Body: Council Type: Agenda Meeting: Regular Date: October 21, 2015 Collection: Council Agendas Municipality: Frontenac County
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Frontenac County Council Meeting October 21, 2015 – 9:00 a.m. The Kingston Frontenac Rotary Auditorium 2069 Battersea Road, Glenburnie, ON
AGENDA Page 1.
Call to Order
Closed Session
Adoption of Agenda a) Resolved That the agenda for the October 21, 2015 meeting of the Council of the County of Frontenac be approved.
Disclosure of Pecuniary Interest and General Nature Thereof
Adoption of Minutes a) Minutes of the Regular Council Meeting Held September 23, 2015
10 - 27
Resolved That the minutes of the regular Council meeting held September 23, 2015 be adopted. 28 - 32
b)
Minutes of the Committee of the Whole Meeting Held October 7, 2015 Resolved That the minutes of the Committee of the Whole meeting held October 21, 2015 be adopted.
Deputations and/or Presentations a)
Ms. Betty Hunter and Mr. Ernest Lapchinski, Pine Meadows Nursing Home, will address County Council requesting financial support from the County.
Proclamations a) GIS Day November 18, 2015 Whereas Geography Awareness Week is November 15-21, 2015; And Whereas National Geographic Information System (GIS) Day is
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Page November 18th, 2015; And Whereas Geography Awareness Week promotes GIS and geographic literacy; And Whereas GIS is an important part of geography awareness; And Whereas the County of Frontenac is committed to expanding GIS awareness throughout the County in order to showcase real-world applications with GIS. Now Therefore Be It Resolved That the Council of the County of Frontenac hereby proclaims November 18th, 2015 as GIS Day in Frontenac County.
Move into Committee of the Whole a) That Council adjourn and meet as Committee of the Whole Council, with the Deputy Warden in the Chair.
Briefings Jannette Amini, Clerk; will brief Council on Accessibility Activities as of a) 2015.
Unfinished Business
Recommend Reports from the Chief Administrative Officer Briefing: Mr. Bruce L. Neville, Nexus Actuarial Consultants Ltd, will brief a) Council with respect to Report 2015-100, WSIB Schedule 1 versus 2.
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b) 2015-100 Corporate Services Feasibility Study re transferring to WSIB Schedule 2 from Schedule 1. Recommendation That the Council of the County of Frontenac receive this report, Corporate Services – Feasibility Study re transferring to WSIB Schedule 2 from Schedule 1; And Further That the Council of the County of Frontenac accept the recommendations of Nexus Actuarial Services specifically that
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Page Emergency and Transportation Service, and Corporate Services be transferred to WSIB Schedule 2 effective December 31, 2015; And Further That the Treasurer be directed to set up a reserve fund to provide for future WSIB claim costs; And Further That the WSIB Schedule 2 Claims Reserve be built by depositing into the fund each year an amount equal to the Schedule 1 premiums that the County would have paid had they remained in WSIB Schedule 1 for Emergency and Transportation Services and Corporate Services, with any amounts required for departure fees, annual insurance and periodic actuarial assessments being paid from this reserve; And Further That the WSIB Schedule 1 departure fee, estimated at $517,195 be funded from the WSIB Schedule 2 Claims Reserve fund, with any excess requirement coming from the County Stabilization fund to be replenished before the WSIB Schedule 2 Claims Reserve (payback period for total departure fee estimated at 1.1 years by Nexus Actuarial Consultants); And Further that the County purchase Excess Loss Insurance with a minimum retention level of $500,000 (the County is responsible for the first $500,000 of costs arising per WSIB incident) and Blanket Accident Insurance with a maximum payable of $500,000 (to cover the first $500,000 per WSIB incident); And Finally That the final Excess Loss and Blanket Accident Insurance levels be brought forth to Corporate Services in December 2015 once the formal quotations are received. c)
Briefing: Mr. Brian Whitehead of Jp2g Consulting will brief Council and respond to questions regarding Report 2015-101, Private Roads Study. It is anticipated this briefing will last approximately 30 minutes
80
d)
2015-101 Planning and Economic Development Private Roads Study Recommendation Resolved That the Council of the County of Frontenac receive the presentation at the October 21st County Council meeting by Jp2g Consultants on the status of the Frontenac County Private Roads Study report.
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e)
2015-102 Corporate Services -
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Page Reserves and Reserve Funds 2016 Recommendation That the Council of the County of Frontenac receive this Corporate Services Reserve and Reserve Funds 2016 report; And Further that Council approve the Reserve and Reserve Funds as presented in Appendix A. 92 - 95
f)
2015-104 Planning and Economic Development Community Improvement Plan No. 5 Recommendation Resolved That the Council of the County of Frontenac receive the Planning & Economic Development – Community Improvement Project #5 report and the attached report for consideration and discussion; And Further That Council select the community of Harrowsmith in the Township of South Frontenac as the community for the next Community Improvement Plan in the County, subject to the support of the Council of the Township of South Frontenac and, in the event a project for Harrowsmith cannot proceed, staff report back to County Council with other options for investment in a community improvement area.
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Information Reports from the Chief Administrative Officer a) 2015-105 Corporate Services Four Month Attendance Management Report Card b)
2015-106 Corporate Services Council Remuneration By-law
Reports from Council Liaison Appointees a) Emergency and Transportation Services - Councillor Nossal b)
Long Term Care (Fairmount Home) - Councillor Inglis
c)
Corporate Services - Councillor Dewey
d)
Planning and Economic Development - Councillor McDougall
Reports from External Boards and Committees a) Kingston Frontenac Library Board Update - Councillor Vandewal b)
KFL&A Public Health Board Update - Warden Doyle
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Page c)
RULAC, LSR and Other Updates
d)
Algonquin Land Claim Update - Councillor Inglis
e)
Frontenac County Youth Justice Advisory Committee Update Councillor Nossal
f)
Housing and Homelessness Committee Update - Deputy Warden Smith
g)
Rideau Corridor Landscape Steering Committee Update - Councillor McDougall
h)
Eastern Ontario Warden’s Caucus Update - Warden & CAO
Reports from Advisory Committees of County Council
Continuation of the October 14, 2015 Committee of the Whole Meeting October 14, 2015 Committee of the Whole Council will recess to continue the Committee of the Whole meeting agenda of October 14, 2015. Council will reconvene at the conclusion of the the Committee of the Whole meeting agenda of October 14, 2015.
123 - 124 b)
Return to Council a) That Council revert from Committee of the Whole Council, to Council.
Adoption of the Report of the Committee of the Whole Council a) That the report of the Committee of the Whole Council be adopted and that the necessary actions or by-laws be enacted.
Committee of the Whole Meeting held October All items listed on the Committee of the Whole Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Committee of the Whole Report to be separated from that motion and considered separately, whereupon the Committee of the Whole Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. Resolved That the Report of the Committee of the Whole from its meeting held October 7, 2015 be adopted and that the necessary actions or by-laws be enacted. Report of the Committee of the Whole
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Page a)
2015-071 Corporate Services Council Compensation Review
That the salary of the Deputy Warden be increased to 20% higher than that of a Councillor salary effective January 1, 2015; and, That staff be directed to bring forward a report on meals, mileage (to be in line with the CRA), and expenses for Council; and, That effective January 1, 2016 the Wardens salary be established at $22,250, the Deputy Warden salary at $11,505 and Councillor salaries at $9,088; and, That per diems only be paid for attendance at external Boards where the Councillor is representing the County and special Council meetings; and, That the CPI be applied annually to the base salary; and, That the base expense account for members of Council be set at $4000. 2015-097 b)
Corporate Services Review of County of Frontenac Procedural By-law 2013-0020
That the Council approve the recommended amendments to By-law No. 2013-0028, as amended outlined in the report, including the addendum; and, That Section 22.3, Number of Votes be amended “or Committee of the Whole” after the words “present at a Meeting of Council”; and, That staff be directed to bring forward for adoption a by-law amending by-law 20130020, being a by-law for governing the calling, place and proceedings of meetings for the County of Frontenac. 19.
Motions, Notice of Which has Been Given a) Shared Economic Development with City of Kingston Moved by: Councillor Vandewal Seconded by: Councillor Higgins Be It Resolved That the Warden and CAO meet with the City of Kingston for discussions on shared economic development and cost savings or what alternatives could be done collaboratively for savings as they are doing a total review of KEDCO. b)
Present and Future Staffing Needs Moved by: Councillor McDougall Seconded by: Councillor Vandewal
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Page
Be It Resolved That, with the changes in staffing in the Human Resources and Planning and Economic Development Department, staff review the County’s present and future needs and make recommendations to Council for the replacement process. 20.
Giving Notice of Motion
Communications That Council consent to the following communications of interest to Council listed below be received and filed: The Land Between: Requesting Councils’ Support and They would Like a) to do a Presentation for Council [Distributed to Council on September 18, 2013] b)
Municipal Property Assessment Corporation (MPAC): to Heads of Council and CAOs regarding Vice-President Municipal and Stakeholder Relations [Distributed to Council on September 18, 2015]
c)
Michelle Foxton: regarding Proposed Hartington Subdivision [Distributed to Council on September 18, 2013]
d)
Tom Neal Jr.: requesting the County of Frontenac provide some form of acknowledgement for his father Tom Neal’s recording hold years of service as a member of County Council [Distributed to Council on September 18, 2015]
e)
KFL&A Board of Health: Minutes of Meeting held June 24 2015 [Distributed to Council on September 25, 2015]
f)
University Hospitals Kingston Foundation: Invitation to attend it Innovative Health Care Presentation [Distributed to Council on September 25, 2015]
g)
TransCanada: Providing Public Awareness Around the Function, Purpose and Safety of the Pipeline in this Area [Distributed to Council on September 25, 2015]
h)
KFPL Board: Regular Meeting Minutes for June 24 2015 and Special Board Meeting Minutes from August 25, 2015 [Distributed to Council on September 25, 2015]
i)
Township of South Frontenac: Notice of Public Open House - Class Environmental Assessment Harrowsmith [Distributed to Council on September 25, 2015]
j)
RULAC: Unconfirmed Minutes of Meeting Held September 9, 2015 [Distributed to Council on September 25, 2015]
k)
Ministry of Citizenship, Immigration and International Trade: Calling for
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Page Nominations for the June Callwood Outstanding Achievement Award for Voluntarism in Ontario [Distributed to Council on October 2, 2015]
l)
Enbridge: Providing an Update on Line 9 [Distributed to Council on October 2, 2015]
m)
Angelique Tamblyn: Invitation to the 2016 United Way Warden’s BBQ Kickoff [Distributed to Council on October 9, 2015]
n)
Frontenac Accessibility Advisory Committee: September 14, 2015 Meeting Minutes [Distributed to Council on October 9, 2015]
Other Business a) Confirmation of Appointment to Advisory Committees That Robert Clinton be appointed to the Community Development Advisory Committee whose term will expire November 30, 2018; And Further That Ed Shirvert be appointed as the Community Representative of North Frontenac to the Joint Accessibility Advisory Committee whose terms shall expire November 30, 2018; And Further That By-law 2013-0020 be amended accordingly.
Public Question Period
By-Laws – General By-laws and Confirmatory By-law a) First and Second Reading Resolved That leave be given the mover to introduce by-laws a) through d) that have been circulated to all Members of County Council and that by-laws a) through d) be read a first and second time. b)
Third Reading Resolved That by-laws a) through d) be read a third time, signed, sealed and finally passed. By-Laws
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a)
To Amend By-Law Number 2011-0004 (Council Remuneration) (Proposed By-Law No. 2015-0042)
128
b)
To Amend By-Law 2013-0020 (Appointment to the Community Development Advisory Committee) (Proposed By-Law No. 2015-0043)
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Page 129 - 132
c)
To Amend By-Law 2013-0020 (Comprehensive Review) (Proposed By-law No. 2015-0044)
133 - 134
d)
To Confirm all Actions and Proceedings of County Council at its Meeting held on October 21, 2015 (Proposed By-Law No. 2015-0045)
Adjournment
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AGENDA ITEM #a)
MINUTES OF THE REGULAR MEETING OF COUNCIL September 23, 2015 A regular meeting of the Council of the County of Frontenac was held in the Kingston Frontenac Rotary Auditorium at the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, September 23, 2015 and was called to order at 9:00 a.m. Regular business commenced at 9:30 a.m. There was a “Closed Meeting” of the Committee of the Whole from 9:01 a.m. to 9:20 a.m. PRESENT:
Warden Denis Doyle, Deputy Warden Frances Smith, Councillors Ron Higgins, Ron Vandewal, Natalie Nossal, Tom Dewey, John Inglis and John McDougall
ALSO PRESENT:
County: Kelly Pender, Chief Administrative Officer Joe Gallivan, Director of Planning and Economic Development Marian VanBruinessen, Director of Corporate Services/Treasurer Steve Silver, Acting Administrator-Fairmount Home Jannette Amini, Manager of Legislative Services/Clerk Anne Marie Young, Manager of Economic Development Susan Brant, Deputy Treasurer Emily Shoniker, Director of Care Tina Banouvong, CMI Documentation Assistant Alison Vandervelde, Communications Officer Media: Jeff Green, The Frontenac News, Elliot Ferguson, The Kingston Whig Standard and Craig Bakay, Frontenac EMC
Call to Order
Warden Doyle called the meeting to order at 9:00 a.m. 2.
Closed Session
Motion #: 191-15
Moved By: Seconded By:
Councillor McDougall Deputy Warden Smith
Resolved That Council resolve itself into Committee of the Whole closed meeting as authorized under Section 239 of The Municipal Act, to consider:
- Adoption of Closed Minutes of Meeting held July 15, 2015 and August 25, 2015;
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
- personal matters about an identifiable individual, including municipal or local board employees - as it relates to the employment status of an employee
- the security of the property of the municipality or local board - as it relates to ongoing security matters. CARRIED Motion #: 192-15
Moved By: Seconded By:
Councillor Inglis Councillor Dewey
Resolved That Council rise from Committee of the Whole closed session without reporting. CARRIED 3.
Adoption of Agenda
Motion #: 193-15
Moved By: Seconded By:
Councillor Vandewal Councillor McDougall
Resolved That the agenda and addendum for the September 23, 2015 meeting of the Council of the County of Frontenac be approved. CARRIED 4.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none. 5.
Adoption of Minutes a)
Minutes of County Council Meeting Held July 15, 2015
Motion #: 194-15
Moved By: Seconded By:
Deputy Warden Smith Councillor Inglis
Resolved That the minutes of the regular Council meeting held July 15, 2015 be adopted. CARRIED b)
Minutes of Special County Council Meeting Held August 25, 2015
Motion #: 195-15
Moved By: Seconded By:
Councillor Nossal Councillor Higgins
Resolved That the minutes of the Special County Council Meeting Held August 25, 2015 be adopted. CARRIED 6.
Deputations and/or Presentations [[[[[[[[[[[\\\\\\
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
Proclamations a)
Kingston, Frontenac Public Library Canadian Public Library Month - October 2015 Ontario Public Library Week - October 18 - 24, 2015 [See Communications al)]
Motion #: 196-15
Moved By: Seconded By:
Councillor Vandewal Councillor Dewey
Whereas the public library offers access to information; and Whereas the public library supports personal growth, economic renewal and quality of life; and Whereas we recognize that the board and staff of the Kingston Frontenac Public Library provide a vital service to our community; Therefore Be it Resolved That the Council of the County of Frontenac proclaim the month of October 2015 to be Public Library Month in Frontenac County and encourages every person to use the public library this month and throughout the year; And Further That the week of October 18 to October 24 be proclaimed as Public Library Week in Frontenac County. CARRIED b)
Recycling Council of Ontario Recognize October 19-25, 2015 as Waste Reduction Week in Canada [See Communications ai)]
Motion #: 197-15
Moved By: Seconded By:
Councillor McDougall Councillor Higgins
Be it Resolved That the Council of the County of Frontenac hereby proclaim the week of October 19 to October 25, 2015 as Waste Reduction Week in Frontenac County. CARRIED
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
Move into Committee of the Whole
Motion #: 198-15
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That Council adjourn and meet as Committee of the Whole Council, with the Deputy Warden in the Chair. CARRIED 9.
Briefings a)
Mr. Kelly Pender, Chief Administrative Officer, provided Council with his monthly CAO briefing.
b)
Ms. Anne Marie Young, Manager of Economic Development and Ms. Alison Vandervelde, Communications Officer, provided Council with a briefing on the success of the 150th Anniversary Celebrations and acknowledged all those who made the event a success.
c)
Ms. Alison Vandervelde, Communications Officer and Ms. Susan Brant, Deputy Treasurer provided Council with a briefing on the Lean Implementation Frontenac Team (LIFT).
d)
Ms. Emily Shoniker, Director of Care and Ms. Tina Banouvong, CMI Documentation Assistant, provided Council with a briefing on what the Case Mix Index is as it relates to Fairmount Home and its funding.
Unfinished Business [[[[[[[[[[[\\\\\\
Recommend Reports from the Chief Administrative Officer a)
2015-081 Corporate Services 2015 Property Tax Claw Back Threshold
Motion #: 199-15
Moved By: Seconded By:
Warden Doyle Councillor Vandewal
Resolved That the Council of the County of Frontenac accept the Corporate Services – 2015 Property Tax Clawback Threshold report; And Further That a by-law be introduced later in the meeting to establish the percentages by which tax decreases are limited for 2015 in respect of properties in the commercial, industrial and multi-residential classes. CARRIED
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
b)
2015-082 Corporate Services Federal Gas Tax Eligible Projects
Motion #: 200-15
Moved By: Seconded By:
Councillor Inglis Councillor McDougall
That the Council of the County of Frontenac receive the Corporate Services – Federal Gas Tax Eligible Projects report for information; And Further That a by-law be passed later in the meeting authorizing the Warden and Clerk execute Letters of Understanding with the member municipalities for the distribution of Federal Gas Tax funds for infrastructure, with the understanding that the member municipality will allocate an equivalent amount to reserve to provide for Community Improvement Plans. CARRIED Moved by: Councillor Higgins That the proposed by-law be deferred to the budget deliberations. WITHDRAWN c)
2015-084 Office of the CAO Frontenac Chief Administrative Officers Infield Communications “Gap Analysis Study” Report
Motion #: 201-15
Moved By: Seconded By:
Councillor Dewey Councillor Nossal
That the County of Frontenac accept the recommendation of the member municipalities to be the procurement and funding lead for the Infield Communications “Gap Analysis Study” Report in 2016; And further That the maximum upset amount of $35,000 be placed in the 2016 County Budget to be funded by the County Levy above the base service level budget and stability reserve transfer, thereby resulting in a tax levy increase that exceeds the CPI target. DEFERRED to the 2016 Budget Deliberations (See Motion to Defer below which was CARRIED)
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
Motion to Defer Motion #: 202-15
Moved By: Seconded By:
Warden Doyle Councillor Higgins
Resolved That Report 2015-084, Frontenac Chief Administrative Officers Infield Communications “Gap Analysis Study” Report be deferred to the 2016 Budget. CARRIED d)
2015-085 Office of the CAO Frontenac Chief Administrative Officers Shared Information Systems and G.I.S. Report
Motion #: 203-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
That the Warden and Clerk be authorized to sign a Shared Services Agreement with the member municipalities for the provision of joint Information Services and G.I.S. CARRIED e)
2015-086 Fairmount Home Environmental & Dietary Management Contract
Motion #: 204-15
Moved By: Seconded By:
Councillor McDougall Councillor Inglis
That the Council of the County of Frontenac receive the Fairmount Home – Environmental & Dietary Management Contract report for information; And Further That the County enter into negotiations with Sodexo for a three (3) year contract extension for the provision of Environmental and Dietary management services. CARRIED f)
2015-088 Planning & Economic Development Economic Development Implementation Plan
Motion #: 205-15
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
Whereas at its April 2015 County Council meeting Council approved in principle the Economic Development Charter and directed staff to work with the volunteers identified at the March 4th and 5th Economic Development Days to develop implementation plans,
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
including partnership frameworks, timelines and performance measures for consideration by County Council in September 2015; and, Whereas at a workshop held on June 9, 2015, Council and community stakeholders defined a list of actions to advance economic development in the Frontenacs: Now Therefore Be It Resolved That the Council of the County of Frontenac endorse the Economic Development Implementation Plan, pending a breakdown of financial implications during the budget presentation; And Further That staff be directed to leverage the allocated $500,000 in a funding application to the Rural Economic Development (RED) Program. CARRIED (7:1) (See Recorded Vote) A Recorded Vote was requested by Councillor Vandewal YEAS:
Councillor Higgins, Councillor Inglis, Councillor McDougall, Councillor Dewey, Councillor Nossal, Warden Doyle, Deputy Warden Smith (7)
NAYS:
Councillor Vandewal (1)
g)
2015-089 Planning and Economic Development Canada 150 Infrastructure Program (CIP 150)
Motion #: 206-15
Moved By: Seconded By:
Warden Doyle Councillor Higgins
Whereas in the fall of 2013, County Council approved the K&P Trail Implementation Plan 2013 – Tichborne to Sharbot Lake; and, Whereas County Council approved $247,000 of reserves (Investing in Ontario) to be used to apply for the Canada 150 Community Infrastructure Program (CIP); Therefore Be It Resolved That the Council of the County of Frontenac authorize the Warden and Clerk to execute a contribution agreement through the CIP 150 program with the Federal Economic Development Agency for Southern Ontario for Project #808161 – Expansion of Frontenac Trail for a non-repayable of up to $247,000; And Further That Council pass a bylaw later in the meeting to redirect the remaining Investing in Ontario funds to the K&P Trail. CARRIED
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
h)
2015-090 Emergency and Transportation Services 2016 Legislated Response Time Performance Plan
Motion #: 207-15
Moved By: Seconded By:
Councillor Vandewal Councillor Inglis
Resolved That the Council of the County of Frontenac accept this Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan report; And Further That Council direct the Clerk to introduce a by-law later in the meeting adopting the response time standards as outlined in this report. CARRIED i)
2015-095 Corporate Services Mobile Device Management
Motion #: 208-15
Moved By: Seconded By:
Councillor McDougall Councillor Dewey
That the County of Frontenac continue to supply a mobile device to the Warden only; And Further That all other members of Council access their County issued email through webmail option only. CARRIED j)
2015-096 Planning and Economic Development Request to Submit Proposal
Motion #: 209-15
Moved By: Seconded By:
Councillor Nossal Warden Doyle
Whereas in the fall of 2009, County Council approved the Frontenac K&P Trail Master Plan which emphasizes the importance of trailheads and staging areas; and, Whereas the Corporation of South Frontenac is soliciting proposals from qualified individuals to purchase, revitalize and/or restore the failed tax sale property located at Pt Lot 5 - Pt Lot 6 - Pt Lot 7- Pt Lot 8 -Pt Lot 9; Pt Lot 10 W/S Frontenac St and N/S of River PL 35 Pt 1 Now Therefore Be It Resolved That the Council of the County of Frontenac direct staff to submit a proposal to the Corporation of South Frontenac by September 25, 2015 And Further That the proposal contain an offer of a nominal fee in the amount of two ($2) Dollars with the condition of an environmental assessment. CARRIED
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
Information Reports from the Chief Administrative Officer a)
2015-083 Corporate Services 2015 2nd Quarter Financial Summary
b)
2015-091 Fairmount Home 2nd Quarter Activity Report
c)
2015-092 Emergency and Transportation Services Kingston Urban Station Study Report
d)
2015-093 Planning and Economic Development K&P Trail Update
Reports from Council Liaison Appointees a)
Emergency and Transportation Services - Councillor Nossal
Councillor Nossal provided an overview of the Emergency and Transportation Services Department liaison activities since the last Council meeting. b)
Long Term Care (Fairmount Home) - Councillor Inglis
Councillor Inglis provided an overview of the Long Term Care (Fairmount Home) liaison activities since the last Council meeting. c)
Corporate Services - Councillor Dewey
Councillor Dewey provided an overview of the Corporate Services Department liaison activities since the last Council meeting. d)
Planning and Economic Development - Councillor McDougall
Councillor McDougall provided an overview of the Planning and Economic Development Department liaison activities since the last Council meeting. 14.
Reports from External Boards and Committees a)
Kingston Frontenac Library Board Update - Councillor Vandewal
No update. The next meeting is this evening. b)
KFL&A Public Health Board Update - Warden Doyle
No update. The next meeting is this afternoon.
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
c)
RULAC, LSR and Other Updates
Warden Doyle provided an overview of the previous meeting. d)
Algonquin Land Claim Update - Councillor Inglis
No update. e)
Frontenac County Youth Justice Advisory Committee Update Councillor Nossal
No update. The next meeting is October 16. f)
Housing and Homelessness Committee Update - Deputy Warden Smith
No update. g)
Rideau Corridor Landscape Steering Committee Update - Councillor McDougall
No update. h)
Eastern Ontario Warden’s Caucus Update - Warden & CAO
Warden Doyle updated Council on the recent AMO conference and his and the EOWC’s meetings with the various Ministers. 15.
Reports from Advisory Committees of County Council a)
Minutes of the 150th Anniversary Planning Advisory Committee Meeting Held September 9, 2015
b)
Report of the 150th Anniversary Planning Advisory Committee 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.
Motion #: 210-15
Moved By: Seconded By:
Councillor Nossal Councillor McDougall
Resolved That the Report of the 150th Anniversary Planning Advisory Committee be received and adopted. Report of the 150th Anniversary Planning Advisory Committee
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
a)
That the County of Frontenac lead a celebration for Canada’s 150th Anniversary in 2017, at Centennial Park in Harrowsmith, with the help of an organizing committee including all Township Mayors.
b)
That any surplus funds remaining from the County’s 150th Anniversary Fund be used to start the fund for the 2017 Canada’s 150th Anniversary Celebration.
c)
That the 150th Anniversary Planning Advisory Committee, having completed its mandate, be hereby disband; And Further That By-law 2013-0020 be amended accordingly. CARRIED
Return to Council
Motion #: 211-15
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
That Council revert from Committee of the Whole Council, to Council. CARRIED 17.
Adoption of the Report of the Committee of the Whole Council
Motion #: 212-15
Moved By: Seconded By:
Councillor Dewey Councillor Nossal
That the report of the Committee of the Whole Council be adopted and that the necessary actions or by-laws be enacted. CARRIED 18.
Motions, Notice of Which has Been Given a)
Support for the Syrian Refugee Crisis– Call to Action [See Communications af)]
Motion #: 213-15
Moved By: Seconded By:
Councillor Nossal Councillor McDougall
Whereas many people have been deeply affected by the disturbing images and stark realities of the Syrian refugee crisis and feel the situation requires compassion and action; and, Whereas the Association of Municipalities of Ontario (AMO) is challenging all of its member municipalities to donate at least $100 to aid in the international effort to resettle the Syrian refugees in safe countries; and, Whereas AMO is hoping to raise at least $40,000 that will help save two Syrian Refugee families, with more families being saved should a greater amount be raised; and,
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
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AGENDA ITEM #a)
Whereas AMO will donate all proceeds to Lifeline Syria, a community based organization seeking to resettle and integrate 1,000 Syrian refugees in Ontario over the next two years, reuniting them with their families: Therefore Be It Resolved That the Council of the County of Frontenac make a donation to the AMO Support for the Syrian Refugee Crisis – Call to Action campaign in the amount of $500. CARRIED AS AMENDED (See Motion to Amend below which was CARRIED) Motion to Amend Motion #: 214-15
Moved By: Seconded By:
Deputy Warden Smith Councillor Inglis
Resolved That the motion be amended to delete $100 is the Resolve clause and replace with $500. CARRIED Warden Doyle stepped out of the Chair and Deputy Warden Smith assumed the Chair. b)
Appointment to the Kingston Algonquin Limestone Partnership Table (KALPT)
Motion #: 215-15
Moved By: Seconded By:
Warden Doyle Councillor McDougall
That Warden Doyle be appointed to represent the County of Frontenac on the Kingston Algonquin Limestone Partnership Table (KALPT). CARRIED Warden Doyle took back the Chair. 19.
Giving Notice of Motion [[[[[[[[[[[\\\\\\
Communications
That Council consent to the following communications of interest to Council listed below be received and filed: a)
b)
c)
AMO’s Submission to the Provincial Consultations on the Update of the Long-Term Affordable Housing Strategy [Distributed to Members of County Council on July 17, 2015] From Independent Electricity System Operator advising of Public Meeting for proposed renewable energy project Battersea Road. [Distributed to Members of County Council on July 17, 2015] From Independent Electricity System Operator advising of Public Meeting for proposed renewable energy project Bur Brook Road.
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
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[Distributed to Members of County Council on July 17, 2015] From the Kingston & District Agricultural Society requesting funds for the Fall Fair [Distributed to Members of County Council on July 17, 2015] From the Ministry of Community Safety & Correctional Services regarding the Ministry’s development of a strategy for a safer Ontario. [Distributed to Members of County Council on July 17, 2015] From the Premier of Ontario acknowledging the County’s resolution regarding the Ontario Imagery Strategy [Distributed to Members of County Council on July 17, 2015] From the University Hospitals Kingston Foundation - Because of You 20142015. [Distributed to Members of County Council on July 17, 2015] From Minister Bill Mauro acknowledging County Council’s resolution regarding its support for the Province to extend its aerial imagery strategy. [Distributed to Members of County Council on July 24, 2015] From the Ontario Highlands Tourism Organization regarding the Nowhere Campaign. [Distributed to Members of County Council on July 24, 2015] From the Town of Amherstburg regarding correspondence to the Ministry of Transport of Council resolution opposing the installation of community mailboxes. [Distributed to Members of County Council on July 24, 2015] From the Township of Central Frontenac inviting members of County Council to attend the formal presentation of the OCIF grant for Road 38 Overpass Construction. [Distributed to Members of County Council on July 24, 2015] From the Ontario Ministry of Agriculture, Food and Rural Affairs inviting County Council to the announcement of a new opportunity for municipal infrastructure funding. [Distributed to Members of County Council on July 24, 2015] From Jannette Amini, Clerk, soliciting Council feedback on the County of Frontenac Procedural By-law review. [Distributed to Members of County Council on July 24, 2015] From Randy Pettapiece, MPP, Perth-Wellington requesting Resolution for Fairness in Provincial Infrastructure Funding. [Distributed to Members of County Council on August 7, 2015] From Skypower regarding LRP requirement Kingston Solar project. [Distributed to Members of County Council on August 7, 2015] From Skypower regarding LRP requirement Loyalist Solar Project. [Distributed to Members of County Council on August 7, 2015] From the Township of North Frontenac providing its Industrial Wind Turbine position paper. [Distributed to Members of County Council on August 7, 2015]
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
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aa) ab) ac)
ad) ae)
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From the Township of South Frontenac advising of Notice of Study Commencement for the undertaking of a Municipal Class EA project in Harrowsmith. [Distributed to Members of County Council on August 7, 2015] From Great Lakes & St. Lawrence Cities Initiative re-thank you for paying dues. [Distributed to Members of County Council on August 14, 2015] From Pine Meadow Nursing Home Inviting Council to Open House. [Distributed to Members of County Council on August 14, 2015] From Positive Change Consulting Engineers of Ontario re - Conflict of Interest guidelines. [Distributed to Members of County Council on August 14, 2015] From the Great Lakes & St. Lawrence Cities Initiative acknowledging payment of membership fees. [Distributed to Members of County Council on August 14, 2015] From the Ministry of Energy re - 2015 Renewable Energy Development in Ontario. [Distributed to Members of County Council on August 14, 2015] From the Municipality of Wawa to the Ministry of Community Safety and Correctional Services regarding the Safer Communities-1000 Officers Partnership. [Distributed to Members of County Council on August 14, 2015] From the Premier of Ontario re- proposed deep geologic repository. [Distributed to Members of County Council on August 14, 2015] From the Town of Wasaga Beach to the Ministry of Municipal Affairs and Housing regarding Bill 73. [Distributed to Members of County Council on August 21, 2015] Invitation to the 2015 Annual County of Frontenac Golf Tournament. [Distributed to Members of County Council on August 21, 2015] From The Ontario Aggregate Resources Corporation - Annual Report. [Distributed to Members of County Council on August 28, 2015] Draft Minutes from the Kingston Frontenac Housing Corporation May 25, 2015 Meeting [Distributed to Members of County Council on September 11, 2015] From EORN re- Cell Project Information Sheet for Candidate-Others [Distributed to Members of County Council on September 11, 2015] From Ernie Hardeman MPP Oxford - Thanking the Warden for meeting during AMO conference. [Distributed to Members of County Council on September 11, 2015] From Gary McNamara, President, AMO asking municipalities to donate in aid of the international effort to resettle Syrian refugees. [Distributed to Members of County Council on September 11, 2015] From The Ontario Aggregate Resources Corporation - Annual Report [Distributed to Members of County Council on September 11, 2015]
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
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ai)
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ak) al) am)
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From the Prime Minister regarding the County’s resolution - Deep Geologic Repository. [Distributed to Members of County Council on September 11, 2015] From the Recycling Council of Ontario requesting that Council Support Waste Reductions Week in Ontario. [Distributed to Members of County Council on September 11, 2015] Letter from the Council of South Frontenac Township to Commend County Staffs efforts organizing the 150th Anniversary. [Distributed to Members of County Council on September 11, 2015] Pamphlet from Income Group Inc. regarding Seminar for Council. [Distributed to Members of County Council on September 11, 2015] Proclamation letter Ontario Public Lib month county 2015. [Distributed to Members of County Council on September 11, 2015] Resolution from the Township of South Frontenac endorsing Council resolution regarding the Gap Analysis Study. [Distributed to Members of County Council on September 11, 2015] From The Land Between Requesting Councils Support and They would Like to do a Presentation [Distributed to Members of County Council on September 18, 2015] From the Municipal Property Assessment Corporation (MPAC) to Heads of Council and CAOs regarding Vice-President Municipal and Stakeholder Relations. [Distributed to Members of County Council on September 18, 2015] From Michelle Foxton regarding Proposed Hartington Subdivision [Distributed to Members of County Council on September 18, 2015] From Tom Neal Jr. requesting the County of Frontenac provide some form of acknowledgement for his father Tom Neal’s recording hold years of service as a member of County Council [Distributed to Members of County Council on September 18, 2015]
Other Business a)
Change in time of the November 18, 2015 County Council Meeting
Motion #: 216-15
Moved By: Seconded By:
Councillor Dewey Councillor McDougall
Be it Resolved That the start time of the November 18, 2015 County Council meeting be changed from 9:00 a.m. to 1:00 p.m. in order to accommodate the Warden’s Reception. CARRIED
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
b)
Change in Location of the October 14, 2015 Committee of the Whole Council Meeting
Motion #: 217-15
Moved By: Seconded By:
Councillor Inglis Councillor Vandewal
Be it Resolved That the October 14, 2015 Committee of the Whole Council Meeting be held in South Frontenac in the Township of South Frontenac Council Chamber. CARRIED c)
Consideration of applications submitted for appointments to the following committees:
- Community Development Advisory Committee (CDAC) One (1) member of County Council; and Six (6) Community Representatives
- Joint Accessibility Advisory Committee (JAAC) One (1) member of the Community from the Township of Central Frontenac
Motion #: 218-15
Moved By: Councillor Higgins Seconded By: Deputy Warden Smith That Barrie Gilbert, Betty Hunter, Tracy John, Wilma Kenny and Darwyn Sproule be appointed as Community Representatives to the Community Development Advisory Committee whose terms shall expire November 30, 2018; That Councillor Ron Higgins be appointed as the Council Representative to the Community Development Advisory Committee whose terms shall expire November 30, 2018; That Kurt Halliday be appointed as the Community Representative of Central Frontenac to the Joint Accessibility Advisory Committee whose terms shall expire November 30, 2018; That By-law 2013-0020, Schedules B-1 and B-6 be amended accordingly. CARRIED 22.
Public Question Period [[[[[[[[[[[\\\\\\
By-Laws – General By-laws and Confirmatory By-law a)
First and Second Reading
Motion #: 219-15
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
Resolved That leave be given the mover to introduce by-laws a) through g) that have been circulated to all Members of County Council and that by-laws a) through g) be read a first and second time. CARRIED b)
Third Reading
Motion #: 220-15
Moved By: Seconded By:
Councillor McDougall Councillor Inglis
Resolved That by-laws a) through g) be read a third time, signed, sealed and finally passed. CARRIED 1.
By-Laws a)
By-Law to establish the percentages by which tax decreases are limited for the year 2015 in respect of properties in the commercial, industrial and multi-residential classes [Proposed No. 2015-0035]
b)
By-Law to Adopt a 2016 Legislated Land Ambulance Response Time Performance Plan [Proposed No. 2015-0036]
c)
By-Law to Amend By-law No. 2013-0020 (to delete the Sustainability Advisory Committee, Trails Advisory Committee, and the 150th Planning Advisory Committee) [Proposed No. 2015-0037]
d)
By-Law to Amend By-law No. 2013-0010 (to add schedule F – Planning Fees for Easement on County Owned Property) [Proposed No. 2015-0038]
e)
By-Law to Authorize the Re-Distribution of Investing In Ontario Funds [Proposed No. 2015-0039]
f)
By-Law to Authorize Warden and Clerk to Execute Letters of Understanding with the Member Municipalities for the Distribution of Federal Gas Tax funds for Infrastructure. [Proposed No. 2015-0040]
g)
By-Law to Confirm Actions and Proceedings of Council [Proposed No. 2015-0041]
Regular Meeting of Council Minutes September 23, 2015
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AGENDA ITEM #a)
Adjournment
Motion #: 221-15
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
That the meeting hereby adjourn at 12:05 p.m. CARRIED
Denis Doyle, Warden
Regular Meeting of Council Minutes September 23, 2015
Minutes of the Regular Council Meeting Held September 23, 20…
Jannette Amini, Clerk
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AGENDA ITEM #b)
Minutes of the Committee of the Whole Meeting October 7, 2015 A meeting of the Committee of the Whole of the County of Frontenac was held in the Kingston Frontenac Rotary Auditorium at the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, October 7, 2015 at 9:00 AM PRESENT:
Warden Denis Doyle, Deputy Warden Frances Smith, Councillors Ron Higgins, Ron Vandewal, John Inglis, John McDougall, Natalie Nossal and Tom Dewey
ALSO PRESENT:
County: Kelly Pender, Chief Administrative Officer Marian VanBruinessen, Director of Corporate Services/Treasurer Jannette Amini, Manager of Legislative Services/Clerk
CALL TO ORDER
The Deputy Warden called the meeting to order at 9:00 a.m. 2.
ADOPTION OF AGENDA
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That the Agenda for the October 7, 2015 Committee of the Whole meeting be approved. CARRIED 3.
DISCLOSURES OF PECUNIARY INTEREST AND GENERAL NATURE THEREOF
There were none. 4.
DEPUTATIONS AND/OR PRESENTATIONS [[[[[[[[[[[\\\\\\
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AGENDA ITEM #b)
REPORTS a)
2015-071 Corporate Services Council Compensation Review
Moved By: Seconded By:
Councillor McDougall Councillor Inglis
Whereas the Council of the County of Frontenac has recognized compensation practices and expense policies of the County Council have not been reviewed since the expansion of County Council to eight members in 2010; And Whereas the Gazda Consulting Group was retained to address Market Equity and compensation policies objectives for County Council; Now Therefore be it resolved that the Council of the County of Frontenac approves Report 2015-071 and hereby implements the following:
- That the Gazda Consulting Group Report – Council Compensation Study be received;
- That the compensation for Frontenac County Council be established at the 50th percentile for the comparator group;
- That Council selects Option ______ as described in the report for implementation to commence in the year ______ ;
- That the compensation for the position of Deputy Warden be established at 20% above that of a Councillor;
- That staff be directed to draft a by-law that reflects the report recommendations expenses and per diem for Council consideration;
- That an annual training/seminar allowance for Councillors be established commencing in 2016 in the amount of $______;
- That the Council compensation be increased annually based upon the consumer price index;
- That Council confirm that one-third of Council’s regular remuneration is to be treated as expenses related to the execution of their duties and the remaining two-thirds of their remuneration as taxable.
- That By-law 2011-0004 Schedule A be amended to reflect this resolution
- That Council compensation be revisited in 2018. LOST Moved By: Seconded By:
Warden Doyle Councillor Inglis
Be It Resolved That Councillors salaries remain at the 2015 rate, to be reviewed at a later date; LOST Committee of the Whole Minutes October 7, 2015
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AGENDA ITEM #b)
And Further That the salary of the Deputy Warden be increased to 20% higher than that of a Councillor salary effective January 1, 2015; CARRIED AS AMENDED (See motion to Amend Below which was CARRIED) And Further That the Council per diem be increased to $150 per day; LOST And Further That staff be directed to bring forward a report on meals, mileage (to be in line with the CRA), and expenses for Council. CARRIED Councillor Higgins requested that the motion be separated. Motion to Amend Moved By: Seconded By:
Warden Doyle Councillor Dewey
Be It Resolved That the increase in the Deputy Warden Salary be effective January 1, 2015; CARRIED And Further That the increase in the per diem rate be effective January 1, 2015. LOST Motion to Amend Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
Be It Resolved That clause 1 be amended to have Councillor Salaries be reviewed at the 2016 Budget deliberations; And Further That clause 3 included in the staff report for budget deliberations. LOST Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
Be It Resolved That effective January 1, 2016 the Wardens salary be established at $22,250, the Deputy Warden salary at $11,505 and Councillor salaries at $9,088; And Further That per diems only be paid for attendance at external Boards where the Councillor is representing the County and special Council meetings; And Further That the CPI be applied annually to the base salary; Committee of the Whole Minutes October 7, 2015
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AGENDA ITEM #b)
And Further That the base expense account for members of Council be set at $4000. CARRIED Council recessed at 10:30 a.m. Council re-convened at 10:47 a.m. b)
2015-097 Corporate Services Review of County of Frontenac Procedural By-law 2013-0020
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
Resolved That the Committee of the Whole receive the Corporate Services –Review of the Procedure By-law report; And Further That the Committee of the Whole approve the recommended amendments to By-law No. 2013-0028, as amended outlined in the report, including the addendum; And Further That Section 22.3, Number of Votes be amended to add the words, “or Committee of the Whole” after the words “present at a Meeting of Council”; And Further That staff be directed to bring forward for adoption a by-law amending bylaw 2013-0020, being a by-law for governing the calling, place and proceedings of meetings for the County of Frontenac. CARRIED AS AMENDED (See motion to Amend below which was CARRIED) Motion to Amend Moved By: Seconded By:
Councillor Dewey Warden Doyle
Be It Resolved That Section 22.3, Number of Votes be amended “or Committee of the Whole” after the words “present at a Meeting of Council” CARRIED
Committee of the Whole Minutes October 7, 2015
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AGENDA ITEM #b)
RISE AND REPORT
Moved By: Seconded By:
Councillor Dewey Councillor Nossal
That the Committee of the Whole rise. And Further That the report of the Committee of the Whole Council be forwarded to County Council for Adoption. CARRIED 7.
COMMUNICATIONS [[[[[[[[[[[\\\\\\
NOTICE OF MOTION
Moved By: Seconded By:
Councillor McDougall Councillor Vandewal
Be It Resolved That, with the changes in staffing in the Human Resources and Planning and Economic Development Department, staff review the County’s present and future needs and make recommendations to Council for the replacement process. CARRIED OTHER BUSINESS [[[[[[[[[[[\\\\\\ PUBLIC QUESTION PERIOD [[[[[[[[[[[\\\\\\ ADJOURNMENT Motion #:
Moved By: Seconded By:
Councillor Inglis Councillor McDougall
That the meeting hereby adjourn at 12:04 p.m. CARRIED
Committee of the Whole Minutes October 7, 2015
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Jannette Amini, Clerk; will brief Council on Accessibility A…
AGENDA ITEM #a)
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Bringing Accessibility Awareness to your Township
Jannette Amini, Clerk; will brief Council on Accessibility A…
Celebrating 10 years of Accessibility June 3, 2015 marked the 10th anniversary of the Accessibility for Ontarians with Disabilities Act (AODA). The AODA set out a clear goal and timeframe to make Ontario accessible by 2025.
AGENDA ITEM #a)
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Here in the Frontenacs we have made great progress to reach that goal including training staff on accessible customer service, developing accessibility policies and multi-year plans, and making information and websites accessible.
Jannette Amini, Clerk; will brief Council on Accessibility A…
Joint Frontenac Accessibility Advisory Committee
AGENDA ITEM #a)
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• Customer Service Policy – “How May I Help You” • Integrated Accessibility Standards Regulation (IASR) Policy • Annual Accessibility Plan • Multi-Year Accessibility Plan • Advice on redevelopment of the Sydenham Public Library • Accessibility upgrades to Centennial Park • Fairmount Home’s Kingston Frontenac Rotary Auditorium
Jannette Amini, Clerk; will brief Council on Accessibility A…
Joint Frontenac Accessibility Advisory Committee
AGENDA ITEM #a)
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• South Frontenac Township Museum • Public School in Sharbot Lake • maintained expert knowledge on accessibility through attendance at workshops and seminars • Accessibility Logo and Statement • Creation of the Frontenac “International Day of Persons with Disabilities Access Award • Accessibility Awareness Campaign
Jannette Amini, Clerk; will brief Council on Accessibility A…
JA1
Accessibility Advisory Committee Members Leaders in their Community • promote accessibility and awareness of accessibility issues throughout the townships through their presence in the community and availability to residents • have discussions with elections Canada regarding accessibility of polling stations and their related access mainly.
AGENDA ITEM #a)
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Frontenac Accessibility Advisory Committee Members Neil Allen, Chair – community representative for South Frontenac Francine Arsenault, Vice Chair – community representative at large Margaret Knott, community representative for Frontenac Islands Kurt Halliday, community representative for Central Frontenac Vacant, community representative for North Frontenac Councillor John McDougall, Council representative Councillor Tom Dewey, Council representative
Jannette Amini, 9/25/2015
JA1
Jannette Amini, Clerk; will brief Council on Accessibility A…
Slide 5
AGENDA ITEM #a)
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Jannette Amini, Clerk; will brief Council on Accessibility A…
International Day of Persons with Disabilities Access Award Award was created in 2013 to recognize persons, groups or organizations that have made or are making a significant contribution beyond legislated requirements, towards improving access for persons with disabilities in the Frontenacs AGENDA ITEM #a)
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Jannette Amini, Clerk; will brief Council on Accessibility A…
Accessibility Awareness Campaign • Promotion of Accessibility will be included as part of the County’s Economic Development • Advertising campaign • Good news articles in local media • Greater presence at Township Councils AGENDA ITEM #a)
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Jannette Amini, Clerk; will brief Council on Accessibility A…
What can your Township do • Create an Accessibility page on your Township website • Remember accessibility when you are developing public spaces • Include the Frontenac Accessibility Advisory Committee – They’re there to help AGENDA ITEM #a)
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Jannette Amini, Clerk; will brief Council on Accessibility A…
Questions
AGENDA ITEM #a)
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AGENDA ITEM #b)
Report 2015-100
To:
Recommend Report to Council Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Marian VanBruinessen, Director of Corporate Services/Treasurer
Date of meeting:
October 21, 2015
Re:
Corporate Services – Feasibility Study re transferring to WSIB Schedule 2 from Schedule 1.
Recommendation That the Council of the County of Frontenac receive this report, Corporate Services – Feasibility Study re transferring to WSIB Schedule 2 from Schedule 1; And Further that the Council of the County of Frontenac accept the recommendations of Nexus Actuarial Services specifically that Emergency and Transportation Service, and Corporate Services be transferred to WSIB Schedule 2 effective December 31, 2015; And Further that the Treasurer be directed to set up a reserve fund to provide for future WSIB claim costs; And Further that the WSIB Schedule 2 Claims Reserve be built by depositing into the fund each year an amount equal to the Schedule 1 premiums that the County would have paid had they remained in WSIB Schedule 1 for Emergency and Transportation Services and Corporate Services, with any amounts required for departure fees, annual insurance and periodic actuarial assessments being paid from this reserve; And Further that the WSIB Schedule 1 departure fee, estimated at $517,195 be funded from the WSIB Schedule 2 Claims Reserve fund, with any excess requirement coming from the County Stabilization fund to be replenished before the WSIB Schedule 2 Claims Reserve (payback period for total departure fee estimated at 1.1 years by Nexus Actuarial Consultants); And Further that the County purchase Excess Loss Insurance with a minimum retention level of $500,000 (the County is responsible for the first $500,000 of costs arising per WSIB incident) and Blanket Accident Insurance with a maximum payable of $500,000 (to cover the first $500,000 per WSIB incident); And Finally that the final Excess Loss and Blanket Accident Insurance levels be brought forth to Corporate Services in December 2015 once the formal quotations are received;
2015-100 Corporate Services Feasibility Study re transferrin…
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AGENDA ITEM #b)
Background The Work Place Safety and Insurance Act identifies those business activities which fall within Schedule 1 or Schedule 2. Municipalities are listed on Schedule 2, so at some time in the past the County of Frontenac must have requested transfer to a Schedule 1 employer. Under Schedule 1 each business activity is classified in a rate group. Each year WSIB sets a premium for that rate group and employers are required to submit premiums monthly in accordance with that rate group. In Schedule 1 all Schedule 1 employers are collectively liable for all Schedule 1 claims. Under the Act, Schedule 2 employers are recognized as separate and distinct from all other employers (who fall under Schedule 1). The fundamental distinction is this: while Schedule 1 employers operate under the collective liability insurance principle, Schedule 2 employers do not. They are individually responsible for the full cost of the accident claims filed by their workers. The Workplace Safety and Insurance Board (WSIB) maintains full authority over the Schedule 2 claims entitlement process and bills actual benefit costs plus an annual administration fee to Schedule 2 employers. County Council authorized a feasibility study to review the option of transferring back to WSIB Schedule 2. Comment Nexus Actuarial Consultants Ltd. was hired to undertake an analysis of the implications of moving to Schedule 2. A copy of their comprehensive analysis is attached as Appendix A. The actuaries have evaluated the County’s historical claim record related to Loss of Earnings, Health Care benefits, Survivor benefits and Non-Economic Loss benefits, the claim components. Using assumptions as outlined on page 4 they have estimated the cost to move to Schedule 2 from Schedule 1. The cost estimate, on page 10 of the Nexus report, includes the cost of insurance. Based on an assessment of the County’s current contributions under Schedule 1 in comparison to the estimated requirements under Schedule 2, the consultant has identified substantial savings, $473,296, should the County move to Schedule 2 for all departments, except Fairmount Home. As outlined, these savings would be used to fund the departure fee, the initial insurance requirements and then build up a reserve fund to provide for future WSIB costs. The consultant’s report is based on sound actuarial principles. However to provide a measure of the sensitivity analysis page 11 of the Nexus report outlines the impact of a 10% change in the various parameters. The resulting additional cost would be $72,000. Comparative municipalities: Staff undertook a survey of EOWC municipalities now operating under Schedule 2 to understand their experience. They were asked about their comparative savings (deficit) related to the transition and how they staffed to monitor WSIB. Recommend Report to Council - Feasibility Study October 21, 2015
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AGENDA ITEM #b)
Renfrew estimates that it has experienced substantial savings over the years. An analysis in 2013 suggested that Renfrew’s WSIB contributions as a Schedule 2 employer are about 57% of the Schedule 1 rates. The County of Lennox and Addington estimates that it has saved over $1 million since it moved to Schedule 2. Northumberland County has been Schedule 2 for a very long time. It was funding its reserve based on the Schedule 1 contribution rates, but have reduced those contributions a number of times over the past few years as its reserve is more than adequately funded. Lanark County moved to Schedule 2 in 2013 and in 2014 estimated that its Schedule 2 costs were $320,000 less than the costs that would have been payable under Schedule 1. Ongoing monitoring: The consultant’s recommendation as outlined on page 9 of the report includes under 1 c. “Our understanding that the County influences and can control the claims management process for WSIB claims for EMS and the Rest of the County.” The County of Frontenac Occupational Health Nurse actively manages the WSIB claims and maintains statistical data re frequency, severity rates as well as #LT days, length of time from modified to full duties. Equipment and work practices are regularly reviewed to ensure that these best meets the requirements of the work to alleviate the possibility of injury. Employees are involved in ongoing training to mitigate the physical impact of their work. Other municipalities have indicated that their HR department manages WSIB in a similar manner to the County through either a position on staff, or on contract. Risk: Despite the best training and work practices, WSIB claims will continue to occur. The County must ensure that it continues to monitor these cases and diligently facilitates a return to work program Insurance: The consultant recommends that the County purchase Excess Loss insurance with a retention level of $500,000 (i.e. The County is responsible for the first $500,000 of costs arising from an incident) and Blanket Accident insurance with a maximum payable of the same amount, $500,000. The insurance would provide the buffer until the County had sufficiently built its reserves, recommended at $2.5 million. The consultant has estimated the annual costs of both of these insurance coverages at $57,919. This amount has been deducted from the total savings to arrive at the net savings of $473,286. Risk: Currently there is only one insurance provider that provides the Excess liability coverage. Sustainability Implications Governance – appropriate allocation of County resources
Recommend Report to Council - Feasibility Study October 21, 2015
2015-100 Corporate Services Feasibility Study re transferrin…
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AGENDA ITEM #b)
Financial Implications As outlined in the report it is suggested that the County will experience a reduction in its WSIB costs of approximately $473,296 which would initially be applied to the departure fee and insurance costs. It is estimated that the departure fee would be recouped within 1.1 years. After the departure fee is recouped, in 1.1 years, the savings will be allocated to a WSIB Schedule 2 Claims Reserve, until such time as it reaches a reasonable balance, estimated at $2.5 million. As the reserve is being built the funds belong to the County and as such any revenue generated from these funds accrue to the County. Organizations, Departments and Individuals Consulted and/or Affected Bruce Neville, Nexus Actuarial Consultants Ltd. Bonnie Carter, Occupational Health Nurse
Recommend Report to Council - Feasibility Study October 21, 2015
2015-100 Corporate Services Feasibility Study re transferrin…
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AGENDA ITEM #b)
NEXUS ACTUARIAL CONSULTANTS LTD. July 9, 2015 Susan Brant Deputy Treasurer County of Frontenac 2069 Battersea Road Glenburnie, ON K0H 1S0 Dear Ms. Brant: RE:
Feasibility Study of County of Frontenac transferring to WSIB Schedule 2 (self-insured) from Schedule 1 (insured) as at December 31, 2014 – Final Report
The County of Frontenac (“County”) retained Nexus Actuarial Consultants to conduct a study of the County’s workplace injury claims, as filed with the Workplace Safety and Insurance Board (WSIB). The primary purpose of the study is to determine the feasibility of the County transferring to WSIB Schedule 2 (self-insured) versus remaining in WSIB Schedule 1 (insured). Terms of Engagement The components of the study include:
- Current WSIB environment and outlook for the future;
- Consequences of Schedule 1 versus Schedule 2;
- Analyses of the County’s WSIB performance: costs, frequency, use of the WSIB Second Injury & Enhancement Fund (SIEF) and experience rating;
- Estimate the County’s WSIB costs under Schedule 2, separately for Fairmount home for Long Term Care (LTC), Emergency Medical Services (EMS) and the Rest of the County (Ferry and Management);
- Review the Departure Fee Assessment for Transferring to Schedule 2;
- Projections of the County’s WSIB Expenditures under both Schedules; and
- Draw conclusions and make specific recommendations for each of the three groups on the feasibility of transfer as well as on the purchase of insurance; The separate analysis of WSIB claims costs and injury counts to December 31, 2014 for Fairmount LTC, EMS and the rest of the County (Management and Ferry) are contained in this valuation report. This report also summarizes the results for the County. Suite 205 – 4597 Kingston Road, Toronto, Ontario M1E 2P3 TEL/FAX: (416) 410-0881 CELL: (416) 579-9977 John.Neal@NexusEnabled.com
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AGENDA ITEM #b)
Current WSIB Environment and Outlook for the Future Local governments are covered under the WSIB legislation as WSIB Schedule 2 employers (self-insured). The fact that Frontenac County is currently in WSIB Schedule 1 (insured) means that at some point in the past the County requested a transfer to WSIB Schedule 1. In WSIB Schedule 1, all Schedule 1 employers are collectively liable for all Schedule 1 claims. Since the WSIB has a significant Schedule 1 unfunded liability ($8.1 billion), employers transferring from WSIB Schedule 1 back to WSIB Schedule 2 must pay a Departure Premium for their allocated portion of the Schedule 1 unfunded liability. The Departure Premium is based upon the WSIB Schedule 1 unfunded liability and the County’s portion of the total Schedule 1 premiums ($84.548 billion) since January 1, 1958. The WSIB determined that the County’s portion of the premiums at December 31, 2013 is 0.0000997. At December 31, 2013, the WSIB unfunded liability was $10,638,000,000, so the County’s Schedule 1 Departure Premium was determined as $1,060,609. At December 31, 2014, the WSIB unfunded liability is estimated at $8,086,000,000, so the County’s Schedule 1 Departure Premium is estimated as $806,174. Consequence of WSIB Schedule 1 and Schedule 2 All full time, part time, temporary and casual employees of the County are covered for benefits in the event of a workplace injury under the Workplace Safety and Insurance Act, 1997. The County is currently an employer under Schedule 1 of the Act. Therefore, it is insured and pays WSIB premiums based upon its insured earnings. If the County transfers to WSIB Schedule 2 it will become self-insured for new WSIB claims occurring on or after the date of transfer. Selfinsured local governments are responsible for the entire risk of its own WSIB claims and are individually liable for reimbursing the WSIB for all costs relating to its worker’s WSIB claims. Although self-insured WSIB employers may purchase insurance to cover part of their selfinsured risk, full insurance coverage is not available. In addition, the Public Sector Accounting Board (PSAB) recommendations, which the Province of Ontario requires local governments to comply with, require that WSIB liabilities for selfinsured employers be evaluated and reported on their financial statements. If the County transfers to WSIB Schedule 2, it will need to do triennial valuations of its WSIB claims, in order to comply with the PSAB recommendations. We have performed a PSAB compliant valuation of the County’s past WSIB claims, as if the County had always been in WSIB Schedule 2, and determined the Schedule 2 one year costs for each of the 3 groups. A PSAB compliant valuation requires management assumptions and one of the most important is the valuation discount rate. The County has obtained WSIB cost relief through the WSIB’s Second Injury and Enhancement Fund (SIEF) for many of its claims in the past. In WSIB Schedule 2 there is no SIEF fund so the County would pay the full claims costs plus WSIB administration fees and physician fee charges. The SIEF cost relief was added back into Frontenac’s WSIB claims costs before the analysis was performed
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AGENDA ITEM #b)
Analysis of the County’s WSIB Performance Analysis of the County’s WSIB performance is shown separately for each of the 3 components – Fairmount LTC, EMS and the Rest of County - in the Appendices. Discount Rate We suggest using a basket of Ontario Municipal Bonds to build a current yield curve using the smooth curve for CICA valuations (Corporate AA bonds) as a base. We also suggest: •
Basing a projected yield curve on the shape of current yield curve and using a mean term of 18 years and CPI + 2.75% (3.00% for 2013).
•
Blending the short term forecast with the expected long-term experience over 15 years.
Appendices F1 and F2 include a table and a chart showing the short term forecast, expected long term experience and blended yields by duration of mean term. •
Applying these suggestions to the cash flow produces an average discount rate of 4.25%. Thus we suggest adopting an average discount rate of 4.25%.
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AGENDA ITEM #b)
Management Assumptions For each key actuarial assumption, the County is required to establish its best estimate of expected long-term experience and short-term forecasts. The key actuarial assumptions established for this valuation are:
- Expected future WSIB payments per lost time injury, relative to an average “customized” Schedule 1 employer, by benefit type (see Appendices A1 to A4 for details): The relative percentages are set after comparing the actual experience (after adding second injury cost relief back into the totals) for the 3 components of the County – Fairmount LTC, EMS, and Rest of County over the five years 2010 to 2014, to the adjusted Schedule 1 experience. The “customization” is that the Loss of Earnings (LOE) cost per lost time injury (LTI) will phase down to 50% of an average Schedule 1 LTI by the fifth year following the year of injury. This customization is done to recognize that the LOE experience of the average Schedule 2 government board or agency is much better than the LOE experience of the average Schedule 1 employer, since most workers with a permanent disability return to work at the same government board or agency. The percentages are the projected relative percentages for 2015 new claims, based upon the 2010-2014 experience at this December 31, 2012 valuation. Projected Relative Percentages of customized Schedule 1 for New 2015 Claims Rest of County 15%
Fairmount LTC 125%
EMS 40%
Frontenac - All Benefit 90% Loss of Earnings (LOE) benefits
15%
20%
15%
15%
15%
81%
30%
59%
15%
30%
30%
30%
15%
81%
30%
59%
Health Care benefits Survivor benefits Non Economic Loss (NEL) benefits Weighted Average
The selected percentages for the 2015 new Claims for Loss of Earnings, Health Care and NELs are 3 year averages for the Fairmount LTC and EMS and 5 year average for the Rest of County. The volatility of the actual to expected payments can be seen in the tables on the right in Appendices A1, A2, A3 and A4. Because the past fatality experience is not indicative of the future for a municipality of any size, the expected future survivor benefit payments per lost time injury for new claims is set at the weighted average of the other benefit percentages. 2) Gross Annual Interest Rate 4.25%
Future cost of long term debt1 (gross discount rate).
- Net Annual Discount Rates Net annual discount rates are the projected gross annual interest rate in excess of projected annual price inflation. For example, when the projected long term debt rate is 4.25% and the
1
See prior section of this report on the Discount Rate.
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AGENDA ITEM #b)
projected annual rate of increase in Survivor benefits is 2.00%, the net discount rate is 2.25%. 1.75%
Future cost of Loss of Earnings (LOE) benefits – blend of true LOE, Future Economic Loss (FEL) and Worker Pension (WP)
-1.75%
Future cost of Health Care benefits
2.25%
Future cost of fully indexed survivor benefits and 100% FEL awards;
3.75%
Future cost of Non Economic Loss (NEL) awards.
- WSIB Administration Rate The WSIB administration rate at this valuation is set to cover projected future WSIB administration fee and physician fee charges on 2015 and later new claims. The administration rate is set at 38%, which reflects: 36%
for Schedule 2 administration fees; and
2%
for physician fees.
The WSIB Schedule 2 administration fees reflect the recent increase in WSIB administration fee charges. 5) 2015’s Preliminary Estimates of Lost Time Claim Counts are set at 11 for the Fairmount LTC, 13 for EMS and 0 for the Rest of the County. See Appendices E1 to E4. 6) Mean Term of Future Payments The Mean Term of the future payments for the County’s existing WSIB claims is 9 years. Schedule 2 actuarial losses at the triennial valuations in the future will be amortized over the mean term.
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AGENDA ITEM #b)
Actuarial Cost Methods As WSIB benefits are an event driven, pre early retirement benefit, PSAB’s PS 3250 requires obligations for workplace injuries that occurred on or before the valuation date to be fully recognized and annual expenses that include the total cost of the year’s new claims. Our method for evaluating the County’s existing claims accrued benefit obligations is based upon:
- Average customized Schedule 1 WSIB claims payment experience for the years 20102014, where we adjusted: •
For price inflation;
•
For claims volumes;
•
To recognize that LOE payments on 1990+ claims cease at age 65 but continue for life on pre 1990 claims;
•
To reflect local governments’ lower LOE claim’s experience on 1990 and later claims that reduces to 50% of Schedule 1 LOE by the 5th year following the year of injury;
•
To allow for the trend in all WSIB benefits by loading the 2010 to 2014 five year average benefits in 2015 dollars, by benefit type, to bring them to the 2014 level of benefits, in 2015 dollars. The loadings of the 2010 to 2014 average benefits by benefit type are as follows:
- 4.4%
- 10.9%
- 10.3%
- 28.5%
Loss of Earnings (LOE) benefits Health Care benefits Survivor benefits Non-Economic Loss (NEL) benefits
- 6.7%
Weighted Average
- A comparison of the County’s 2010 to 2014 WSIB claims payment experience with the experience for an average employer with the same WSIB claim count history: •
We review the experience for each of the five years 2010 to 2014 individually (Appendix A), look at the three year and five year averages, and then use judgment to suggest the projected relationships to be included in the management assumptions. We note that the suggested relationships will change over time as future experience emerges.
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AGENDA ITEM #b)
Valuation Results The following tables summarize the valuation results: Actuarial Liabilities Since the County is currently in WSIB Schedule 1 it has no WSIB liabilities to be evaluated and reported on its financial statements.
One Year of New Claims’ Costs (Service Costs) for Schedule 2 The estimated costs for new injuries are: Frontenac County WSIB Schedule 2 One Year Costs for 2015 Frontenac County - All Benefit $ 307,042 Benefit Obligations $ 116,676 Admin and Phys Fee Obligations
Rest of County $ $
Fairmount LTC $ 213,523 $ 81,139
$ $
EMS 93,518 35,537
$
$
294,662
$
129,055
$
423,717
$
0 2.423 0.00%
$
11 6.472 4.55%
$
13 9.161 1.41%
$
24 Est. 2015 New Lost Time Injuries 18.056 Est. 2015 Payroll in Millions 2.35% Est. 1 Year Costs as % of Payroll
Total
The estimated cost of 2015 new injuries, if the County is in WSIB Schedule 2, is 2.35% of estimated 2015 gross payroll of $18.056 million.
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AGENDA ITEM #b)
Feasibility Study Results Rest of County
Schedule 1
Fairmount LTC
(Management & Ferry)
Frontenac County - All Sum
EMS
2015 Projected WSIB Insured Earnings
$
2,422,995
$
6,472,379
$
9,160,813
$
2015 WSIB Schedule 1 Weighted Average Premium Rate
$
3.49
$
3.29
$
6.46
$
18,056,187 4.92
2015 Projected WSIB Schedule 1 Premiums
$
84,472
$
212,941
$
591,789
$
889,201
2015 Estimated WSIB Schedule 1 NEER Surcharge (Refund)
$
(3,000) $
24,000
$
(13,000) $
2015 Projected Net Schedule 1 Costs
$
81,472
$
236,941
$
578,789
$
897,201
2015 Estimated Schedule 2 Cost of Claims plus Admin
$
$
294,662
$
129,055
$
423,717
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention)
$
9,692
$
25,890
$
36,643
$
72,225
2015 Estimated Sch 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 maximum)
$
2,423
$
6,472
$
9,161
$
18,056
2015 Estimated Net Schedule 2 Costs
$
12,115
$
327,024
$
174,859
$
513,998
8,000
Schedule 2
Estimated Schedule 2 Annual Savings 2015 Estimated Savings in Schedule 2
$
69,357
$
(90,083) $
403,929
$
383,203
Estimated WSIB Schedule 1 Departure Fee
$
108,182
$
288,979
$
409,013
$
806,174
Years to recover departure fee
$
2
$
1
N/A
2.1
Consideration of Transferring Rest of County, Fairmount and EMS to WSIB Schedule 2 We have reviewed the WSIB claims experience and one year costs of the three components of Frontenac (Fairmount LTC, EMS and Rest of County) to December 31, 2014, to consider whether the County as a whole or any of its parts should consider transferring to WSIB Schedule 2. Schedule 1 versus Schedule 2
2015 One Year Costs for Frontenac County Rest of County Fairmount LTC Schedule 1 Schedule 2 (Including Insurance)
$ $
81,472 12,115
$ $
236,941 327,024
EMS $ $
578,789 174,859
All Sum $ $
897,201 513,998
Total One Year costs as a percentage of payroll
Schedule 1 Schedule 2
2.24% / 5.11% 0.00%
3.29% 4.55%
6.46% 1.41%
4.92% 2.35%
Payrolls
Estimated 2015 WSIB Insurable Earnings ($ millions)
$
2.423
$
6.472
$
9.161
$
18.056
It can be seen from the above table that the County as a whole and 2 of the 3 components of Frontenac have significantly lower 2015 One Year costs in Schedule 2 than they would have in Schedule 1. The claims payment experience for Fairmount LTC has been improving as shown in Appendix A3. The above results use the 3 year average experience 2012 to 2014. Using the 1 year 2014 experience, Fairmount LTC’s 2015 one year costs (including insurance) in Schedule 2 are estimated at $253,000 (compared to $327,024 using the 3 year experience). Overall, the 2015 Schedule 2 One Year Costs for Frontenac (including purchasing insurance) is estimated at $513,998 versus an estimated $897,201 if the County remains in Schedule 1.
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AGENDA ITEM #b)
Recommendations We recommend that the County:
- Transfer the EMS and Rest of County components to WSIB Schedule 2, with 2 separate Schedule 2 firm numbers, based upon the facts that: a. The significantly lower estimated annual cost for the 2 components in WSIB Schedule 2 versus what is currently being paid in WSIB Schedule 1; b. Our understanding that the County is ultimately responsible for the liabilities of both EMS and the Rest of the County; and c. Our understanding that the County influences and can control the claims management process for WSIB claims for EMS and the Rest of the County;
- Leave Fairmount in WSIB Schedule 1, until this component’s WSIB claims cost experience improves further;
- Purchase both Excess Loss insurance for the 2 components with a retention level of, say $500,000 (the County is responsible for the first $500,000 of costs arising from any WSIB incident2) and Blanket Accident insurance with a maximum payable of the same amount ($500,000);
- Establish a WSIB Schedule 2 Claims Reserve Fund for the 2 components;
- Build the WSIB Claims Reserve Fund by depositing into the fund each year an amount equal to the Schedule 1 premium that the County would have paid for the 2 components had they remained in WSIB Schedule 1;
- Pay out of the reserve fund3: a. WSIB Schedule 2 invoices for WSIB claims, physician fees and admin fees; and b. Excess Loss insurance and Blanket Accident insurance premiums;
- Continue to build the WSIB Claims Reserve Fund by this suggested method until the reserve fund reaches $2.5 million4;
- Re-evaluate the need to continue to purchase both Excess Loss insurance and Blanket Accident insurance, once the WSIB Claims Reserve Fund reaches $2.5 million.
2
Excess loss insurance usually covers the costs (above the retention level) of multiple WSIB claims arising out of one WSIB incident. 3 Because of the difficulty with taking payments out of a reserve fund (i.e. may require council approval) we suggest that the County establish a budget for the current year equivalent to the estimated Schedule 1 premium in an operating account, pay the WSIB Schedule 2 invoices and insurance premiums from the operating account and transfer the net amount at the end of the year to the WSIB Claims Reserve Fund. 4 WSIB catastrophic claims (multiple claims from one WSIB incident, severe burn cases or injuries resulting in a paraplegic or quadriplegic person) can cost $2-3 million. Although such incidents are rare, especially for local governments, they can and do occur, hence the need for insurance.
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AGENDA ITEM #b)
Recommended Transfer of EMS and Rest of County to WSIB Schedule 2
Schedule 1 Vs Schedule 2 excluding Fairmount Frontenac County Excluding Fairmount
Schedule 1
Rest of County
2015 Projected WSIB Insured Earnings
$
2,422,995
$
9,160,813
$
2015 WSIB Schedule 1 Weighted Average Premium Rate
$
3.49
$
6.46
$
5.84
2015 Projected WSIB Schedule 1 Premiums
$
84,472
$
591,789
$
676,260
Fairmount LTC
(Management & Ferry)
EMS
11,583,808
2015 Estimated WSIB Schedule 1 NEER Surcharge (Refund)
$
(3,000)
$
(13,000) $
(16,000)
2015 Projected Net Schedule 1 Costs
$
81,472
$
578,789
660,260
$
2015 Estimated Schedule 2 Cost of Claims plus Admin
$
$
129,055
$
129,055
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention)
$
9,692
$
36,643
$
46,335
Schedule 2
$
2015 Estimated Sch 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 maximum)
$
2,423
$
9,161
$
11,584
2015 Estimated Net Schedule 2 Costs
$
12,115
$
174,859
$
186,974
2015 Estimated Savings in Schedule 2
$
69,357
$
403,929
$
473,286
Estimated WSIB Schedule 1 Departure Fee
$
108,182
$
409,013
$
517,195
Estimated Schedule 2 Annual Savings
0
Years to recover departure fee
1.6
1.0
1.1
Schedule 1 versus Schedule 2
2015 One Year Costs for Frontenac County excluding Fairmount Rest of County Fairmount LTC Schedule 1 Schedule 2 (Including Insurance)
$ $
81,472 12,115
$ $
EMS $ $
578,789 174,859
Sum of 2 Components $ $
660,260 186,974
Total One Year costs as a percentage of payroll
Schedule 1 Schedule 2
2.24% / 5.11% 0.00%
6.46% 1.41%
5.84% 1.61%
Payrolls
Estimated 2015 WSIB Insurable Earnings ($ millions)
$
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2.423
10
$
9.161
$
11.584
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AGENDA ITEM #b)
Sensitivity Analysis It is important to note that the valuation results are sensitive to the management assumptions, as shown in the following table: 2015 One Year Costs
Sensitivity Analyses “Expected future WSIB payments per lost time injury” for existing claims Current Scenario Rest of County - 15% LOE, 15% HC, 15% SVR, 15% NEL for 15% Total Fairmount LTC - 125% LOE, 20% HC, 81% SVR, 30% NEL for 81% Total EMS - 40% LOE, 15% HC, 30 SVR, 30% NEL for 30% Total ALL - 90% LOE, 15% HC, 59% SVR, 30% NEL for 59% Total Current Scenario Plus 10% Rest of County - 25% LOE, 25% HC, 25% SVR, 25% NEL for 25% Total Fairmount LTC - 135% LOE, 30% HC, 91% SVR, 40% NEL for 91% Total EMS - 50% LOE, 25% HC, 40% SVR, 40% NEL for 40% Total ALL - 100% LOE, 25% HC, 69% SVR, 40% NEL for 69% Total Estimated Past Lost Time Injuries Set 2007 and earlier LTIs to 8 for both LTC to 1980 and EMS to 2004 Set 2007 and earlier LTIs to 4 for both LTC to 1980 and EMS to 2004 Set 2007 and earlier LTIs to 12 for both LTC to 1980 and EMS to 2004 Discount Rate 4.25% 3.25%
$
423,717
$
495,815
$
423,717
$ $ $
423,717
$
453,785
Difference
%
$
72,098
17%
528,591
$
104,874
25%
360,001
$
(63,716)
-15%
$
30,068
7%
Adding 10% to each of the relative to Schedule 1 factors (i.e. LOE increases from 90% to 100%, for the County ALL etc.) would increase the one year costs of new claims by $72,000 (17%). If the estimated past lost time injuries were set at 4 for all prior years, rather than the 8, the one year costs would increase by $105,000 (25%), and the annual savings would reduce to an estimated $278,000 from the current estimate of $383,000. Similarly, decreasing the discount rate from 4.25% to 3.25% would increase the one year costs of new claims by $30,000 (7%).
In my opinion, these results comply with our understanding of the PSAB recommendations. Sincerely,
John Neal, F.C.I.A. Principal
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Appendix A1 - Data Summary - Frontenac County - All As at December 31, 2014
Schedule 1 Actual Claim Payments ($) with Second Injury Cost Relief Added In
Lost Time Injuries (LTI)
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002
Fatals 0 0 0 0 0 0 0 0 0 0 0 0 0
Earnings Loss LTI Total 35 35 43 43 45 45 10 10 19 19 23 23 20 20 16 16 16 16 17 17 17 17 8 8 8 8
Payroll ($million) $17.5 ** $17.0 $17.7 $16.1 $15.6 $14.6 $14.4 $13.8
Loss Of Non Earnings Survivors Economic Health (LOE) (SVR) Loss (NEL) Care (HC) 146,466 12,377 0 0 147,384 15,351 0 0 245,397 27,789 0 7,889 289,539 30,597 0 9,086 341,822 59,586 0 13,690 381,074 45,447 0 40,228 255,739 27,091 0 17,637
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006
** ** ** ** ** **
- 2014 LTIs are estimated from the Claims Cost Summay to August 31, 2014 ** Estimated *** Includes 29 minor (1-4 days) disease claims in March 2013 at Fairmount **** Includes 18 minor (1-4 days) disease claims in March 2012 at Fairmount
72% 79% 120% 141% 128% 110% 91% 90%
2014 2013 2012 2011 2010 5 YR Avg. 3 YR Avg. For New Claims
Total WSIB Admin Benefit & Payments Phys. Fees 158,843 162,735 281,076 329,222 415,098 466,749 300,467
Actual / Expected Claim Payments 9% 0% 0% 14% 0% 0% 27% 0% 45% 35% 0% 39% 57% 0% 42% 27% 0% 29% 16% 0% 16% 15% 59% 30%
Schedule 1 Lost Time Injuries
Total Payments For WSIB
42% Note: 49% LOE, Total Benefit Payments 82% and Total Payments For WSIB 100% all include the 98% Covered By Advance 74% Payments 57% 59%
Schedule 1 Claim Payments plus Second Injury ($)
50
$25
40
$20
30
$15
20
$10
10
$5
$500,000 $450,000 $400,000 $350,000
Payroll
$250,000 $200,000 $150,000 $100,000 $50,000 $0
$0
0 2006
2007
2008
2009
2010
2011
2012
2013
2006
2007
2008
2014
2009
2010
2011
2012
2013
2014
Year
Year
Payroll ($million)
LTI Total
Frontenac County WSIB Schedule 2 Feasibility Study
Loss Of Earnings (LOE)
12
Health Care (HC)
Survivors (SVR)
Non Economic Loss (NEL)
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LTI Count
$300,000
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Appendix A2 - Data Summary - Frontenac County - Rest of County - (Management and Ferry) (Excludes Emergency Medical Services [EMS] and Fairmount Home for Long Term Care [LTC]) As at December 31, 2014
Schedule 1 Actual Claim Payments ($) with Second Injury Cost Relief Added In
Lost Time Injuries (LTI)
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002
Earnings Fatals Loss LTI Total 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 1 1 0 0 0 0 0 0 0 1 1 0 1 1 0 0 0 0 0 0
Payroll ($million) $2.4 ** $2.3 $2.2 $2.0 $1.9 $1.8 $1.7 $1.6
Loss Of Earnings (LOE)
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006
** ** ** ** ** **
- 2014 LTIs are estimated from the Claims Cost Summay to August 31, 2014 ** Estimated
2014 2013 2012 2011 2010 5 YR Avg. 3 YR Avg. For New Claims
0 0 0 -268 31 -1,127 1,364
Non Health Survivors Economic (SVR) Loss (NEL) Care (HC) 0 0 0 0 0 0 50 0 0 -30 0 0 2,530 0 0 3,434 0 0 950 0 0
0% 0% 0% -10% 1% -2% 0% 15%
Actual / Expected Claim Payments 0% 0% 0% 0% 0% 0% 9% 0% 0% -4% 0% 0% 248% 0% 0% 81% 0% 0% 4% 0% 0% 15% 15% 15%
Schedule 1 Lost Time Injuries
Total Benefit Payments
WSIB Admin & Phys. Fees
Total Payments For WSIB
0 0 50 -298 2,561 2,306 2,314
0% Note: 0% LOE, Total Benefit Payments 2% and Total Payments For WSIB -8% all include the 47% Covered By Advance 14% Payments 1% 15%
Schedule 1 Claim Payments plus Second Injury ($)
5
$5
4
$4
3
$3
2
$2
$4,000 $3,000
Payroll
$1,000 $0 2006
2007
2008
2009
2010
2011
2012
2013
2014 ($1,000)
1
$1
0
$0
($2,000) 2006
2007
2008
2009
2010
2011
2012
2013
2014
Year
Year
Payroll ($million)
LTI Total
Frontenac County WSIB Schedule 2 Feasibility Study
Loss Of Earnings (LOE)
13
Health Care (HC)
Survivors (SVR)
Non Economic Loss (NEL)
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LTI Count
$2,000
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Appendix A3 - Data Summary - Frontenac County - Fairmount LTC As at December 31, 2014
Schedule 1 Actual Claim Payments ($) with Second Injury Cost Relief Added In
Lost Time Injuries (LTI)
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002
Earnings Fatals LTI Total Loss 0 14 14 0 35 35 0 32 32 0 4 4 0 7 7 0 13 13 0 10 10 0 8 8 0 8 8 0 8 8 0 8 8 0 8 8 0 8 8
Payroll ($million) $6.3 ** $6.1 $6.7 $6.0 $6.0 $6.0 $6.0 $5.6
Loss Of Non Earnings Health Survivors Economic (LOE) Loss (NEL) Care (HC) (SVR) 107,682 13,285 0 0 155,288 9,532 0 0 183,377 10,602 0 7,889 280,908 28,050 0 9,086 318,125 39,534 0 0 271,471 24,280 0 40,228 243,197 23,367 0 17,637
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006
** ** ** ** ** **
- 2014 LTIs are estimated from the Claims Cost Summay to August 31, 2014 ** Estimated *** Includes 29 minor (1-4 days) disease claims in March 2013 at Fairmount **** Includes 18 minor (1-4 days) disease claims in March 2012 at Fairmount
2014 2013 2012 2011 2010 5 YR Avg. 3 YR Avg. For New Claims
92% 136% 147% 230% 186% 161% 126% 125%
Schedule 2 Lost Time Injuries
Total WSIB Admin Benefit & Payments Phys. Fees 120,966 164,819 201,868 318,043 357,659 335,980 284,201
Actual / Expected Claim Payments 20% 0% 0% 16% 0% 0% 19% 0% 91% 63% 0% 75% 68% 0% 0% 36% 0% 32% 19% 0% 33% 20% 81% 30%
Total Payments For WSIB
60% Note: 86% LOE, Total Benefit Payments 101% and Total Payments For WSIB 169% all include the 137% Covered By Advance 111% Payments 82% 81%
Schedule 2 Actual Claim Payments ($)
50
$10
40
$8
30
$6
20
$4
10
$2
$400,000 $350,000 $300,000
Payroll
$150,000 $100,000 $50,000 $0
0
$0 2006
2007
2008
2009
2010
2011
2012
2013
2006
2007
2008
2014
2009
2010
2011
2012
2013
2014
Year
Year
Payroll ($million)
LTI Total
Frontenac County WSIB Schedule 2 Feasibility Study
Loss Of Earnings (LOE)
14
Health Care (HC)
Survivors (SVR)
Non Economic Loss (NEL)
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LTI Count
$250,000 $200,000
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Appendix A4 - Data Summary - Frontenac County - EMS As at December 31, 2014
Schedule 1 Actual Claim Payments ($) with Second Injury Cost Relief Added In
Lost Time Injuries (LTI)
** ** ** **
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006 2005 2004 2003 2002
Earnings Fatals LTI Total Loss 0 21 21 0 8 8 0 13 13 0 6 6 0 12 12 0 10 10 0 9 9 0 8 8 0 8 8 0 8 8 0 8 8 0 0 0 0 0 0
Payroll ($million) $8.9 ** $8.6 $8.8 $8.2 $7.7 $6.9 $6.7 $6.6
Loss Of Non Earnings Health Survivors Economic (LOE) Loss (NEL) Care (HC) (SVR) 38,784 -907 0 0 -7,903 5,819 0 0 62,021 17,137 0 0 8,899 2,578 0 0 23,666 17,522 0 13,690 110,730 17,733 0 0 11,178 2,774 0 0
Year 2014 2013 2012 2011 2010 2009 2008 2007 2006
45% -11% 80% 11% 25% 31% 40% 40%
2014 2013 2012 2011 2010 5 YR Avg. 3 YR Avg. For New Claims
- 2014 LTIs are estimated from the Claims Cost Summay to August 31, 2014 ** Estimated
Schedule 2 Lost Time Injuries
Total WSIB Admin Benefit & Payments Phys. Fees 37,877 -2,084 79,158 11,476 54,879 128,463 13,952
Actual / Expected Claim Payments -1% 0% 0% 11% 0% 0% 35% 0% 0% 6% 0% 0% 39% 0% 96% 16% 0% 28% 13% 0% 0% 15% 30% 30%
Total Payments For WSIB
21% Note: -2% LOE, Total Benefit Payments 57% and Total Payments For WSIB 8% all include the 35% Covered By Advance 24% Payments 25% 30%
Schedule 2 Actual Claim Payments ($)
25
$10
20
$8
15
$6
10
$4
5
$2
$140,000 $120,000 $100,000
Payroll
$60,000 $40,000 $20,000
0
$0 2006
2007
2008
2009
2010
2011
2012
2013
2014
($20,000)
$0 2006
2007
2008
2009
2010
2011
2012
2013
2014
Year
Year
Payroll ($million)
LTI Total
Frontenac County WSIB Schedule 2 Feasibility Study
Loss Of Earnings (LOE)
15
Health Care (HC)
Survivors (SVR)
Non Economic Loss (NEL)
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LTI Count
$80,000
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Appendix B1 - Frontenac County - All Sum Schedule 1 versus Schedule 2 Valuation @ December 31, 2014
Schedule 1
Rest of County (Management & Ferry)
Fairmount LTC
Frontenac County - All Sum
EMS
2015 Projected WSIB Insured Earnings
$
2,422,995
$
6,472,379
$
9,160,813
$
18,056,187
2015 WSIB Schedule 1 Weighted Average Premium Rate
$
3.49
$
3.29
$
6.46
$
4.92
2015 Projected WSIB Schedule 1 Premiums
$
84,472
$
212,941
$
591,789
$
889,201
2015 Estimated WSIB Schedule 1 NEER Surcharge (Refund)
$
(3,000) $
24,000
$
(13,000) $
8,000
2015 Projected Net Schedule 1 Costs
$
81,472
$
236,941
$
578,789
$
897,201
Schedule 2 2015 Estimated Schedule 2 Cost of Claims plus Admin
$
$
294,662
$
129,055
$
423,717
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention)
$
9,692
$
25,890
$
36,643
$
72,225
2015 Estimated Sch 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 maximum)
$
2,423
$
6,472
$
9,161
$
18,056
2015 Estimated Net Schedule 2 Costs
$
12,115
$
327,024
$
174,859
$
513,998
$
69,357
$
(90,083) $
403,929
$
383,203
Estimated WSIB Schedule 1 Departure Fee
$
108,182
$
288,979
$
409,013
$
806,174
Years to recover departure fee
$
2
$
1
Estimated Schedule 2 Annual Savings 2015 Estimated Savings in Schedule 2
16
2.1
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Frontenac County WSIB Schedule 2 Feasibility Study
N/A
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Appendix B2 - Frontenac County - Rest of County (Management & Ferry)
Schedule 1 versus Schedule 2 Valuation @ December 31, 2014
Schedule 1
Rest of County
2015 Projected WSIB Insured Earnings
$
2,422,995
2015 WSIB Sch 1 Weighted Avg. Premium Rate - Rate Groups 580 & 845 ($5.11 and $2.88)
$
3.49
2015 Projected WSIB Schedule 1 Premiums
$
84,472
2015 Estimated WSIB Schedule 1 Experience Rating Surcharge (Refund) (40% of $8,000)
$
(3,000)
2015 Projected Net Schedule 1 Costs
$
81,472
$
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention $
9,692
2015 Estimated Schedule 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 max $
2,423
2015 Estimated Net Schedule 2 Costs
$
12,115
2015 Estimated Savings in Schedule 2
$
69,357
Estimated WSIB Schedule 1 Departure Fee (County General portion 13.4% of $1,060,609)
$
108,182
Schedule 2 2015 Estimated Schedule 2 Cost of Claims plus Admin
Years to recover departure fee
Frontenac County WSIB Schedule 2 Feasibility Study
1.6
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Estimated Schedule 2 Annual Savings
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Appendix B3 - Frontenac County - LTC Schedule 1 versus Schedule 2 Valuation @ December 31, 2014
Schedule 1
Fairmount LTC
2015 Projected WSIB Insured Earnings
$
6,472,379
2015 WSIB Schedule 1 Premium Rate - Rate Group 851 ($3.29 per $100 payroll)
$
3.29
2015 Projected WSIB Schedule 1 Premiums
$
212,941
2015 Estimated WSIB Schedule 1 Experience Rating Surcharge (Refund) (45% of $53,000)
$
24,000
2015 Projected Net Schedule 1 Costs
$
236,941
$
294,662
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention $
25,890
2015 Estimated Schedule 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 max $
6,472
Schedule 2 2015 Estimated Schedule 2 Cost of Claims plus Admin
2015 Estimated Net Schedule 2 Costs
327,024
2015 Estimated Savings in Schedule 2
$
(90,083)
Estimated WSIB Schedule 1 Departure Fee (County General portion 35.8% of $1,060,609)
$
288,979
Estimated Schedule 2 Annual Savings
Years to recover departure fee
Frontenac County WSIB Schedule 2 Feasibility Study
N/A
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$
2015-100 Corporate Services Feasibility Study re transferrin…
Appendix B4 - Frontenac County - EMS Schedule 1 versus Schedule 2 Valuation @ December 31, 2014
Schedule 1
EMS
2015 Projected WSIB Insured Earnings
$
9,160,813
2015 WSIB Schedule 1 Premium Rate - Rate Group 590 ($6.46 per $100 payroll)
$
6.46
2015 Projected WSIB Schedule 1 Premiums
$
591,789
2015 Estimated WSIB Schedule 1 Experience Rating Refund (70% of $18,000)
$
(13,000)
2015 Projected Net Schedule 1 Costs
$
578,789
$
129,055
2015 Estimated Schedule 2 Cost of Excess Loss Insurance ($0.40/$100 for $500,000 retention $
36,643
2015 Estimated Schedule 2 Cost of Blanket Accident Insurance ($0.10/$100 for $500,000 max $
9,161
Schedule 2 2015 Estimated Schedule 2 Cost of Claims plus Admin
2015 Estimated Net Schedule 2 Costs
174,859
2015 Estimated Savings in Schedule 2
$
403,929
Estimated WSIB Schedule 1 Departure Fee (County General portion 50.7% of $1,060,609)
$
409,013
Estimated Schedule 2 Annual Savings
Years to recover departure fee
Frontenac County WSIB Schedule 2 Feasibility Study
1.0
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$
2015-100 Corporate Services Feasibility Study re transferrin…
Appendix C1 Actuarial Results - Frontenac County - All Sum Valuation @ December 31, 2014
Rest of County
One Year Cost, IF IN SCHEDULE 2 2015 Service Cost, IF IN SCHEDULE 2
$
Lost Time Injury Claim Count used for the 2015 Service Cost
Fairmount LTC
$
294,662
Frontenac County - All Sum
EMS $
11
129,055
$
423,717
13
24
Benefit Payments, IF IN SCHEDULE 2 2014 Expected Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
470
$
265,155
$
81,541
$
347,167
2014 Actual Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
$
166,934
$
52,270
$
219,203
20
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Appendix C2 Actuarial Results - Frontenac County - RoC (Rest of County is Management and Ferry)
Valuation @ December 31, 2014 One Year Cost, IF IN SCHEDULE 2
Rest of County
2015 Service Cost, IF IN SCHEDULE 2
$
Lost Time Injury Claim Count used for the 2015 Service Cost
Benefit Payments, IF IN SCHEDULE 2 2014 Expected Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
470
2014 Actual Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
21
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Appendix C3 Actuarial Results - Frontenac County - LTC (Fairmount)
Valuation @ December 31, 2014 One Year Cost, IF IN SCHEDULE 2
Fairmount LTC
2015 Service Cost, IF IN SCHEDULE 2
$
Lost Time Injury Claim Count used for the 2015 Service Cost
294,662 11
Benefit Payments, IF IN SCHEDULE 2 2014 Expected Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
265,155
2014 Actual Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
166,934
22
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Appendix C4 Actuarial Results - Frontenac County - EMS (Ambulance Services)
Valuation @ December 31, 2014 One Year Cost, IF IN SCHEDULE 2
EMS
2015 Service Cost, IF IN SCHEDULE 2
$
Lost Time Injury Claim Count used for the 2015 Service Cost
129,055 13
Benefit Payments, IF IN SCHEDULE 2 2014 Expected Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
81,541
2014 Actual Benefit Payments including WSIB Admin, IF IN SCHEDULE 2
$
52,270
23
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Appendix D1 - Frontenac County - All Benefit Provisions, Assumptions and 2015 Projections Data as at December 31, 2014
Benefit Provisions A
The Benefits paid to injured workers are loss of earnings, health care, survivor benefits, and non economic loss, as defined in the Ontario Workplace, Safety, and Insurance Act 1997
B
Gross Interest Rate (cost of long term debt)
C
Net Interest Rates
Assumptions 4.25%
C1
Loss of Earnings *
1.75%
C2
Health Care Benefits
-1.75%
C3
Fully Indexed Survivor Benefits & 100% FEL awards
2.25%
C4
Non Economic Loss awards
3.75%
D
Administration (D1 + D2)
38.0%
D1
Schedule 2 Administration Fees
36.0%
D2
Physician Fees
2.0%
E
2015 New Lost Time Injury (LTI) Count (projected)
24
2015 Projections Custom Sch 1
Frontenac County - All Factors
Frontenac County - All Costs
F1
Loss of Earnings * (LOE)
11,710
90%
10,539
F2
Health Care (HC)
7,860
15%
1,179
F3
Survivor Benefits (SVR)
1,434
59%
846
F4
Non Economic Loss (NEL)
765
30%
229
21,769
59%
12,793
F
2015 Expense Per Lost Time Injury, Pre Admin (F1 + F2 + F3 + F4) 2015 Administrative Expense Per LTI (D x F)
8,272
4,861
H
2015 Total Expense Per LTI (F + G)
30,041
17,655
I
2015 Total New Claims Expense (H x E)
J
2015 Total New Claims Expense as a Percentage of Payroll (Schedule 2)
2.35%
K1
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Local Governments RG 845
2.88%
423,717
K2
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Homes for Nursing Care (LTC) RG 851
3.29%
K3
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ferry RG 580
5.11%
K4
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ambulance Services (EMS) RG 590
6.46%
- LOE includes pre 1990 injury year Worker pensions (WP) and 1990-97 Future Economic Loss (FEL) and Future Economic Loss Supplements (FELS) as well as 1998+ LOE
Frontenac County WSIB Schedule 2 Feasibility Study
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Appendix D2 - Frontenac County - RoC (Management and Ferry) Benefit Provisions, Assumptions and 2015 Projections Data as at December 31, 2014
Benefit Provisions A
The Benefits paid to injured workers are loss of earnings, health care, survivor benefits, and non economic loss, as defined in the Ontario Workplace, Safety, and Insurance Act 1997
B
Gross Interest Rate (cost of long term debt)
C
Net Interest Rates
Assumptions 4.25%
C1
Loss of Earnings *
1.75%
C2
Health Care Benefits
-1.75%
C3
Fully Indexed Survivor Benefits & 100% FEL awards
2.25%
C4
Non Economic Loss awards
3.75%
D D1 D2
E
Administration (D1 + D2)
38.0%
Schedule 2 Administration Fees
36.0%
Physician Fees
2.0%
2015 New Lost Time Injury (LTI) Count (projected)
0
2015 Projections Custom Sch 1
Frontenac County - RoC Factors
Frontenac Count - RoC Costs
F1
Loss of Earnings * (LOE)
11,710
15%
1,757
F2
Health Care (HC)
7,860
15%
1,179
F3
Survivor Benefits (SVR)
1,434
15%
215
F4
Non Economic Loss (NEL)
765
15%
115
21,769
15%
3,265
F
2015 Expense Per Lost Time Injury, Pre Admin (F1 + F2 + F3 + F4) 2015 Administrative Expense Per LTI (D x F)
8,272
1,241
H
2015 Total Expense Per LTI (F + G)
30,041
4,506
H adj
Factor to Adjust Total Expense Per LTI to All Combined Level
110.29%
4,970
I
2015 Total New Claims Expense (H x E)
J
2015 Total New Claims Expense as a Percentage of Payroll (Schedule 2)
K1
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Local Governments RG 845
2.88%
K2
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Homes for Nursing Care (LTC) RG 851
3.29%
K3
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ferry RG 580
5.11%
K4
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ambulance Services (EMS) RG 590
6.46%
0 0.00%
- LOE includes pre 1990 injury year Worker pensions (WP) and 1990-97 Future Economic Loss (FEL) and Future Economic Loss Supplements (FELS) as well as 1998+ LOE
Frontenac County WSIB Schedule 2 Feasibility Study
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Appendix D3 - Frontenac County - Fairmont LTC Benefit Provisions, Assumptions and 2015 Projections Data as at December 31, 2014
Benefit Provisions A
The Benefits paid to injured workers are loss of earnings, health care, survivor benefits, and non economic loss, as defined in the Ontario Workplace, Safety, and Insurance Act 1997
B
Gross Interest Rate (cost of long term debt)
C
Net Interest Rates
Assumptions 4.25%
C1
Loss of Earnings *
1.75%
C2
Health Care Benefits
-1.75%
C3
Fully Indexed Survivor Benefits & 100% FEL awards
2.25%
C4
Non Economic Loss awards
3.75%
D
Administration (D1 + D2)
38.0%
D1
Schedule 2 Administration Fees
36.0%
D2
Physician Fees
2.0%
E
2015 New Lost Time Injury (LTI) Count (projected)
11
2015 Projections Custom Sch 1
Frontenac County - LTC Factors
Frontenac County - LTC Costs
F1
Loss of Earnings * (LOE)
11,710
125%
14,638
F2
Health Care (HC)
7,860
20%
1,572
F3
Survivor Benefits (SVR)
1,434
81%
1,161
F4
Non Economic Loss (NEL)
765
30%
229
21,769
81%
17,600
F
2015 Expense Per Lost Time Injury, Pre Admin (F1 + F2 + F3 + F4) 2015 Administrative Expense Per LTI (D x F)
8,272
6,688
H
2015 Total Expense Per LTI (F + G)
30,041
24,288
H adj
Factor to Adjust Total Expense Per LTI to All Combined Level
I
2015 Total New Claims Expense (H x E)
110.29%
26,787 294,662
J
2015 Total New Claims Expense as a Percentage of Payroll (Schedule 2)
4.55%
K1
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Local Governments RG 845
2.88%
K2
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Homes for Nursing Care (LTC) RG 851
3.29%
K3
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ferry RG 580
5.11%
K4
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ambulance Services (EMS) RG 590
6.46%
- LOE includes pre 1990 injury year Worker pensions (WP) and 1990-97 Future Economic Loss (FEL) and Future Economic Loss Supplements (FELS) as well as 1998+ LOE
Frontenac County WSIB Schedule 2 Feasibility Study
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Appendix D4 - Frontenac County - EMS Benefit Provisions, Assumptions and 2015 Projections Data as at December 31, 2014
Benefit Provisions A
The Benefits paid to injured workers are loss of earnings, health care, survivor benefits, and non economic loss, as defined in the Ontario Workplace, Safety, and Insurance Act 1997
B
Gross Interest Rate (cost of long term debt)
C
Net Interest Rates
Assumptions 4.25%
C1
Loss of Earnings *
1.75%
C2
Health Care Benefits
-1.75%
C3
Fully Indexed Survivor Benefits & 100% FEL awards
2.25%
C4
Non Economic Loss awards
3.75%
D
Administration (D1 + D2)
38.0%
D1
Schedule 2 Administration Fees
36.0%
D2
Physician Fees
2.0%
E
2015 New Lost Time Injury (LTI) Count (projected)
13
2015 Projections Custom Sch 1
Frontenac County - EMS Factors
Frontenac County - EMS Costs
F1
Loss of Earnings * (LOE)
11,710
40%
4,684
F2
Health Care (HC)
7,860
15%
1,179
F3
Survivor Benefits (SVR)
1,434
30%
430
F4
Non Economic Loss (NEL)
765
30%
229
30%
6,523
2015 Expense Per Lost Time Injury, Pre Admin (F1 + F2 + F3 + F4)
21,769
2015 Administrative Expense Per LTI (D x F)
8,272
2,479
H
2015 Total Expense Per LTI (F + G)
30,041
9,001
H adj
Factor to Adjust Total Expense Per LTI to All Combined Level
I
2015 Total New Claims Expense (H x E)
110.29%
9,927 129,055
J
2015 Total New Claims Expense as a Percentage of Payroll (Schedule 2)
K1
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Local Governments RG 845
2.88%
K2
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Homes for Nursing Care (LTC) RG 851
3.29%
K3
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ferry RG 580
5.11%
K4
2015 Schedule 1 Rate as a Percentage of Insured Earnings - Ambulance Services (EMS) RG 590
6.46%
1.41%
- LOE includes pre 1990 injury year Worker pensions (WP) and 1990-97 Future Economic Loss (FEL) and Future Economic Loss Supplements (FELS) as well as 1998+ LOE
Frontenac County WSIB Schedule 2 Feasibility Study
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Appendix E1 LTI Performance Analysis - Frontenac County - All Data as at December 31, 2014
Lost Time Injury Rates 14.0
Sch 1 LTI Rate
LTI Rate as a % of Sch 1
7.07%
1.07%
659.8%
25
8.45%
1.02%
827.6%
293
24
8.21%
0.99%
827.6%
293 293 314 294 292 283 287 282
35 14 27 10 19 23 20 16
11.97% 4.78% 8.60% 3.40% 6.50% 8.12% 6.97% 5.66%
0.99% 1.02% 1.06% 1.11% 1.19% 1.32% 1.56% 1.61%
1205.6% 470.5% 814.9% 307.4% 544.2% 617.2% 447.2% 351.6%
Average Wages
Derived FTE
16,800,859
56,542
297
21
17,431,888
58,204
300
2015 Est
18,056,187
61,731
2014 2013 2012 2011 2010 2009 2008 2007
17,530,279 17,038,050 17,727,336 16,141,084 15,567,547 14,644,359 14,400,439 13,764,328
59,933 58,187 56,492 54,847 53,249 51,698 50,193 48,731
5 Year Average 3 Year Average
12.0
Number of All Frontenac Lost Time LTI Rate Injuries
Gross T4 Payroll
Year
8.0 6.0 4.0
Per 100 Employees
10.0
2.0 0.0 2007
2008
2009
2010
2011
2012
2013
2014
2015
Assumptions: Average wages for the Couty for 2014 were set using 2014 payroll and the counts of employees in the 2014 Financial Information Return (part time included at 50%). Average wages were assumed to increase by 3% per annum from 2007 to 2014.
Year
All Frontenac LTI Rate
Sch 1 LTI Rate
The estimated number of LTI for 2014 are the sum of the LTIs projected for for each component.
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Appendix E2 LTI Performance Analysis - Frontenac County - Rest of County (Management and Ferry) Data as at December 31, 2014
Lost Time Injury Rates 3.5
Sch 1 LTI Rate
LTI Rate as a % of Sch 1
0.00%
1.07%
0.0%
0
0.00%
1.02%
0.0%
36
0
0.00%
0.99%
0.0%
36 36 36 33 33 31 30 29
0 0 0 0 0 0 1 0
0.00% 0.00% 0.00% 0.00% 0.00% 0.00% 3.32% 0.00%
0.99% 1.02% 1.06% 1.11% 1.19% 1.32% 1.56% 1.61%
0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 213.1% 0.0%
Average Wages
Derived FTE
2,169,580
62,516
35
0
2,293,077
64,354
36
2015 Est
2,422,995
68,253
2014 2013 2012 2011 2010 2009 2008 2007
2,352,422 2,303,336 2,223,474 2,026,013 1,942,654 1,770,363 1,670,996 1,561,684
66,265 64,335 62,462 60,642 58,876 57,161 55,496 53,880
5 Year Average 3 Year Average
3.0
Number of Rest of County Lost Time LTI Rate Injuries
Gross T4 Payroll
Year
2.0 1.5 1.0
Per 100 Employees
2.5
0.5 0.0 2007
2008
2009
2010
2011
2012
2013
2014
2015
Assumptions: Average wages for the Couty for 2014 were set using 2014 payroll and the counts of employees in the 2014 Financial Information Return (part time included at 50%). Average wages were assumed to increase by 3% per annum from 2007 to 2014.
Year
Rest of County LTI Rate
Sch 1 LTI Rate
The estimated number of LTI for 2014 are based upon the “LTI Rate as a % of Sch 1”, which was set at the 3 Year Average.
29
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Appendix E3 LTI Performance Analysis - Frontenac County - Fairmount LTC Data as at December 31, 2014
Lost Time Injury Rates
Gross T4 Payroll
Average Wages
Derived FTE
Number of Lost Time Injuries
Fairmount LTI Rate
Sch 1 LTI Rate
LTI Rate as a % of Sch 1
6,200,450
41,896
148
9
6.08%
1.07%
567.2%
6,364,416
43,128
148
11
7.67%
1.02%
751.1%
2015 Est
6,472,379
45,741
142
11
7.45%
0.99%
751.1%
2014 2013 2012 2011 2010 2009 2008 2007
6,283,864 6,148,588 6,660,796 5,958,082 5,950,922 5,966,796 6,027,693 5,648,770
44,409 43,115 41,860 40,640 39,457 38,308 37,192 36,109
142 143 159 147 151 156 162 156
14 6 14 4 7 13 10 8
9.89% 4.21% 8.80% 2.73% 4.64% 8.35% 6.17% 5.11%
0.99% 1.02% 1.06% 1.11% 1.19% 1.32% 1.56% 1.61%
996.8% 414.1% 833.3% 246.9% 388.6% 634.5% 395.8% 317.4%
Year 12.0
5 Year Average 3 Year Average
8.0
6.0
4.0
Per 100 Employees
10.0
2.0
0.0 2007
2008
2009
2010
2011
2012
2013
2014
2015
Assumptions: Average wages for the Couty for 2014 were set using 2014 payroll and the counts of employees in the 2014 Financial Information Return (part time included at 50%). Average wages were assumed to increase by 3% per annum from 2007 to 2014.
Year
Fairmount LTI Rate
Sch 1 LTI Rate
The estimated number of LTI for 2014 are based upon the “LTI Rate as a % of Sch 1”, which was set at the 3 Year Average.
30
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2015-100 Corporate Services Feasibility Study re transferrin…
Appendix E4 LTI Performance Analysis - Frontenac County - EMS Data as at December 31, 2014
Lost Time Injury Rates
Gross T4 Payroll
Average Wages
Derived FTE
Number of Lost Time Injuries
8,430,829
72,647
116
12
8,774,395
74,783
117
2015 Est
9,160,813
79,314
2014 2013 2012 2011 2010 2009 2008 2007
8,893,993 8,586,126 8,843,066 8,156,989 7,673,971 6,907,199 6,701,749 6,553,875
77,004 74,761 72,584 70,470 68,417 66,425 64,490 62,612
Year 20.0
5 Year Average 3 Year Average
18.0
14.0 12.0 10.0 8.0 6.0
Per 100 Employees
16.0
4.0 2.0
Sch 1 LTI Rate
LTI Rate as a % of Sch 1
10.34%
1.07%
965.7%
14
11.93%
1.02%
1167.7%
116
13
11.59%
0.99%
1167.7%
116 115 122 116 112 104 104 105
21 8 13 6 12 10 9 8
18.18% 6.97% 10.67% 5.18% 10.70% 9.62% 8.66% 7.64%
0.99% 1.02% 1.06% 1.11% 1.19% 1.32% 1.56% 1.61%
1831.8% 685.5% 1010.6% 469.0% 895.8% 731.1% 555.6% 474.3%
EMS LTI Rate
0.0 2007
2008
2009
2010
2011
2012
2013
2014
2015
Assumptions: Average wages for the Couty for 2014 were set using 2014 payroll and the counts of employees in the 2014 Financial Information Return (part time included at 50%). Average wages were assumed to increase by 3% per annum from 2007 to 2014.
Year
EMS LTI Rate
Sch 1 LTI Rate
The estimated number of LTI for 2014 are based upon the “LTI Rate as a % of Sch 1”, which was set at the 3 Year Average.
31
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Appendix F1 - Spot Yield Curves
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2015-100 Corporate Services Feasibility Study re transferrin…
Appendix F2 - Spot Yield Curves Table Current Yield Curves as at 08-Dec-2014 Term (Years) N
1.3999% 1.5910% 1.8180% 2.0609% 2.3056% 2.5425% 2.7658% 2.9717% 3.1586% 3.3260% 3.4741% 3.6038% 3.7164% 3.8134% 3.8962% 3.9663% 4.0252% 4.0743% 4.1148% 4.1479% 4.1746% 4.1958% 4.2124% 4.2251% 4.2344% 4.2409% 4.2452% 4.2475% 4.2483% 4.2477% 4.2470%
Frontenac County WSIB Schedule 2 Feasibility Study
1.5499% 1.8046% 2.0953% 2.4018% 2.7101% 3.0107% 3.2173% 3.3265% 3.4165% 3.4870% 3.5383% 3.5712% 3.5870% 3.5871% 3.5730% 3.5463% 3.6052% 3.6543% 3.6948% 3.7279% 3.7546% 3.7758% 3.7924% 3.8051% 3.8144% 3.8209% 3.8252% 3.8275% 3.8283% 3.8277% 3.8270%
Expected Long-Term Experience CPI + 2.75% 18 yrs + CURVE 2.6238% 2.8785% 3.1692% 3.4757% 3.7840% 4.0846% 4.2912% 4.4003% 4.4904% 4.5609% 4.6121% 4.6450% 4.6608% 4.6610% 4.6469% 4.6202% 4.6791% 4.7282% 4.7687% 4.8018% 4.8285% 4.8497% 4.8663% 4.8789% 4.8883% 4.8948% 4.8990% 4.9014% 4.9021% 4.9016% 4.9009%
33
PS 3250/55 Discount Rate Curve (Cost of Borrowing) CPI + 2.750% 1.5857% 1.9120% 2.2743% 2.6524% 3.0323% 3.4045% 3.6827% 3.8634% 4.0250% 4.1671% 4.2900% 4.3945% 4.4819% 4.5536% 4.6111% 4.6202% 4.6791% 4.7282% 4.7687% 4.8018% 4.8285% 4.8497% 4.8663% 4.8789% 4.8883% 4.8948% 4.8990% 4.9014% 4.9021% 4.9016% 4.9009%
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0.5 1.5 2.5 3.5 4.5 5.5 6.5 7.5 8.5 9.5 10.5 11.5 12.5 13.5 14.5 15.5 16.5 17.5 18.5 19.5 20.5 21.5 22.5 23.5 24.5 25.5 26.5 27.5 28.5 29.5 30.5
GAAP Corp AA Bonds Municipal Spot Rates Current Spot Rates (Short-Term Forecast (Short-Term Forecast @ @ 28-Nov-2014) 08-Dec-2014)
AGENDA ITEM #d)
Report 2015-101
To:
Recommend Report to Council Warden and Members of Council of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Joe Gallivan, Director of Planning and Economic Development
Date of meeting:
October 21, 2015
Re:
Planning and Economic Development Department – Private Roads Study
Recommendation Resolved That the Council of the County of Frontenac receive the presentation at the October 21st County Council meeting by Jp2g Consultants on the status of the Frontenac County Private Roads Study report. Background In 2015 budget deliberations, County Council allocated $60,000 from the Ontario Municipal Board (OMB) Reserve fund to prepare a region-wide study in order to analyze the extensive private road network that currently exists across the Frontenacs, and to also create land use planning criteria that will allow for the creation or extension of wellbuilt private roads. Jp2g Consultants were retained to complete this study. At this time the consultants would like to provide a briefing to County Council on their information and analysis to date, and the next steps towards completion of the work. Sustainability Implications The development of new private roads to access waterfronts across the Frontenacs in a safe, effective manner supports the social, cultural, and economic pillars of Directions for Our Future. Financial Implications N/A Organizations, Departments and Individuals Consulted and/or Affected All Townships in Frontenac County Ministry of Municipal Affairs and Housing Recommend Report Planning and Economic Development – Private Roads Study Update October 21, 2015
2015-101 Planning and Economic Development Private Roads…
Page 1 of 1
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AGENDA ITEM #e)
Report 2015-102 Recommend Report to Council To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Marian VanBruinessen, Director of Corporate Services/Treasurer
Date of meeting:
October 21, 2015
Re:
Corporate Services – Reserves and Reserve Funds 2016
Recommendation That the Council of the County of Frontenac receive this Corporate Services Reserve and Reserve Funds 2016 report And further that Council approve the Reserve and Reserve Funds as presented in Appendix A. Background Council approved a Reserve and Reserve Fund Policy on May 20, 2015, which is attached as Appendix B. As part of the budget process Council needs to review reserve and reserve fund balances in the context of the targets identified in the policy. Council is also responsible for the establishment and transfers to and from reserves. Comment At this time Council needs to consider the following changes to the reserve and reserve funds as these were last presented in May 2015.
- The City of Kingston indicated that it would require $340,000 from the County to provide for its share of the Provincial Offences Administration (POA) building renovation. Council retained this amount in the Working fund anticipating that the amount would be requisitioned in 2014. However the City of Kingston has indicated that the amount will not be required as a lump sum as the City will be recouping this cost through its annual requisition to the County. In 2016 the increased requisition from the City related to the POA Building renovation is estimated at $19,530. To mitigate the impact of this estimated increase over the next three years it is proposed that $19,530 of the money set aside for the POA Building be allocated to a new reserve, the Frontenac County
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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AGENDA ITEM #e)
Operating Reserve (outlined in point 2). This amount would be utilized over the next two years, such that the annual levy impact is estimated at an additional $6,510. Of the remaining amount of the allocation retained for the Provincial Offences building renovation, it is proposed that $164,330 be transferred to the Land Use Planning Reserve (renamed the Sustainability Reserve) to provide a base for the periodic requirements of the Planning and Economic Development Department as outlined in the Project Proposal on October 14, 2015. The remainder would be allocated to the levy stabilization reserve in accordance with the Reserve and Reserve Fund Policy Allocation originally set aside for POA Building
$340,000
POA building levy mitigation amount (to FRC Operating reserve)
-19,530
to Sustainability reserve ( prev. Land Use Planning reserve)
-164,330
to Levy Stabilization Reserve
$156,140
- The establishment of a Frontenac County (FRC) Operating reserve is recommended. Previously these funds were retained in the Working Fund Reserve, but there is value in distinguishing between amounts retained to facilitate cash flow and amounts required on a periodic basis for which allocations are made annually. Two annual allocations that were approved through the 2015 budget process include a. $5,000 for the periodic compensation review project (est. every four years) b. $5,000 for the period capital asset condition assessment (est. every five years) As identified in item 1 above, $19,530 would be transferred to this Operating reserve for use over the next two years to mitigate the cost of the POA building renovation A number of reserves are no longer required and will be deleted in 2016. These include
- Frontenac County (FRC) GIS Project reserve. This reserve was established to provide for the periodic DRAPE mapping imagery which is so important to the County GIS system. The replacement of this imagery is now carried through the Asset management system and as such the reserve is deleted with the balance transferred to the FRC Capital asset reserve.
- JOINT FPS Other Projects Reserve. This reserve was established with surplus dollars originally reserved for Cross Border Billing settlement. The reserve was to be used for projects related to Land Ambulance and was depleted for the Robertsville Station.
Recommend Report to Council - Corporate Services – Reserve and Reserve Funds 2016
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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Page 82 of 134
AGENDA ITEM #e)
- The two separate stabilization reserves, for Fairmount and Frontenac Paramedic Service, have been consolidated into one County Stabilization reserve so will be deleted.
- The Frontenac County 150th Anniversary reserve will be deleted Capital reserve requirements are being assessed in the context of the asset condition assessment undertaken in 2015 and a report will be presented in November to identify the implications of this study. The Strategic Projects Reserve has a balance at the beginning of 2016 of $2,479,000. Amounts earmarked by Council previously are as outlined below. Opening Balance
$160,000
Strategic Planning goals –$2.1M as follows: allocated to Waste Management Planning, allocated to Seniors Projects utilized for the Seniors Housing Business Case development
100,000 1,500,000 -25,000 500,000 154,000 100,000
allocated for Economic Development New Community Investment Projects Cheerio Project utilized for commitment to Land O Lakes project
-10,000 $2,479,000
Sustainability Implications Governance – appropriate stewardship of County resources. Financial Implications Appendix A provides an overview of the Reserve and Reserve Funds. This overview includes the impact of the Project Proposals that were moved to the budget discussion. The budget impact on the Stabilization Reserve will be determined once budget is finalized. When the 2015 audit is complete, Council will be provided with updated Reserve and Reserve fund information for consideration, identifying actual reserve balances and the allocation of any year end surplus or deficit. Organizations, Departments and Individuals Consulted and/or Affected Senior Leadership Team
Recommend Report to Council - Corporate Services – Reserve and Reserve Funds 2016
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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Page 83 of 134
AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Operational Reserves 2015-2016 Variance
2016 Budget 2015 Budget $
$
$
FRC Working Fund Reserve Opening Balance
1,510,306
1,625,474
Transfer to Account
-115,168
-7.09%
0
100.00%
-306,496
914.81%
Interfund transfer Transfer From Account
-340,000
-33,504 -81,664
81,664
-100.00%
CLOSING BALANCE FRC Working Fund Reserve
1,170,306
1,510,306
-340,000
-22.51%
Opening Balance
0
35,924
-35,924
-100.00%
Transfers to Account
0
0
0
0.00%
Interfund Transfer
0
-35,924
35,924
-100.00%
Transfers From Account
0
0
0
100.00%
CLOSING BALANCE FMT Working Fund Reserve
0
0
0
100.00%
Opening Balance
175,670
235,670
-60,000
-25.46%
Transfer to Account
30,000
0
30,000
0.00%
Inter reserve transfer Transfer From Account
164,330
0
164,330
0.00%
-40,000
-60,000
20,000
0.00%
CLOSING BALANCE FRC Land Use Planning
330,000
175,670
154,330
87.85%
85,403
99,837
-14,434
-14.46%
0
0.00% 0.00%
reallocate POA Building amount
FRC FMT Working Fund Reserve
FRC Sustainability Reserve ( formerly Land Use Planning Reserve) from working fund re POA redistribution $40,000 communal services project allocation
JOINT FMT Severance Reserve Opening Balance Interest Transfers to Account Inter fund transfer Transfers From Account CLOSING BALANCE Joint FMT Severance Reserve
30,000
30,000
0
0
0
0
0.00%
-115,403
-44,434
-70,969
159.72%
0
85,403
-85,403
-100.00%
0
0
0
100.00%
0
0
0.00%
FRC Operations Reserve Opening Balance Interest Transfers to Account
10,000
0
10,000
100.00%
Inter fund Transfer
24,530
0
24,530
0.00%
Transfers From Account
-13,020
0
-13,020
0.00%
CLOSING BALANCE Joint FMT Operations Reserve
21,510
0
21,510
100.00%
20,551
46,090
-25,539
-55.41%
206
461
-255
0.00% 0.00%
many possible severances have been identified in 2016 which would exceed our severance reserve balance….but some might return to work. $5k compensation reviewin 2020 $5k Capital condition assessment in 2020 for 3 year mitigation of POA increase related to building renovation $5k alllocated annually for compensation review transferred from stabilization reserve ( 2015 allocation)
JOINT FMT Operations Reserve Opening Balance Interest Transfers to Account
9,000
9,000
0
Inter fund Transfer
0
0
0
0.00%
Transfers From Account
0
-35,000
35,000
0.00%
29,757
20,551
9,206
44.79%
257,350
357,802
-100,452
-28.07%
2,574
3,578
-1,005
-28.07%
0
0
0
0.00%
0
-104,030
104,030
0.00%
259,924
257,350
2,574
1.00%
Opening Balance
324,051
240,644
83,406
100.00%
Interest earned
3,241
2,406
834
100.00%
0
81,000
-81,000
-100.00%
CLOSING BALANCE Joint FMT Operations Reserve
POA levy mitigation
JOINT FPS Severance Reserve Opening Balance Interest Transfers to Account Transfers From Account CLOSING BALANCE Joint FPS Severance Reserve
wellness project $20k volunteer retro pay $84,030.07
JOINT FPS NEER Reserve
Transfers to Account Transfers From Account CLOSING BALANCE Joint FPS NEER Reserve
0
0
0
0
327,291
324,051
3,241
1.00%
2015-102 Corporate Services - Reserves and Reserve Funds 201…
Page 84 of 134
AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Capital Reserves 2014-2015 2016 Budget
2015 Budget
$
$
Variance $
FRC Capital Replacement Opening Balance
1,469,728
1,249,381
1,469,728
17.64%
Transfers to Account
178,554
230,341
-51,787
-22.48%
Interfund Transfer*
26,219
39,428
-13,209
-33.50%
1,674,500
-49,422 1,469,728
49,422 204,772
-100.00% 13.93%
Opening Balance
70,000
65,000
5,000
7.69%
Transfer to Account
10,000
10,000
0
0.00%
Inter reserve transfer
0
0
0
0.00%
-1,500 78,500
-5,000 70,000
3,500 8,500
-70.00% 12.14%
0.00%
Transfers From Account CLOSING BALANCE FRC Capital Replacement Reserve
additional requirement will be determined by asset condition assessment from GIS reserve
FRC Ontarians With Disabilities Reserve
Transfer From Account* CLOSING BALANCE FRC Ontarians with Disabilities Reserve
accessible counters
FRC Land Acquisition Reserve Opening Balance
80,587
80,587
0
Transfer to Reserve
0
0
0
0.00%
Inter reserve Transfer*
0
0
0
100.00%
-80,587 0
0 80,587
0 -80,587
0.00% 100.00%
26,219
35,109
-8,891
-25.32%
Transfer From Account CLOSING BALANCE FRC Land Acquisition Reserve
FRC GIS Project Reserve Opening Balance Transfer to Account
delete reserve 0
0
-26,219
0
-26,219
0.00%
0 0
-8,891 26,219
8,891 -26,219
-100.00% 0.00%
Opening Balance
841,887
819,518
22,369
2.73%
Transfer to Account From Current
73,681
72,592
1,089
1.50%
0
0
0
100.00%
-76,064 839,504
-50,223 841,887
-25,841 -2,383
51.45% -0.28%
1,292,472
1,403,437
-110,966
-7.91%
12,925
14,034
-1,110
-7.91%
0
0
0
0.00%
-125,000 1,180,396
-125,000 1,292,472
0 -112,075
0.00% -8.67%
Inter reserve Transfer Transfer From Account CLOSING BALANCE FRC GIS Project
K&P Trail land acquisition
0
0.00%
FMT Capital Replacement
Interfund Transfer Transfers From Account CLOSING BALANCE FMT Capital
annual capital replacement
FMT Capital Reserve Fund Opening Balance Interest Earned Transfers to Account Transfers From Account CLOSING BALANCE FMT Capital Reserve Fund
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Capital Reserves (cont’d.) 2014-2015 2015 Budget
2015 Budget
$
$
Variance $
JOINT FPS Vehicle Replacement Reserve Opening Balance
1,145,862
923,183
222,679
24.12%
Interest
11,459
9,232
2,227
24.12%
Transfers to Account
427,769
421,447
6,322
1.50%
-543,000 1,042,089
-208,000 1,145,862
-335,000 -103,773
161.06% -9.06%
1,144,315
1,069,003
75,312
7.05%
11,443
10,690
753
7.05%
223,092 -195,512 1,183,338
219,795 -155,173 1,144,315
3,297 -40,339 39,023
1.50% 100.00% 3.41%
78,099
156,193
-78,094
-50.00%
0
0
0
0.00%
-78,099 0
-78,094 78,099
-5 -78,099
0.00% 0.00%
Transfers From Account CLOSING BALANCE Joint FPS Vehicle Replacement Reserve
JOINT FPS Equipment Replacement Reserve Opening Balance Interest Transfers to Account Transfers From Account CLOSING BALANCE Joint FPS Equipment Replacement Reserve
FPS General Reserve Opening Balance Transfer to Account Transfer From Account CLOSING BALANCE FPS General
JOINT FPS Other Projects Reserve
2015-102 Corporate Services - Reserves and Reserve Funds 201…
for FRO share of stretcher project
delete reserve
Page 86 of 134
AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Stabilization Reserves 2015-2016 2016 Budget
2015 Budget
$
$
Variance $
%
FRC Stabilization Reserve Opening Balance
1,186,625
Transfers to Account Interfund transfer Transfers From Account
151,140
415,535
771,090
5,000
-5,000
185.57% 0.00%
839,305
-688,165
-81.99%
-11,993
-73,215
61,222
0.00%
1,325,772
1,186,625
139,147
11.73%
Opening Balance
0
324,000
0
100.00%
Transfer to Account
0
0
0
0.00%
0 0
-324,000 0 0
0 0 0
0.00% 0.00% 100.00%
Opening Balance
0
515,305
0
100.00%
Transfer to Account
0
CLOSING BALANCE FRC Stabilization Reserve
$5k to operating reserve re compensation study $96k from Working fund
- remainder of POA building projects moved to budget Oct 14 further mitigation might be required
FRC Land Ambulance Stabilization
Interfund transfer to FRC Stabilization Transfer From Account CLOSING BALANCE FRCLand Ambulance Stabilization Reserve
delete reserve
FRC Fairmount (FMT) Stabilization
Interfund transfer to FRC Stabilization Transfer From Account CLOSING BALANCE FRC FMT Stabilization Reserve
delete reserve
0 0
2015-102 Corporate Services - Reserves and Reserve Funds 201…
0
0
0.00%
-515,305
0
0.00%
0 0
0 0
0.00% 100.00%
Page 87 of 134
AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Strategic Regional Reserves 2015-2016 2016 Budget $
Variance
2015 $
$
252,204
249,707
2,497
1.00%
2,522
2,497
25
1.00%
0
0
0
0.00%
-254,726 0
0 252,204
-254,726 -252,204
0.00% -100.00%
2,479,000
2,504,000
-25,000
-1.00%
0
0
0
0.00%
0
0
-100.00%
-287,000 2,192,000
-25,000 2,479,000
-262,000 -287,000
100.00% -11.58%
Opening Balance
0
90,000
-90,000
-100.00%
Transfer to Account Inter reserve transfer
0 0
0 30,000
0 -30,000
0.00% 0.00%
Transfer From Account
0 0
-120,000 0
120,000 0
-100.00% -100.00%
FRC Investing in Ontario Reserve Fund Opening Balance Interest Transfer to Account Transfer From Account - re Trails CLOSING BALANCE FRC Investing in Ontario Res
to trail project as approved by Council
FRC Strategic Projects Reserve Opening Balance Transfer to Account Inter reserve transfer* Transfer From Account CLOSING BALANCE FRC Strategic Projects Rese
delete reserve
FRC 150th Anniversary Reserve
CLOSING BALANCE FRC Working Capital Reserv
CIP brought forward from 2015 Advancing Economic Development
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget External Agency Reserves 2015-2016 2016 Budget $
Variance
2015 Budget $
$
FRC Library Reserve Opening Balance
172,230
156,830
15,400
Transfers to Account
31,000
31,000
0
0.00%
203,230
-15,600 172,230
15,600 31,000
-100.00% 18.00%
Opening Balance
337,900
439,400
-101,500
-23.10%
Transfer to Account
25,000
25,000
0
0.00%
0
0
0
0.00%
-12,000 350,900
-126,500 337,900
114,500 13,000
-90.51% 3.85%
Transfers From Account CLOSING BALANCE FRC Library Reserve
9.82%
FRC Social Housing Out of Scope Reserve
Inter reserve transfer Transfer From Account CLOSING BALANCE FRC Social Housing Out of Scope Reserve
FRC Renovates Program Reserve Opening Balance
403,430
403,430
0
0.00%
Transfers to Account
0
0
0
100.00%
Interv Reserve Transfer*
0
0
0
100.00%
0 403,430
0 403,430
0 0
0.00% 100.00%
Transfers From Account CLOSING BALANCE FRC Renovates Program Reserve
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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AGENDA ITEM #e)
COUNTY OF FRONTENAC 2016 DRAFT Budget Legally Restricted Reserves 2015-2016 2016 Budget 2015 Budget $ $
Variance $
FRC Frontenac-Howe Islander Ferry Revenue Reserve Opening Balance
0
0
0
0.00%
Transfer to Account
0
0
0
0.00%
Transfer From Account CLOSING BALANCE FRC Frontenac-Howe Islander Ferry Revenue Reserve
0 0
0 0
0 0
0.00% 0.00%
Opening Balance
113,084
111,964
1,120
1.00%
Interest Earned
1,131
1,120
11
1.00%
Transfers to Account
0
0
0
0.00%
Interfund transfer
0
0
0
0.00%
0 114,214
0 113,084
0 1,131
0.00% 1.00%
46,523
46,063
461
1.00%
465
461
5
1.00%
0
0
0
0.00%
0 46,989
0 46,523
0 465
0.00% 1.00%
Opening Balance
0
64,341
-64,342
-100.00%
Interest Earned
0
643
-643
-100.00%
100
100.00%
Joint FMT Donations Reserve Fund - General for the Benefit of Residents General - for the Benefit of Residents
Transfers From Account CLOSING BALANCE Joint FMT Donations Reserve Fund
Joint FMT Pathways Reserve Fund Opening Balance Interest Earned Transfers to Account Transfers From Account CLOSING BALANCE Joint FMT Pathways Reserve Fund
FMT Capital Campaign Reserve Fund
Transfers to Account Interfund transfer Transfers From Account CLOSING BALANCE FMT Capital Campaign Reserve Fund
0
0
0
0.00%
0
-64,985 0
64,985 0
-100.00% 1.00%
481,446
1,285,892
-804,446
-62.56%
7,222
12,859
-5,637
-43.84%
763,699
763,699
0
0.00%
-1,068,839 183,528
-1,581,004 481,446
512,165 -297,918
-32.39% -61.88%
3,949
3,910
39
1.00%
339
339
0
0.12%
0
0
0
0.00%
-300 3,989
-300 3,949
0 39
0.00% 1.00%
FRC Federal Gas Tax Reserve Fund Opening Balance Interest Transfer to Account Transfer From Account CLOSING BALANCE FRC Federal Gas Tax Reserve
Bridget Fowler Trust Fund Opening Balance Interest/Dividends Earned Transfers to Account Transfers From Account CLOSING BALANCE Bridget Fowler Trust Fund
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AGENDA ITEM #e)
County of Frontenac Federal Gas Tax Summary Report with Proposals 2016 DRAFT Budget 2014 $
2015 not final $
2016 Draft Budget $
Federal Gas Tax Received Interest Total
785,546 35,608 821,154
763,699 12,859 776,558
763,699 7,222 770,921
New Township Roads and/or Bridges Projects Community Improvement Plans - Twsp transfer Smaller Scale Sustainability Projects SSSP Prior Year Regional Transportation Management Collaborative ICSP monitoring Small events Official Plan Study Regional Waste Management Collaborative NF & FI Ecotourism Projects Economic Development Collabative Opportunities Population Modelling County WideTrail Concept Plan Support to County-WideTrails Work order software Frontenac K&P Trail Disallowed projects
763,699 20,395 3,377 13,537 713 4,652 2,000 5,894 4,325 171,016 2,100 3,848 29,890 0
763,699 7,246 50,000 69,758 0
763,699 211,140
4,000 0 0 134,363 7,900 2,025 0
30,000 60,000
420,716
552,824 -6,811
Total FGT expense
1,446,163
1,581,004
1,068,839
Net Federal Gas Tax
-625,009
-804,446
-297,918
Federal Gas Tax Reserve Fund Balance
1,285,892
481,446
183,528
2015-102 Corporate Services - Reserves and Reserve Funds 201…
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AGENDA ITEM #f)
Report 2015-104
To:
Council Recommend Report Warden and Members of County Council
From:
Kelly Pender, Chief Administrative Officer
Prepared by:
Joe Gallivan, Director of Planning & Economic Development
Date of meeting:
October 21, 2015
Re:
Planning & Economic Development – Community Improvement Project #5
Recommendation Resolved That the Council of the County of Frontenac receive the Planning & Economic Development – Community Improvement Project #5 report and the attached report for consideration and discussion; AND FURTHER That Council select the community of Harrowsmith in the Township of South Frontenac as the community for the next Community Improvement Plan in the County, subject to the support of the Council of the Township of South Frontenac and, in the event a project for Harrowsmith cannot proceed, staff report back to County Council with other options for investment in a community improvement area. Background Community Improvement Plan (CIP) A CIP is a planning tool that ties together economic development, infrastructure and planning. CIPs outline a community’s plan to encourage improvements to key areas of the community such as a commercial main street, and they allow municipalities to provide financial incentives that promote revitalization and community improvement goals. The typical focus of these plans is on the revitalization and improvement of the main street of a town, village or hamlet. CIPs can also touch on a wide range of related topics including green energy, brownfields, and recreational opportunities. They have been in wide use across the province since the mid-1980s, from larger cities like Ottawa and Kingston to rural communities such as Tay Valley Township, the Municipality of Trent Hills (villages of Campbellford, Warkworth and Hastings), the Town of Bancroft, and the City of Kawartha Lakes. CIPs allow municipalities to provide grants and loans to owners and tenants, with the goal of supporting the improvement and rehabilitation of a targeted area. This can include projects such as improving the facade of a main street store and providing
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AGENDA ITEM #f)
incentives to redevelop vacant properties. CIPs can also help to coordinate infrastructure and public space improvements, and can be used by municipalities to acquire, rehabilitate and dispose of land (e.g. a former industrial site). Frontenac County CIPs were originally identified as a community priority in the County’s sustainability plan, Directions for Our Future, when it was approved by County Council in September, 2009. In 2010, County Council endorsed the preparation of a study to review hamlets across the Frontenacs and establish a pilot project to develop the first CIP that could be used as a ‘best practice’ for future community plans. The CIPs were designed to be joint ventures between the County and the four Townships to develop a coordinated approach to increase the ability for development, redevelopment, and rehabilitation opportunities in villages and hamlets. The County has funded a CIP for the following communities (one per Township):
- Verona (2011);
- Sharbot Lake (2012);
- Marysville (2013); and
- North Frontenac (2014) County Council approved funding for two additional Community Improvement Plans (CIPs) in the County as part of budget deliberations in 2015. Prior to these actions there had not been a Community Improvement Plan completed in any area of Frontenac County. Comment The purpose of this report is to seek Council’s direction on which community should be selected for the second CIP in the County. FoTenn’s November 2010 report recommended candidate communities for a CIP in the County. The study is available on the Frontenac County web site: http://www.frontenaccounty.ca/en/corporate/resources/Human_Resources/Pilot_C ommunity_Report_final.pdf, New CIP Area Recommendation Based on the methodology and analysis it is recommended that the community of Harrowsmith in South Frontenac be selected for the next Community Improvement Plan area. Harrowsmith is recommended as a good candidate for the next CIP for the following reasons:
Harrowsmith is the first village that is reached by visitors travelling north from Highway 401 on Road 38 and is important in establishing a first impression of the character of Frontenacs; Harrowsmith is one of the larger settlement areas in the County and has a main street on Road 38 that has a significant number of properties that could be included in the CIP revitalization area;
Planning & Economic Development – Community Improvement Plan #5 October 21, 2015
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AGENDA ITEM #f)
A CIP could assist with and supplement the intersection improvements planned by South Frontenac Township at Road 38/Colebrook Road/Ottawa Street/Wilton Road. The village is the site of the old Harrowsmith Cheese Factory property, and a CIP could be used to aid in the cost of cleaning up the property as part of a brownfields revitalization. The south end of the village contains the Harrowsmith Junction which is the first major trailhead of the K&P Trail; and The village has a significant community asset in Centennial Park which has undergone renovations and improvements to serve as the base of the County’s 150th Anniversary celebrations.
Subject to Council’s direction, staff will meet with South Frontenac Township Council to confirm its interest in proceeding with the project. Sustainability Implications CIPs are a key planning tool that have been used to encourage redevelopment and investment in a community. The return on public sector investment can be significant. This CIP will take principles from Directions for Our Future and from local residents and business owners in order to develop a plan that incorporates all four pillars of sustainability. Financial Implications The CIP would be allocated $77,000 – $70,000 towards County investment on CIP projects, and $7,000 towards the preparation of the plan. Organizations, Departments and Individuals Consulted and/or Affected Manager of Economic Development All Townships in Frontenac County Ministry of Municipal Affairs and Housing
Planning & Economic Development – Community Improvement Plan #5 October 21, 2015
2015-104 Planning and Economic Development Community Improve…
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AGENDA ITEM #f) HARROWSMITH
±
0
150
300
600
Metres Produced Oct 16th, 2015 by the County of Frontenac with data supplied under license by members of the Ontario Geospatial Data Exchange and ESRI. The County of Frontenac disclaim s all responsibility for errors, omissions or inaccuracies in this publication. Inlcudes Material © 2014 of the Queen’s Printer for Ontario. All Rights Reserved.
2015-104 Planning and Economic Development Community Improve…
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AGENDA ITEM #a)
Report 2015-105 Information Report to Council To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Marian VanBruinessen, Director of Corporate Services/Treasurer
Date of meeting:
October 21, 2015
Re: Corporate Services – Four Month Attendance Management Report Card
Recommendation This report is for information only. Background The County of Frontenac expects regular attendance at work from all employees. Since June 2013, when staff identified the challenge of increasing sick time, regular reports have been provided to Council. In June 2015 staff presented a report to Council outlining the intent for reporting moving forward. The detail of that report is not reiterated, but included for reference as Appendix A. Comment Key Performance Indicator (KPI) Given the lack of directly comparable absenteeism statistics, the County’s best measure is its own KPI. The County’s KPI objective will be to bring this indicator to 80% of employees meeting the target. The County’s attendance targets are based on a rolling 12 month average and were developed based on industry comparators.
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
Attendance Targets Paramedics (OPSEU) – no more than 12 days in a 12 month period Nursing (CUPE 2290) – no more than 10 days in a 12 month period Non-Nursing/Ferry/Non-union – no more than 7 days in a 12 month period The detail found in Table 3 reveals that Corporate Services and Fairmount non-union and non-nursing staff are currently meeting the key performance indicator. However progress seems to have been made over the last period. % Staff meeting Attendance Target
Corporate Services – CUPE 2290 Corporate Services – Non-union ETS OPSEU ETS Non- union FMT CUPE 2290 Nursing FMT CUPE 2290 Non-Nursing FMT Non-union Ferry CUPE109
Period 1 100.0% 83.3% 62.5% 53.3% 61.1% 68.9% 100.0% 56.3%
Period 2 80.0% 83.3% 65.4% 56.3% 64.2% 86.7% 100.0% 56.3%
Due to the small number of employees in some departments, one or two employees can have a significant impact on the percentages. Although a positive direction is evident, it is difficult to confirm this as a trend over one period. Charts A-D A review of Charts A-D reveals that although during the period the trend seems to be going down, there were peaks of higher absenteeism. At Fairmount there are a higher percentage of surgeries scheduled by employees during the summer. Also Fairmount has two challenging residents with behaviours who strike out at staff, which resulted in time off work. Resident behaviours can cause stress and injury which then affects staff absenteeism. In Frontenac Paramedic Services the significant peaks in absenteeism in the period is attributed to a gastro-intestinal outbreak in the community in July and August. Paramedics are exposed to these outbreaks often and we encourage them to stay home until the period they can pass this on to patients is past. There has been a heightened awareness of health care workers being the source of spreading illness since SARS. Alternate Work There is an additional component of the attendance picture, not previously addressed. This is the category of alternate work, which is provided to employees who can be accommodated Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
in the workplace and if not accommodated, would continue to be accounted for in the attendance statistics. The Human Rights Code identifies that employees with disabilities have the right to accommodation in the workplace, even when those accommodations are only required on a temporary basis. Returning to work as soon as possible has been proven to promote a more complete and faster recovery for many employees. The County offers alternate work on a temporary basis, to employees who have incurred an injury or illness outside of the workplace (classified as non-occupational) and wish to return to work prior to complete recovery. Alternate work is only provided if and when there is sufficient meaningful and purposeful work for the employee to perform, not necessarily work that was budgeted. Factors considered are the individual’s precautions/limitations and the number of other employees on accommodated work who may have similar precautions, making the volume of available suitable work scarce. Those on alternate work are not reflected in the absenteeism statistics. Mitigation In the previous report staff committed to providing Council with mitigation strategies if there is not a marked improvement in the absenteeism trends. Fairmount management staff are investigating and meeting with employees with repeat absences and if patterns are apparent a physician’s note is required for any illnesses. Those who receive Step 2 or 3 letters are required to meet with the Occupational Health nurse and management meet with those at Step 4 or 5 of the attendance program. At Frontenac Paramedic Service the Employee Attendance Awareness Program (EAAP) was re-introduced in its revised format during the January to April 2015 period. After an arbitration hearing and consultation period with OPSEU Local 462 over 2013. During 2014, the program was trialed and revised to ensure understanding. Superintendents are responsible, on a regular basis to monitor and discuss attendance with their platoon (15 employees). During May meetings were held with employees who did not meet the goals of 12 days in a 12 month period. Twelve (12) employees filed grievances regarding their individual circumstances and the grievances have been moved forward to an arbitration hearing. The 2016 Project Proposals includes the recommendation to contract with a Disability Management company to actively manage some of the more complex absenteeism cases for which Managers and Directors have neither the skill nor time. Sustainability Implications It is acknowledged that costs related to attendance management are challenging. Management is pursuing attendance management programs and the audit of its processes to ensure that it can mitigate the financial impact.
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
Financial Implications Absenteeism has a direct impact on the County’s budget and staffing levels. With ongoing attendance management, it is the expectation of managers to continuously improve employee attendance which will result in substantial savings, increased productivity and morale. The replacement costs related to absenteeism are identified in Table 3. The cost of Alternate Work in Frontenac Paramedic Services to the end of August is $75,895 and Fairmount Home $7,707, wages only. Organizations, Departments and Individuals Consulted and/or Affected Susan Brant, Deputy Treasurer Bonnie Carter, Occupational Health Nurse Fairmount Home Emergency & Transportation Services (Frontenac Paramedic Services) Emergency & Transportation Services (Marine Services)
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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2015-105 Corporate Services Four Month Attendance Management…
Table 1: County of Frontenac Labour Force Department
Service
Total Employees
Non-union Staff Fairmount Home and Corporate Services Emergency and Transportation Services
All Departments CUPE Local 2290 Frontenac Paramedic (OPSEU Local 462) Marine Services (CUPE Local 109)
County of Frontenac Total
Average Age
34 194 Services 147
50.42 41.52 38.79
17
50.96
392
41.87
ETS
Corporate Services
2 5 2
0 0 0
Table 2: Occupational Health May 2015 - August 2015* Fairmount #cases Hospitalization Chronic Conditions Non Occupational injury
4 3 1
Employees are not required to divulge the reason for their absence. These numbers are based on information that has been shared with the Occupational Health Nurse. Hospitalization is any illness or condition that requires hospitalization – i.e. surgery
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
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Chronic is any condition that will never go away but can be managed with treatment. These will flare up and remain as is or worsen with time such as M.S., arthritis, mental health illness, substance abuse, cancer, chronic dermatitis, etc. Chronic conditions may require a few days off every few months for treatments, periods of absence periodically for weeks at a time such as if they are exacerbated seasonally, or occasional extended periods of absence.
2015-105 Corporate Services Four Month Attendance Management…
Non-occupational illness/injury are cases of illness, injury or medical conditions of both a physical and psychological nature incurred by an employee outside of his/her work. Table 3a: Absenteeism Targets Period 2 - May - August 2015
Corporate Services Non Union Staff May – August Target 7 2015 Days Total Employees 12
of Sick Employees 5 % Employees with No Absences 58.3% % Employees who are over Target 16.7% % Employees who are meeting Target 83.3%
ETS Staff and NonUnion Staff Target 7 Days
Fairmount Non Union Staff Target 7 Days
Fairmount CUPE 2290 Nursing Staff Target 10 Days
Fairmount CUPE 2290 Non Nursing Staff Target 7 Days
ETS CUPE 109 Marine Staff Target 7 Days
10
78
16
4
95
45
9
9
77
15
2
61
31
8
10.0%
1.3%
0.0%
50.0%
35.8%
31.1%
11.1%
20.0%
34.6%
43.8%
0.0%
35.8%
13.3%
44.4%
80.0%
65.4%
56.3%
100.0%
64.2%
86.7%
55.6%
$6,416
$165,358
$21,198
$0
$51,860
$11,090
$5,110
Total employees are those full-time (and part-time within Fairmount) who are eligible for sick time compensation
sick employees – any sick related time off
**Cost of absenteeism - The incremental cost related to the estimated replacement cost at regular rate (not overtime) is provided. Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
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Cost of Absenteeism** $0
ETS Corporate OPSEU Services 462 CUPE 2290 Paramedic Union Staff Staff Target 7 Target 12 Days Days
2015-105 Corporate Services Four Month Attendance Management…
Table 3b: Absenteeism Targets Period 1 - January - April 2015
Corporate Services Non Union Staff January – April Target 7 2015 Days Total 12 Employees
of Sick 6 Employees % Employees with No 50.00% Absences % Employees who are over 16.67% Target % Employees who are 83.33% meeting Target Cost of $0 Absenteeism**
ETS Corporate OPSEU Services 462 CUPE 2290 Paramedic Union Staff Staff Target 7 Target 12 Days Days
ETS Staff and NonUnion Staff Target 7 Days
Fairmount Non Union Staff Target 7 Days
Fairmount CUPE 2290 Nursing Staff Target 10 Days
Fairmount CUPE 2290 Non Nursing Staff Target 7 Days
ETS CUPE 109 Marine Staff Target 7 Days
10
78
16
4
95
45
9
9
78
15
1
92
42
8
10.0%
0.0%
0.0%
75.0%
3.2%
6.7%
11.1%
10.0%
37.5%
43.8%
0.0%
38.9%
31.1%
55.6%
100.0%
62.5%
56.3%
100.0%
61.1%
68.9%
44.4%
$4,003
$166,154
0
$0
$86,134
$12,412
$8,508
**Cost of absenteeism - The incremental cost related to the estimated replacement cost at regular rate (not overtime) is provided.
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
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Total employees are those full-time (and part-time within Fairmount) who are eligible for sick time compensation
sick employees – any sick related time off
2015-105 Corporate Services Four Month Attendance Management…
Charts A - D Comparability with Statistics Canada data should be reviewed understanding that • Statistics Canada only reports the work absence statistics for full-time employees and County data includes both full and part time employees for Fairmount. •
Statistics Canada uses the National Occupational Classifications for Statistics (NOC-S). This more accurately represents the Health Care sector. Under the North American Industry Classification System (NAICS) health care and social services are lumped together. The NAICS provides the opportunity to look at local government and transportation.
•
Days lost per worker are calculated based on an inactivity rate and incidence of absence. The County reflects days of actual days of absence
•
Statistics are provided for own illness, accident, disability or other health-related reason.
Chart Definitions • Total hours worked – in period – for Fairmount this includes part time employees eligible for sick time. Total hours absent – related to Short term disability illness, disability or other health related reason. Does not include those off on long term disability.
•
Rolling 12 month% = hours absent/hours worked (includes paid and unpaid hours absent) for 12 month period. Sept. 14 – Aug. 15 provides an accurate rolling average.
•
Actual % = hours absent/hours worked ( includes paid and unpaid hours absent)
•
Target % = target hours absent/hours worked (see Attendance targets above).
•
Statistics Canada % = Statistics Canada worker absenteeism/days worked ( differs local government, health and transportation categories)
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015
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AGENDA ITEM #a)
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•
2015-105 Corporate Services Four Month Attendance Management…
CHART A Corporate Services September 2014 to August 2015
= includes paid and unpaid sick leave – Jan 14-Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 7 days/number of days worked = 2.8%
2014 Statistics Canada % = 9.6 days/number of days worked = 3.8% Local government and other boards
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AGENDA ITEM #a)
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Rolling 12 month average %
2015-105 Corporate Services Four Month Attendance Management…
CHART B Fairmount Home Attendance September 2014 to August 2015
Rolling 12 month average %
= includes paid and unpaid sick leave – Jan 14 -Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 10 days/number of days worked = 3.6%
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015 Page 10 of 12
AGENDA ITEM #a)
Page 105 of 134
2014Statistics Canada % = 11.6 days/number of days worked = 4.6% Health Sector* *This category includes occupations concerned with providing health care services directly to patients and occupations that provide support to professional and technical staff. Includes professional (Doctors, Nurses), technical (Lab Assistants) and assistants in health care (Paramedics)
2015-105 Corporate Services Four Month Attendance Management…
CHART C Emergency Services (Frontenac Paramedic Services) Attendance September 2014 to August 2015
= includes paid and unpaid sick leave – Jan 14 - Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 12 days/number of days worked = 6.2%
2014 Statistics Canada % Health sector*
= 11.6 days/number of days worked = 4.6%
*This category includes occupations concerned with providing health care services directly to patients and occupations that provide support to professional and technical staff. Includes professional (Doctors, Nurses), technical (Lab Assistants) and assistants in health care (Paramedics) CHART D Transportation Services (Ferry) Attendance September 2014 to August 2015 Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015 Page 11 of 12
AGENDA ITEM #a)
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Rolling 12 month average %
1.8
30.0%
1.6
25.0%
1.4
Thousands Hours
2015-105 Corporate Services Four Month Attendance Management…
Ferry ‐ Attendance/Absence Report
20.0%
1.2 1.0
15.0%
0.8
10.0%
0.6
5.0%
0.4 0.0%
0.2 0.0
‐5.0% Sep‐14
Oct‐14
Total Hours worked
Nov‐14
Dec‐14
Jan‐15
Total Hours absent
Feb‐15
Actual %
Mar‐15
Apr‐15
Target %
May‐15
Jun‐15
Jul‐15
Statistics Canada %
Aug‐15
Rolling 12 Month Average
= includes paid and unpaid sick leave – Jan14-Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 7 days/number of days worked = 3.8%
2014 Statistics Canada %
= 9.9 days/number of days worked = 4.0%
Information Report to Council Corporate Services –Four Month Attendance Management Report Card October 21, 2015 Page 12 of 12
AGENDA ITEM #a)
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Rolling 12 month average %
AGENDA ITEM #a)
Report 2015-064 INFORMATION REPORT TO COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender Chief Administrative Officer
Prepared by:
Marian VanBruinessen Director of Corporate Services/Treasurer
Date prepared:
June 1, 2015
Date of meeting:
June 17, 2015
Re:
Corporate Services – Four Month Attendance Management Report Card
Recommendation This report is for information only. Background The County of Frontenac expects regular attendance at work from all employees. Since June 2013, when staff identified the challenge of increasing sick time, regular reports have been provided to Council. Comment Data identifies that absenteeism is a challenge at the County of Frontenac. There is a need to understand a) the context of the issue b) how the issue is being addressed at the County c) how the County services compare to similar services provided elsewhere d) key performance indicators to assess whether the initiatives utilized to address absenteeism are effective. e) ongoing reporting Information Report to Council Corporate Services –Four Month Attendance Management Report Card June 17, 2015
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AGENDA ITEM #a)
The report does not include those who are on LTD, WSIB or ESA job protected leaves. A
Context of the Issue
It is recognized that on occasion, employees need to be absent from work to aid with recovery from illness and injury or to prevent the spread of communicable diseases the primary occupations of the County are predominately in the health care sector. Sixty-seven percent (67%) of County employees work directly with patients and residents who are responsible to treat and care for the most vulnerable people in our communities. It has been statistically proven by the “Mental Health Commission of Canada” that paramedics and health care staff working in palliative care are the high risk groups for invisible illness. Day to day duties include dealing with unnatural deaths, terminally ill and dying patients, tragedy, trauma and infectious diseases which affect our staff directly as they treat these individuals in a professional manner. As well as occupational hazards employees deal with personal injury and circumstance which at times are beyond their control and capabilities to limit, examples of these are: broken limbs, surgeries, personal and family loss and chronic illnesses. the County workforce is aging (Table 1) Council is interested in understanding the specific context of current absenteeism rates. Under Human Rights legislation, it is not a requirement for the Employer to be advised of the diagnosis of an employee, only the prognosis and restrictions. Table 2 provides an overview of the number of acute and chronic conditions reports to the Employer to try to provide some context for current absenteeism. Acute is any condition or illness that requires treatment and once cured is not expected to return, ie. appendicitis, the flu, an infection, a fracture, ear/eye infections, strep throat, etc. Acute conditions may be 1-3 days or if invasive procedures are required, up to 6 weeks. Chronic is any condition that will never go away but can be managed with treatment. These will flare up and remain as is or worsen with time such as multiple sclerosis, arthritis, mental health illness, substance abuse, cancer, chronic dermatitis, etc. Chronic conditions may require a few days off every few months for treatments, periods of absence periodically for weeks at a time such as if they are exacerbated seasonally, or occasional extended periods of absence.
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AGENDA ITEM #a)
B
Addressing the Issue
In 2013 an external consultant undertook a review of the County’s Disability Management Program. Based on the recommendations of the audit a more comprehensive Disability Management Program (DMP) was drawn together from existing policies and procedures. Although the DMP as a consolidated document is new and managers and staff are being trained on the processes therein, most of the policies and processes have been in existence for some time. The Employee Attendance Awareness Program (EAAP) was originally implemented at Fairmount in 1995 and at Frontenac Paramedic Services in 2006, but not applied consistently since 2008 due to union challenges. The revised EAAP program was launched with Frontenac Paramedic Services in 2014 and with Fairmount in 2015. We are anticipating that the training for supervisors will enhance their ability to understand the opportunities to better manage employee absenteeism. It should be noted that with the management challenges at Fairmount the absenteeism incidence has increased substantially. With more dedicated resources it is believed that the numbers should improve. C
Comparative information
It is difficult to derive comparative information from other municipalities. For that reason 2014 Statistics Canada data is provided as a benchmark. The limitations related to the use of the comparability of the Statistics Canada data are outlined in the introduction to the charts. Charts A – D provide a view of monthly absenteeism for each department. Chart A Corporate Services - Statistics Canada Target - the North American Industry Classification System (NAICS) category of local government and other public boards was used which identified 9.6 days lost per worker in a year as a result of illness or disability in 2014 Corporate Services is a smaller workforce where in one extended absence can have a significant impact on the statistics. The trend line indicates that absenteeism is not an issue in this area. Chart B Fairmount Home – Statistics Canada Target - the Health Occupation category as defined by the National Occupational Classification for Statistics (NOC-S) has been used which identifies 11.6 days lost per worker in 2014 as a result of illness or disability. The NAICS category of Health and social assistance was deemed to be less comparable. Information Report to Council Corporate Services –Four Month Attendance Management Report Card June 17, 2015
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Fairmount consistently exceeds the target. It should be noted however that 2013 saw a substantial drop in absenteeism, which can be surmised as directly attributable to diligent management scrutiny in that year. As discussed, Fairmount has not had consistent management staffing over the last year and a half. Chart C Frontenac Paramedic Services - Statistics Canada Target - the Health Occupations category as defined by the National Occupational Classification for Statistics (NOC-S) has been used which identifies 11.6 days lost per worker in 2014 as a result of illness or disability. The NAICS category of Health and social assistance was deemed to be less comparable. The chart clearly depicts that Frontenac Paramedic Services consistently exceeds the target. Chart D Marine Services - Statistics Canada Target - the NAICS category of Transportation reveals 9.9 days lost per worker in 2014 due to illness or disability. Attendance in Marine Services is not consistent, but with a small workforce one or two absences can have a huge impact on the indicator.
D
Key Performance Indicator (KPI)
Given the lack of directly comparable absenteeism statistics, the County’s best measure is its own KPI. The County’s KPI objective will be to bring this indicator to 80% of employees meeting the target. The County’s attendance targets are based on a rolling 12 month average and were developed based on industry comparators. Attendance Targets Paramedics (OPSEU) – no more than 12 days in a 12 month period Nursing (CUPE 2290) – no more than 10 days in a 12 month period Non-Nursing/Ferry/Non-union – no more than 7 days in a 12 month period Although it is important to focus on the costs and implications of absenteeism, it is noted that 5.2% of all employees have had no absences in the report period (January to April). Of all employees 35% exceed the targets set for their departments. More detail can be found in Table 3. E
Ongoing Reporting
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AGENDA ITEM #a)
Council needs to be aware of the changing costs and nature of absenteeism through regular, meaningful reporting. The attendance management program follows a four month cycle and for that reason, it is recommended that Council receive reports three times a year, January, May, and September. Charts A-D and Tables 2 and 3 will be provided at that time with a discussion of any additional observations or strategies. Sustainability Implications It is acknowledged that costs related to attendance management are challenging. Management is pursuing attendance management programs and the audit of its processes to ensure that it can mitigate the financial impact. Financial Implications Absenteeism has a direct impact on the County’s budget and staffing levels. With ongoing attendance management, it is the expectation of managers to continuously improve employee attendance which will result in substantial savings, increased productivity and morale. Organizations, Departments and Individuals Consulted and/or Affected Manager of Human Resources Corporate Services Fairmount Home Emergency & Transportation Services (Frontenac Paramedic Services) Emergency & Transportation Services (Marine Services)
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Table 1: County of Frontenac Labour Force Department
Non-union Staff Fairmount Home and Corporate Services Emergency and Transportation Services
Service
Total # Employees
Average Age
All Departments CUPE Local 2290 Frontenac Paramedic Services (OPSEU Local 462) Marine Services (CUPE Local 109)
34 194 147
50.42 41.52 38.79
17
50.96
392
41.87
ETS
Corporate Services
1 5
2 1
County of Frontenac Total
Table 2: Occupational Health January 2015 - April 2015 Fairmount #cases Acute and/or requiring hospitalization Chronic Conditions Non Occupational injury
3 8 1
Acute is any condition or illness that requires treatment and once cured is not expected to return, i.e., appendicitis, the flu, an infection, a fracture, ear/eye infections, strep throat, etc. Acute conditions may be 1-3 days or if invasive procedures are required, up to 6 weeks.
Non-occupational illness/injury are cases of illness, injury or medical conditions of both a physical and psychological nature incurred by an employee outside of his/her work. Information Report to Council Corporate Services –Four Month Attendance Management Report Card June 17, 2015
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AGENDA ITEM #a)
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Chronic is any condition that will never go away but can be managed with treatment. These will flare up and remain as is or worsen with time such as M.S., arthritis, mental health illness, substance abuse, cancer, chronic dermatitis, etc. Chronic conditions may require a few days off every few months for treatments, periods of absence periodically for weeks at a time such as if they are exacerbated seasonally, or occasional extended periods of absence.
2015-105 Corporate Services Four Month Attendance Management…
Table 3: Absenteeism Targets January - April 2015
January – April 2015 Total Employees
of Sick
Employees % Employees with No Absences % Employees who are over Target % Employees who are meeting Target Cost of Absenteeism**
Corporate Services Non Union Staff Target 7 Days
Corporate Services CUPE 2290 Union Staff Target 7 Days
ETS OPSEU 462 Paramedic Staff Target 12 Days
ETS Staff and NonUnion Staff Target 7 Days
Fairmount Non Union Staff Target 7 Days
Fairmount CUPE 2290 Nursing Staff Target 10 Days
Fairmount CUPE 2290 Non Nursing Staff Target 7 Days
ETS CUPE 109 Marine Staff Target 7 Days
12
10
78
15
4
95
45
9
6
9
78
15
1
92
42
8
50.00%
10.0%
0.0%
0.0%
75.0%
3.2%
6.7%
11.1%
16.67%
10.0%
37.5%
46.7%
0.0%
38.9%
31.1%
55.6%
83.33%
100.0%
62.5%
53.3%
100.0%
61.1%
68.9%
44.4%
0
$0
$0
$4,003
$166,154
$86,134
$12,412
$8,508
Total employees are those full-time (and part-time within Fairmount) who are eligible for sick time compensation
sick employees – any sick related time off
**Cost of absenteeism - The incremental cost related to the estimated replacement cost at regular rate (not overtime) is provided.
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AGENDA ITEM #a)
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Charts A - D Comparability with Statistics Canada data should be reviewed understanding that Statistics Canada only reports the work absence statistics for full-time employees and County data includes both full and part time employees for Fairmount.
Statistics Canada uses the National Occupational Classifications for Statistics (NOC-S). This more accurately represents the Health Care sector. Under the North American Industry Classification System (NAICS) health care and social services are lumped together. The NAICS provides the opportunity to look at local government and transportation.
Days lost per worker are calculated based on an inactivity rate and incidence of absence. The County reflects days of actual days of absence
Statistics are provided for own illness, accident, disability or other health-related reason.
Chart Definitions Total hours worked – in period – for Fairmount this includes part time employees eligible for sick time. Total hours absent – related to Short term disability illness, disability or other health related reason. Does not include those off on long term disability.
Rolling 12 month% = hours absent/hours worked (includes paid and unpaid hours absent) for 12 month period. Jan – Dec. 14 presents annual average, but Jan. 2015 forward provides an accurate rolling average.
Actual % = hours absent/hours worked ( includes paid and unpaid hours absent)
Target % = target hours absent/hours worked (see Attendance targets above).
Statistics Canada % = Statistics Canada worker absenteeism/days worked ( differs local government, health and transportation categories)
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AGENDA ITEM #a)
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CHART A Corporate Services January 2014 to April 2015
= includes paid and unpaid sick leave – Jan14-Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 7 days/no. of days worked = 2.8%
2014 Statistics Canada % Local government and other boards
= 9.6 days/no. of days worked = 3.8%
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AGENDA ITEM #a)
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Rolling 12 month average %
2015-105 Corporate Services Four Month Attendance Management…
CHART B Fairmount Home Attendance January 2014 to April 2015
= includes paid and unpaid sick leave – Jan 14 -Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 10 days/no. of days worked = 3.6%
2014Statistics Canada % Health Sector*
= 11.6 days/no. of days worked = 4.6%
*This category includes occupations concerned with providing health care services directly to patients and occupations that provide support to professional and technical staff. Includes professional (Doctors, Nurses), technical (Lab Assistants) and assistants in health care (Paramedics) Information Report to Council Corporate Services –Four Month Attendance Management Report Card June 17, 2015
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AGENDA ITEM #a)
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Rolling 12 month average %
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CHART C Emergency Services (Frontenac Paramedic Services) Attendance January 2014 to April 2015
= includes paid and unpaid sick leave – Jan 14 - Dec 14 – used annual average
Actual %
= includes paid and unpaid sick leave
Target %
= 12 days/no. of days worked = 6.2%
2014 Statistics Canada % Health sector*
= 11.6 days/no. of days worked = 4.6%
*This category includes occupations concerned with providing health care services directly to patients and occupations that provide support to professional and technical staff. Includes professional (Doctors, Nurses), technical (Lab Assistants) and assistants in health care (Paramedics) Information Report to Council Corporate Services –Four Month Attendance Management Report Card June 17, 2015
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AGENDA ITEM #a)
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Rolling 12 month average %
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CHART D Transportation Services (Ferry) Attendance January 2014 to April 2015
Rolling 12 month average %
= includes paid and unpaid sick leave – Jan14-Dec 14 – used annual average
= includes paid and unpaid sick leave
Target %
= 7 days/no. of days worked = 3.8%
2014 Statistics Canada % = 9.9 days/no. of days worked = 4.0% Transportation Sector
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AGENDA ITEM #a)
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Actual %
AGENDA ITEM #b)
Report 2015-106
To:
Information Report to Council Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
October 21, 2015
Re:
Corporate Services – Council Remuneration By-law
Recommendation This report is for information only. Background At the October 7, 2015 special Committee of the Whole meeting, the issue of Council remuneration was addressed by the members and a compensation model was recommended to Council. Draft By-law 2015-0042 is included in the agenda for consideration by Council and reflects the discussion held at the meeting. Comment At the October 7, 2015 Committee of the Whole meeting, the following resolution was passed: a) 2015-071 Corporate Services Council Compensation Review That the salary of the Deputy Warden be increased to 20% higher than that of a Councillor salary effective January 1, 2015; and, That staff be directed to bring forward a report on meals, mileage (to be in line with the CRA), and expenses for Council; and, That effective January 1, 2016 the Wardens salary be established at $22,250, the Deputy Warden salary at $11,505 and Councillor salaries at $9,088; and, That per diems only be paid for attendance at external Boards where the Councillor is representing the County and special Council meetings; and,
2015-106 Corporate Services Council Remuneration By-law
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AGENDA ITEM #b)
That the CPI be applied annually to the base salary; and, That the base expense account for members of Council be set at $4000. The above resolution was based upon the table review at the special meeting which is provided below for reference and reflected in the proposed draft by-law: Per Diems
of Per Diems
Warden Deputy Warden Councillor 1 Councillor 2 Councillor 3 Councillor 4 Councillor 5 Councillor 6 Total
$
150 67
$ $ $ $ $ $ $ $ $
Expenses $ Total $ Per Diem $
Base
Per Diems*
22,250 15 10,025 10 9,088 7.0 9,088 7.0 9,088 7.0 9,088 7.0 9,088 7.0 9,088 7.0 86,800 67.0
$ Per Diems $ 2,250 $ 1,500 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 1,050 $ 10,050
$ $ $ $ $ $ $ $ $
4,000 10,050
Total 24,500 11,525 10,138 10,138 10,138 10,138 10,138 10,138 96,850
Expenses $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 4,000 $ 32,000
Total Incl Expenses $ 28,500 $ 15,525 $ 14,138 $ 14,138 $ 14,138 $ 14,138 $ 14,138 $ 14,138 $ 128,850
Please note that the per diem amount provided in the table are an average. Individual Councillors will vary based upon the number of boards and committees they sit on and the frequency of meetings. Key elements include: •
Increased transparency and improved budget accuracy by moving from a model of low base + per diems for the 13th and subsequent meeting at $75, to a higher base (comparable to the previous base + per diem), but limited per diems only for special meetings for “time sensitive issues”1, plus the following committees/boards: o o o o o o
• •
KFL&A Public Health Board Kingston Frontenac Public Library Board Frontenac County Youth Justice Advisory Committee Housing and Homelessness Advisory Committee Rideau Corridor Landscape Strategy Steering Committee Rural Urban Liaison Advisory Committee (RULAC)
Increasing the per diem for the above committees/boards to $150. Applying the consumer price index to the base remuneration for January of each year based upon the proceeding August CPI as reported by Statistics Canada.
1
For example: A special Council meeting to deal with an Ontario Municipal Board issue where a decision is required.
Information Report to Council - Corporate Services – Council Remuneration By-law October 21, 2015
2015-106 Corporate Services Council Remuneration By-law
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AGENDA ITEM #b)
Although not discussed at the meeting two issue are included in the by-law as a carryover from the previous Council remuneration by-law, namely: • •
Maintaining the one-third tax free status for council remuneration Maintaining the $75 per diem rate for citizen appointees to statutory boards and committees.
The by-law will come into effect on January 1, 2016, with the first CPI being applied on January 1, 2017. A separate report will be brought forward to Council to deal with the issue of expenses related to the duties of Councillors. Sustainability Implications Governance – appropriate allocation of County resources, plus improved transparency and budget predictability. Financial Implications The table included in this report highlights the financial implications for this by-law. The base pay for 2016 will be equivalent to the base pay from 2015 + per diems. As noted the dollar amount for per diems has been increased from $75 to $150, but the number of meetings has been significantly reduced to compensate for this increase. Organizations, Departments and Individuals Consulted and/or Affected Gazda Consulting Group
Information Report to Council - Corporate Services – Council Remuneration By-law October 21, 2015
2015-106 Corporate Services Council Remuneration By-law
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AGENDA ITEM #a)
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:
October 7, 2015
Date of meeting:
October 21, 2015
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 a)
2015-071 Corporate Services Council Compensation Review
That the salary of the Deputy Warden be increased to 20% higher than that of a Councillor salary effective January 1, 2015; and, That staff be directed to bring forward a report on meals, mileage (to be in line with the CRA), and expenses for Council; and, That effective January 1, 2016 the Wardens salary be established at $22,250, the Deputy Warden salary at $11,505 and Councillor salaries at $9,088; and, That per diems only be paid for attendance at external Boards where the Councillor is representing the County and special Council meetings; and, That the CPI be applied annually to the base salary; and, That the base expense account for members of Council be set at $4000.
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AGENDA ITEM #a)
b)
2015-097 Corporate Services Review of County of Frontenac Procedural By-law 2013-0020
That the Council approve the recommended amendments to By-law No. 2013-0028, as amended outlined in the report, including the addendum; and, That Section 22.3, Number of Votes be amended to add the words “or Committee of the Whole” after the words “present at a Meeting of Council”; and, That staff be directed to bring forward for adoption a by-law amending by-law 20130020, being a by-law for governing the calling, place and proceedings of meetings for the County of Frontenac.
Committee of the Whole – Report to County Council October 21, 2015
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AGENDA ITEM #a)
By-Law Number 2015-0042 of The Corporation of the County of Frontenac Being a by-law to authorize the payment of remuneration to County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees Whereas under the Municipal Act, 2001 S.O. 2001, Chapter 25, Section 283 a municipality may pay any part of the remuneration and expenses of the members of any local board of the municipality and of the officers and employees of the local board; And Whereas Section 283(5) of the Municipal Act, 2001 S.O. 2001, Chapter 25, provides that, if a resolution of a municipality under Subsection 255(2) or (3) of the old Act is not revoked before January 1, 2003, the resolution shall be deemed to be a bylaw of the municipality and one-third of the remuneration paid to the elected members of the council and its local boards is deemed as expenses incident to the discharge of their duties as members of the council or local board; And Whereas Resolution No. 253/02 was passed by the Frontenac Management Board (now the County of Frontenac) on November 27, 2002 providing that one-third of Council’s remuneration shall be deemed as such expenses; And Whereas the Council of the County of Frontenac deems it expedient to provide for the payment of remuneration to County Council Members and Non-Council Appointees to Statutory Boards and Committees; And Whereas the Statutory Boards and Committees shall only include the Kingston Frontenac Public Library Board and the Joint Accessibility Advisory Committee; Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac enacts as follows: 1.
That the payment of remuneration to the County of Frontenac Council Members and Non-Council Appointees to Statutory Boards and Committees shall be in accordance with Schedule “A” attached hereto and forming part of this by-law.
That in accordance with Resolution No. 253/02 passed by the Frontenac Management Board on November 27, 2002 that the provisions of subsection 255(1) of the Municipal Act, R.S.O. 1990, Chapter M45, as amended, continue to apply, despite the provisions of the Municipal Act, 2001 S.O. 2001, Chapter 25, Section 283 (4), that one third of the amounts identified in Clause 1 of Schedule “A” shall be deemed as expenses incident to the discharge of an individual’s duties as a Councillor of the County of Frontenac.
That the salary for Council members shall increase annually based on the
To Amend By-Law Number 2011-0004 (Council Remuneration) (Pro…
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AGENDA ITEM #a)
Consumer Price Index (CPI) from August to August of each year. 4.
That authority be delegated to the Clerk to update Schedule A annually to set administratively the annual salaries of Members of Council according to the annual CPI;
That. By-law No. 2011-0004 shall be hereby repealed
That this by-law shall come into force and take effect on January 1, 2016.
Read a first and second time this 21st day of October, 2015. Read a third time and finally passed, signed and sealed this 21st day of October, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
County of Frontenac By-law No. 2015-0042 – Remuneration to Members of Council October 21, 2015
To Amend By-Law Number 2011-0004 (Council Remuneration) (Pro…
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AGENDA ITEM #a)
Appendix A to By-law 2015-0042 SCHEDULE “A” TO BY-LAW NO. 2011-0004
- Payment of Remuneration to Members of the County of Frontenac Council a) The Warden of the County shall be paid an annual salary of $22,250 (2016 rate), to be paid in equal monthly installments, representing remuneration for his/her responsibilities as Warden of the County of Frontenac. b) The Deputy Warden shall be paid an annual salary of $11,505 (2016 rate), to be paid in equal monthly installments, representing remuneration for his/her responsibilities as Deputy Warden of the County of Frontenac c) Members of Council, excluding the Warden and Deputy Warden shall be paid an annual salary of $9,088 (2015 rate) each, to be paid in equal monthly installments, representing remuneration for their responsibilities as Councillors of the County of Frontenac. d) Members of Council shall receive, for attendance at the following external Boards to which they have been appointed by the County of Frontenac, or a special Council Meeting required to address time sensitive issues, a per diem of $150 per meeting day:
- KFL&A Public Health Board
- Kingston Frontenac Public Library Board
- Frontenac County Youth Justice Advisory Committee
- Housing and Homelessness Advisory Committee
- Rideau Corridor Landscape Strategy Steering Committee
- Rural Urban Liaison Advisory Committee (RULAC)
Payment to Non-Council Appointees to Statutory Boards and Committees a)
Non-Council appointees to statutory boards and committees shall receive, for attendance at meetings, a per diem of $75 per meeting.
County of Frontenac By-law No. 2015-0042 – Remuneration to Members of Council October 21, 2015
To Amend By-Law Number 2011-0004 (Council Remuneration) (Pro…
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AGENDA ITEM #b)
BY-LAW NO. 2015-0043 OF The Corporation of the County Of Frontenac being a by-law to amend By-law No. 2013-0020 (Appointment to the Community Development Advisory Committee) Whereas Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended (the Act) provides that Council shall pass a procedure by-law for governing the calling, place and proceedings of meetings; And Whereas By-law No. 2013-0020, being a bylaw to provide for governing the proceedings of the Council and its committees, the conduct of members and the calling of meetings, was adopted by the Council of the Corporation of the County of Frontenac on May 15, 2013; And Whereas the Council of the Corporation of County of Frontenac deems it expedient to amend By-law No. 2013-0020; Now Therefore Be It Resolved That the Council for The Corporation of the County of Frontenac hereby enacts as follows: That Procedural By-law 2013-0020, as amended, be further amended as follows: 1.
That Schedule B-6, Community Development Advisory Committee be amended to add Robert Clinton as a Community Representative, whose terms shall expire November 30, 2018;
That Schedule B-1, Joint Accessibility Advisory Committee be amended to add Ed Shirvert as the Community representative from North Frontenac, whose term shall expire November 30, 2018;
That this amending by-law shall come into force and take effect on the date of final passing.
Read a First and Second Time this 21st day of October, 2015. Read a Third Time, Signed, Sealed and Finally Passed this 21st day of October, 2015. The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
To Amend By-Law 2013-0020 (Appointment to the Community Deve…
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AGENDA ITEM #c)
BY-LAW NO. 2015-0044 OF The Corporation of the County Of Frontenac being a by-law to amend By-law No. 2013-0020 being a by-law to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings (Comprehensive Review) Whereas Section 238(2) of the Municipal Act, 2001, S.O. 2001, c.25, as amended (the Act) provides that Council shall pass a procedure by-law for governing the calling, place and proceedings of meetings; And Whereas By-law No. 2013-0020, being a bylaw to provide for governing the proceedings of the Council and its committees, the conduct of members and the calling of meetings, was adopted by the Council of the Corporation of the County of Frontenac on May 15, 2013; And Whereas the Council of the Corporation of County of Frontenac deems it expedient to amend By-law No. 2013-0020; Now Therefore Be It Resolved That the Council for The Corporation of the County of Frontenac hereby enacts as follows: That Procedural By-law 2013-0020, as amended, be further amended as follows: 1.
That Section 1 – Definitions be amended as follows: a) That (b) “Briefings” be amended by deleting the words, “briefings are limited to 10 minutes” b) That (e) “Clerk” be deleted in its entirety and replaced with “Clerk” means the Clerk of the County of Frontenac as required in the Municipal Act, 2001, and as appointed by By-Law.”; c) That (j) “Committee of the Whole” be amended by deleting the words “ask a question or”; d) That (t) “Majority Vote” be amended to deleting the last sentence, “The Mayor of South Frontenac’s vote counts as 2 votes”; e) That (v) “Member” be amended to delete 1(f) and replace with 1(h); f) That (ll) “Two-thirds majority vote” be amended by deleting the last sentence “The Mayor of South Frontenac would count as 2 votes”; g) That a new definition (s) be added to read, “Integrity Commissioner” means the body authorized by Council to review complaints made with respect to the Code of Conduct for Members of County Council and Committees.;
To Amend By-Law 2013-0020 (Comprehensive Review) (Proposed B…
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AGENDA ITEM #c)
h) That Section 1 be re-alphabetized accordingly; 2.
That Section 2 – Application be amended to add a new Section as follows: Purpose and Intent
2.2
The purpose of this By-law is to seek to achieve consensus in an orderly and principled manner and the rules of this By-law are based on the principle that: a) The majority of members have the right to decide; b) The minority of members have the right to be heard; c) All members have the right to information to help make decisions, unless otherwise prevented by law; d) Members have the right to an efficient meeting; e) All members have the right to be treated with respect and courtesy; and f) All members have equal rights, privileges and obligations.
That Section 2 be renumbered accordingly; 3.
That Section 3 Locations, Meeting Times and Notice of Regular Meetings of Council be amended as follows: a) That 3.1 be amended to delete “9:00 a.m.” and replace with “9:30 a.m.”;
b) That 3.3 be deleted in its entirety and replaced with, “Regular meetings of County Council shall take place on the third Wednesday of the month at 9:30 a.m. at the County Administrative Offices unless otherwise directed by a resolution of Council.” That Section 5 – Election of Warden and Deputy Warden be amended as follows: a) That a new Section 5.2, be added as follows: Election of Warden and Deputy Warden
5.2
The election of the Warden and Deputy Warden shall be held each year at the December County Council meeting b) That Section 5.11 be amended by deleting the word “Chair” and replacing with the word “Clerk”; c) That Section 5 be renumbered accordingly;
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AGENDA ITEM #c)
That Section 6 Meetings of Council section 6.8, first sentence be amended by deleting the words “at the confirmation of the agenda” and replaced with “and then confirmed at the adoption of the agenda”;
That Section 9 – Quorum for Council be amended to add at the end of the last sentence “provided that such number is not less than two;
That Section 11 – Order of Business be amended as follows: a) That 11.1 be amended by deleting “Call to Order; b) That 11.2 be amended by deleting the word “of” after “unresolved”; c) That 11.3 be amended by deleting the sentence, “Briefings are limited to 10
minutes, unless an extension has been recommended by the Chief Administrative Officer due to the importance of the subject and approved by Council by a simple majority.” and replaced with, “If a briefing is expected to be in excess of 10 minutes, the agenda will note the length of time the briefing is expected to last.” 7.
That Section 18 Rules of Debate, section 18.6 be amended by deleting the word “once” and replacing with the word “twice”;
That Section 19 – Motions be amended as follows: a) That 19.7, last sentence be amended by deleting 18.5 and replacing with 19.5.; b) That 19.10 a) be amended by deleting the last sentence “The Mayor of South Frontenac shall have two votes;
That Section 22 – Voting be amended as follows: a) That 22.12 b) be amended to delete 19.4 and replace with 20.4; b) That 22.12 c) be amended to delete 19.10 and replace with 20.10; c) That 22.12 e) be amended to delete 19.3 and replace with 20.3;
That Section 26 – Committees be amended as follows: a) That 26.2 be amended by deleting Schedules B-2, B-3 and B-4 and that a Schedule B be re-numbered accordingly; b) That 26.10 be amended to delete the last sentence “All Committee minutes shall be directed to Council for adoption and shall be signed by the Chair and Secretary at the next”;
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AGENDA ITEM #c)
c) That 26.11 be amended to delete, “in the Administrative Services Department”; d) That 26.17 be amended to add the words “of Council” after the first word “Member”; e) That 26.24 – Closed Meetings. be deleted in its entirety; 11.
That this amending by-law shall come into force and take effect on the date of final passing.
Read a First and Second Time this 21st day of October, 2015. Read a Third Time, Signed, Sealed and Finally Passed this 21st day of October, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
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AGENDA ITEM #d)
By-Law Number 2015-0045 of The Corporation of the County of Frontenac being a by-law to confirm all actions and proceedings of County Council at its meeting held on October 21, 2015 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 October 21, 2015 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 October 21, 2015 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 October 21, 2015 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.
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AGENDA ITEM #d)
- That this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 21st day of October 2015. Read a Third Time and Finally Passed, Signed and Sealed this 21st day of October
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
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