement. 3
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“Parties” means AMO and the Recipient. “Recipient” has the meaning given to it on the first page of this Agreement. “Third Party” means any person or legal entity, other than the Parties to this Agreement who participates in the implementation of an Eligible Project by means of a Contract. “Transfer By-law” means a by-law passed by Council of the Recipient pursuant to Section 6.2 and delivered to AMO in accordance with that section. “Unspent Funds” means the amount reported as unspent by the Recipient as of December 31, 2013 as submitted in the Recipient’s 2013 Annual Expenditure Report (as defined under the First Agreement). “Upper Tier Municipality” means a Municipality of which two or more lower-tier municipalities form part for municipal purposes, as defined under the Municipal Act, 2001 S.O. 2001 c.25.
1.2
Interpretations: Herein, etc. The words “herein”, “hereof” and “hereunder” and other words of similar import refer to this Agreement as a whole and not any particular schedule, article, section, paragraph or other subdivision of this Agreement. Currency. Any reference to currency is to Canadian currency and any amount advanced, paid or calculated is to be advanced, paid or calculated in Canadian currency. Statutes. Any reference to a federal or provincial statute is to such statute and to the regulations made pursuant to such statute as such statute and regulations may at any time be amended or modified and in effect and to any statute or regulations that may be passed that have the effect of supplementing or superseding such statute or regulations. Gender, singular, etc. Words importing the masculine gender include the feminine or neuter gender and words in the singular include the plural, and vice versa.
TERM OF AGREEMENT
2.1
Term. Subject to any extension or termination of this Agreement or the survival of any of the provisions of this Agreement pursuant to the provisions contained herein, this Agreement shall be in effect from the date set out on the first page of this Agreement, up to and including March 31, 2024.
2.2
Review. This Agreement will be reviewed by AMO by December 31, 2018.
2.3
Amendment. This Agreement may be amended at any time in writing as agreed to by AMO and the Recipient.
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2.4
Notice. Any of the Parties may terminate this Agreement on two (2) years written notice.
2.5
The Parties agree that the First Agreement, including section 15.4 thereof, is hereby terminated. Notwithstanding the termination of the First Agreement, including section 15.4, the reporting and indemnity obligations of the Recipient thereunder with respect to expended Funds governed by the First Agreement as set forth in sections 5, 7, 10.4, 10.5 and 10.6 of the First Agreement shall survive the said termination.
RECIPIENT REQUIREMENTS
3.1
Communications. The Recipient will comply with all requirements outlined in Schedule E, including: (a)
Providing upfront project communications purposes;
(b)
Including Canada in local project communications; and
(c)
Installing federal project signs.
on
an
annual
basis
for
3.2
Incrementality. Any Funds that the Recipient may receive from Canada are not intended to replace or displace existing sources of funding for the Recipient’s tangible capital assets. The Recipient will ensure that its total annual expenditures on tangible capital assets over the life of the Agreement, on average, will not be less than the Base Amount.
3.3
Contracts. The Recipient will award and manage all Contracts in accordance with its relevant policies and procedures and, if applicable, in accordance with the Agreement on Internal Trade and applicable international trade agreements, and all other applicable laws. (a)
information
The Recipient will ensure any of its Contracts for the supply of services or materials to implement its responsibilities under this Agreement will be awarded in a way that is transparent, competitive, consistent with value for money principles and pursuant to its adopted procurement policy.
ELIGIBLE PROJECTS
4.1
Eligible Project Categories. Eligible Projects include investments in Infrastructure for its construction, renewal or material enhancement in the categories of public transit, local roads and bridges, wastewater, water, solid waste, community energy systems, capacity building, local and regional airports, short-line rail, short-sea shipping, disaster mitigation, broadband connectivity, brownfield redevelopment, cultural, tourism, sport and recreational infrastructure, as more specifically described in Schedule B and Schedule C.
4.2
Recipient Fully Responsible. The Recipient is fully responsible for the completion of each Eligible Project in accordance with Schedule B and Schedule C. 5
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ELIGIBLE EXPENDITURES
5.1
Eligible Expenditures. Schedule C sets out specific requirements for Eligible and Ineligible Expenditures.
5.2
Discretion of Canada. Subject to Section 5.1, the eligibility of any items not listed in Schedule B and/or Schedule C to this Agreement is solely at the discretion of Canada.
5.3
Unspent Funds. Any Unspent Funds, and any interest earned thereon, will be subject to the terms and conditions of this Agreement, and will no longer be governed by the terms and conditions of the First Agreement.
5.4
Reasonable Access. The Recipient shall allow AMO and Canada reasonable and timely access to all documentation, records and accounts and those of their respective agents or Third Parties related to the receipt, deposit and use of Funds and Unspent Funds, and any interest earned thereon, and all other relevant information and documentation requested by AMO or Canada or their respective designated representatives for the purposes of audit, evaluation, and ensuring compliance with this Agreement.
5.5
Retention of Receipts. The Recipient will keep proper and accurate accounts and records of all Eligible Projects including invoices and receipts for Eligible Expenditures in accordance with the Recipient’s municipal records retention bylaw and, upon reasonable notice, make them available to AMO and Canada.
FUNDS
6.1
Allocation of Funds. AMO will allocate and transfer Funds that Canada may make available for Ontario Municipalities to Recipients on a per capita basis with allocations made on a 50:50 basis to upper-tier and lower-tier Municipalities, where they exist.
6.2
Transfer of Funds to a Municipality. Where a Recipient decides to allocate and transfer Funds to another Municipality (the “Transferee Municipality”): (a)
The allocation and transfer shall be authorized by by-law (a “Transfer By-law”). The Transfer By-law shall be passed by the Recipient’s council and submitted to AMO as soon thereafter as practicable. The Transfer By-law shall identify the Transferee Municipality and the amount of Funds the Transferee Municipality is to receive for the Municipal Fiscal Year specified in the Transfer By-law.
(b)
The Recipient is still required to submit an Annual Report in accordance with Sections 7.1 (a), (c) and (f) hereof with respect to the Funds transferred.
(c)
No transfer of Funds pursuant to this Section 6.2 shall be effected unless and until the Transferee Municipality has either (i) entered into an agreement with AMO on substantially the same terms as this Agreement, or (ii) has executed and delivered to AMO a written undertaking to 6
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assume all of the Recipient’s obligations under this Agreement with respect to the Funds transferred; in a form satisfactory to AMO.
6.3
Transfer of Funds to a non-municipal entity. Where a Recipient decides to support an Eligible Project undertaken by an Eligible Recipient that is not a Municipality: (a)
The provision of such support shall be authorized by a by-law (a “Nonmunicipal Transfer By-law”). The Non-municipal Transfer By-law shall be passed by the Recipient’s council and submitted to AMO as soon as practicable thereafter. The Non-municipal Transfer By-law shall identify the Eligible Recipient, and the amount of Funds the Eligible Recipient is to receive for that Eligible Project.
(b)
The Recipient shall continue to be bound by all of the provisions of this Agreement notwithstanding any such transfer.
(c)
No transfer of Funds pursuant to this Section 6.3 shall be effected unless and until the non-municipal entity receiving the Funds has executed and delivered to AMO a written undertaking to assume all of the Recipient’s obligations under this Agreement with respect to the Funds transferred, in a form satisfactory to AMO.
6.4
Use of Funds. The Recipient acknowledges and agrees the Funds are intended for and shall be used only for Eligible Expenditures in respect of Eligible Projects.
6.5
Schedule of payout of Funds. The Recipient agrees that all Funds are to be transferred by AMO to the Recipient as set out in Schedule A. Subject to Section 6.14, AMO will transfer Funds twice yearly, on or before the dates agreed upon by Canada and AMO, and, more specifically on the basis set out in Schedule A.
6.6
Use of Funds. The Recipient will deposit the Funds in a dedicated reserve fund or other separate distinct interest bearing account or invest the Funds through the One Investment Program or any other eligible investment permitted by the Ontario Municipal Act, 2001 and shall retain the Funds in such reserve fund, account or investment until the Funds are expended or transferred in accordance with this Agreement. The Recipient shall ensure that:
6.7
(a)
any investment of unexpended Funds will be in accordance with Ontario law and the Recipient’s investment policy; and,
(b)
any interest earned on Funds will only be applied to Eligible Expenditures for Eligible Projects, more specifically on the basis set out in Schedule B and Schedule C.
Funds advanced. Funds transferred by AMO to the Recipient shall be expended by the Recipient in respect of Eligible Expenditures within five (5) years after the end of the year in which Funds were received. Unexpended Funds shall not be retained beyond such five (5) year period. AMO reserves the right to declare that Unexpended Funds after five (5) years become a debt to 7
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Canada which the Recipient will reimburse forthwith on demand to AMO for transmission to Canada.
6.8
Expenditure of Funds. The Recipient shall expend all Funds by December 31, 2028.
6.9
GST & HST. The use of Funds is based on the net amount of goods and services tax or harmonized sales tax to be paid by the Recipient net of any applicable tax rebates.
6.10
Limit on Canada’s Financial Commitments. The Recipient may use Funds to pay up to one hundred percent (100%) of Eligible Expenditures of an Eligible Project.
6.11
Federal Funds. The Recipient agrees that any Funds received will be treated as federal funds for the purpose of other federal infrastructure programs.
6.12
Stacking. If the Recipient is receiving federal funds under other federal infrastructure programs in respect of an Eligible Project to which the Recipient wishes to apply Funds, the maximum federal contribution limitation set out in any other federal infrastructure program agreement made in respect of that Eligible Project shall continue to apply.
6.13
Withholding Payment. AMO may withhold payment of Funds where the Recipient is in default of compliance with any provisions of this Agreement.
6.14
Insufficient funds provided by Canada. Notwithstanding Section 2.4, if Canada does not provide sufficient funds to continue the Funds for any Municipal Fiscal Year during which this Agreement is in effect, AMO may terminate this Agreement.
REPORTING REQUIREMENTS
7.1
Annual Report. The Recipient shall report in the form in Schedule D due by March 31st following each Municipal Fiscal Year on: (a)
the amounts received from AMO under this Agreement in respect of the previous Municipal Fiscal Year;
(b)
the amounts received from another Municipality;
(c)
the amounts transferred to another Municipality;
(d)
amounts paid by the Recipient in aggregate for Eligible Projects;
(e)
amounts held at year end by the Recipient in aggregate, including interest, to pay for Eligible Projects;
(f)
indicate in a narrative the progress that the Recipient has made in meeting its commitments and contributions; and,
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(g)
7.2
a listing of all Eligible Projects that have been funded, indicating the location, investment category, project description, amount of Funds and total project cost.
Outcomes Report. The Recipient shall account in writing for outcomes achieved as a result of the Funds through an Outcomes Report to be submitted to AMO. Specifically the Outcomes Report shall describe, in a manner to be provided by AMO, the degree to which investments in each Eligible Project are supporting progress towards achieving: (a)
beneficial impacts on communities of completed Eligible Projects; and
(b)
enhanced impact of Funds as a predictable source of funding.
ASSET MANAGEMENT
8.1
Asset Management Plan. The Recipient will develop and implement an Asset Management Plan prior to December 31, 2016.
8.2
Outcomes. On a date and in a manner to be determined by AMO, the Recipient will provide a report to AMO demonstrating that Asset Management Plans are being used to guide infrastructure planning and investment decisions and how Funds are being used to address priority projects.
RECORDS AND AUDIT
9.1
Accounting Principles. All accounting terms not otherwise defined herein have the meanings assigned to them; all calculations will be made and all financial data to be submitted will be prepared in accordance with generally accepted accounting principles (GAAP) in effect in Ontario. GAAP will include, without limitation, those principles approved or recommended for local governments from time to time by the Public Sector Accounting Board or the Canadian Institute of Chartered Accountants or any successor institute, applied on a consistent basis.
9.2
Separate Records. The Recipient shall maintain separate records and documentation for the Funds and keep all records including invoices, statements, receipts and vouchers in respect of Funds expended on Eligible Projects in accordance with the Recipient’s municipal records retention by-law. Upon reasonable notice, the Recipient shall submit all records and documentation relating to the Funds to AMO and Canada for inspection or audit.
9.3
External Auditor. AMO and/or Canada may request, upon written notification, an audit of Eligible Project or an Annual Report. AMO shall retain an external auditor to carry out an audit of the material referred to in Sections 5.4 and 5.5 of this Agreement. AMO shall ensure that any auditor who conducts an audit pursuant to this Section of this Agreement or otherwise, provides a copy of the audit report to the Recipient and Canada at the same time that the audit report is given to AMO.
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INSURANCE AND INDEMNITY
10.1
Insurance. The Recipient shall put in effect and maintain in full force and effect or cause to be put into effect and maintained for the term of this Agreement all the necessary insurance with respect to each Eligible Project, including any Eligible Projects with respect to which the Recipient has transferred Funds pursuant to Section 6 of this Agreement, that would be considered appropriate for a prudent Municipality undertaking Eligible Projects, including, where appropriate and without limitation, property, construction and liability insurance, which insurance coverage shall identify Canada and AMO as additional insureds for the purposes of the Eligible Projects.
10.2
Certificates of Insurance. Throughout the term of this Agreement, the Recipient shall provide AMO with a valid certificate of insurance that confirms compliance with the requirements of Section 10.1. No Funds shall be expended or transferred pursuant to this Agreement until such certificate has been delivered to AMO.
10.3
AMO not liable. In no event shall Canada or AMO be liable for: (a)
any bodily injury, death or property damages to the Recipient, its employees, agents or consultants or for any claim, demand or action by any Third Party against the Recipient, its employees, agents or consultants, arising out of or in any way related to this Agreement; or
(b)
any incidental, indirect, special or consequential damages, or any loss of use, revenue or profit to the Recipient, its employees, agents or consultants arising out of any or in any way related to this Agreement.
10.4
Recipient to Compensate Canada. The Recipient will ensure that it will not, at any time, hold Canada, its officers, servants, employees or agents responsible for any claims or losses of any kind that the Recipient, Third Parties or any other person or entity may suffer in relation to any matter related to the Funds or an Eligible Project and that the Recipient will, at all times, compensate Canada, its officers, servants, employees and agents for any claims or losses of any kind that any of them may suffer in relation to any matter related to the Funds or an Eligible Project. The Recipient’s obligation to compensate as set out in this section does not apply to the extent to which such claims or losses relate to the negligence of an officer, servant, employee, or agent of Canada in the performance of his or her duties.
10.5
Recipient to Indemnify AMO. The Recipient hereby agrees to indemnify and hold harmless AMO, its officers, servants, employees or agents (each of which is called an “Indemnitee”), from and against all claims, losses, damages, liabilities and related expenses including the fees, charges and disbursements of any counsel for any Indemnitee incurred by any Indemnitee or asserted against any Indemnitee by whomsoever brought or prosecuted in any manner based upon, or occasioned by, any injury to persons, damage to or loss or destruction of property, economic loss or infringement of rights caused by or arising directly or indirectly from: 10
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(a)
the Funds;
(b)
the Recipient’s Eligible Projects, including the design, construction, operation, maintenance and repair of any part or all of the Eligible Projects;
(c)
the performance of this Agreement or the breach of any term or condition of this Agreement by the Recipient, its officers, servants, employees and agents, or by a Third Party, its officers, servants, employees, or agents; and
(d)
any omission or other wilful or negligent act of the Recipient or Third Party and their respective officers, servants, employees or agents.
TRANSFER AND OPERATION OF MUNICIPAL INFRASTRUCTURE
11.1
Reinvestment. The Recipient will invest into Eligible Projects, any revenue that is generated from the sale, lease, encumbrance or other disposal of an asset resulting from an Eligible Project where such disposal takes place within five (5) years of the date of completion of the Eligible Project.
11.2
Notice. The Recipient shall notify AMO in writing 120 days in advance and at any time during the five (5) years following the date of completion of an Eligible Project if it is sold, leased, encumbered or otherwise disposed of.
11.3
Public Use. The Recipient will ensure that Infrastructure resulting from any Eligible Project that is not sold, leased, encumbered or otherwise disposed of, remains primarily for public use or benefit.
DEFAULT AND TERMINATION
12.1
Event of Default. AMO may declare in writing that an event of default has occurred when the Recipient has not complied with any condition, undertaking or term in this Agreement. AMO will not declare in writing that an event of default has occurred unless it has first consulted with the Recipient. Each and every one of the following events is an “Event of Default”: (a)
failure by the Recipient to deliver in a timely manner an Annual Report or Outcomes Report.
(b)
delivery of an Annual Report that discloses non-compliance with any condition, undertaking or material term in this Agreement.
(c)
failure by the Recipient to co-operate in an external audit undertaken by AMO or its agents.
(d)
delivery of an external audit report that discloses non-compliance with any condition, undertaking or term in this Agreement.
(e)
failure by the Recipient to expend Funds in accordance with Section 6.7.
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12.2
Waiver. AMO may withdraw its notice of an Event of Default if the Recipient, within thirty (30) calendar days of receipt of the notice, either corrects the default or demonstrates, to the satisfaction of AMO in its sole discretion that it has taken such steps as are necessary to correct the default.
12.3
Remedies on default. If AMO declares that an Event of Default has occurred under Section 12.1, after thirty (30) calendar days from the Recipient’s receipt of the notice of an Event of Default, it may immediately terminate or suspend its obligation to pay the Funds. If AMO suspends payment, it may pay suspended Funds if AMO is satisfied that the default has been cured.
12.4
Repayment of Funds. If AMO declares that an Event of Default has not been cured to its satisfaction, AMO reserves the right to declare that prior payments of Funds become a debt to Canada which the Recipient will reimburse forthwith on demand to AMO for transmission to Canada.
CONFLICT OF INTEREST
13.1
No conflict of interest. The Recipient will ensure that no current member of the AMO Board of Directors and no current or former public servant or office holder to whom any post-employment, ethics and conflict of interest legislation, guidelines, codes or policies of Canada applies will derive direct benefit from the Funds, the Unspent Funds, and interest earned thereon, unless the provision of receipt of such benefits is in compliance with such legislation, guidelines, policies or codes.
NOTICE
14.1
Notice. Any notice, information or document provided for under this Agreement will be effectively given if in writing and if delivered by hand, or overnight courier, mailed, postage or other charges prepaid, or sent by facsimile or email to the addresses, the facsimile numbers or email addresses set out in Section 14.3. Any notice that is sent by hand or overnight courier service shall be deemed to have been given when received; any notice mailed shall be deemed to have been received on the eighth (8) calendar day following the day on which it was mailed; any notice sent by facsimile shall be deemed to have been given when sent; any notice sent by email shall be deemed to have been received on the sender’s receipt of an acknowledgment from the intended recipient (such as by the “return receipt requested” function, as available, return email or other written acknowledgment), provided that in the case of a notice sent by facsimile or email, if it is not given on a business day before 4:30 p.m. Eastern Standard Time, it shall be deemed to have been given at 8:30 a.m. on the next business day for the recipient.
14.2
Representatives. The individuals identified in Section 14.3 of this Agreement, in the first instance, act as AMO’s or the Recipient’s, as the case may be, representative for the purpose of implementing this Agreement.
14.3
Addresses for Notice. Further to Section 14.1 of this Agreement, notice can be given at the following addresses: 12
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(a)
If to AMO:
Executive Director Federal Gas Tax Fund Agreement Association of Municipalities of Ontario 200 University Avenue, Suite 801 Toronto, ON M5H 3C6 Telephone: 416-971-9856 Facsimile: 416-971-6191 Email: gastax@amo.on.ca (b)
If to the Recipient:
Marian VanBruinessen Acting CAO / Treasurer County of Frontenac 2069 Battersea Road, R. R. # 1, Glenburnie, ON K0H 1S0 Telephone: (613) 548-9400 x310 Facsimile: (613) 548-8460 Email: mvanbruinessen@frontenaccounty.ca
MISCELLANEOUS
15.1
Counterpart Signature. This Agreement may be signed in counterpart, and the signed copies will, when attached, constitute an original Agreement.
15.2
Severability. If for any reason a provision of this Agreement that is not a fundamental term is found to be or becomes invalid or unenforceable, in whole or in part, it will be deemed to be severable and will be deleted from this Agreement, but all the other terms and conditions of this Agreement will continue to be valid and enforceable.
15.3
Waiver. AMO may waive any right in this Agreement only in writing, and any tolerance or indulgence demonstrated by AMO will not constitute waiver of rights in this Agreement. Unless a waiver is executed in writing, AMO will be entitled to seek any remedy that it may have under this Agreement or under the law.
15.4
Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the Province of Ontario and the laws of Canada applicable in Ontario.
15.5
Survival. The Recipient agrees that the following sections and provisions of this Agreement shall extend for seven (7) years beyond the expiration or termination of this Agreement: Sections 5, 6.7, 6.8, 7, 10.4, 10.5, 11, 12.4 and 15.8.
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15.6
AMO, Canada and Recipient independent. The Recipient will ensure its actions do not establish or will not be deemed to establish a partnership, joint venture, principal-agent relationship or employer-employee relationship in any way or for any purpose whatsoever between Canada and the Recipient, between AMO and the Recipient, between Canada and a Third Party or between AMO and a Third Party.
15.7
No Authority to Represent. The Recipient will ensure that it does not represent itself, including in any agreement with a Third Party, as a partner, employee or agent of Canada or AMO.
15.8
Debts Due to AMO. Any amount owed under this Agreement will constitute a debt due to AMO, which the Recipient will reimburse forthwith, on demand, to AMO.
15.9
Priority. In the event of a conflict, the part of this Agreement that precedes the signature of the Parties will take precedence over the Schedules.
SCHEDULES
16.1
This Agreement, including: Schedule A
Schedule of Fund Payments
Schedule B
Eligible Project Categories
Schedule C
Eligible and Ineligible Expenditures
Schedule D
Reporting
Schedule E
Communications
constitute the entire agreement between the Parties with respect to the subject matter contained in this Agreement and supersedes all prior oral or written representations and agreements.
SIGNATURES
IN WITNESS WHEREOF, AMO and the Recipient have respectively executed, sealed and delivered this Agreement on the date set out on the front page.
RECIPIENT’S NAME:
COUNTY OF FRONTENAC
By: Affix Corporate Seal
Name: Title:
Date
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Name: Title:
Date
THE ASSOCIATION OF MUNICIPALITIES OF ONTARIO
By: Affix Corporate Seal
Title: Executive Director
Date
In the presence of:
Witness: Title:
Date
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SCHEDULE A SCHEDULE OF FUND PAYMENTS RECIPIENT’S NAME: COUNTY OF FRONTENAC The following represents an estimate of the Funds and schedule of payments for the first five (5) years of the Agreement. Year 2014 2015 2016 2017 2018
Schedule of Fund Payments Payment #1 Payment #2 $381,849.52 $381,849.52 $381,849.52 $381,849.52 $400,942.00 $400,941.99 $400,942.00 $400,941.99 $420,034.47 $420,034.47
An estimate of the Funds and schedule of payments for the latter five (5) years of the Agreement (2019-2023) will be provided following the review and amendment procedures specified in Section 2.2 and 2.3.
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SCHEDULE B ELIGIBLE PROJECT CATEGORIES Eligible Projects include investments in Infrastructure for its construction, renewal or material enhancement in each of the following categories:
Local roads and bridges – i.e. roads, bridges, tunnels, highways and active transportation infrastructure (active transportation refers to investments that support active methods of travel. This can include: cycling lanes and paths, sidewalks, hiking and walking trails).
Public transit – i.e. a shared passenger transport system which is available for public use.
Drinking Water – i.e. drinking water conservation, collection, treatment and distribution systems.
Wastewater – i.e. wastewater and storm water collection, treatment and management systems.
Solid waste – i.e. solid waste management systems including the collection, diversion and disposal of recyclables, compostable materials and garbage.
Community energy systems – i.e. infrastructure that generates or increases the efficient usage of energy.
Capacity building - i.e. investments related to strengthening the ability of Municipalities to develop long-term planning practices.
Short-sea shipping – i.e. infrastructure related to the movement of cargo and passengers around the coast and on inland waterways, without directly crossing an ocean.
Short-line rail – i.e. railway related infrastructure for carriage of passengers or freight.
Regional and local airports – i.e. airport-related infrastructure (excludes the National Airport System).
Broadband connectivity – i.e. infrastructure that provides internet access to residents, businesses, and/or institutions in Canadian communities.
Brownfield Redevelopment i.e. remediation or decontamination and redevelopment of a brownfield site within municipal boundaries, where the redevelopment includes: (a)
the construction of public infrastructure as identified in the context of any other eligible category referred to in this Schedule, and/or;
(b)
the construction of municipal use public parks and publicly-owned social housing.
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Sport Infrastructure – i.e. amateur sport infrastructure (excludes facilities, including arenas, which would be used as the home of professional sports teams or major junior hockey teams (e.g. Junior A)).
Recreational Infrastructure - i.e. recreational facilities or networks.
Cultural Infrastructure – i.e. infrastructure that supports arts, humanities, and heritage.
Tourism Infrastructure – i.e. infrastructure that attracts travelers for recreation, leisure, business or other purposes.
Disaster mitigation – i.e. infrastructure that reduces or eliminates long-term impacts and risks associated with natural disasters.
Note: Investments in health infrastructure (hospitals, convalescent and senior centres) are not eligible.
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SCHEDULE C ELIGIBLE AND INELIGIBLE EXPENDITURES 1.
Eligible Expenditures
1.1
Eligible Expenditures of Recipients will be limited to the following: (a)
the expenditures associated with acquiring, planning, designing, constructing or renovating a tangible capital asset, as defined by Generally Accepted Accounting Principles (GAAP), and any related debt financing charges specifically identified with that asset;
(b)
for capacity building category only, the expenditures related to strengthening the ability of Municipalities to improve local and regional planning including capital investment plans, integrated community sustainability plans, life-cycle cost assessments, and Asset Management Plans. The expenditures could include developing and implementing:
(c)
1.2
1.3
(i)
studies, strategies, or systems related to asset management, which may include software acquisition and implementation;
(ii)
training directly related to asset management planning; and,
(iii)
long-term infrastructure plans.
the expenditures directly associated with joint federal communication activities and with federal project signage.
Employee and Equipment Costs: The incremental costs of the Recipient’s employees or leasing of equipment may be included as Eligible Expenditures under the following conditions: (a)
the Recipient is able to demonstrate that it is not economically feasible to tender a contract;
(b)
the employee or equipment is engaged directly in respect of the work that would have been the subject of the contract; and
(c)
the arrangement is approved in advance and in writing by the Oversight Committee.
AMO as Agreement Administrator: Up to 0.5% of the total funds will used by AMO to undertake the administrative responsibilities to implement the Agreement and to undertake related capacity building and program delivery including expenditures associated with communication activities such as public project announcements and signage. Canada will review and accept AMO’s detailed business case submitted in accordance with the Canada-Ontario-AMO-Toronto Agreement prior to undertaking the administrative and related activities.
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Ineligible Expenditures
The following are deemed Ineligible Expenditures: (a)
project expenditures incurred before April 1, 2005;
(b)
project expenditures incurred before April 1, 2014 for the following Eligible Project categories: (i)
regional and local airports;
(ii)
short-line rail;
(iii)
short-sea shipping;
(iv)
disaster mitigation;
(v)
broadband connectivity;
(vi)
brownfield redevelopment;
(vii)
cultural infrastructure;
(viii)
tourism infrastructure;
(ix)
sport infrastructure; and
(x)
recreational infrastructure.
(c)
the cost of leasing of equipment by the Recipient, any overhead costs, including salaries and other employment benefits of any employees of the Recipient, its direct or indirect operating or administrative costs of Recipients, and more specifically its costs related to planning, engineering, architecture, supervision, management and other activities normally carried out by its staff, except in accordance with Eligible Expenditures above;
(d)
taxes for which the Recipient is eligible for a tax rebate and all other costs eligible for rebates;
(e)
purchase of land or any interest therein, and related costs;
(f)
legal fees; and
(g)
routine repair and maintenance costs.
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SCHEDULE D REPORTING 1.
Annual Report
By March 31st of each year, the Recipient will provide to AMO an Annual Report in an electronic format deemed acceptable to AMO, consisting of the following: (a)
Financial Reporting Table: The financial report table will be submitted in accordance with the following template: Annual
Cumulative
20xx
2014 - 20xx
Annual Report Financial Table Opening Balance
$xxx
Received from AMO
$xxx
$xxx
Interest Earned
$xxx
$xxx
Received from a Municipality
$xxx
$xxx
Transferred to a Municipality
($xxx)
($xxx)
Spent on Eligible Projects (for each Eligible Project category)
($xxx)
($xxx)
Closing Balance of unspent funds
$xxx
(b)
Recipient
1
Project List: The Recipient will provide to AMO a project list submitted in accordance with the following template:
Project Project Title Description
Eligible Total Funds (GTF) Project Project Cost Spent category
Completed (Yes/No/Ongoing) (Yes/No/Ongoing) (Yes/No/Ongoing) (Yes/No/Ongoing)
1For the 2014 Annual Report this means the amount reported as unspent by the Recipient at December 31, 2013 as reported in the 2013 Annual Expenditure Report (as defined under the First Agreement).
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Project Outcomes.
The Outcomes Report shall outline, in a manner to be provided by AMO, the degree to which investments in each project are supporting progress towards achieving:
(a)
Beneficial impacts on communities of completed Eligible Projects; and
(b)
Enhanced impact of Funds as a predictable source of funding.
Asset Management Outcomes.
On a date and in a manner to be determined by AMO, the Recipient will provide a report to AMO demonstrating that Asset Management Plans are being used to guide infrastructure planning and investment decisions and how Funds are being used to address priority projects.
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SCHEDULE E COMMUNICATIONS PROTOCOL 4.
Purpose. The provisions of this Communications Protocol apply to all communications activities related to any Funds and Eligible Projects. Communications activities may include, but are not limited to, public or media events, news releases, reports, web articles, blogs, project signs, digital signs, publications, success stories and vignettes, photo compilations, videos, advertising campaigns, awareness campaigns, editorials, award programs, and multi-media products.
Information Sharing. The Recipient agrees to provide AMO with upfront information on planned Eligible Projects and Eligible Projects in progress on an annual basis, in an electronic format deemed acceptable by AMO, by March 31. Information will include, at a minimum: Eligible Project name, Eligible Category, Eligible Project description, total budgeted federal contribution (gas tax) and anticipated start date.
Project Signage
6.1
The Recipient may have a sign recognizing its contribution to Eligible Projects.
6.2
At Canada’s request, the Recipient will install a federal sign to recognize federal funding at Eligible Project site(s). Federal sign design, content and installation guidelines will be provided by Canada.
6.3
Where the Recipient decides to install a permanent plaque or other suitable marker with respect to an Eligible Project, it must recognize the federal contribution to the Eligible Project and be approved by Canada.
6.4
The Recipient is responsible for the production and installation of Eligible Project signage, or as otherwise agreed upon.
6.5
The Recipient agrees to inform AMO of signage installations, in a manner determined by AMO.
Media Events and Announcements for Eligible Projects
7.1
The Recipient agrees to have regular announcements of Eligible Projects that are benefitting from the Funds that may be provided by Canada. Key milestones may be marked by public events, news releases and/or other mechanisms.
7.2
Media events and announcements include, but are not limited to, news conferences, public announcements, official events or ceremonies, and news releases.
7.3
Canada, AMO or the Recipient, may request a media event or announcement.
7.4
Media events and announcements related to Eligible Projects will not occur without the prior knowledge and agreement of AMO, Canada and the Recipient. AMO as administrator will ensure prior knowledge and agreement of other signatories to the Canada-Ontario-AMO-Toronto Agreement. 23
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7.5
Canada, AMO or the Recipient in requesting a media event or an announcement will provide at least 21 working days’ notice to the Parties of their intention to undertake such an event. The event will take place at a date and location that is mutually agreed to by the Recipient, AMO and Canada. The AMO, Canada and the Recipient will have the opportunity to participate in such events through a designated representative. Each participant will choose its designated representative.
7.6
The conduct of all joint media events, announcements and products will follow the Table of Precedence for Canada as outlined at the current Government of Canada website.
7.7
All joint communications material related to media events and announcements must be approved by Canada and recognize the funding of all contributors.
7.8
All joint communications material must reflect Canada’s policy on official languages and the federal identity program.
Program Communications
8.1
The Recipient may include messaging in its own communications products and activities with regards to the use of Funds.
8.2
When undertaking such activities, the Recipient will provide the opportunity for AMO and Canada to participate and will recognize the funding of all contributors.
8.3
Canada and AMO agree that they will not unreasonably restrict the Recipient from: (i) using, for its own purposes, public communications products related to the Funds prepared by Canada or AMO (“Communication Products”) or, (ii) linking to web-based Communication Products.
8.4
Notwithstanding Section 4 of Schedule E, Canada retains the right to meet its obligations to communicate information to Canadians about the use of Funds through communications products and activities.
Operational Communications
9.1
The Recipient is solely responsible for operational communications with respect to the Eligible Projects, including but not limited to, calls for tender, construction and public safety notices. Operational communications as described above are not subject to the federal official languages policy.
9.2
The Recipient will share information promptly with Canada and AMO should significant emerging media or stakeholder issues relating to an Eligible Project arise. AMO will advise Recipients, when appropriate, about media inquiries received by it concerning an Eligible Project and, when appropriate, other signatories to the Canada-Ontario-AMO-Toronto Agreement will advise the Recipient about media inquiries, concerning an Eligible Project.
Communicating Success Stories. The Recipient agrees to communicate with Canada and AMO for the purposes of collaborating on communications activities and produces 24
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including but not limited to Eligible Project success stories, Eligible Project vignettes, and Eligible Project start-to-finish features. 11.
Advertising Campaigns. Recognizing that advertising can be an effective means of communication with the public, the Recipient may, at its own cost, organize an advertising or public information campaign related to the use of the Funds or the Eligible Projects. However such a campaign must respect the provisions of this Agreement. In the event of such a campaign, the Recipient agrees to inform Canada and AMO of its intention, and to inform them no less than 21 working days prior to the campaign launch.
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Report 2014-097 RECOMMEND REPORT TO COUNCIL To:
Warden and Council of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Julie Shillington Administrator – Fairmount Home
Date Prepared:
May 5, 2014
Date of Meeting:
May 21, 2014
Re:
Fairmount Home – Accreditation Canada Governance Functioning Tool
Recommendation THAT the Council of the County of Frontenac accept this Fairmount Home – Accreditation Canada Governance Functioning Tool for information; AND FURTHER THAT each member of the Council of the County of Frontenac be directed by the Warden to complete the Governance Functioning Tool before midnight on June 30, 2014. Background Fairmount undergoes an Accreditation Canada survey every three years and part of this survey includes an assessment of the functioning of the governance of the Home. Comment The purpose for the completion of the Governance Functioning Tool to help organizations and governing bodies meet demands for excellence in governance practice. The Governance Functioning Tool is an instrument that complements the selfassessment process used to measure organizational performance against the standards. It focuses on four key areas related to board functioning: a) Membership and structure b) Roles and responsibilities Recommend Report Fairmount Home – Accreditation Canada Governance Functioning Tool May 21, 2014
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c) Meetings and decision-making processes d) Process of evaluation Governing bodies are required to complete the Governance Functioning Tool and submit the data to Accreditation Canada at least once every accreditation cycle. The Home will undergo the Accreditation Canada survey in January, 2015 and Council, as the governing body for the Home, is asked to complete the Tool. The Tool will be open on May 22, 2014 and will close on June 30, 2014 at midnight. Council members can access the Tool online at: https://www3.accreditation.ca/Instruments Organizational Code: FAIHO Password: 849E884D The results will be shared with Council when calculated by Accreditation Canada at the closing of the Tool. Sustainability Implications As noted above, completion of the Governance Functioning Tool by County Council members will help Fairmount and County Council meet demands for excellence in governance practice. Financial Implications There are no financial implications. Organizations, Departments and Individuals Consulted and/or Affected Accreditation Canada County Council Members
Recommend Report Fairmount Home – Accreditation Canada Governance Functioning Tool May 21, 2014
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Report 2014-083 INFORMATION REPORT TO COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Joe Gallivan Manager of Sustainability Planning Peter Young Community Planner
Date prepared:
May 8, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – Summary of Applications for Plans of Subdivisions and Condominiums
Recommendation This report is for information only. Background The County of Frontenac is responsible for granting subdivision and condominium approvals. This report will provide Council with a summary of the current planning application activity in process. Comment The County requires mandatory pre-consultation prior to applications being submitted. The pre-consultation process follows two steps: (i) Pre-consultation meeting with the proponent, the Township and County to review the proposal, the County application process and the requirements for a complete application. (ii) On-site pre-consultation meeting between the County’s hydrogeologist/engineer and the proponent’s hydrogeologist/engineer to review the requirements of the hydrogeological study. Information Report to Council Corporate Services – Summary of Applications for Plans of Subdivisions and Condominiums May 21, 2014
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Once a formal application is made and the application is deemed “complete” (i.e. all of the studies identified in pre-consultation have been submitted), it is circulated to the Township, Conservation Authority, and other agencies such as Bell Canada and Hydro One for comment. These agencies give advice to the County on technical issues and provide conditions of draft approval should the development be approved by County Council. A public meeting is held on behalf of the County by Township Council where the applicant and interested members of the public have an opportunity to present their comments. A member of the public may also make a written submission at any time prior to the decision by County Council. Throughout the process an applicant will typically revise their plans and supporting studies in response to agency and public comments. Planning staff at the County prepare a report to County Council recommending approval or refusal of the draft plan of subdivision or condominium. The decision on whether to approve or refuse a proposed development is made by County Council, and this decision is appealable to the Ontario Municipal Board. A recommendation for draft approval includes a list of conditions provided by the County, Township, and other agencies that the applicant must fulfill in order to receive final approval. Once the applicant fulfills the conditions and the development receives Final Approval from County Council, the lots may be registered and sold. The chart attached as Appendix A lists plans of subdivisions and plans of condominiums that are currently part of the County’s approvals process. A location map of the applications is attached in Appendix B. The County is aware of several other applications where the applicant has made initial inquiries to South Frontenac and/or County staff, but has not yet formally met with the County. Financial Implications The County’s Fees for Services By-law No. 2010-0019 includes the list of fees for condominium and subdivision approval. Following the review of planning services in 2014 a revised fees by-law may be proposed. Sustainability Implications The existing subdivision application process in place at the County is efficient and promotes timely and thorough review of development applications. As a result, it is expected that many applications dealt with by County Council – once determined to be ‘good planning’ – can be approved promptly and new construction can take place. The application process promotes both good land use planning and the economic development pillar of Directions for Our Future. Organizations, Departments and Individuals Consulted and/or Affected Clerk Townships of Frontenac Information Report to Council Corporate Services – Summary of Applications for Plans of Subdivisions and Condominiums May 21, 2014
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Appendix A: County of Frontenac Plan of Subdivision/Condominium Applications Township of South Frontenac Application
Cranberry Cove Condominium
Collins Lake Subdivision
Number of Units/Lots
Development Status
Settlement Area Outside settlement area
13
Draft approval anticipated 2014. Remaining issues include setbacks for one of the units and Algonquins of Ontario comments.
10
Draft approved May 2011. Outside settlement area Final approval delegated to Staff April 2014. Plans have now been pre-approved by the registry office and final approval anticipated shortly.
Willowbrook Estates Subdivision
16
Sands Road Subdivision
15
Zanet Subdivision
11
Sunbury Subdivision
26
Hartington Subdivision
49
Applewood Condominium
22
Johnston Point Condominium
10
Under agency review. Public Inverary meeting April 15, 2014. Draft conditions being prepared by the Township. Draft approval in effect July Battersea 2013. No progress on draft conditions to date. Pre-consultation meeting Outside settlement area held in December 2009. Further hydrogeological preconsultation Fall 2013. Application submitted Sunbury Summer 2013 but was incomplete. Pre-consultation meeting held Fall 2013. Initial application has been Hartington (about 1/3rd of circulated for agency units currently in comment. Developer is now settlement area, rest revisiting work and doing outside) additional testing to respond to agency comments. Submitted Spring 2014. Outside settlement area Awaiting archaeological study before application can be deemed complete. Pre-consultation Winter 2014. Outside settlement area Submission expected Summer 2014.
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Township of North Frontenac Application
Ardoch Lake Condominium
Number of Units/Lots
Development Status
Settlement Area
33 lots
Application being revised due to issues with phosphorous budget report and a formal resubmission is pending. Public meeting anticipated Spring 2014.
Outside settlement area
Township of Central Frontenac Application
Bridgen’s Island
Number of Units/Lots
Development Status
10 seasonal Draft approved by County residential Council June 2013. Subdivision lots and 2 agreement now approved by open space Township. Final approval lots anticipated Summer 2014.
Settlement Area
Outside settlement area
Township of Frontenac Islands Application
Number of Units/Lots
Development Status
Settlement Area
Howe Island Condominium
5 lots
Pre-consultation summer 2013
Outside settlement area
Information Report to Council Corporate Services – Summary of Applications for Plans of Subdivisions and Condominiums May 21, 2014
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AgendaItem#10a) APPENIDIX B: DEVELOPMENT APPLICATIONS MAY 2014
± TT O OW WN NS SH H II P P O O FF N NO OR R TT H H FF R RO ON N TT E EN NA AC C
Ardoch Lake Condominium
H !
Bridgen’s Island Subdivision TT O OW WN NS SH H II P P O O FF C CE EN N TT R RA A LL FF R RO ON N TT E EN NA AC C
H !
TT O OW WN NS SH H II P P O O FF S SO OU U TT H H FF R RO ON N TT E EN NA AC C
Hartington Subdivision
H !
Status H ! H !
H ! ! H
Willowbrook Estates Subdivision
Draft Approved Under review
Sandstone Shores Subdivision
H !
Pre-application ! ! !
!
!
!
0
5
10
HoweIsland Condominium
!
H !
CranberryCove JohnstonPoint Condominium H ! Applewood Condominium H Condominium ! H SandsRoad ! H ! H Zanet ! Subdivision Subdivision H SunburySubdivision !
20
TT O OW WN NS SH H II P P O O FF FF R RO ON N TT E EN NA AC C II S S LL A AN ND DS S
Kilometres Data Source: OGDE, MPAC, ESRI & The County of Frontenac. Created: March 6th, 2014 Reference: Produced by the County of Frontenac with data supplied under license by members of the Ontario Geospatial Data Exchange. The County of Frontenac disclaims all responsibility for errors, omissions or inaccuracies in this publication.
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Report 2014-084 INFORMATION REPORT TO COUNCIL To:
Warden and Council of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Julie Shillington Administrator – Fairmount Home
Date Prepared:
May 5, 2014
Date of Meeting:
May 21, 2014
Re:
Fairmount Home – Review of Fairmount Home Zero Tolerance Policy for Abuse and Neglect
Recommendation This report is for information only. Background The requirement for every long-term care home to have and communicate a zero tolerance policy for abuse and neglect is set out in the Long-Term Care Homes Act as follows: Policy to promote zero tolerance 20. (1) Without in any way restricting the generality of the duty provided for in section 19, every licensee shall ensure that there is in place a written policy to promote zero tolerance of abuse and neglect of residents, and shall ensure that the policy is complied with. 2007, c. 8, s. 20 (1). Contents (2) At a minimum, the policy to promote zero tolerance of abuse and neglect of residents, (a) shall provide that abuse and neglect are not to be tolerated; (b) shall clearly set out what constitutes abuse and neglect; (c) shall provide for a program, that complies with the regulations, for preventing abuse and neglect; Information Report Fairmount Home – Review of Fairmount Home Zero Tolerance Policy for Abuse and Neglect May 21, 2014
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(d) shall contain an explanation of the duty under section 24 to make mandatory reports; (e) shall contain procedures for investigating and responding to alleged, suspected or witnessed abuse and neglect of residents; (f) shall set out the consequences for those who abuse or neglect residents; (g) shall comply with any requirements respecting the matters provided for in clauses (a) through (f) that are provided for in the regulations; and (h) shall deal with any additional matters as may be provided for in the regulations. 2007, c. 8, s. 20 (2). Communication of policy (3) Every licensee shall ensure that the policy to promote zero tolerance of abuse and neglect of residents is communicated to all staff, residents and residents’ substitute decision-makers. 2007, c. 8, s. 20 (3). In early 2014 the Home received one-time funding from the Ministry of Health & LongTerm Care which was to be utilized for training and development of long-term care home direct care staff to support capacity building in a range of areas that advance the quality of care provided to residents. Training and development services and/or resources purchased with this funding were to meet the following objectives: a) Support the care and management of LTC residents with responsive behaviours; and/or b) Support the prevention of resident abuse and neglect through focus on education and policies, including an assessment of staff’s current competencies in this area; and/or c) Support the development of specialized knowledge and skills in staff to meet the needs of LTC residents with specialized/complex care needs (e.g., training for the prevention of wounds, dialysis, diabetes, bariatric, ventilation). The management team at the Home decided to utilize part of the funding for an external review of the staff’s knowledge of and capacity to apply the Home’s zero tolerance policy for abuse and neglect. A copy of the policy is attached as Appendix A. Comment LTS Consulting was contracted to carry out the review and a copy of the final report is attached as Appendix B. It is clear that staff understand the Home’s zero tolerance policy on abuse and neglect and are able to apply it in the workplace. What was found was that staff also worry about what they term “unintentional neglect” – the inability to spend the time with residents that they feel they should. You will note that the following recommendations were made as a result of the review: a) Review this report with Frontenac leadership Information Report Fairmount Home – Review of Fairmount Home Zero Tolerance Policy for Abuse and Neglect May 21, 2014
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b) Create an action plan – based on this report the action plan would span a year. The suggested order for action plan would be: i) Place quality boards on each of the four units ii) Implement the quality board metrics throughout the facility with at minimum monthly huddles that cover all staff. Educated staff are empowered staff. iii) Begin quality improvement activities on each unit to free up staff time iv) After six months of action (a) and (b) review the annual training with staff to identify what is needed additionally to support their knowledge (quality board huddles typically reduce training needs) v) Review complaint tracking documents to improve identification of issues for a more concise (reduced selections) follow up process. The report has been discussed at the Home’s management team meetings and the review of the complaint tracking document and mandatory education processes are underway. As the balance of the recommendations relate to home-wide quality improvement the report has been put on the agenda for discussion at the June Quality Assessment and Assurance Committee. A complete plan will be in place after that meeting based on the recommendations from the consultant. The report has been shared with staff at the Home and will be provided to Residents’ Council. It’s also on the agenda for the next Family Information Session and an article will be written for the Grapevine Gazette, the Home’s newsletter. Sustainability Implications Ensuring that residents are free from abuse and neglect is essential in a long-term care home. In order to do so the Home must be assured that staff are aware of and can apply the Home’s zero tolerance policy. Financial Implications There are no financial implications. Organizations, Departments and Individuals Consulted and/or Affected LTS Consulting Staff Residents
Information Report Fairmount Home – Review of Fairmount Home Zero Tolerance Policy for Abuse and Neglect May 21, 2014
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Index Number: S&S-02
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Policy:
Page 1 of 6 Effective: July 1, 2011
Residents’ rights, which shall be fully respected and promoted, include, but are not limited to, the rights contained in the Bill of Rights. Abuse and neglect of any form will not be tolerated – no exceptions. Suspected or witnessed abuse must be reported and all such allegations will be treated seriously and investigated immediately.
Objective:
To support and protect the rights, dignity and safety of all residents.
Procedure:
DEFINITIONS ABUSE An action or inaction, misuse of power and/or betrayal of trust or respect by a person against a resident, that the person knew or ought to have known, would cause (or could reasonably be expected to cause) harm to the resident’s health, safety or well-being. Abuse includes, but is not limited to, Physical Abuse The use of physical force that causes pain, discomfort or injury or that is excessive for or inappropriate in the circumstances such as: a) Assault, forced confinement, slapping, pushing, pinching, beating, twisting, shaking, burning, forced feeding, rough handling (e.g. attempting to provide care to residents who are actively resisting), Physical abuse also includes overmedicating, withholding medication or medicating a resident when it is not medically necessary to do so. Sexual Abuse Any consensual or non-consensual touching, behavior or remarks of a sexual nature or sexual exploitation that is directed towards a resident by a licensee, staff member or volunteer or any non-consensual touching, behavior or remarks of a sexual nature or sexual exploitation directed towards a resident by a person other than a licensee, staff member or volunteer. Sexual abuse does not include a) Touching, behavior or remarks of a clinical nature that are appropriate to the provision of care, or
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Index Number: S&S-02 Page 2 of 6 Effective: July 1, 2011
b) Consensual touching, behavior or remarks of a sexual nature between a resident and a licensee, staff member or volunteer that is in the course of a sexual relationship that began before the resident was admitted to the home. Emotional Abuse Any action or behaviour that may diminish the resident’s sense of well-being, dignity or self worth and includes, without being limited to: a) Threatening, insulting, intimidating or humiliating gestures, behavior or remarks b) Imposed social isolation including shunning, ignoring or lack of acknowledgement c) Infantilization Verbal Abuse Any form of verbal communication of a belittling or degrading nature which may diminish the resident’s sense of well-being, dignity or self worth. Includes, but is not limited to swearing, namecalling, cultural or racial slurs, threats or insults, shouting, belittling, degradation, sarcasm, teasing, taunting, intimidation, and inappropriate tone of voice and manner of speaking which is upsetting and/or frightening to the resident. Financial Abuse Any misappropriate or misuse of a resident’s money or property. Includes, but is not limited to: a) theft b) unlawfully withholding a resident’s property or possessions (including the resident’s food and items of little monetary value). c) fraud, forgery and extortion d) using a Power of Attorney, Substitute Decision-Making authority, or a family relationship in a manner that is detrimental to the resident or the resident’s care and/or personal well being. e) “Borrowing” of a resident’s personal belongings by staff or volunteers f) Using the property or the personal image/voice of a resident for personal, commercial or other purposes in a manner that is detrimental to the resident’s well-being. Neglect The failure to provide the care and assistance required for the health, safety or well being of a resident and includes a pattern of inaction that jeopardizes the health or safety of one or more residents. Includes, but is not limited to, the failure to:
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Index Number: S&S-02 Page 3 of 6 Effective: July 1, 2011
a) provide the ongoing care set out in a resident’s plan of care b) provide access to a physician’s services when required c) reduce and manage health and safety hazards in the home on an ongoing basis d) implement programs to identify and mitigate risks so as to prevent and minimize health care problems in the home including, but not limited to, pressure ulcers, dehydration and unplanned weight loss e) summon or provide assistance when required f) respond to a resident’s request for assistance g) report witnessed or suspected abuse STAFF For the purposes of this policy, except where otherwise indicated, any permanent and contract, full-time, part-time: a) b) c) d) e) f) g)
employees physicians agency staff contracted health care professionals paid trainees students under clinical placements paid companions (paid by the resident, family member or substitute decision maker)
This definition does not imply or create an employer/employee relationship where none exists, and it is used in the context of this policy. Substitute Decision Maker In relation to a resident, means, depending on the context, one or more of the following: a) the person who would be authorized under the Health Care Consent Act to give or refuse consent to a treatment on behalf of the resident, if the resident were incapable of making decisions with respect to the treatment under that Act b) the person who would be authorized under the Health Care Consent Act to make a decision concerning a personal assistance service on behalf of the resident, if the resident were incapable of making decisions with respect to the personal assistance service under that Act c) the person who is authorized under the Substitute Decisions Act to make decisions concerning the resident’s property
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Index Number: S&S-02
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Page 4 of 6 Effective: July 1, 2011
d) the person who is authorized under the Substitute Decisions Act to make a decision concerning the resident’s personal care, if the resident is incapable of making the decision Consent In this policy, any reference to the consent of a resident means: a) the consent of a resident who is capable of making the decision, or b) the consent of the resident’s legally authorized substitute decision maker (SDM) if the resident is incapable of making the decision POLICY A copy of the Residents’ Bill of Rights and this policy shall be given to the residents and their representatives upon admission. All staff and volunteers shall be given a copy of the Residents’ Bill of Rights and this policy prior to commencing service with the home. A copy of this policy shall be posted within the home. All staff and volunteers shall receive the following training during orientation and annually thereafter: a) the relationship between power imbalances between staff and residents b) the potential for abuse and neglect by those in a position of trust, power and responsibility for resident care c) situations that may lead to abuse and neglect and how to avoid such situations d) zero tolerance for abuse/neglect policy and the expectation for compliance to the policy Any employee or volunteer who abuses a resident is subject to disciplinary action up to and including dismissal and/or criminal charges. Staff and volunteers who witness or suspect the abuse of a resident, or who receives complaints of abuse, must report the matter immediately to their supervisor, the Director of Resident Care or the Administrator. Any person may report witnessed or suspected abuse to any of the following: a) The Administrator or Director of Resident Care of the home b) The Ministry of Health and Long-Term Care
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Index Number: S&S-02 Page 5 of 6 Effective: July 1, 2011
c) The toll-free Long-Term Care ACTION Line: 1-866-434-0144 (Calls to the ACTION Line may be made anonymously). Those who witness or have knowledge of abuse of a resident and fail to report it may appear to be colluding with the abuser or condoning the abuse. Any employee who witnesses the abuse of a resident and fails to report the incident is subject to disciplinary action, up to and including dismissal and/or criminal charges. Individuals reporting abuse or neglect are protected from retaliation through Section 26 of the Long-Term Care Homes Act, 2007. The Director of Resident Care and Administrator shall take immediate action in response to any alleged, suspected or witnessed incident of abuse with the home, firstly to protect all residents immediately from further harm. Section 24 of the Act requires reporting of the alleged, suspected or witnessed abuse or neglect. MOHLTC has provided homes with decision trees (Appendix I) which are intended to guide homes to appropriately report. The Administrator and Director of Resident Care will review the decision tree and report as appropriate. In cases where reporting is deemed not to be necessary, documentation will be kept on file. For details on how to report refer to Reporting of Critical Incidents and Mandatory Reports Policy (ADM-07). The Director of Resident Care and/or Administrator shall ensure that the appropriate police force is notified if it is felt that the actions may constitute a criminal offence. See Appendix I for guidelines. The Director of Resident Care and/or Administrator shall ensure that the resident’s substitute decision maker, if any, and any other person specified by the resident are notified: a) Immediately upon becoming aware of an alleged, suspected or witnessed incident of abuse or neglect of the resident that has resulted in a physical injury or pain to the resident or that causes distress to the resident that could potentially be detrimental to the resident’s health or well-being b) Within 12 hours of becoming aware of any other alleged, suspected or witnessed incident of abuse or neglect of the resident. They shall also ensure that the resident and the resident’s substitute decision-maker, if any, are notified of the results of the investigation immediately upon completion of the investigation. The Director of Resident Care and Administrator initiate an immediate investigation of the incident and document all findings in a written report. Where possible, the allegation will be investigated and resolved within 10 business days of its receipt. If this is not possible an acknowledgment of the allegations shall be provided within 10 business days of its receipt and shall include the date
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Policy & Procedure Manual
Revision Date: April 16, 2013
Program:
Safety & Security
Policy:
Residents - Zero Tolerance for Resident Abuse and Neglect
Approved:
Index Number: S&S-02 Page 6 of 6 Effective: July 1, 2011
by which the complainant can reasonably expect a resolution and that a follow-up response shall be provided as soon as possible in the circumstances. Investigation documentation will include a) the allegation b) the date the complaint was received c) detailed descriptions from witnesses - witnesses to the incident should write independent statements, dated and signed, describing the details of what occurred. d) a statement from the resident (if possible) e) the type of action taken to resolve the complaint including the date of the action; time frames for actions to be taken and any follow-up action required f) the final resolution, if any g) every date on which any response was provided to the complainant and a description of the response h) any response made in turn by the complainant. The Director of Resident Care and/or Administrator will ensure the resident is permitted to communicate in private with independent advocates, including a lawyer, in accordance with the resident’s wishes. Where physical injuries have been sustained a written statement from the Physician shall be obtained. Any allegations of abuse by a regulated health care professional should be discussed with the appropriate college to determine their roles in the investigation and discipline. The home shall provide a list of resources available to assist staff and residents with abuse issues. Services include, but are not limited to: d) Employee Assistance Program e) Hotel Dieu Occupational Health f) Psychogeriatric Outreach Team g) Community Crisis Centre (24 hour line: 544-4357) An evaluation of the effectiveness of this policy will be conducted on an annual basis. Changes and improvements that would prevent further occurrences of abuse and/or neglect will be implemented promptly.
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Report 2014-085 INFORMATION REPORT TO COUNCIL To:
Warden and Council of the County of Frontenac
From:
Kelly Pender CAO
Prepared By:
Colleen Hickey Manager of Human Resources
Date Prepared:
May 1, 2014
Date of Meeting:
May 21, 2014
Re:
Corporate Services – Disability Management Update
Recommendation This report is for information purposes only. Background Human Resources brought a report forward to Council in March on the disability management audit conducted by Acclaim Ability Management Inc. The audit findings identified the areas of success and the areas requiring improvement. Human Resources and Senior Management are in the process of reviewing the current disability management processes and developing a comprehensive program to ensure that the County move towards best practices. Comment Human Resources aims to have a clearly defined framework in place, based upon Human Resource best practices, that addresses all components of a comprehensive Disability Management by December 31, 2014 and to have it implemented by March 31, 2015. The framework will include the categories of Prevention/Wellness, Short Term Disability, Long Term Disability, WSIB and Return to Work and Accommodation.
Information Report Corporate Services – Disability Management May 21, 2014
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The Acclaim Audit report identified six areas of recommendations that County staff have assessed and utilized to create a plan to work towards the full development and implementation of the Disability Management Program. The six areas of recommendation are:
Setting of objectives
Documented policies, processes and plan design
Clearly defined accountabilities
Data collection and reporting
Third party adjudication
WSIB – potential cost relief
Setting of Objectives Measurable objectives are being developed that will allow Human Resources staff to report on the progress of the Disability Management Program, some high level examples of which follow. These will be further refined with Senior Management a) Reduction in sick days corporate wide for the first full year of the implementation of the newly revised Employees Attendance Awareness Program. b) Reduction of sick time cost and its impact on the County budget. c) Creation of a more effective system to monitor and provide intervention in order to reduce length of time when employees are on short and long term disability. d) Reduction in the number of employees who transition from STD to LTD. e) Over the next three years participation in the Psychological Safety Standard Research Project will address the issues of staff morale under the thirteen measurable standards. Mental health illnesses cost Canadian employers in excess of seven billion dollars annually. Statistically, psychologically safe workplaces have reduced absenteeism, lower turnover and fewer workplace injuries. f) Reduction in the frequency and severity of workplace injuries. g) Developed an algorithm identifying roles and responsibilities to each position in the newly revised Employee Attendance Awareness Program.
Documented Policies, Processes and Plan Design Human Resources staff is currently in the process of reviewing best practices in relation to our current policies and procedures. A report will be provided to Senior Management in June which will include a list of our current Disability Management policies and procedures along with the status of each, as well as a list of proposed new policies and procedures, if any. Once the policies and procedures are finalized by Senior Management they will be consolidated under one cohesive Disability Management Program.
Clearly Defined Accountabilities The consolidated Disability Management Program will require clearly defined roles and responsibilities. Some of this work has already been done in the context of the newly Information Report Corporate Services – Disability Management May 21, 2014
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revised EAAP in which roles and responsibilities are documented by position. A similar approach will be taken with other aspects of the Disability Management Program. 4. Data Collection and Reporting Accurate and timely data collection and reporting is required to ensure that County is meeting the objectives as set out in the Disability Management Program. Human Resources and Finance are working collaboratively on implementing INFO HR a Human Resource Information System, and integrating the program with current payroll and scheduling programs. Data collection and reporting needs will be identified when establishing the Program objectives. Human Resources, in conjunction with departmental staff, will identify the most appropriate method of capturing and reporting the data required. A period of time will be allowed to capture baseline data. 5. Third Party Adjudication The County will assess our success in implementing the Disability Management Program through the measurement the Program objectives. We will re-evaluate the need in 2015 for a third party adjudication process. 6. WSIB – potential cost relief The HR team routinely examines and approaches WSIB for any potential cost recovery such as secondary injury relief, pre-existing conditions and objections to questionable claims. Through our claim investigation the County was successful in reducing recent NEER assessments by about $100,000. However a comprehensive WSIB audit will be investigated for 2015. Communication and Timelines Currently the various Labour Management Committees review the policies and programs as they are developed. As the comprehensive Disability Management Program is refined the unions will continue to be involved. Once finalized, a communications and training package will be developed and rolled out to all employees. The County is in the process of initial negotiations with one union and interest arbitration with another, this means that no new policies can be introduced without the agreement of both union and management or the completion of negotiations has been finalized. This could delay the final rollout of all aspects of the comprehensive program. Upon completion of the aforementioned processes, Council will be presented with updates and the full Disability Management Program. The following table is the timeframe proposed for the development, communication and roll out of the program. Disability Management Program Timelines Topic Baseline data tracking Assessment of current policies & procedures Information Report Corporate Services – Disability Management May 21, 2014
2014-085 Corporate Services
Date of Completion Ongoing Currently underway
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Presentation and review of current policies & procedures & identification of gaps with Senior Management Complete review and revision of policies and procedures ensuring roles and responsibilities are clear Establishment of measurable objectives & data sources Review of policies with Labour Management Committees Update Council with progress Develop staff communication & training package Communication to & training of staff Roll out of Program Initial Evaluation of Program
June 27, 2014 October 2014 October 2014 November 2014 November 2014 December 2014 January - February 2015 Anticipated March 2015 September 2015
This is an iterative process as the Program will continue to be monitored and will evolve. Sustainability Implications: An effective and comprehensive workplace Disability Management Program can help the County control health-related costs and meet our objectives. Through awareness and education an inclusive culture is developed that reflects the organizational objectives to recruit, support, accommodate and retain employees. Financial Implications The development of the Disability Management Program should result in improved staff morale and translate into realize cost savings related to absenteeism. Organizations, Departments and Individuals Consulted and/or Affected Acclaim Ability Management Incorporated Bonnie Carter, Occupational Health Nurse Sherry Corneil, Human Resources Generalist Marian VanBruinessen, Director of Corporate Services/Treasurer
Information Report Corporate Services – Disability Management May 21, 2014
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AgendaItem#10d)
REPORT 2014-088 INFORMATION REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender CAO
Prepared by:
Susan Brant Deputy Treasurer
Date prepared:
May 8, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – 2014 1st Quarter Financial Summary
Recommendation This report is for information purposes only.
Background The County of Frontenac Financial Summary for the 1st Quarter of 2014 is attached. Comment Most variances are primarily due to timing with additional comments provided below: Revenue Requisition on Municipalities: Amounts will be reconciled at year end. Fees and Service Charges: Fairmount resident revenues are under budget, but are reconciled at year end against Provincial revenue so that the total amount received from the Province and the residents is within the prescribed Ministry of Health funding for Fairmount Home. Provincial Offences net revenue is higher than budget. Other Income: Includes one-time funding for Fairmount staff training and development.
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
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Expenses Protection to Persons and Property: Radio communication study was paid out. Ambulance Services: The Robertsville Road Land Ambulance Station project is close to completion. Social & Family Services: The City is invoiced based on its budget but amounts will be reconciled at year end. Other: Includes grants which have not yet been released.
Sustainability Implications Within Directions for Our Future, the vision statement associated with Capacity Building and Governance states that “Government decision-making processes are clear, forward thinking and focused on the longer term”. By reviewing quarterly financial statements, Council can assure itself that the direction given through the 2014 budget is being carried out. At the same time, this information is being shared publicly. Organizations, Departments and Individuals Consulted and/or Affected Senior Management Team
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
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COUNTY OF FRONTENAC 2014 Variance to March 31, 2014 Summary of Revenue and Expenditure 2014 Budget $
to date Budget $
to date Actual $
REVENUE Requisition on Municipalities Federal and Provincial Transfers Investment Income Fees and Service Charges Other Revenue Municipal contribution Recoveries
8,401,929 14,331,600 140,000 3,300,009 294,171 9,980,584 144,776
2,067,729 3,567,543 35,000 825,002 27,218 2,097,952 30,990
2,017,885 3,525,807 18,686 833,713 36,916 2,083,300 18,663
-49,844 -41,736 -16,314 8,711 9,698 -14,652 -12,327
24.02% 24.60% 13.35% 25.26% 12.55% 20.87% 12.89%
Subtotal Revenue before Requisition
28,191,140
6,583,705
6,517,085
-66,620
23.12%
Subtotal Revenue With Requisition
36,593,069
8,651,434
8,534,970
-116,464
23.32%
Transfer From Reserves/Reserve Funds
4,025,318
465,128
393,172
-71,956
9.77%
Total Revenue and Reserve Transfers
40,618,387
9,116,562
8,928,142
-188,420
21.98%
Planning and Development Other Expenditures
2,735,225 -267,070 2,468,155 34,600 934,112 17,031,405 -679,229 16,352,176 703,517 13,648,404 -509,152 13,139,252 1,531,350 1,210,805 851,086 909,113 -42,716 866,397 1,612,938 913,999
598,027 -66,768 531,259 30,050 235,746 4,500,765 -169,807 4,330,958 175,879 3,387,600 -127,288 3,260,312 382,837 296,844 206,522 199,026 -10,679 188,347 221,694 0
534,837 -61,806 473,031 20,979 215,694 4,334,108 -109,145 4,224,963 175,879 2,825,154 -120,601 2,704,553 349,368 296,843 203,103 195,187 -11,488 183,699 177,570 100
-63,190 4,962 -58,228 -9,071 -20,052 -166,657 60,662 -105,995 0 -562,446 6,687 -555,759 -33,469 -1 -3,419 -3,839 -809 -4,648 -44,124 100
19.55% 23.14% 19.17% 60.63% 23.09% 25.45% 16.07% 25.84% 25.00% 20.70% 23.69% 20.58% 22.81% 24.52% 23.86% 21.47% 26.89% 21.20% 11.01% 0.01%
Total Expense
40,618,387
9,860,448
9,025,782
-834,666
22.22%
0
-743,886
-97,640
646,246
0.00%
EXPENSE General Government Less: Non-Cash Items Net: General Government Protection to Persons and Property Transportation Services Land Ambulance Less: Non-Cash Items Net: Land Ambulance Health Services Fairmount Home Less: Non-Cash Items Net: Fairmount Home Fairmount Home Debenture Social and Family Services Social Housing Recreation and Cultural Services Less: Non-Cash Items Net: Recreation and Cultural Services
Accumulated Net Revenue (Deficit)
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
Variance $
% Total Annual Budget
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AgendaItem#10d)
COUNTY OF FRONTENAC 2014 Variance to March 31, 2014 Summary Of Revenue and Expenditure 2014 Budget $
to date Budget $
to date Actual $
Variance $
% Total Annual Budget
LAND AMBULANCE SERVICES Provincial Funding Special Projects Revenue Sale of Vehicle & Equipment Recoveries Other Total Revenue
7,750,633
1,937,658
1,911,588
-26,070
24.66%
0 0
0 0
0 0
0 0
0.00% 0.00%
0 0
0 0
70 0
70 0
0.00% 0.00%
7,750,633
1,937,658
1,911,658
-26,000
24.66%
Salaries Benefits Office Supplies and Repair Medical Supplies and Repair Equipment Supplies and Repair Public Relations Travel, Training, Conference fees Professional, Contracted Service, Insurance Building Maintenance Communications Supplies, Service and Equipment Vehicle Service and Supplies Rentals, Leases, Penalties and Interest Utility Costs External Transfers Gain/Loss on Sale of Fixed Asset Other Depreciation Current Expenditures Subtotal Less: Non Cash Items Net: Service Delivery Projects Reserve for Vehicle, Equip, Replacement & Other Total Direct Service Expense
9,327,029 2,964,498 89,601 325,000 85,675 8,750 72,162 203,243 159,251 257,547 524,214 221,786 96,600 233,854 0 273,462 679,229 15,521,901 -679,229 14,842,672 0 628,668 15,471,340
2,331,757 720,756 38,101 81,250 20,794 2,188 18,020 139,193 39,563 64,387 131,720 55,447 24,150 58,463 0 1,375 169,807 3,896,971 -169,807 3,727,164 0 0 3,727,164
2,254,105 744,602 32,273 42,859 11,191 1,035 20,827 146,996 43,771 48,866 117,343 50,825 34,763 38,969 -44,825 69 153,970 3,697,639 -109,145 3,588,494 0 0 3,588,494
-77,652 23,846 -5,828 -38,391 -9,603 -1,153 2,807 7,803 4,208 -15,521 -14,377 -4,622 10,613 -19,494 -44,825 -1,306 -15,837 -199,332 60,662 -138,670 0 0 -138,670
24.17% 25.12% 36.02% 13.19% 13.06% 11.83% 28.86% 72.33% 27.49% 18.97% 22.38% 22.92% 35.99% 16.66% 0.00% 0.03% 22.67% 23.82% 16.07% 24.18% 0.00% 0.00% 23.19%
Capital Revenue City of Kingston Contribution From Reserves Total revenue and reserve transfers
0 880,837 880,837
0 440,419 440,419
0 393,172 393,172
0 -47,247 -47,247
0.00% 44.64% 44.64%
Capital Expense Vehicle New Vehicle Replacement Equipment New Equipment Replacement Prior Year Capital Building Total Capital Expenditure
0 369,000 0 61,837 0 450,000 880,837
0 369,000 0 9,794 0 225,000 603,794
0 393,172 0 0 0 243,300 636,472
0 24,172 0 -9,794 0 18,300 32,678
0.00% 106.55% 0.00% 0.00% 0.00% 54.07% 72.26%
Total Ambulance Expenditure
16,352,177
4,330,958
4,224,966
-105,992
25.84%
Net Operating Expense Net Capital Expense Total Expense
7,720,707 0 7,720,707
1,789,506 163,375 1,952,881
1,676,836 243,300 1,920,136
-112,670 79,925 -32,745
21.72% 0.00% 24.87%
City of Kingston Frontenac
6,107,936 1,612,771
1,544,946 407,935
1,519,041 401,095
-25,905 -6,840
24.87% 24.87%
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
Page 4 of 6
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AgendaItem#10d)
COUNTY OF FRONTENAC 2014 Variance to March 31, 2014 Summary Of Revenue and Expenditure
FAIRMOUNT HOME FOR THE AGED Revenue Provincial/Federal Funding Residents - Accommodation Fees Other Revenue Recoveries Revenue Subtotal Before Municipal Contribution Transfers - Reserves/Reserve Funds Total Revenue and Reserve Transfer Salaries Benefits Office Supplies and Repair Supplies and Repair Equipment Supplies and Repair Public Relations Travel, Training, Conference fees Professional, Contracted Service, Insurance Building Maintenance
Total Annual Budget %
2014 Budget $
Variance Budget $
Actual $
5,180,084
1,295,021
1,363,866
68,845
2,907,324
726,831
706,806
-20,025
24.31%
1,000
250
16,823
16,573
1682.30%
$
26.33%
99,768
24,942
11,083
-13,859
11.11%
8,188,176
2,047,044
2,098,578
51,534
25.63%
108,837
24,709
0
-24,709
0.00%
8,297,013
2,071,753
2,098,578
26,825
25.29%
6,460,816
1,649,745
1,629,069
-20,676
25.21%
1,985,037
496,259
469,797
-26,462
23.67%
24,500
6,125
5,633
-492
22.99%
661,338
165,410
147,241
-18,169
22.26%
246,681
70,208
52,457
-17,751
21.27%
6,500
1,625
1,176
-449
18.09% 42.14%
47,020
13,405
19,815
6,410
586,649
221,838
161,700
-60,138
27.56%
247,500
61,125
66,476
5,351
26.86% 20.42%
Communications Supplies, Service and Equipment
68,339
4,764
13,953
9,189
Vehicle Service and Supplies Rentals, Leases, Penalties and Interest Utility Costs External Transfers Internal Transfers Gain/Loss on Sale of Fixed Asset Other Depreciation Current Expenditures Subtotal Less: Non Cash Items Net: Service Delivery Reserve transfer Operating Expense Subtotal
4,200
1,050
587
-463
13.98%
10,500
2,625
2,277
-348
21.69%
240,292
60,073
76,310
16,237
31.76%
0
0
0
0
0.00%
0
0
0
0
0.00%
0
0
0
0
0.00%
174,442
10,129
1,048
-9,081
0.60%
509,152
127,288
120,601
-6,687
23.69%
11,272,966
2,891,669
2,768,140
-123,529
24.56%
-509,152
-127,288
-120,601
6,687
23.69%
10,763,814
2,764,381
2,647,539
-116,842
24.60%
39,000
0
0
0
0.00%
10,802,814
2,764,381
2,647,539
-116,842
24.51%
City Contribution to Capital Capital Donations City Contributions to Capital - Prior Year Reserve transfer Total revenue and reserve transfers
1,538,032
0
0
0
0.00%
200,000
0
0
0
0.00%
50,746
0
0
0
0.00%
542,776
0
0
0
0.00%
2,331,554
0
0
0
0.00%
Total Capital Expenditure
2,336,439
495,932
57,013
-438,919
2.44%
Fairmount Capital
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
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AgendaItem#10d)
Total Expense and Reserve transfer
13,139,253
3,260,313
2,704,552
-555,761
20.58%
Municipal Contribution City of Kingston Share County of Frontenac Share
2,510,686
1,188,560
605,974
-582,586
24.14%
1,680,746
808,221
412,062
-396,158
24.52%
829,940
380,339
193,912
-186,428
23.36%
Information Report Corporate Services – 2014 1st Quarter Financial Summary May 21, 2014
2014-088 Corporate Services
Page 6 of 6
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AgendaItem#10e)
Report 2014-091 INFORMATION REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Joe Gallivan Manager of Sustainability Planning
Date prepared:
May 6, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – Public Works Managers Project – Update 03-2014
Recommendation This report is for information purposes only.
Background The Public Works Managers (PWMs) of the Townships have been meeting on an ongoing basis to review of the Frontenac Corridor road system as well as waste management in all four Townships. At the beginning of his term Warden Clayton suggested that County Council should be kept up to date on these cross-boundary initiatives, and requested the Manager of Sustainability Planning to attend the Public Works Managers meetings.
Comment The latest meeting was held on Thursday, May 1st at the OSO Fire Hall in Central Frontenac. Both the Frontenac Corridor road system and collaborative waste management planning were discussed. Information Report Corporate Services – Public Works Managers Project – Update 03-2014 May 21, 2014
2014-091 Corporate Services
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The final printed version of the Frontenac Corridor – Road Needs Study 2013 prepared by D.M. Willis Associates Limited was distributed. It was agreed that the report would be formally presented to each Township Council in the near future and also shared with the CAOs group prior to it being sent to County Council. Waste Management was also discussed, in particular the costs of meeting the compliance requirements of the Ministry of Environment for open and closed wastes site in North, Central, South, and Frontenac Islands Townships. It was agreed that a meeting will be held by the Public Works Manager of South Frontenac with the CAO of Frontenac Islands to collect waste collection information for Wolfe and Howe Islands. The PWM also agreed to start to prepare a formal business case to the CAOs group for the need of a new position of waste management coordinator that would cover all four Townships. Sustainability Implications The Townships and the County need to be aware of the financial challenges that lie ahead and should evaluate the related risks of the infrastructure deficit. Financial Implications County Council has approved $5,000 in the 2014 budget for ‘Waste Management’ that can be used to assist in research work by the Public Works Managers.
Organizations, Departments and Individuals Consulted and/or Affected Jim Phillips, Public Works Manager, North Frontenac Mike Richardson, Public Works Manager, Central Frontenac Mark Segsworth, Public Works Manager, South Frontenac All Four Townships
Information Report Corporate Services – Public Works Managers Project – Update 03-2014 May 21, 2014
2014-091 Corporate Services
Page 2 of 2
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AgendaItem#10f)
REPORT 2014-092 INFORMATION REPORT To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Anne Marie Young Manager of Economic Development
Date prepared:
May 7, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – Frontenac K&P Trail – White Creek Bridge
Recommendation This report is for information purposes only.
Background The unopened portion of the K&P rail bed, acquired by the County of Frontenac in 2008, runs through the Township of South Frontenac and part of the Township of Central Frontenac. The County’s acquisition of the land was undertaken as part of its economic stimulation efforts. The development of this multi-use trail offers an alternative transportation network for our residents and visitors, links us into the Trans Canada Trail system, connects our communities, and provides healthy lifestyle and recreational opportunities. County Council adopted the implementation of the Frontenac K&P Trail at its October 2009 regular meeting. Since that time the construction has proceeded in phases and to date bridges have been reconstructed at Millhaven Creek and Hardwood Creek as well as approximately 22 km of trail has been developed.
Comment A Request for Proposals was issued to design, deliver and install a new trail bridge over White Creek on the Frontenac K&P Trail. Eight submissions were received as follows: Information Report Corporate Services – Frontenac K&P Trail – White Creek Bridge May 21, 2014
2014-092 Corporate Services
Page 1 of 2
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AgendaItem#10f)
Name Crain Construction Ltd. Morven Construction Ltd. Guardian Bridge Rapid Construction Inc. Doornekamp Construction Meyknecht-Lisgher Contractors inc. Len Corcoran Excavating Ltd. Fidelity Engineering & Construction Inc. Waterdon
Amount $ 103,858.00 $ 107,694.00 $ 121,242.00 $ 161,105.00 $ 176,978.00 $ 189,689.00 $ 192,698.04 $ 199,265.00
The submissions were evaluated by the engineering firm The Greer Galloway Group Inc. The successful proponent is Crain Construction Ltd. for the amount of $103,858.00 plus HST.
Sustainability Implications This project supports a number of focus areas adopted in Directions for Our Future and is directly identified in Sustainable Actions 2012 under the economic pillar of sustainability as – Trail Network Development. The project supports the development of a network of trails in the County facilitating recreation and transportation networks and promoting active lifestyles.
Financial Implications The White Creek Bridge falls within the budget allotment for 2014.
Organizations, Departments and Individuals Consulted and/or Affected Township of Central Frontenac Quinte Region Conservation Authority Residents of County of Frontenac
Information Report Corporate Services – Frontenac K&P Trail – White Creek Bridge May 21, 2014
2014-092 Corporate Services
Page 2 of 2
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AgendaItem#10g)
Report 2014-093 INFORMATION REPORT TO COUNCIL To:
Warden and Council Members of County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared By:
Colleen Hickey Manager of Human Resources
Date prepared:
May 8, 2014
Date of meeting:
May 21, 2014
Re:
Corporate Services – April Monthly Absenteeism Report Card
Recommendation This report is for information purposes only.
Background For the purpose of this report Absenteeism is defined as sick time. Job protected leaves covered under the Employment Standards Act such as emergency, maternity, parental and compassionate leave are not recorded in this report. Council directed that management provide a monthly report indicating the following information:
- The efforts management staff is taking to ensure employee absenteeism due to illness is managed.
- Hours of absenteeism due to illness for Emergency and Transportation Services, Fairmount Home and Corporate Services.
- Cost of paid absenteeism for Emergency and Transportation Services, Fairmount Home and Corporate Services. Comment Effective April 1, 2014 the County will begin to utilize a replacement code for all departments. This new code will provide data to demonstrate when a staff person is Information Report to Council Corporate Services – Monthly Attendance Report Card to Council May 21, 2014
2014-093 Corporate Services
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replaced due to illness or injury. This information related to this new code will be reflected in the June Council report. Management continues to monitor employee absenteeism on a daily basis and works within legislation, County policies, procedures and collective agreements.
- Total Hours of Absenteeism for 2012, 2013 & 2014. (100%, 75% and Unpaid Sick Time) A. Total Hours of Absenteeism for Fairmount Home Month January February March April May June July August September October November December Annual Total
2012 2013 1620.50 1273.50 1599.83 772.02 1648.59 531.75 1396.47 358.25 1141.00 398.19 1016.25 808.25 847.50 1402.84 677.25 1618.33 1243.50 1266.75 1488.42 1031.08 1052.50 1079.90 1068.33 978.40 14800.14 11519.26
2014 998.58 832.00 716.22 859.20
B. Total Hours of Absenteeism for Emergency & Transportation Services Month January February March April May June July August September October Nov Dec Annual Total
2012 2013 1253.50 1484.42 1562.12 1168.11 1378.83 1309.87 923.00 1980.88 1512.83 1754.05 1848.67 1789.37 1685.13 1607.87 1489.00 1839.00 1689.22 2019.85 2167.25 2250.75 2276.70 2485.85 1866.28 2223.17 19652.53 21913.19
Information Report to Council Corporate Services – Monthly Attendance Report Card to Council May 21, 2014
2014-093 Corporate Services
2014 2150.50 1574.25 1207.41 1432.59
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C. Total Hours of Absenteeism for Corporate Services Month Jan Feb March April May June July Aug Sept Oct Nov Dec Annual Total
2012 67.00 37.00 22.50 21.50 90.75 29.50 30.00 37.50 25.00 59.50 31.50 29.50 481.25
2013 63.25 22.50 82.00 44.50 195.50 160.50 183.75 136.50 22.58 21.50 15.00 29.50 977.08
2014 16.87 94.00 7.5 22.50
- Cost of paid absenteeism for Emergency & Transportation Services, Fairmount Home and Corporate Services Emergency & Corporate Transportation Services Services Fairmount 2012 16,999.13 608,289.23 309,617.67 2013 23,142.00 654,142.96 203,232.24 2014 4,005.27 180,540.28 55,550.63 accumulated January 503.70 66,818.75 13,919.04 February 2,782.45 42,704.38 12,410.92 March 228.23 26,556.51 12,645.12 April 490.89 44,460.64 16,575.55 Sustainability Implications It is evident the County has a significant absenteeism concern that must be acknowledged by all employees and reduced where able. Working together to identify and reduce absenteeism and maintain key policies and consistent practices will create a renewed awareness in the overall improvement required in this area. Financial Implications Using consistent policies and practices will assist to create awareness in the need to minimize the impact on high absenteeism and associated cost. Absenteeism is a significant cost to the Employer and must be managed to ensure fiscal responsibility. Organizations, Departments and Individuals Consulted and/or Affected Emergency and Transportation Services Information Report to Council Corporate Services – Monthly Attendance Report Card to Council May 21, 2014
2014-093 Corporate Services
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AgendaItem#10g)
Fairmount Home Corporate Services
Information Report to Council Corporate Services – Monthly Attendance Report Card to Council May 21, 2014
2014-093 Corporate Services
Page 4 of 4
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AgendaItem#10h)
Report 2014-094 INFORMATION REPORT TO COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Julie Shillington Administrator, Fairmount Home
Date prepared:
May 9, 2014
Date of meeting:
May 21, 2014
Re:
Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6
Recommendation This report is for information purposes only.
Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – See Change Notice Summary Sheet attached. Other Matters – See attached.
Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Project Manager, TCMS Kelly Pender, Chief Administrative Officer Marian VanBruinessen, Director of Corporate Services/Treasurer
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
Page 1 of 10
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AgendaItem#10h)
Additions and Alterations Fairmount Home Auditorium
PROGRESS REPORT # 6
Prepared by TCMS 2014 Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
May 8,
Page 2 of 10
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AgendaItem#10h)
Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT # 6
INDEX PROGRESS SUMMARY…………………………………………………………..4, 5, 6, 7, 8 CONTRACT CHANGE SUMMARY……………………………………………………………9 PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION..…………………………….10
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Additions and Alterations to Fairmount Home Auditorium PROGRESS REPORT # 6 PROGRESS SUMMARY The following activities have been completed during the current report period. • • • • • • • • • •
Foundation insulation has been installed on the interior side of the new foundations – north side addition and entrance vestibule addition. All backfilling operations are now complete. A change order was issued to make minor repairs to the existing north side foundation wall. The work involved constructing a cast in place concrete wall at two locations. Ductwork mains and some branches have now been installed throughout the existing auditorium hall and corridor. Structural steel framing, open web steel joists and metal roof deck have all been installed for the south side entrance vestibule addition and the north side addition. Underground plumbing for the new washrooms in the existing corridor area is complete, including testing and inspection by the City of Kingston. New kitchen underground plumbing is underway. Steel stud framing for ceiling bulkheads is complete in the auditorium hall. The support tracks and motors for the Modernfold retractable partitions in the auditorium hall have been installed. Carpentry crews are constructing the parapet wall on the north side addition roof edge. . Exterior wall sheathing board – yellow Densglass sheets – have been secured to the exterior steel stud walls at the north side addition.
Additional Notes •
The updated project schedule remains on track during this reporting period. Project completion is anticipated for September 1, 2014. The contractor is continuing to review opportunities to advance the schedule and minimize the delay.
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Foundation wall insulation on the north side addition.
Cast in place concrete at the existing north side foundation wall.
Completed foundation wall at the new front entrance vestibule addition.
Ductwork mains have been hung in the corridor area, just inside the new entrance door vestibule.
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
The structural steel frame for the north side addition has been erected.
Roof joists on the north side addition have been set in place and connected to the steel frame.
The structural steel frame for the new entrance vestibule addition has been erected.
Ductwork mains and some of the branch ductwork have been hung in the auditorium hall area.
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Underground piping for the new kitchen service area is underway – north side addition.
Auditorium hall steel stud framing for ceiling bulkheads is now complete.
Support track and motor for new retractable partitions in place – auditorium hall.
Steel roof deck for north side addition has been fastened to roof joists. Carpenters are constructing parapet wall at the roof edge.
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Parapet wall roof edge detail.
Modifications to the existing auditorium hall roof have started.
Carpentry crew is installing wood frames for new windows at south side of auditorium hall.
Exterior sheathing – yellow Densglass board – installed on the north side addition.
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10h)
Information Report Additions and Alterations to Fairmount Home Auditorium Construction Progress Report # 6 May 21, 2014
2014-094 Fairmount Home
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AgendaItem#10i)
Report 2014-096 INFORMATION REPORT TO COUNTY COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Kelly Pender Chief Administrative Officer
Prepared by:
Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services
Date prepared:
May 7, 2014
Date of meeting:
May 21, 2014
Re:
Emergency and Transportation Services - Robertsville Station Construction Progress Report # 7
Recommendation This report is for information only.
Construction Update The report prepared by our Project Manager, Patrick Thompson of TCMS, for the period is attached. Change Orders – See attached. Other Matters – See attached.
Organizations, Departments and Individuals Consulted and/or Affected Patrick Thompson, Project Manager, TCMS
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
Page 1 of 9
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AgendaItem#10i)
CONSTRUCTION OF THE ROBERSTVILLE LAND AMBULANCE STATION
PROGRESS REPORT # 7
Prepared by TCMS 2014
March 7,
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 6
INDEX PROGRESS SUMMARY………………………………………………………………4, 5, 6, 7 CONTRACT CHANGE SUMMARY……………………………………………………………8 PROPOSED AND ACTUAL CASHFLOW – CONSTRUCTION ……………………………….9
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
NEW ROBERTSVILLE LAND AMBULANCE STATION PROGRESS REPORT # 7 PROGRESS SUMMARY
The following construction activities have been completed during the current report period. • • • • • • • • • •
Acoustic ceiling tiles have been installed in the crew areas. Finish coat painting has been completed in all areas – minor touch ups remain to be completed. Door hardware for main doors and pocket doors has been installed. The ductless split air conditioning system evaporator has been installed. The concrete pad for the condenser, located at the exterior of the building – north elevation – has been cast in place. Washroom accessories including grab bars, mirrors and toilet tissue dispensers have been fastened to the walls. Septic tank placed below grade at the south side of the building. Site grading of parking lots and surrounding work site continues. Building safety features, such as the eye wash station, have been installed. Exterior metal siding installation is now 100% complete. Eaves troughs are not yet installed. Foundation forms for flag poles have been set in place on the north side of the site.
Additional Notes • •
• •
The project is nearing the end of the construction phase with approximately 95% of the work now complete. The building LEED certification process in ongoing. LEED consultant, CSV Architects, has indicated that the LEED Certification body CAaBC (Canada Green Building Council) will take up to four (4) months to complete certification process. Seasonal deficiencies remain, including paving and final grade restoration. Frontenac Paramedic Services occupancy is tentatively scheduled for June 16, 2014.
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
Acoustic ceiling tiles have been installed in the crew areas.
Door hardware for main doors and pocket doors has been installed. Double doors to Communications closet shown here.
Kitchen area now completed.
Washroom accessories, including mirrors, have been fastened to the walls.
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
Washroom accessories, including grab bars and toilet tissue dispensers, have been fastened to the walls.
Door hardware for main doors and pocket doors has been installed. Utility room and storage closet shown here.
Septic tank excavation at the south side of the building.
Site grading of parking lots and surrounding work site continues.
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
Site grading of entrance drive and surrounding work site continues. Foundation forms for flag poles have been set in place on the north side of the site.
Exterior metal siding installation is 100% complete. Eaves troughs are not yet installed.
Exterior metal siding installation is 100% complete. Eaves troughs are not yet installed.
Frontenac Paramedic Services occupancy is tentatively scheduled for June 16, 2014.
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
Page 7 of 9
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AgendaItem#10i)
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#10i)
Information Report Emergency and Transportation Services – Robertsville Station Construction Progress Report # 7 May 21, 2014
2014-096 Emergency and
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AgendaItem#11b)
COMMITTEE OF THE WHOLE REPORT TO COUNTY COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Jannette Amini Manager of Legislative Services/Clerk
Date prepared:
May 12, 2014
Date of meeting:
May 21, 2014
Re:
Committee of the Whole Report to County Council
The Committee of the Whole reports and recommends the following to County Council for consideration: Report of the Committee of the Whole 2014-081 Corporate Services Reserve and Reserve Funds RESOLVED THAT Council adopt the following reallocations of the reserves as follows: ¾ Strategic Planning goals –$2.1M as follows: ¾ $100,000 allocated to Waste Management Planning, ¾ $1.5M allocated to Seniors Projects ¾ Econ Dev $500,000 ¾ Capital Asset Management requirements - $200,000 ¾ Capital Commitments under cost sharing agreements –$340,000 ¾ Frontenac Renovates allocations - $380,000 ¾ Land Acquisition Trails –$30,000 ¾ Future CIPs – $154,000 ¾ Cheerio Project – $100,000
Committee of the Whole – Report to County Council May 21, 2014
Report of the Committee of the Whole from Meeting Held May
Page 1 of 1
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#14a)
Accounts for the period of: April 11, 2014 to May 14,
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AgendaItem#20a)
BY-LAW NO. 2014-0026 OF THE CORPORATION OF THE COUNTY OF FRONTENAC Being a By-Law to Extend the Agreement with the Township of Frontenac Islands for the Provision of Financial Services WHEREAS the Township of Frontenac Islands currently has an agreement for the provision of financial services with the County of Frontenac which expires June 30, 2014; and, WHEREAS the Township of Frontenac Islands wishes to extend the Agreement, with revisions, for a five year term ending December 31, 2019; NOW THEREFORE the Council of the County of Frontenac authorizes the Warden and the Clerk to sign the agreement on behalf of the County to enter into a revised agreement with the Township of Frontenac Islands for Financial Services, attached to this By-law as Schedule A. Read a First and Second Time this 21st day of May, 2014. Read a Third Time and Finally Passed, Signed and Sealed this 21st day of May, 2014. The Corporation of the County of Frontenac
Bud Clayton, Warden
Jannette Amini, Clerk
By-law No. 2014-0026 – to Extend the Agreement with the Township of Frontenac Islands for the Provision of Financial Services May 21, 2014 Page 1 of 1
By-Law No. 2014-0026 - to Extend the Agreement with
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AgendaItem#20b)
BY-LAW NO. 2014-0027 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to authorize the Warden and Clerk to Execute the Amending Agreement with the Association of Municipalities of Ontario (AMO) for the Transfer of Federal Gas Tax Revenues to 2024
WHEREAS the Government of Canada makes up to $2 billion per year available for allocation by the Government of Canada for the purpose of municipal, regional and First Nations infrastructure starting in the fiscal year beginning on April 1, 2014 under Section 161 of Keeping Canada’s Economy and Jobs Growing Act, S.C. 2011, c. 24; and, WHEREAS Canada, the Province of Ontario, Ontario municipalities as represented by AMO and Toronto are signatories to the administrative agreement on The Federal Gas Tax Fund on April 1, 2014 (the “Canada-Ontario-AMO-Toronto Agreement”), whereby AMO agreed to administer federal gas tax funds made available to Ontario municipalities, excluding Toronto, pursuant to the Canada-Ontario-AMO-Toronto Agreement on behalf of Canada; and, WHEREAS the Canada-Ontario-AMO-Toronto Agreement contains a framework for the transfer of federal gas tax funds to Ontario municipalities represented by AMO and Toronto to provide stable, reliable and predictable funding for municipal infrastructure purposes; and, WHEREAS the Recipient wishes to enter into this Agreement in order to participate in the federal Gas Tax Fund; and, WHEREAS AMO is carrying out the fund administration and coordinating role in accordance with its obligations set out in the Canada-Ontario-AMO-Toronto Agreement and it will accordingly undertake certain activities and require Recipients to undertake activities as set out in this Agreement. NOW THEREFORE the Council of the Corporation of the County of Frontenac enacts: 1.
THAT the Warden and Clerk are hereby authorized to execute an Amending Agreement for the Transfer of Federal Gas Tax Revenues under the New Deal for Cities and Communities between the Association of Municipalities of Ontario and The Corporation of the County of Frontenac as in Schedule “A” attached hereto.
THAT Schedule “A” shall form part of this by-law.
THAT this By-law shall come into force and take effect upon the date of final passing.
County of Frontenac By-law No. 2014-0027 – To Execute an Amending Agreement with AMO for Transfer of Federal Gas Revenues to 2024 May 21, 2014 Page 1 of 2
By-Law No. 2014-0027 - to Authorize the Warden and
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AgendaItem#20b)
Read a First and Second Time this 21st day of May, 2014. Read a Third Time, Signed, Sealed and Finally Passed this 21st day of May, 2014.
The Corporation of the County of Frontenac
Bud Clayton, Warden
Jannette Amini, Clerk
County of Frontenac By-law No. 2014-0027 – To Execute an Amending Agreement with AMO for Transfer of Federal Gas Revenues to 2024 May 21, 2014 Page 2 of 2
By-Law No. 2014-0027 - to Authorize the Warden and
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AgendaItem#20c)
BY-LAW NO. 2014-0028 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to confirm all actions and proceedings of County Council on May 21, 2014 WHEREAS Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; WHEREAS Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; WHEREAS Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; WHEREAS the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; NOW THEREFORE BE IT RESOLVED THAT the Council of the Corporation of the County of Frontenac hereby enacts as follows:
- THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on May 21st 2014 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
- THAT all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on May 21st 2014 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
- THAT all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on May 21st 2014 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.
- THAT this by-law shall come into force and take effect as of the final passing thereof. By-law No. 2014-0028 – To Confirm all Actions and Proceedings of County Council on May 21, 2014 Page 1 of 2
By-Law No. 2014-0028 Confirmation of Actions and
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AgendaItem#20c)
Read a First and Second Time this 21st day of May 2014. Read a Third Time and Finally Passed, Signed and Sealed this 21st day of May 2014.
The Corporation of the County of Frontenac
Bud Clayton, Warden
Jannette Amini Manager of Legislative Services
By-law No. 2014-0028 – To Confirm all Actions and Proceedings of County Council on May 21, 2014 Page 2 of 2
By-Law No. 2014-0028 Confirmation of Actions and
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