Body: Council Type: Agenda Meeting: Regular Date: September 23, 2015 Collection: Council Agendas Municipality: Frontenac County
[View Document (PDF)](/docs/frontenac-county/Published Agendas/Regular Council/2015/Regular Council - 23 Sep 2015 - Agenda.pdf)
Document Text
County Council Meeting September 23, 2015 – 9:00 a.m. Kingston Frontenac Rotary Auditorium, County Administrative Building, 2069 Battersea Road, Glenburnie Council will resolve into Closed Meeting and will reconvene as regular Council at 9:30 am
AGENDA Page
15 - 30
Call to Order
Closed Session a) 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;
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. b) Resolved That Council rise from Committee of the Whole closed session without reporting.
Adoption of Agenda a) Resolved That the agenda for the September 23, 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 County Council Meeting Held July 15, 2015 Resolved That the minutes of the regular Council meeting held July 15, 2015 be adopted.
31 - 34
b)
Minutes of Special County Council Meeting Held August 25, 2015 Resolved That the minutes of the Special County Council Meeting Held August 25, 2015 be adopted.
Page 1 of 118
Page
Deputations and/or Presentations
Proclamations a) Kingston, Frontenac Public Library Canadian Public Library Month - October 2015 Ontario Public Library Week - October 18 - 24, 2015 [See Communications al)] 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. b)
Recycling Council of Ontario Recognize October 19-25, 2015 as Waste Reduction Week in Canada [See Communications ai)] 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.
35 - 43
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 Mr. Kelly Pender, Chief Administrative Officer, will provide Council with a) his monthly CAO briefing. b)
Ms. Anne Marie Young, Manager of Economic Development and Ms. Alison Vandervelde, Communications Officer, will provide County Council with a briefing on the success of the 150th Anniversary Celebrations and acknowledge all those who made the event a success.
Page 2 of 118
Page
44 - 45
c)
Ms. Alison Vandervelde, Communications Officer and Ms. Susan Brant, Deputy Treasurer will provide County 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, will provide County Council with a briefing on what the Case Mix Index is as it relates to Fairmount Home.
Unfinished Business
Recommend Reports from the Chief Administrative Officer a) 2015-081 Corporate Services 2015 Property Tax Claw Back Threshold Recommendation Resolved That Council of the County of Frontenac accept the Corporate Services – 2015 Property Tax Clawback Threshold report; And Further 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.
46 - 49
b)
2015-082 Corporate Services Federal Gas Tax Eligible Projects Recommendation 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.
50 - 57
c)
2015-084 Office of the CAO Frontenac Chief Administrative Officers Infield Communications “Gap Analysis Study” Report Recommendation That the County of Frontenac accept the recommendation of the
Page 3 of 118
Page 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. 58 - 67
d)
2015-085 Office of the CAO Frontenac Chief Administrative Officers Shared Information Systems and G.I.S. Report Recommendation 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.
68 - 70
e)
2015-086 Fairmount Home Environmental & Dietary Management Contract Recommendation 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.
71 - 74
f)
2015-088 Planning & Economic Development Economic Development Implementation Plan Recommendation 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, 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 stakeholder defined a list of actions to advance economic development in the Frontenacs:
Page 4 of 118
Page
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. 75 - 76
g)
2015-089 Planning and Economic Development Canada 150 Infrastructure Program (CIP 150) Recommendation Whereas in the fall of 2013, County Council approved the K&P Trail Implementation Plan 2013 – Tichborne to Sharbot Lake; 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.
77 - 80
h)
2015-090 Emergency and Transportation Services 2016 Legislated Response Time Performance Plan Recommendation 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.
81 - 83
i)
2015-095 Corporate Services
Page 5 of 118
Page Mobile Device Management Recommendation 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. 84 - 86
j)
2015-096 Planning and Economic Development Request to Submit Proposal Recommendation 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.
Information Reports from the Chief Administrative Officer
87 - 92
a)
2015-083 Corporate Services 2015 2nd Quarter Financial Summary
93 - 95
b)
2015-091 Fairmount Home 2nd Quarter Activity Report
96 - 98
c)
2015-092 Emergency and Transportation Services Kingston Urban Station Study Report
99 - 100
d)
2015-093 Planning and Economic Development
Page 6 of 118
Page K&P Trail Update 13.
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
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
101 - 103
Reports from Advisory Committees of County Council Minutes of the 150th Anniversary Planning Advisory Committee a) Meeting Held September 9, 2015
104
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. Recommendation
RESOLVED THAT the Report of the 150th Anniversary Planning Advisory Committee be received and adopted. The 150th Anniversary Planning Advisory Committee reports and
Page 7 of 118
Page recommends as follows: 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. 16.
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.
Motions, Notice of Which has Been Given a) Support for the Syrian Refugee Crisis– Call to Action [See Communications af)] Moved by Deputy Warden Smith Seconded by 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 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, Whereas AMO will donate all proceeds to Lifeline Syria, a community
Page 8 of 118
Page 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 $100.
105 - 106
b)
Appointment to the Kingston Algonquin Limestone Partnership Table (KALPT) Moved by Warden Doyle Seconded by Councillor McDougall That Warden Doyle be appointed to represent the County of Frontenac on the Kingston Algonquin Limestone Partnership Table (KALPT).
Giving Notice of Motion
Communications That Council consent to the following communications of interest to Council listed below be received and filed: AMO’s Submission to the Provincial Consultations on the Update of the a) Long-Term Affordable Housing Strategy [Distributed to Members of County Council on July 17, 2015] b)
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]
c)
From Independent Electricity System Operator advising of Public Meeting for proposed renewable energy project Bur Brook Road. [Distributed to Members of County Council on July 17, 2015]
d)
From the Kingston & District Agricultural Society requesting funds for the Fall Fair [Distributed to Members of County Council on July 17, 2015]
e)
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]
f)
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]
g)
From the University Hospitals Kingston Foundation - Because of You
Page 9 of 118
Page 2014-2015. [Distributed to Members of County Council on July 17, 2015] h)
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]
i)
From the Ontario Highlands Tourism Organization regarding the Nowhere Campaign. [Distributed to Members of County Council on July 24, 2015]
j)
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]
k)
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]
l)
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]
m)
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]
n)
From Randy Pettapiece, MPP, Perth-Wellington requesting Resolution for Fairness in Provincial Infrastructure Funding. [Distributed to Members of County Council on August 7, 2015]
o)
From Skypower regarding LRP requirement Kingston Solar project. [Distributed to Members of County Council on August 7, 2015]
p)
From Skypower regarding LRP requirement Loyalist Solar Project. [Distributed to Members of County Council on August 7, 2015]
q)
From the Township of North Frontenac providing its Industrial Wind Turbine position paper. [Distributed to Members of County Council on August 7, 2015]
r)
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]
s)
From Great Lakes & St. Lawrence Cities Initiative re-thank you for paying dues. [Distributed to Members of County Council on August 14, 2015]
Page 10 of 118
Page t)
From Pine Meadow Nursing Home Inviting Council to Open House. [Distributed to Members of County Council on August 14, 2015]
u)
From Positive Change Consulting Engineers of Ontario re - Conflict of Interest guidelines. [Distributed to Members of County Council on August 14, 2015]
v)
From the Great Lakes & St. Lawrence Cities Initiative acknowledging payment of membership fees. [Distributed to Members of County Council on August 14, 2015]
w)
From the Ministry of Energy re - 2015 Renewable Energy Development in Ontario. [Distributed to Members of County Council on August 14, 2015]
x)
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]
y)
From the Premier of Ontario re- proposed deep geologic repository. [Distributed to Members of County Council on August 14, 2015]
z)
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]
aa) Invitation to the 2015 Annual County of Frontenac Golf Tournament. [Distributed to Members of County Council on August 21, 2015] ab) From The Ontario Aggregate Resources Corporation - Annual Report. [Distributed to Members of County Council on August 28, 2015] ac)
Draft Minutes from the Kingston Frontenac Housing Corporation May 25, 2015 Meeting [Distributed to Members of County Council on September 11, 2015]
ad) From EORN re- Cell Project Information Sheet for Candidate-Others [Distributed to Members of County Council on September 11, 2015] ae) From Ernie Hardeman MPP Oxford - Thanking the Warden for meeting during AMO conference. [Distributed to Members of County Council on September 11, 2015] af)
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]
ag) From The Ontario Aggregate Resources Corporation - Annual Report [Distributed to Members of County Council on September 11, 2015] ah) From the Prime Minister regarding the County’s resolution - Deep Geologic Repository. [Distributed to Members of County Council on September 11, 2015]
Page 11 of 118
Page ai)
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]
aj)
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]
ak)
Pamphlet from Income Group Inc. regarding Seminar for Council. [Distributed to Members of County Council on September 11, 2015]
al)
Proclamation letter Ontario Public Lib month county 2015. [Distributed to Members of County Council on September 11, 2015]
am) 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] an) 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] ao) 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] ap) From Michelle Foxton regarding Proposed Hartington Subdivision [Distributed to Members of County Council on September 18, 2015] aq) 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] 21.
Other Business a) Change in time of the November 18, 2015 County Council Meeting Be it Resolved That the start time of 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. b)
Change in Location of the October 14, 2015 Committee of the Whole Council Meeting Be it Resolved That the October 14, 2015 Committee of the Whole Council Meeting be held in South Frontenac at the Township of South Frontenac Council Chamber.
c)
Consideration of applications submitted for appointments to the
Page 12 of 118
Page following committees: [Applications distributed separately from the agenda.]
- 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 That _________________ be appointed as Community Representatives to the Community Development Advisory Committee whose terms shall expire November 30, 2018; That _____________ be appointed as Council Representation to the Community Development Advisory Committee whose terms shall expire November 30, 2018; That ____________ 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.
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 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. b)
Third Reading Resolved That by-laws a) through g) be read a third time, signed, sealed and finally passed. By-Laws
107 - 108
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]
Page 13 of 118
Page 109 - 110
b)
By-Law to Adopt a 2016 Legislated Land Ambulance Response Time Performance Plan [Proposed No. 2015-0036]
111 - 112
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]
113 - 114
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]
115
e)
By-Law to Authorize the Re-Distribution of Investing In Ontario Funds [Proposed No. 2015-0039]
116
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]
117 - 118
g)
By-Law to Confirm Actions and Proceedings of Council [Proposed No. 2015-0041]
Adjournment
Page 14 of 118
AGENDA ITEM #a)
Minutes of the Regular Meeting of Council July 15, 2015 A regular meeting of the Council of the County of Frontenac was held in the Township of South Frontenac Council Chamber, 4432 George Street, Sydenham on Wednesday, July 15, 2015 and was called to order at 9:01 a.m. Regular business commenced at 9:30 a.m. There was a “Closed Meeting” of Council from 9:02 am to 9:15 am. 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 Paul Charbonneau, Director of Emergency & Transportation Services Joe Gallivan, Director of Planning and Economic Development Steve Silver, Acting Administrator-Fairmount Home Jannette Amini, Manager of Legislative Services/Clerk Colleen Hickey, Manager of Human Resources Anne Marie Young, Manager of Economic Development Media: Julie Drucker, 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 9:01 a.m. 2.
Closed Session Moved By: Motion #: 157-15 Seconded By:
Councillor Dewey Councillor Nossal
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 June 17, 2015
- Labour relations or employee negotiations as it relates to negotiations with CUPE 2290
- Labour relations or employee negotiations as it relates compression between union and non-union wage schedules CARRIED
Minutes of County Council Meeting Held July 15, 2015
Page 15 of 118
AGENDA ITEM #a)
Motion #: 158-15
Moved By: Seconded By:
Councillor Vandewal Councillor Inglis
Resolved That Council rise from Committee of the Whole closed session with the Warden reporting. CARRIED Motion #: 159-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
Resolved That the Council of the County of Frontenac authorize the Warden and Clerk to execute a Collective Agreement with the Canadian Union of Public Employees (CUPE) Local 2290 effective from January 1, 2015 to December 31, 2016. CARRIED Adoption of Agenda
Motion #: 160-15
Moved By: Seconded By:
Councillor McDougall Councillor Dewey
Resolved That the agenda for the July 15, 2015 meeting of the Council of the County of Frontenac be approved. CARRIED 4.
Disclosure of Pecuniary Interest and General Nature Thereof
None were declared. 5.
Adoption of Minutes
Motion #: 161-15
Moved By: Seconded By:
Councillor Nossal Deputy Warden Smith
Resolved That the minutes of the regular Council meeting held June 17, 2015 be adopted. CARRIED Deputations and/or Presentations
a)
Presentation of the County of Frontenac 150th Anniversary Scholarship Award to Maggie Clark of South Frontenac Township
Motion #: 162-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
That the congratulations of Frontenac County Council be extended to Maggie Clark on receiving the County of Frontenac 150th Anniversary Scholarship Award. CARRIED
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 2 of 16
Page 16 of 118
AGENDA ITEM #a)
b)
Greetings from South Frontenac
Councillor Vandewal welcomed County Council to beautiful South Frontenac and reiterated the points made in Ms. Clark’s essay that South Frontenac is a wonderful community to live in. Councillor Vandewal also noted the upcoming County of Frontenac 150th Anniversary celebrations that will be taking place in Harrowsmith, South Frontenac and hoped everyone could attend. 7.
Proclamations
Move into Committee of the Whole
Motion #: 163-15
Moved By: Seconded By:
Councillor Inglis Councillor McDougall
That Council adjourn and meet as Committee of the Whole Council, with the Deputy Warden in the Chair. CARRIED 9.
Briefings a)
Greetings From Millie Murphy (A.K.A Anne Marie Young) on behalf of the County of Frontenac 150th Anniversary Planning Advisory Committee.
Ms. Murphy invited all Township Councils to the opening ceremonies of the 150th Anniversary celebrations for a photo opportunity of the event. She noted that an emergency plan has been created should an emergency arise and all logistics, including food, water and facilities are in place, including the water buggy that has been rented from Utilities Kingston to ensure sufficient drinking water at the event. There will be 20 porta-potties for the event, four of which will be accessible and noted that the site is fully accessible thanks to the many upgrades to Centennial Park that have been carried out by the Township of South Frontenac. Ms. Murphy also noted the increase in advertising as the event day draws near and thanked the many businesses that have participated and allowed the County to leverage additional advertising funds. 10.
Unfinished Business
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 3 of 16
Page 17 of 118
AGENDA ITEM #a)
Recommend Reports From The Chief Administrative Officer a)
2015-069 Emergency and Transportation Services Canadian Safety & Security Program – Canadian Paramedic Health and Wellness Project
Motion #: 164-15
Moved By: Seconded By:
Councillor Dewey Councillor Nossal
Be It Resolved That the Council of the County of Frontenac accept this Emergency and Transportation Services – Canadian Safety & Security Program (CSSP) – Canadian Paramedic Health and Wellness Project report for information; And Further That the Council of the County of Frontenac authorize the Warden and Clerk to execute an agreement with the Government of Canada to conduct the research project as outlined in the attached Project Charter; And Further That the Council of the County of Frontenac authorize the Warden and Clerk to execute an agreement with Queen’s University, School of Kinesiology and Health Studies to conduct the research project as outlined in the attached Appendix “A” – CSSP Project Charter; And Further That County Council meet with the Project Advisory Committee once struck. CARRIED AS AMENDED (See motion to Amend below which was CARRIED) Motion to Amend Motion #: 165-15
Moved By: Seconded By:
Warden Doyle Councillor McDougall
That the motion be amended to add: That County Council meet with the Project Advisory Committee once struck. CARRIED b)
2015-070 Office of the Chief Administrative Officer Frontenac Chief Administrative Officers – Policing Report
Motion #: 166-15
Moved By: Seconded By:
Warden Doyle Councillor Higgins
Whereas, the Council of the County of Frontenac referred Motion #90-15 to the five Chief Administrative Officers for their consideration;
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 4 of 16
Page 18 of 118
AGENDA ITEM #a)
And Whereas, the intent of Motion #90-15 was to authorize staff to commission a study to “assess potential opportunities to reduce costs and improve service delivery with regards to Police and Fire through the County of Frontenac”; And Whereas, the CAOs cooperated to prepare CAO Report 2015-02 regarding the Police Services aspect of Motion #90-15 for consideration by all Frontenac Councils; And Whereas, the Association of Municipalities of Ontario (AMO) is leading efforts to influence the reform Policing in Ontario; And Whereas, the viability of establishing an independent force is believed to be cost prohibitive and the geography of the Frontenacs makes any other model difficult to implement; Now Therefore Be It Resolved That the Council of the County of Frontenac receive CAO Report 2015-02 and that the report be circulated to all Frontenac member Council’s for their consideration; And Further That staff be directed to invite an AMO representative to a future Council meeting. CARRIED AS AMENDED (See motion to Amend below which was CARRIED) Motion to Amend Motion #: 167-15
Moved By: Seconded By:
Councillor Higgins Councillor Nossal
That the motion be amended to add: That staff be directed to invite an AMO representative to a future Council meeting. CARRIED c)
2015-071 Corporate Services Council Compensation Review
Motion #: 168-15
Moved By: Seconded By:
Councillor Vandewal 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: Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 5 of 16
Page 19 of 118
AGENDA ITEM #a)
- 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. REFERRED to the October 7, 2015 Committee of the Whole Meeting (See motion to Refer below which was CARRIED) Motion to Refer Motion #: 169-15
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
That Report 2015-071, Council Compensation Review, be referred to the October 7, 2015 Committee of the Whole meeting. CARRIED d)
2015-072 Corporate Services Non-Union Staff Compensation Review
Motion #: 170-15
Moved By: Seconded By:
Councillor McDougall Councillor Nossal
Whereas the Council of the County of Frontenac has recognized compensation practices and legislative requirements for the management/non-union group of employees were deficient and placed the municipality at risk; And Whereas the Gazda Consulting Group was retained to address Market Equity and compensation policies objectives; And Whereas C.P. Willms Consulting was retained to independently evaluate positions and ensure Pay Equity was achieved in accordance with the legislative requirements of the Pay Equity Act, R.S.O. 1990; Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 6 of 16
Page 20 of 118
AGENDA ITEM #a)
Now Therefore Be It Resolve That the Council of the County of Frontenac approves Report 2015-072 and hereby implements the following:
- That the 2015 Ladder Chart and Pay Bands appended to this report be implemented effective October 1, 2015 at a cost of $7,241 in 2015 and that future cost implications be included in base budgets as identified in the financial section implications section of the report. It being understood that future amendments to the Ladder Chart and the use of Steps 6 and 7 of the Pay Bands shall require the approval of County Council;
- That staff be directed to prepare and finalize a Pay Equity Plan for the Management/Non Union group in accordance with approved Pay Bands and the requirement of the Pay Equity Act, R.S.O. 1990;
- That hours of work be harmonized as per the Ladder Chart at 35 hours per week for all management/non-union employees, save and except Paramedic Superintendents/Supervisors who will continue to work 42 hours per week;
- That employees be placed upon the first step on the new grid that provides them with an increase effective the implementation date;
- That in subsequent years that the Pay Bands be increased annually on January 1st of each given year in line with the consumer price index.
- That staff monitor and report annually to Council regarding pay equity compliance and Market Equity performance;
- That staff continue to work towards a competency based performance management and succession planning policy framework. CARRIED (7:1) (See Recorded Vote) A Recorded Vote was requested by Councillor Vandewal Yeas:
Councillor Inglis, Councillor McDougall, Councillor Dewey, Councillor Nossal, Warden Doyle, Deputy Warden Smith, Councillor Higgins (7)
Nays:
Councillor Vandewal (1)
e)
Staff Briefing: Mr. Kelly Pender, Chief Administrative Officer briefed Council with respect to Report 2015-074, Corporate Services – Council Email Account.
f)
2015-074 Corporate Services Council Email Account
Motion #: 171-15
Moved By: Seconded By:
Warden Doyle Councillor Dewey
Be It Resolved That the Council of the County of Frontenac receive this Corporate Services – Council Email Account report; And Further That the Council of the County of Frontenac authorize Frontenac County Information Services staff to create for each member of Frontenac County Council email
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 7 of 16
Page 21 of 118
AGENDA ITEM #a)
addresses to be used for Frontenac County Council communications for their term(s) of Council; And Further That staff be directed to schedule training sessions for members of Council around Records Retention, MFIPPA and email storage; And Further That members of Council convert to using the County issued email address for County business no later than December 31, 2015 CARRIED g)
2015-076 Planning and Economic Development Establishment of the Community Development Committee
Motion #: 172-15
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
Whereas the Council of the County of Frontenac has established as a goal to improve economic opportunities in the Frontenacs; Now Therefore Be It Resolved That Procedural By-law 2013-0020 be amended to add Schedule B-6 Community Development Advisory Committee attached to this report as Appendix A; And Further That the Trails Advisory Committee and the Sustainability Advisory Committee hereby be disband. CARRIED 12.
Information Reports from the Chief Administrative Officer a)
2015-073 Planning and Economic Development Support for Smaller Scale Community Sustainability Initiatives Update
Council recessed at 11:01 a.m. Council reconvened at 11:13 a.m. 13.
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, including attendance at a Residents Council Meeting where members were reluctant to speak given his presence. Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 8 of 16
Page 22 of 118
AGENDA ITEM #a)
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
Councillor Vandewal provided an overview of the Library Board activities, including the closing of the Library that has been covered by the local media. b)
KFL&A Public Health Board Update- Warden Doyle
Warden Doyle provided an overview of the activities of the Board of Health and noted that all Councils are being asked to review their municipalities smoking by-laws. c)
RULAC, LSR and Other Updates
It was noted that the last meeting was to receive administrative updates. The CAO’s will be working jointly on a report that looks at the Committees mandate to have the Committee adopt a more forward thinking approach. d)
Algonquin Land Claim Update - Councillor Inglis
No update. e)
Frontenac County Youth Justice Advisory Committee Update Councillor Nossal
No update. f)
Housing and Homelessness Committee Update - Deputy Warden Smith
Deputy Warden Smith provided an overview of the Housing and Homelessness Committees last meeting. g)
Rideau Corridor Landscape Steering Committee Update - Councillor McDougall
Councillor McDougall provided an overview of the Committees last meeting, including $46M to be spent over the next five years to look at tourism accommodations and concerns around hydro.
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 9 of 16
Page 23 of 118
AGENDA ITEM #a)
h)
Eastern Ontario Warden’s Caucus Update - Warden & CAO
Warden Doyle noted the President of AMO and the President of the Ontario Medical Association were in attendance at the last meeting. Topics of discussion at the meeting included health care across rural Ontario; cellphone coverage across Ontario, including along the United States boarder which will be taken to the CRTC as this now becomes a health issue with respect to a user’s ability to dial 911; and private roads. 15.
Reports from Advisory Committees of County Council
Return to Council
Motion #: 173-15
Moved By: Seconded By:
Councillor Inglis Councillor McDougall
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 #: 174-15
Moved By: Seconded By:
Councillor Nossal Councillor Higgins
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)
Procedural By-law Review
Motion #: 175-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
That Council schedule a Committee of the Whole meeting on October 7, 2015 to specifically review By-law Number 2013-0020 and update accordingly. And further that Members of Council individually forward any concerns regarding the Procedural By-law to the Clerk to be addressed in the staff report. CARRIED
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 10 of 16
Page 24 of 118
AGENDA ITEM #a)
b)
Resolution Opposing the Construction of a Nuclear Waste Repository in the Great Lakes Basin
Motion #: 176-15
Moved By: Seconded By:
Warden Doyle Councillor Nossal
Whereas Ontario Power Generation (OPG) is proposing to construct a deep geologic repository (DGR), which is an underground long-term burial facility, at the Bruce Nuclear Generating Station site in Kincardine Ontario Canada, and bury and abandon in the DGR all of Ontario’s low and intermediate level radioactive nuclear waste, some of which remains highly radioactive and toxic for over 100,000 years. The proposed site is approximately one kilometre inland from the shore of Lake Huron and about 400 metres below the lake level; and, Whereas Ontario Power Generation did not consider or evaluate any other actual sites for the location of the proposed DGR; and, Whereas fresh water is the nation’s and Canada’s most important resource and should be protected and managed prudently; and, Whereas the Great Lakes are an irreplaceable natural resource, containing twenty one percent of the worlds, and ninety five percent of North America’s fresh water, vital to human and environmental health and economic and agricultural well-being of both Canada and the United States of America; and, Whereas Lake Huron and connecting waters including Lake St. Clair, are a source of drinking water for millions of people downstream in Canada, the United States of America and First Nations, including Frontenac County; and, Whereas individuals, citizen and environmental groups and municipalities and counties in both Canada and the United States have expressed concern and opposition to the proposed nuclear waste repository; and, Whereas as of June 29, 2015, one hundred sixty (160) resolutions have been passed by communities in the Province of Ontario and States of Illinois, Michigan, Minnesota, Wisconsin, Pennsylvania, New York, Ohio representing over 21 million citizens opposing the proposed nuclear waste repository, with the vast majority of the resolutions opposing any permanent underground nuclear waste repository anywhere in the Great Lakes Basin; and, Whereas under the 2012 Protocol Amending the Agreement Between Canada and the United States of America on Great Lakes Water Quality, the governments of Canada and the United States acknowledge the importance of anticipating, preventing and responding to threats to the waters of the Great Lakes; and, Whereas the Governments of Canada and of the United States share a responsibility and an obligation to protect the Great Lakes from contamination from various sources of pollution, including the leakage of nuclear waste from an underground nuclear waste repository; and,
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 11 of 16
Page 25 of 118
AGENDA ITEM #a)
Whereas in April 2015 resolutions HR 194 and SR 134 were introduced respectively in the US House of Representatives and US Senate expressing the sense that (1) the Canadian Government should not allow a permanent nuclear waste repository to be built within the Great Lakes Basin; (2) the President and the Secretary of State should take appropriate action to work with the Canadian Government to prevent a permanent nuclear waste repository from being built within the Great Lakes Basin; and (3) the President and the Secretary of State should work together with their Canadian Government counterparts on a safe and responsible solution for the long-term storage of nuclear waste; and, Whereas, in the mid 1980’s, the US Department of Energy was considering potential sites for a US nuclear waste repository, including some sites location in the Great Lakes Basin and as a result of significant Canadian opposition, Joe Clark, then Secretary of State for External Affairs, intervened and the US government honored Canada’s request to exclude any sites within 40 kilometers of the Canadian border; and Whereas placing a permanent nuclear waste burial facility so close to the Great Lakes is ill-advised. The potential damage to the Great Lakes from any leak or breach of radioactivity far outweighs any suggested economic benefit that might be derived from burying radioactive nuclear waste at this site. The ecology of the Great Lakes, valuable beyond measure to the health and economic well-being of the entire region, should not be placed at risk by storing radioactive nuclear waste underground so close to the shoreline; and, Therefore Be It Resolved That in order to protect the Great Lakes and its tributaries, the Council of the County of Frontenac urges that neither this proposed nuclear waste repository at the Bruce Nuclear Generating Station site nor any other underground nuclear waste repository be constructed in the Great Lakes Basin, in Canada, the United States, or any First Nation property; And Further That Frontenac County urges the Government of Canada and the Government of Ontario to reject (and seek alternatives to) Ontario Power Generation’s proposal to bury and abandon radioactive nuclear waste in the Great Lakes Basin. And Further That a copy of this Resolution shall be sent to the Hounourable Kathleen Wynne, Premier of Ontario, The Right Honourable Stephen Harper, Prime Minister of Canada, The Honourable Leona Aglukkaq, Canada’s Minister of the Environment, The Honourable Robert Nicholson, Canada’s Minister of Foreign Affairs, The Honourable Thomas Mulcair, MP and Leader of the New Democratic Party of Canada and the Official Opposition, Justin Trudeau, MP and Leader of the Liberal Party of Canada, Elizabeth May, MP and Leader of the Green Party of Canada, Patrick Brown, Leader of the Progressive Conservative Party of Ontario, Jim Wilson, Ontario MPP and Leader of the Official Opposition, Andrea Horwath, MPP and Leader of the New Democratic Party of Ontario, Mike Schreiner, Leader of the Green Party of Ontario, the Honourable Glen Murray, Ontario’s Minister of the Environment, Randy Hillier, MPP Lanark-FrontenacLennox & Addington, Scott Reid, MP Lanark-Frontenac-Lennox & Addington. CARRIED (With agreed to amendments)
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 12 of 16
Page 26 of 118
AGENDA ITEM #a)
Giving Notice of Motion
Communications
That Council consent to the following communications of interest to Council listed below be received and filed: a)
From the Association of Municipalities of Ontario (AMO) calling for nominations for Secretary-Treasurer [Distributed to Members of County Council June 19, 2015]
b)
From the Lieutenant Governor of Ontario acknowledging receipt of the County’s invitation to its 150 Anniversary Showcase [Distributed to Members of County Council June 26, 2015]
c)
From Jennifer Robitaille, President, Dock24 Inc regarding Joint Purchasing Amongst Eastern Ontario Municipalities [Distributed to Members of County Council June 26, 2015]
d)
From Susan Creasy and Denise Cumming of the University Hospitals Kingston Foundation thanking Council for its support [Distributed to Members of County Council June 26, 2015]
e)
From the Ministry of Energy regarding updates on local energy planning [Distributed to Members of County Council June 26, 2015]
f)
From the Municipality of Tweed requesting support for is Disaster Relief efforts [Distributed to Members of County Council July 10, 2015]
g)
From the Municipality of New Tecumseth regarding its Council Motion on Electricity Rates [Distributed to Members of County Council July 10, 2015]
h)
From Anita Frayne regarding open letter from an Industrial Wind Turbine Leaseholder [Distributed to Members of County Council July 10, 2015]
i)
From Sydenham High School thanking the County of Frontenac for its awarding of its 150th Anniversary Scholarship [Distributed to Members of County Council July 10, 2015]
j)
From the County of Lennox & Addington providing notice of Public Meeting to consider a new Official Plan [Distributed to Members of County Council July 10, 2015]
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 13 of 16
Page 27 of 118
AGENDA ITEM #a)
k)
From the Township of Clearview regarding resolution asking the Province to remove 2 year moratorium on Official Plan Amendment [Distributed to Members of County Council July 10, 2015] Other Business
a)
Change in Date of September Council Meeting
Motion #: 177-15
Moved By: Seconded By:
Councillor McDougall Councillor Dewey
Be it Resolved That the Wednesday, September 16, 2015 County Council meeting be re-scheduled to Wednesday, September 23, 2015 at 9:00 a.m. to accommodate the Ontario East Municipal Conference (OEMC). CARRIED (With agreed to Amendments) b)
Request for Services Township of Central Frontenac
Motion #: 178-15
Moved By: Seconded By:
Deputy Warden Smith Councillor Dewey
That the Council of the County of Frontenac authorize Kelly Pender, Chief Administrative Officer to provide services to the Township of Central Frontenac for the purposes of assisting the Township Human Resources committee with a review of the state of its organization and that this review be conducted over the next two months. CARRIED c)
Improvement of Rural Healthcare and Social Services
Motion #: 179-15
Moved By: Seconded By:
Councillor Higgins Councillor McDougall
That staff be directed to prepare a report for the budget deliberations to address the issues raised in Councillor McDougall’s report; And Further That this issue be raised with Sophie Kiwala, MPP at the July 27th, 2015 meeting with the Warden, Deputy Warden and Chief Administrative Officer. CARRIED d)
Councillor Vandewal noted that there will be a County of Frontenac 150th Anniversary hospitality suite at the September 16th Ontario East Municipal Conference at the Ambassador Hotel. The suite has been provided free of charge by the Ambassador Hotel and the County will be permitted to provide its own alcohol at the event.
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 14 of 16
Page 28 of 118
AGENDA ITEM #a)
e)
Warden Doyle announced that there will be a special County Council meeting on Tuesday, August 25th, 2015 at 9:00 a.m. for the purpose of receiving a report from the Director of Planning and Economic Development with respect to comments received from the Ministry of Municipal Affairs and Housing on the County of Frontenac Official Plan. Public Question Period
By-Laws – General By-laws and Confirmatory By-law a)
First and Second Reading
Motion #: 180-15
Moved By: Seconded By:
Councillor Inglis Councillor Higgins
Resolved That leave be given the mover to introduce by-laws a) through e) that have been circulated to all Members of County Council and that by-laws a) through e) be read a first and second time. CARRIED b)
Third Reading
Motion #: 181-15
Moved By: Seconded By:
Councillor McDougall Councillor Vandewal
Resolved That by-laws a) through e) be read a third time, signed, sealed and finally passed. CARRIED 1.
By-Laws a)
A by-law to amend By-law No. 2013-0020 (to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings) as it relates to the establishment of the Community Development Committee [Proposed Number 2015-0029]
b)
A by-law to authorize the execution of an Agreement with the Canadian Union of Public Employees, Local 229 [Proposed Number 2015-0030]
c)
A by-law to authorize the Warden and Clerk to Execute an Agreement with the Government of Canada to conduct the research project on Canadian Paramedic Health and Wellness Project [Proposed Number 2015-0031]
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Page 15 of 16
Page 29 of 118
AGENDA ITEM #a)
d)
A by-law to Confirm the Proceedings of Council [Proposed Number 2015-0033]
e)
A by-law to authorize the Warden and Clerk to Execute an Agreement with Queen’s University, School of Kinesiology and Health Studies to conduct the Canadian Paramedic Health and Wellness Project [Proposed Number 2015-0032] Adjournment
Motion #: 182-15
Moved By: Seconded By:
Councillor Nossal Councillor Dewey
That the meeting hereby adjourn at 12:09 p.m. CARRIED
Denis Doyle, Warden
Regular Meeting of Council Minutes July 15, 2015
Minutes of County Council Meeting Held July 15, 2015
Jannette Amini, Clerk
Page 16 of 16
Page 30 of 118
AGENDA ITEM #b)
Minutes of the Special Meeting of Council August 25, 2015 A special 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 Tuesday, August 25, 2015 at 9:00 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 Paul Charbonneau, Director of Emergency & Transportation Services Joe Gallivan, Director of Planning and Economic Development Marian VanBruinessen, Director of Corporate Services/Treasurer Jannette Amini, Manager of Legislative Services/Clerk Anne Marie Young, Manager of Economic Development Peter Young, Community Planner Amal Mustafa, Planning Student Media: Jeff Green, The Frontenac News, Elliot Ferguson, The Kingston Whig Standard and Craig Bakay, Frontenac EMC
Call to Order
The Warden called the meeting to order at 9:00 a.m. 2.
Adoption of Agenda
Motion #: 183-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
Resolved That the agenda for the August 25, 2015 Special meeting of the Council of the County of Frontenac be approved. CARRIED 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none.
Minutes of Special County Council Meeting Held August 25, 20…
Page 31 of 118
AGENDA ITEM #b)
Deputations and/or Presentations
Recommend Reports from the Chief Administrative Officer 2015-078 Planning and Economic Development Response to Ministry of Municipal Affairs and Housing comments on the County of Frontenac Official Plan
Motion #: 184-15
Moved By: Seconded By:
Deputy Warden Smith Councillor Nossal
Resolved That the Council of the County of Frontenac receive the Planning and Economic Development – County Official Plan – Response to Ministry of Municipal Affairs and Housing comments on the County of Frontenac Official Plan; And Further That the Council of the County of Frontenac endorse the draft decision of the Minister of Municipal Affairs and Housing dated August 21, 2015 on the County of Frontenac Official Plan with the exception of:
- Modification 5 e, last paragraph, that being, “The County or the Townships may require the completion of a study by a qualified professional to demonstrate that the proposed use is consistent with the above policies for development proposals. For the purposes of the above policy, adjacent lands shall be those lands contiguous to lands on the surface of known deposits of mineral aggregate resources where it is likely that development would constrain future access to the resources. The extent of the adjacent lands may be recommended by the Province."
- Modification 6 a.
- Modification 7 a., b., c., and g.
- Modification 14 a. and b.
- Modification 17 a. as amended to retain the words “where appropriate”
- Modification 20 b.
- Modification 22 e.
- Modification 25 b.
- Modification 26 a.
- Modification 28 c., d., and e.
- Modification 29 c. detailed policies only, that being “In the interim, the following policies will apply: • Development shall generally be directed to areas outside of lands that are unsafe for development due to the presence of hazardous forest types for wildland fire. • Development may be permitted in lands with hazardous forest types for wildland fire where the risk is mitigated in accordance with wildland fire assessment and mitigation standards. Special Meeting of Council Minutes August 25, 2015
Minutes of Special County Council Meeting Held August 25, 20…
Page 2 of 4
Page 32 of 118
AGENDA ITEM #b)
•
Planning Act applications located within potential risk areas may be required to complete a Wildland Fire Assessment. This assessment should consider and document the following factors for the subject lands (to the extent possible): o predominant vegetation (fuel types), particularly those that are high to extreme risk for wildland fire o forest condition (e.g., presence of storm or insect damage) o topography and slope o presence of water source(s) o distance to organized response resources (e.g., fire station) access.” CARRIED
Council recessed at 10:05 a.m. Council reconvened at 10:20 a.m. 6.
Communications i.
From Weston Consulting regarding the Ministry of Municipal Affairs and Housing Draft Decision of the County of Frontenac Official Plan Public Question Period
Closed Session
Motion #: 185-15
Moved By: Seconded By:
Councillor McDougall Councillor Dewey
Resolved That Council resolve itself into Committee of the Whole closed meeting as authorized under Section 239 of The Municipal Act, to consider:
- Advice that is subject to solicitor-client privilege, including communications necessary for that purpose and Deployment Options with respect to the Wolfe Island volunteers. CARRIED Motion #: 186-15
Moved By: Seconded By:
Councillor Vandewal Councillor Higgins
That Council rise from the Committee of the Whole “Closed Meeting”, that the rules of By-Law Number 2013-0020 be waived and the Warden report. CARRIED
Special Meeting of Council Minutes August 25, 2015
Minutes of Special County Council Meeting Held August 25, 20…
Page 3 of 4
Page 33 of 118
AGENDA ITEM #b)
Motion #: 187-15
Moved By: Seconded By:
Councillor Nossal Deputy Warden Smith
That Council move to an on site/on call deployment model for Wolfe Island. CARRIED 9.
By-Laws – General By-laws and Confirmatory By-law First and Second Reading
Motion #: 188-15
Moved By: Seconded By:
Councillor Dewey Councillor McDougall
Resolved That leave be given the mover to introduce by-law a) that has been circulated to all Members of County Council and that by-law a) be read a first and second time. CARRIED Third Reading Motion #: 189-15
Moved By: Seconded By:
Councillor Higgins Councillor Vandewal
Resolved That by-law a) be read a third time, signed, sealed and finally passed. CARRIED 1.
By-laws
a)
A by-law to Confirm the Proceedings of Council [Proposed Number 2015-0034]
Adjournment
Motion #: 190-15
Moved By: Seconded By:
Councillor McDougall Councillor Nossal
That the meeting hereby adjourn at 11:55 a.m. CARRIED
Denis Doyle, Warden
Special Meeting of Council Minutes August 25, 2015
Minutes of Special County Council Meeting Held August 25, 20…
Jannette Amini, Clerk
Page 4 of 4
Page 34 of 118
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Administrative Report
Report 2015-07
AGENDA ITEM #a)
Subject to Change Page 35 of 118
September 23, 2015
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Meetings
Advise Do Report
AGENDA ITEM #a)
Page 36 of 118
• Frontenac CAO’s meeting on going –focus on shared I.T. • AMO – August 16th to 19th in Niagara Falls – including ministerial meetings, EOWC meeting + joint meetings with EOMC and Western Ontario Wardens • RULAC meeting – September 9th • Warden meeting with Federal candidates advancing regional, EOWC, AMO and FCM priorities • Sept 9th – Frontenac Accessibility Advisory Ctte Meeting • Sept 10th – TOMRMS training for Council & staff • Sept 16th – EOWC dinner hosted by Warden Doyle
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Events
AGENDA ITEM #a)
Page 37 of 118
• 150th Anniversary Celebration Event – August 28th, 29th and 30th • Thank you to our volunteers, citizens and staff for a job well done! • September 9th – Wrap up meeting for the 150th Anniversary Planning Advisory Committee
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Legislative Update • Office of the Ombudsman – Interim Ombudsman appointed • Health Information Protection Act – intended improve accountability and transparency. Will create new reporting/tracking requirement for LTC and increased fines for non-compliance
Do Report
AGENDA ITEM #a)
Page 38 of 118
Advise
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Legislative Update • Ontario Disaster Relief Assistance Program (ODRAP) changes have been implemented including: • extend the amount of time for municipalities to assess damage costs from 14 days to 4 months and; • eliminate the private fundraising and donation matching component.
Advise Do Report
AGENDA ITEM #a)
Page 39 of 118
• Provincial consultation ongoing re Conservation Authorities Act & Policing in Ontario
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Legislative Update • Provincial Offenses – 50% increase in fees to municipalities for Justice of Peace and related support – resulting in decreased revenue for municipalities
Do Report
AGENDA ITEM #a)
Page 40 of 118
Advise
Mr. Kelly Pender , Chief Administrative Officer, will provid…
EOWC Activity • Meeting during AMO focused on advancing 2015 priorities, including cell gap and infrastructure funding priorities – (% vs population) • EORN submission to CRTC – including cross border cell coverage (9-1-1) and LTE spectrum
Do Report
AGENDA ITEM #a)
Page 41 of 118
Advise
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Meeting Schedule • October 8th – EOWC/ Queen’s Park meeting (To be confirmed) • October 9th – Frontenac CAOs meeting • October 15th and 16th – EOWC Full Board meeting in Stormont, Dundas & Glengarry
Do Report
AGENDA ITEM #a)
Page 42 of 118
Advise
Mr. Kelly Pender , Chief Administrative Officer, will provid…
Activity • LIFT Team training commenced September 16th • Budget and business plan activity • Staffing changes
Do Report
AGENDA ITEM #a)
Page 43 of 118
Advise
AGENDA ITEM #a)
Report 2015-081 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:
September 23, 2015
Re:
Corporate Services – 2015 Property Tax Claw Back Threshold
Recommendation Resolved That Council of the County of Frontenac accept the Corporate Services – 2015 Property Tax Clawback Threshold report; And Further 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. Background Section 330(1) of the Municipal Act states that the council of a municipality other than a lower tier municipality may pass a by-law to establish the percentages by which tax decreases are limited for 2014 in respect of properties in the commercial, industrial and multi-residential classes in order to recover all or part of the revenues foregone as a result of the application of Section 329(1) of the Municipal Act Comment The claw back percentage is calculated as the total amount of tax in excess of the 5% cap as a percentage of the total of all reductions in a particular class. For example, if the total tax in excess of the cap is $25,000, while the total of all reductions equals $150,000, the claw back percentage is calculated as $25,000/$150,000 x 100 = 16.6667%. The claw back percentages under Section 330(1) have been calculated as follows:
2015-081 Corporate Services 2015 Property Tax Claw Back Thre…
Page 44 of 118
AGENDA ITEM #a)
Capping Claw Back and Retained Percentages Multi-residential Commercial Industrial Claw Back Percentage
0.0000%
76.7393% 0.0000%
Retained Percentage
100%
23.2607%
100%
Total
100%
100%
100%
Sustainability Implications Financial Implications The capping and claw back process for 2015 has resulted in the following adjustments between the lower tier municipalities and the County: Municipality Frontenac Islands South Frontenac Central Frontenac North Frontenac County of Frontenac
Multi-Residential Class $0 $0 $0
Commercial Class $0 $-860 $+860
Industrial Class $0 $ $0
$0 $0
$0 $0
$ $0
Positive amounts represent payments due from a Township to the County. Negative amounts represent payments due from the County to a municipality. Organizations, Departments and Individuals Consulted and/or Affected Township Treasurers
Corporate Services – 2015 Property Tax Claw Back Threshold September 23, 2015
2015-081 Corporate Services 2015 Property Tax Claw Back Thre…
Page 2 of 2
Page 45 of 118
AGENDA ITEM #b)
Report 2015-082 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 Joe Gallivan, Director of Planning and Economic Development
Date of meeting:
September 23, 2015
Re:
Corporate Services – Federal Gas Tax Eligible Projects
Recommendation 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. Background The County first entered into an agreement with the Association of Municipalities of Ontario for distribution of the Federal Gas Tax (FGT) in 2006. The preamble clause sets out that the funds were to be used for “environmentally sustainable municipal infrastructure to primarily support environmental sustainability objectives under Canada’s New Deal for Cities and Communities.” In conjunction with the Federal government’s commitment to sustainable funding the agreement was revised in April 2014. In that agreement the preamble sets out the following. “The Government of Canada makes up to $2 billion per year available for allocation for the purpose of municipal, regional and First Nations infrastructure starting in the fiscal year beginning on April 1, 2014 under Section 161 of Keeping Canada’s Economy and Jobs Growing Act.” Comment The County has been strategic in its allocation of Federal Gas Tax funds to ensure that the County can take advantage of regional opportunities. Funds have been allocated in alignment with the County’s Integrated Sustainability Plan, a key initiative of which is the allocation for Community Improvement Plans (CIPs). CIPs were identified as a community
2015-082 Corporate Services Federal Gas Tax Eligible Project…
Page 46 of 118
AGENDA ITEM #b)
priority in Sustainable Actions, adopted by Council in September 2009, and have continued to be a priority identified in Sustainable Actions 2010 through 2014. The County funded four CIPs in the past for the following communities:
- Verona; Township of South Frontenac (2011)
- Sharbot Lake; Township of Central Frontenac (2012)
- Marysville; Township of Frontenac Islands (2013)
- North Frontenac (2015) CIPs were eligible for FGT under the Capacity Building category and to date there has been a County FGT investment of $96,860 with a further $211,140 committed, but unspent. The April 2014 Federal Gas Tax Agreement includes expanded categories for investment, but also changes the definition of Capacity Building. Capacity Building under the 2006 agreement was defined as “a) Collaboration; building partnerships & strategic alliances, participation; consultation and outreach” The 2014 agreement provides a more strict definition which generally only supports studies, plans, training directly related to asset management planning and long-term infrastructure plans under the capacity building category. Given the value that the CIPs have generated where they have been undertaken it is proposed that the Member Municipalities put aside an amount in reserve equivalent to the amount that would have been transferred from the County’s Federal Gas Tax. To offset that allocation the County would provide the equivalent amount to the Member municipality for use on eligible infrastructure projects. To facilitate this process a letter of understanding would be required for each Member Municipality. Sustainability Implications CIPs are a key planning tool used to encourage redevelopment and investment in a community. They can also be used for cultural, social, economic and environmentallyrelated projects such as enhancing heritage resources, the creation of affordable housing, and the promotion of green buildings. This CIP will take principles from the Integrated Community Sustainability Plan and from local residents and business owners in order to develop a plan that incorporates all four pillars of sustainability. Financial Implications The Federal Gas Tax allocation as currently provided for CIPs would be redirected to eligible infrastructure projects resulting in no net financial impact on either the Townships or the County.
Recommend Report Corporate Services – Federal Gas Tax Eligible Projects September 23, 2015
2015-082 Corporate Services Federal Gas Tax Eligible Project…
Page 2 of 4
Page 47 of 118
AGENDA ITEM #b)
Organizations, Departments and Individuals Consulted and/or Affected J. Dezell, AMO Township Treasurers
Recommend Report Corporate Services – Federal Gas Tax Eligible Projects September 23, 2015
2015-082 Corporate Services Federal Gas Tax Eligible Project…
Page 3 of 4
Page 48 of 118
AGENDA ITEM #b)
Letter of Understanding re the Transfer of Federal Gas Tax funds Whereas the Council of the County of Frontenac identified the value of supporting Community Improvement Plans (CIPs) through Federal Gas Tax; And further, as the new Federal Gas Tax Agreement, April 2014, no longer provides the capacity to fund CIPs; Now therefore it is agreed that the County of Frontenac will transfer $xx,xxx of the County’s Federal Gas Tax allocation to the Township of _____________ for eligible infrastructure projects and the Township of ___________________will reserve an equivalent amount to provide for a Community Improvement Plan within its municipality. The County will provide support to the Township to promote the use of the CIP. The Township of ________________ will provide an update annually to the County to identify the use of this reserve.
Warden County of Frontenac
Mayor Township of _____
Clerk County of Frontenac
Clerk Township of _______
Recommend Report Corporate Services – Federal Gas Tax Eligible Projects September 23, 2015
2015-082 Corporate Services Federal Gas Tax Eligible Project…
Page 4 of 4
Page 49 of 118
AGENDA ITEM #c)
Report 2015-084
To:
Recommend Report to Council Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
September 23, 2015
Re:
Corporate Services – Frontenac Chief Administrative Officers Infield Communications “Gap Analysis Study” Report
Recommendation 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. Background Attached Appendix ‘A’ is a copy of the staff report prepared by Cheryl Robson on behalf of the Frontenac County Chief Administrative Officers. The report will be presented to all member municipalities during their regular meeting cycle. Comment While the issue of in-field communications is a member municipality issue, having the County act as lead for this project is an efficient alternative to cost sharing and addressing inter-operability issues. Interoperability between first response providers will be investigated during the process, including the provincially operated Kingston communications centre that provides dispatch to the Frontenac Paramedic Service. The Request for Proposals would be structured such that it would secure the services of an independent communications professional to complete the gap analysis project. As such, current provider(s) would not be eligible to bid. This will help ensure that an independent and object opinion is received.
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 50 of 118
AGENDA ITEM #c)
Sustainability Implications The effectiveness of the in-field communications for fire and public works, including inter-operability where/when required is vital to the health and wellbeing of Frontenac residents and visitors. Financial Implications The County of Frontenac procurement policy will be utilized for this project. By funding on the County levy, the cost of this project will effectively be spread across the member municipality based upon weighted assessment. As a one-time project, it is recommended that this project be considered above the base amount that is required for maintaining status quo operations and therefore, not offset by a transfer from the stability reserve. Organizations, Departments and Individuals Consulted and/or Affected Frontenac County Chief Administrative Officers County Fire Chiefs and Public Works Managers
Recommend Report – Frontenac Chief Administrative Officers Infield Communications Gap Analysis Study Report September 23, 2015 Page 2 of 2
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 51 of 118
AGENDA ITEM #c)
ADMINISTRATIVE REPORT TO:
MAYOR AND MEMBERS OF COUNCIL
FROM:
CHERYL ROBSON, AMCT CHIEF ADMINISTRATIVE OFFICER (CAO)
DATE OF MEETING:
AUGUST 31, 2015
RE: Frontenac Chief Administrative Officers Infield Communications “Gap Analysis Study” Report
BACKGROUND For a number of years the Fire Chiefs (FCs) within the Frontenacs had been discussing the problems and issues with Radio Communications (i.e. outdated tower sites, base radios and portable radios; and inadequate cover and limited capabilities for inoperability, even within our own municipalities). Communications is the critical component during emergencies and currently there is no reliability in the system. In July 2013 the FCs within the County of Frontenac requested the County of Frontenac, on behalf of the four lower tier municipalities, fund a Propagation Study for Radio Communications across the Frontenacs and this was supported by all the Frontenac Township Councils. On July 17, 2013 County Council approved funding a Propagation Study for radio communications on behalf of the four lower tier Townships and allocated $25,000 in the 2014 County Budget for this Study. South Frontenac Fire Chief Rick Chesebrough, in consultation with the other Frontenac County FCs, issued a Request for Proposal (RFP) in August 2013. Marian VanBruinessen, Treasurer, County of Frontenac reviewed the Building Canada Fund criteria for possible future funding, if Frontenac Councils desired to move forward on an actual project.
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 1 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 52 of 118
AGENDA ITEM #c)
Glentel Inc. Ottawa provided a Radio Communications Study Report dated February 16, 2014 and Fire Chief Chesebrough presented this Vendor Report to County Council on February 19, 2014 and County Council referred the Radio Communications Report to staff for review and report back to the Committee of the Whole at a later date. The FCs made the same presentations to their respective Councils in March 2014. The FCs continued to work collectively to investigate all communication options for all Frontenac Councils consideration and the Public Works Managers (PWMs) became involved to ensure the needs of all the Departments were being considered. It was determined at the Frontenacs CAO’s meeting in June 2014 that all Managers (FCs, PWMs, Treasurers, etc.) wishing to attend and/or provide joint recommendations to Council (Lower Tier and/or Upper Tier) shall first present the draft recommendations to the Frontenac CAOs to look at the options, prior to presenting anything to Council. The CAOs are not trying to tell the Managers what to recommend; however, to assist the Managers with their recommendations and to ensure they meet the goals/objectives of the municipalities. The CAOs requested that the FCs and PWMs provide the CAOs with a signed off collaborative fact based report, not based on assumptions, that explains the following: • What is the current situation? (type of equipment being used, the age of it, the number of towers/locations, etc.) • What is the current status? (operable/specific limitations, dead zones, etc.) • What is the anticipated problem? (changes by Fed Gov’t / Kingston Fire/L&A changes / limitations of Ambulance system, etc.) • What are the risks with the problem? (lack of communication between trucks, individuals, departments, etc.) • What is the timeline for changes? (date that frequencies are being dropped, changes by L&A/Kingston, etc.) • What is the immediate impact? (within in each fire department, between the Frontenac’s/ mutual aid group, etc.) • What are the interim measures being put in place? (patch by KAC, relayed communication/ groups what is happening within L&A, what about other neighbours, etc.) • Other relevant background facts. The FCs and PWMs met in August 2014 and drafted a Radio Communications Report that was presented to the Frontenac CAOs on September 5, 2014; however, not all Frontenac FCs and/or PWMs had an opportunity to provide their input and the CAOs need all the facts to ensure there is a clear picture of the situation to effectively move forward. Due to the timing of the Municipal Election, it was felt that the FCs and/or PWMs would have time to clearly define the facts and provide a more detailed Report to the CAOs for consideration, before presenting it to each lower tier Frontenac Council for their consideration, prior to asking the County of Frontenac to finance a Gap Analysis Study.
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 2 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 53 of 118
AGENDA ITEM #c)
In October 2014 the Frontenac CAOs had GlobeConsult Corporation, complete an independent assessment of the Glentel Radio Communications Study Report details, in particular, Radio Coverage Evaluation, information on Long-Term Evolution (LTE) with respect to public safety communications, Network Operations (Interoperability) and Licensing & Frequencies. David du Feu, GlobeConsult Corporation recommended a Request for Information (RFI) should be issued to several vendors soliciting information, including costs, for various technical solutions at different serviceability standards for a proposal to upgrade Frontenac’s public safety communications. He also advised that any RFI or subsequent Request for Proposal (RFP) should be managed by an independent telecommunications professional that is capable of evaluating submissions based upon technical performance. On January 29, 2015 the Frontenac FCs and PWMs attended a Frontenac CAOs meeting and provided an updated Report answering the questions from the CAOs, explaining our present radio communication systems are outdated, results in delays, lack of parts available for present systems, need to be able to communicate with Mutual Aid partners, present analog equipment will not be available in the future as the industry is moving to digital communications and our present systems will not work (narrow vs wide band), etc. which makes this a criteria issue and explained why a Gap Analysis Report is required to better define the costs, needs and an implementation plan. Frontenac Islands and Central Frontenac had to make some immediate short-term solutions/changes to their systems, pending a solution for the Frontenacs common issues. It was noted at this meeting that perhaps our infrastructure (towers) could be rented out, creating potential revenue for the municipalities. It was also noted that the Vendor completing the Gap Analysis Reports cannot be a future supplier and the County’s Procurement By-law would have to be complied with, if Councils approve the Gap Analysis Study. The FCs and PWMs are to meet again to prepare a final Report for the CAOs’ review, prior to it being presented to each lower tier Council requesting their support of the County funding the Gap Analysis Study. Due to changes in staffing throughout the Frontenacs, all FCs and PWMs did not have an opportunity to meet; however, some of them provided the CAOs with a draft Report. In March 2015 in Jim Phillips, P. Eng., PWM’s opinion, this Report still does not provide enough information about the communications issues in the Townships (i.e. the findings in the previous Communication Report; including a concise list of the issues with the present situation in all the Townships, such as, the communication challenges, outdated equipment, future requirement to switch from analogue to digital frequencies, dead zones, lack of interoperability between Townships and adjacent municipalities, dispatch providers, etc.). The report should then list the decision points to move forward and recommend the need for a “Gap Analysis” which would drill down into the specific needs of the region and
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 3 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 54 of 118
AGENDA ITEM #c)
each Township followed by a Business Case for funding and if successful, the issuing of an RFP to service providers. It was generally thought that the Gap Analysis could cost as much as $30,000 and if all the Townships were agreeable to move forward, the Townships would jointly request that the County fund this next phase. It was also discussed that the company chosen to complete the Gap Analysis would not be eligible for bidding on providing the service in the future. Therefore, in his opinion, the FCs and PWMs should meet again to review these comments and work to revise this Report before presenting it to the CAOs. In April 2015 North Frontenac Township’s FC was asked by his colleagues to coordinate another meeting with the Frontenac FCs and PWMs. A final summary report prepared by Fire Chief Chesebrough, in consultations with some of the FCs and PWMs, was provided for the CAOs meeting on May 15, 2015; however, this was deferred to provide time for Central Frontenac Township’s input, as the CF CAO and/or CF FC were not present when the County FCs and PWMs met to discuss and revise the attached Report to the CAOs. Due to ongoing staff changes the FCs and PWMs have not been able to meet again. On June 23, 2015 Frontenac Islands Township Joint Fire Committee met to discuss the need for a Gap Analysis Study. The Committee strongly supported the further exploration and discussion of the challenges of the Emergency Services and Public Works communications throughout the County by requesting that a Study be conducted to identity the types of infrastructure and equipment requirements that could establish an effective and efficient communications system to safeguard the health and safety of County residents. On July 13th Frontenac Islands Council passed a Resolution supporting the County of Frontenac undertake a “Gap Analysis Study” to identify infrastructure and equipment requirements necessary to establish a County Wide Communications System and that such Study be funded by the County of Frontenac. RESEARCHED BY Darlene Plumley, CAO Frontenac Islands Wayne Orr, CAO South Frontenac Cathy MacMunn, Clerk/Planning Coordinator Central Frontenac Kelly Pender, CAO County of Frontenac Cheryl Robson, CAO North Frontenac
INFORMATION PROVIDED BY Jim Phillips, P. Eng., Public Works Manager Steve Riddell, former Director of Emergency Services/Fire Chief NFFD Casey Cuddy, Fire Chief, Kaladar/Barrie Fire Department Other Frontenac Fire Chiefs and Public Works Managers
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 4 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 55 of 118
AGENDA ITEM #c)
COMMENTS The Frontenac CAOs support the FCs and PWMs in recommending the next step being a “Gap Analysis Study” report. It is proposed that the draft Terms of Reference (TOR) for the Request for Proposal (RFP) will include - Reporting to the Frontenac County Chief Administrative Officers, the Consultant will:
- Review Glentel and GlobeConsult Reports and provide comment;
- Meet with Fire Chiefs and PW Public Works Managers (PMWs), as a group, to assess issues and concerns;
- Meet with Fire Chiefs and PWMs individually to review local gaps;
- Meet with current Service Provider(s) to assess current state of operations;
- Meet with OPP Communications to determine interoperability options;
- Meet with Kingston Communications Centre to determine interoperability options;
- Meet with Eastern Ontario Regional Network (EORN) to determine how/if EORN efforts can assist;
- Conduct “field” evaluations as required;
- Prepare a business case. Identify options, risks and costs, including “do nothing” option;
- Investigate grant options;
- Provide recommendation(s), including timing and project management options;
- Provide draft to CAOs/Fire Chiefs/PWMs for review and comment;
- Present final report to a combined Council meeting (all four municipal councils). FINANCIAL IMPLICATIONS Estimated cost for an Infield Communications – Gap Analysis Study is unknown at this time; however, it is estimated to be between $25,000 to $35,000 and it is proposed that the Report be included in the County of Frontenac budget for completion in 2016. RECOMMENDATION WHEREAS the Council of the County of Frontenac on July 17, 2013 approved funding a Propagation Study for radio communications on behalf of the four lower tier Townships and allocated $25,000 in the 2014 County Budget for this Study; AND WHEREAS the Frontenac CAOs, Fire Chiefs and Public Works Managers have been collaborating to identify the types of infrastructure and equipment requirements that could establish an effective and efficient communications system to safeguard the health and safety of County residents; and have agreed there is a need for an Infield Communications Gap Analysis Study; AND WHEREAS an independent assessment completed by GlobeConsult Corporation, recommended a Request for Information (RFI) / Request for
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 5 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 56 of 118
AGENDA ITEM #c)
Proposal (RFP) should be issued to several vendors soliciting information, including costs, for various technical solutions at different serviceability standards for a proposal to upgrade Frontenac’s public safety communications; NOW THEREFORE BE IT RESOLVED THAT Council receives the CAO’s Administrative Report entitled “Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report” for information purposes; AND THAT Council supports the County of Frontenac undertaking a “Gap Analysis Study” to identify infrastructure and equipment requirements necessary to establish a County Wide Communications System and that such Study be funded by the County of Frontenac. Attachments (2):
- Glentel Inc. – Radio Communications Study Report – February 16, 2014
- GlobeConsult Corporation - Independent Assessment of Glentel’s Radio Communications Study Report into the County’s Public Safety Radio Communications Network.
Administrative Report – CAO Frontenac Chief Administrative Officers – Infield Communications “Gap Analysis Study” Report August 31, 2015 Page 6 of 6
2015-084 Office of the CAO Frontenac Chief Administrative Of…
Page 57 of 118
AGENDA ITEM #d)
Report 2015-085
To:
Council Recommend Report Warden and members of County Council
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Kelly J. Pender, Chief Administrative Officer
Date of meeting:
September 23, 2015
Re:
Corporate Services – Frontenac Chief Administrative Officers Shared Information Systems and G.I.S.
Recommendation 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. Background At the April 15, 2015 meeting of County Council a report was approved directing the Frontenac County CAOs to investigate opportunities for shared services based upon the following principles: • • • •
• • • •
No assumptions have been made regarding the delivery model. Shared service delivery models can vary widely, from ad hoc to county-wide. No assumptions have been made regarding where services should be performed. Where on-going shared service agreements are to be implemented, contracts should be established. One size does not need to fit all. As such, 100% participation in a shared service is not required in order to proceed. o Where sharing does not include all municipalities, non-participating municipalities will not be financially disadvantaged. Increased pressure for a higher skilled labour force will place pressure on all municipalities to compete for talent. An aging work force presents challenges and opportunities for change. The greatest economies of scale will come from sharing technical and back of office functions. Shared procurement within the Frontenacs and throughout the broader public service presents some opportunities for cost savings.
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 58 of 118
AGENDA ITEM #d)
Comment The provision of shared Information Systems (I.S.) and Geographic Information Systems (G.I.S.) was deemed to be a priority given the current status of contracts with outside service providers and I.T./G.I.S. staff with member municipalities. An incremental model was used to cost the services, whereby existing County costs were considered to be “base” requirements to be paid through County levy, while the cost to provide the service to member municipalities will be shared based upon the amount and number of technology devices for I.S. and parcel maps for G.I.S. Working as a County-wide team the service will locate staff in each of the member municipalities as required, with a second G.I.S. technician placed in South Frontenac. Staffing redundancy will be provided throughout the system. In looking at the current systems in place in each municipality, it is the intention to look for common platforms and shared servers and virtual servers as equipment needs to be replaced. This approach will provide the least amount of disruption to existing systems, while reducing software and hardware costs in the long run. A copy of the proposed agreement is attached, Appendix ‘A’ to this report. Sustainability Implications Shared I.S./G.I.S. services will result in greater system reliance/redundancy and increase purchasing power for software and hardware. Financial Implications The cost of the shared service will appear in the 2016 Budget and will be offset by revenue received from the participating municipalities. As such, there will be no increase in the County levy as a result of this project. Organizations, Departments and Individuals Consulted and/or Affected Frontenac County Chief Administrative Officers Marian VanBruinessen, Director of Corporate Services/Treasurer David Millard, Manager of Information Services
Frontenac County Advisory Committees – Accessibility Advisory Committee Update Report June 15, 2015
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 2 of 2
Page 59 of 118
AGENDA ITEM #d)
SHARED SERVICES AGREEMENT INFORMATION SERVICES This agreement made as of this ________ day of _______________ 2015. BETWEEN The Corporation of the Township of Frontenac Islands (Hereinafter called “Frontenac Islands” or “FI”) AND The Corporation of the Township of South Frontenac (Hereinafter called “South Frontenac” or “SF”) AND The Corporation of the Township of Central Frontenac (Hereinafter called “Central Frontenac” or “CF”) AND The Corporation of the Township of North Frontenac (Hereinafter called “North Frontenac” or “NF”)
~ COLLECTIVELY HEREINAFTER CALLED THE “TOWNSHIPS” ~ AND The Corporation of the County of Frontenac (Hereinafter called the “County” or “CofF”) WHEREAS: Section 20 of the Municipal Act, S.O. 2001, c.25 provides that a municipality may enter into agreements with one or more municipalities for their joint benefit to provide a service or thing for their mutual benefit and the benefit of their respective inhabitants subject to the consent of the municipality in which the service or thing is provided; AND WHEREAS: Information Services (I.S.) are an important and necessary service for the operation of a municipality; AND WHEREAS: the parties have agreed to enter into an agreement to share staffing and resources related to the operation of a single Information Services Department to service the unique needs of the municipalities;
Page 1|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 60 of 118
AGENDA ITEM #d)
AND WHEREAS: the County is prepared to be the host municipality for the purpose of the delivering the services contemplated by this agreement; NOW THEREFORE, in consideration of the mutual covenants, conditions, considerations and payments herein contained, the parties mutually agree as follows:
- INTRODUCTION a. This agreement is intended to provide information technology services related to the administration and oversight of the operation of the technology related to the servers, desktops, laptops, mobile technology, network systems, printers and telephony. b. Additionally, this agreement is intended to provide Geographic Information Systems (G.I.S.) for the parties, including but not limited to a parcel mapping and spatial analysis as required.
- DEFINITIONS a. Council – means the elected members of council for each of the parties to this agreement. b. Chief Administrative Officer (C.A.O.) – is the senior staff member for each of the parties to this agreement. c. Manager of Information Services (M.I.S.) – is the person appointed by the County to lead the information services department. d. Frontenac Municipal Information Service (F.M.I.S.) – the collective service provided to the parties. e. Geographic Information Services (G.I.S.) – is a system designed to capture, store, manipulate, analyze, manage, and present all types of spatial or geographical data. f. Service Level Agreement (S.L.A.) – an agreement that defines the service ‐ scope, quality, and responsibilities – agreed between the parties, including performance standards.
- GENERAL a. The day‐to‐day management of the Frontenac Municipal Information System will be provided by the M.I.S. (or designate) as appointed from time‐to‐time by the County, including: i. Project management ii. Help desk support iii. Network administration iv. Coordinated procurement b. For the purpose of the administration of this agreement, the M.I.S. will report to the five Frontenac Chief Administrative Officer who will provide guidance, advice and direction on the level of service provided within the budget allocation for the F.M.I.S. (i.e., staffing) as approved by the County. i. The C.A.O.s and the M.I.S. will meet at a minimum of semi‐annually to review operations and receive suggestions for service level agreements. ii. The M.I.S. will present an annual draft budget for consideration by the C.A.O.s by September 15th of each year for the following year. iii. Quarterly financial reporting will be provided by the M.I.S. in a timely manner to the C.A.O.s. c. The M.I.S. will provide recommendations to the C.A.O.s based upon best practice, security and cost efficiency.
Page 2|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 61 of 118
AGENDA ITEM #d)
d. It is understood that efficiencies and cost savings will be achieved by harmonizing policies and hardware/software platforms where practicable and feasible and that the F.M.I.S. will work towards commonality where possible. e. Data segregation and security between the parties will be maintained, except where data sharing agreements are in place. f. Individual identities will be maintained except as agreed to by the parties. g. In order to meet the objectives of this agreement, front line F.M.I.S. staff will be employees of the County and where required will be members of CUPE 2290. h. F.M.I.S. staff will be assigned as required by the M.I.S. to ensure the secure operations of the system, taking into account training, vacation and system needs. For planning purposes, this will generally be as follows: i. One G.I.S. technician generally located in offices provided by South Frontenac servicing all municipalities ii. One Help Desk Assistant primarily servicing South Frontenac and Frontenac Islands, generally located in offices provided by South Frontenac iii. One Help Desk Assistant primarily servicing Central Frontenac and North Frontenac, generally located in offices provided by Central Frontenac i. The above staff are considered incremental to the needs of the County which currently consists of the following: i. One M.I.S. ii. One Network Administrator iii. One Help Desk Assistant iv. One G.I.S. Technician j. For the purposes of the efficient operation the F.M.I.S. the M.I.S. will have the ability to move staff as required. k. Training for F.M.I.S. staff is vital in order to ensure that policies, practices and implementation are of the highest quality. Training plans will be developed by the Manager of Information Systems and reviewed annually with the C.A.O.s. l. A service level agreement (S.L.A.) will be developed by the M.I.S. with the input of the C.A.O.s that will include the nature of the services provided and the performance level standards to be targeted. The S.L.A. is intended to be a living document that is adapted as technology and service demands change. The S.L.A. will be completed within one year of the signing of this agreement. 4. TOWNSHIP RESPONSIBILITY a. Each Townships will be responsible for: i. The cost of hardware and software solutions to support their operations. ii. Office/desk space for F.M.I.S. staff. iii. Health, safety and orientation training as it relates to Township operations. iv. Working with the M.I.S. re their efficient operations and integration into F.M.I.S. v. Providing/nominating staff to sit on committees/working groups related to information systems, including all costs related to their participation. vi. Policy enforcement, insurance and legal obligations related to their employees and directors use of F.M.I.S. Page 3|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 62 of 118
AGENDA ITEM #d)
vii. Providing input re the performance of F.M.I.S. staff. 5. FINANCIAL OBLIGATIONS a. The calculation of payment for the F.M.I.S. is based upon the principle of the calculation of costs that are incremental to the operation of the County Information System Department as of the 2015 approved County budget. b. Salaries for F.M.I.S. staff will be calculated based upon the actual amount paid to the employee + mandatory costs and benefits associated with the employee. c. The annual budget for F.M.I.S. will be developed based upon the incremental costs to operate F.M.I.S. The budget will be apportioned based upon two factors, namely Information Technology and G.I.S. i. The Information Systems component of the budget for each Township will be calculated using the following formula: (The salaries + training + mileage for the Help Desk Assistants that are incremental to the 2015 County complement + 1/3 of the total cost of hardware and software costs required to support the Help Desk Assistants) x The percent share of the weighted equipment count as described in 5. d of the agreement. For illustration purposes, the 2015 device count and percentage is provided below: North Frontenac Weight Device Weight No of devices Servers 1 1 1 Desktops 1 13 13 Laptops 1 9 9 Tablets 1 0 0 Network 1 1 1 Printers 0.5 2 1 Smartphones 0.5 1 0.5 Telephone Sets 0.25 18 4.5 Totals 45 30 % of Total 18.0%
Central Frontenac No of devices Weight 7 7 20 20 10 10 0 0 4 4 5 2.5 12 6 16 4 74 53.5 32.1%
South Frontenac No of devices Weight 8 8 20 20 11 11 0 0 7 7 8 4 23 11.5 35 8.75 112 70.25 42.2%
Frontenac Islands No of devices Weight 1 1 3 3 3 3 0 0 2 2 2 1 3 1.5 5 1.25 19 12.75 7.7%
Total Weighted 17 56 33 0 14 8.5 19.5 18.5 166.5
ii. The G.I.S. component of the budget for each Township will be calculated using the following formula:
Page 4|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 63 of 118
AGENDA ITEM #d)
(The salaries + training + mileage for the G.I.S. Technician that is incremental to the 2015 County complement + 1/3 of the total cost of hardware and software costs required to support the G.I.S. Technician) x The percent share of the property parcels as described in 5. d of the agreement. For illustration purposes, the 2015 parcel count and percentage is provided below:
Township North Frontenac Central Frontenac South Frontenac Frontenac Islands Total
of Parcels
5,553 6,907 13,740 2,216 28,416
% 19.5% 24.3% 48.4% 7.8% 100.0%
d. The parties recognize that the Information Systems funding formula may have the effect of shifting costs based upon procurement decisions that benefit the entire group (e.g., shared servers). In order to mitigate this situation a “rolling average” calculation will be utilized as follows: i. 2016 operation based upon the counts as of first day of this agreement as reviewed and assessed by the M.I.S. ii. 2017 operation – based upon the average of the counts for 2016 and 2017 iii. 2018 operation – based upon the average of the counts for 2016, 2017 and 2018 iv. 2019 and beyond – based upon the three year rolling average for the previous three years. e. The County will invoice each municipality as follows: i. March 31st – 25% of the budget amount ii. June 30th – 25% of the budget amount iii. Sept 30th – 25% of the budget amount (plus a mid‐year reconciliation) iv. December 31st – 25% of the budget amount v. January 31st of the following year, a year end reconciliation of budget to actual 6. LIABILITY a. Each party to this agreement shall assume full responsibility and cost for any actions or lack of actions brought against the municipality for incidents or events that happen within their municipal borders and are directly related to them as a result of their own negligent acts or omissions and no liability shall attach or accrue to the other parties. b. Despite Section 6 paragraph a), in the event that liability or action is brought against the parties collectively, then any cost or awards shall be split on a percent basis as per the percentage split funding formula in place on the day of the event or incident.
Page 5|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 64 of 118
AGENDA ITEM #d)
c. Subject to paragraphs a) and b) above, each of the municipalities agrees to indemnify and hold the other municipality harmless from and against all actions, suits, claims and demands which may be brought against or made upon another party including all loss, costs, charges and expenses as well as legal costs which may be incurred as a result of having entered into this agreement to the extent that such actions, suits, claims and demands arise from the negligence of that municipality in the carrying out of its obligations pursuant to this agreement. 7. TERMINATION AND AMENDMENTS a. This agreement shall remain in force until any party provides written notice of termination at least eighteen (18) months prior to the desired date of termination. The party giving notice shall be responsible for the other parties’ costs associated with agreement termination, including any cost associated with employee severances or terminations. i. In such an event, the remaining parties will meet to review the ongoing viability and/or restructuring of this agreement. b. If all the parties agree to a termination of this Agreement, then the costs associated with termination will be split based upon the percentage split in the year of the termination. c. This Agreement may be amended at any time by the mutual consent of the parties in writing, after the party desiring the amendment(s) gives the other party a minimum of ninety (90) days written notice of the proposed amendment(s). 8. DISPUTES AND DISAGREEMENTS a. If, during the term of this agreement, a dispute or disagreement arises between the parties that cannot be resolved by the M.I.S., the five C.A.O.s will be charged with making a determination. Where the C.A.O.s cannot collectively come to a satisfactory resolution within thirty (30) days, the following dispute resolution procedure will be followed: i. Within ninety (90) days or such timing as may be mutually agreeable, the parties will submit the dispute or disagreement to arbitration in accordance with the provision of the Municipal Arbitrations Act. ii. The party wishing to commence arbitration shall give the other party a written notice describing the dispute or disagreement to be arbitrated. Any arbitration will be carried out by a single arbitrator, who has been chosen jointly by the parties. The costs and expenses of arbitration will be allocated by the arbitrator between the parties, as the arbitrator determines in accordance with applicable law. iii. The parties agree to fully cooperate in any dispute or disagreement process, including the release of information and/or access to individuals. b. Except where clearly prevented by a dispute or disagreement that arises under this agreement, the parties shall continue performing their respective responsibilities under this agreement while the dispute or disagreement is being resolved in accordance with this Section, unless or until such responsibilities are lawfully terminated or expire in accordance with terms of this agreement. 9. NOTICE
Page 6|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 65 of 118
AGENDA ITEM #d)
Any notice that is required to be given pursuant to this agreement shall be deemed to have been validly given if delivered the Attention of the Clerk to the following: Township of Frontenac Islands Box 130, Road 96 Wolfe Island, ON K0H 2Y0
Township of South Frontenac P.O. Box 100, Sydenham, Ontario K0H 2T0
Township of Central Frontenac 1084 Elizabeth St, PO Box 89 Sharbot Lake, ON K0H 2P0
Township of North Frontenac 6648 Road 506 Plevna, Ontario K0H 2M0
County of Frontenac 2069 Battersea Road Glenburnie, Ontario, K0H 1S0 10. SEVERABILITY a. In the event that any covenant, provision or term of this agreement should at any time be held by any competent tribunal to be void or unenforceable, then this agreement shall not fail but the covenant, provision or term shall be deemed to be severable from the remainder of this agreement which shall remain in full force and effect mutatis mutandis. 11. GOVERNING LAW a. This agreement shall be governed by and construed in accordance with the laws of the Province of Ontario. IN WITNESS WHEREOF the said Corporations have hereto affixed their corporate seals as attested by the hands of their proper officer duty authorized in that regard. THE CORPORATION OF THE TOWNSHIP OF FRONTENAC ISLANDS
Per: _____________________________________ Denis Doyle, Mayor
Per: _____________________________________ Darlene Plumley, Clerk THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC
Per: _____________________________________ Ron Vandewal, Mayor
Page 7|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 66 of 118
AGENDA ITEM #d)
Per: _____________________________________ Wayne Orr, Clerk THE CORPORATION OF THE TOWNSHIP OF CENTRAL FRONTENAC
Per: _____________________________________ Frances Smith, Mayor
Per: _____________________________________ Cathy MacMunn, Clerk
THE CORPORATION OF THE TOWNSHIP OF NORTH FRONTENAC
Per: _____________________________________ Ron Higgins, Mayor
Per: _____________________________________ Jenny Duhamel, Clerk
THE CORPORATION FRONTENAC
OF
THE
COUNTY
OF
Per: _____________________________________ Denis Doyle, Warden
Per: _____________________________________ Jannette Amini, Clerk
Page 8|8
2015-085 Office of the CAO Frontenac Chief Administrative Of…
Page 67 of 118
AGENDA ITEM #e)
Report 2015-086
To:
Council Recommend Report Warden and Council of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Steven Silver. Interim Administrator of Fairmount Home
Date of meeting:
September 23, 2015
Re:
Fairmount Home – Environmental & Dietary Management Contract
Recommendation 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. Background The County of Frontenac has contracted the management of Environmental and Dietary management services since 1997. The County employed its own managers prior to contracting the service out. Sodexo has held the contract since 1997. The current contract expired this year and Council approved a one year extension until March 31, 2016. A list of services which the company currently provides is attached to this report as “Appendix A”. Comment As the contract has been extended until March 2016, there are three options which should be considered:
- Advertise a request for proposal in October to allow sufficient time to work through the bidding process. The advantage of this option would be to ensure that the County is receiving good value for this management service. It would also provide an opportunity to examine services being provided by other companies. A disadvantage of issuing an RFP at this time is the absence of a fulltime Administrator. Fairmount has experienced several management changes this year and we are currently attempting to provide management stability.
- Develop a business plan to bring the management of Environmental & Dietary services back “in-house” as was done prior to 1997.The advantage to
2015-086 Fairmount Home Environmental & Dietary Management C…
Page 68 of 118
AGENDA ITEM #e)
doing this would be to provide greater control and stability (a contractor can transfer managers without County approval). The disadvantage would be the loss of contracted supports (see Appendix “A”), expert staffing attraction/retention and affordability. 3. Negotiate a multiple year extension with Sodexo (2 or 3 years) to support our stability objective. The advantage would be that negotiations would provide stability and accurate budget projections with possible enhancements that reflect changing care needs. The disadvantage of not issuing a full RFP at this time is the lack of service and pricing comparators. Sustainability Implications N/A Financial Implications The 2015 approved budget amounts for contracted services are as follows: Dietary - $98,121, Housekeeping - $41,000, Laundry - $41,000, Maintenance - $41,000 Total - $221,121 Organizations, Departments and Individuals Consulted and/or Affected Chief Administrative Officer Fairmount Managers Sodexo Officials (to obtain support information)
Fairmount – Environmental & Dietary Management Contract September 23, 2015
2015-086 Fairmount Home Environmental & Dietary Management C…
Page 2 of 3
Page 69 of 118
AGENDA ITEM #e)
“APPENDIX A” The current contract for environmental & dietary management services includes the following supports: Dietary Services: • Supervision for delivery of 3 meals per day plus nourishments and snacks • Menus – approved by registered dietician (part-time dietician costs included in contract) • Nourishment/supplies – provide nourishments, floor supplies and supplements • Clinical dietician – complete initial nutrition assessment, quarterly and annual reviews and responses to referrals. Service includes audits using quality assurance indicators, customer surveys, food service compliance, and clinical compliance. • Supervise the provision of food services in the lobby “Café”. • Resident food cost guarantee – to meet the Ministry funding envelope Housekeeping: • Manage and administer housekeeping services which include: employee scheduling, supervision, supply ordering and quality assurance. Maintenance: • Manage and administer maintenance services which include: employee scheduling, supervision, supply ordering and quality assurance. Service includes preventative maintenance supervision, coordination of safety inspections, corresponding with Ministry, contractors and other relevant agencies, and work order data tracking. Laundry: • Manage and administer laundry services which include: employee scheduling, supervision, supply ordering and quality assurance. General Support: • Recruit, train, supervise, and direct Fairmount employees in the relevant departments. • Draft and review policy documents as requested • Participate in the Fairmount Management Committee, Quality Assurance Committee and any other committees as requested • Provide updated inventories of all equipment and suggest replacement schedules • Monitor and supervise the replacement and maintenance of equipment • Provide annual budget input for approval and monthly budget-actual variance follow up • Provide RFP, tendering, and purchasing support • Past capital investment in Fairmount • Contractor’s corporate programs and resource supports to improve the quality of service • Annual operational audit conducted by contractor plus regular visits by regional office Fairmount – Environmental & Dietary Management Contract September 23, 2015
2015-086 Fairmount Home Environmental & Dietary Management C…
Page 3 of 3
Page 70 of 118
AGENDA ITEM #f)
Report 2015-088 Council Recommend Report To:
Warden and Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Anne Marie Young, Manager of Economic Development Joe Gallivan, Director of Planning and Economic Development Alison Vandervelde, Communications Officer
Date of meeting:
September 23, 2015
Re: Department – Planning and Economic Development – Economic Development Implementation Plan Recommendation 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, including partnership frameworks, timelines and performance measures for consideration by County Council in September 2015, Whereas at a workshop held on June 9, 2015, Council and community stakeholder defined a list of actions to advance economic development in the Frontenacs; Now Therefore Committee of the Whole recommends to County Council that the Economic Development Implementation Plan be endorsed, 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. Background The Council of the County of Frontenac has established as a goal to improve economic opportunities in the Frontenacs. The County held a series of meetings on March 4th and 5th 2015 to develop an economic development charter and focus our efforts in order to maximize impact. The resulting economic development charter included: Three activities: (1) Trips and Trails, (2) Local Food & Beverage, and (3) Recreation Lifestyle Two demographic targets: Economic Development Implementation Plan September 23, 2015
2015-088 Planning & Economic Development Economic Developmen…
Page 1 of 4
Page 71 of 118
AGENDA ITEM #f)
(1) Seniors, and (2) Families and Youth Developing partnerships and continued community engagement are integral to the economic development process. This report is intended to provide Council with an outline of the implementation plan, based on the activities in the charter and chart a course for the next three years. Comment On June 9, 2015 a workshop was held where by County Council and other community stakeholders built on information gleaned from the March 4th & 5th Economic Development Days and determine go forward actions for the Economic Development Implementation Plan. Principles followed during the workshop were taken from the Economic Development Charter: • • • • •
Be prepared – plan, balance risk and take advantage of opportunities Work collaboratively – as a community of communities and across political boundaries Be accountable – listen to our citizens, making tough decision and correcting course when required Communicate effectively – ensure quality, timely communications with our stakeholders and be clear in our intent Recognize the rural lifestyle – our economy is a reflection of our rural communities
The resulting draft action plans formed the basis for the implementation plan: “Advancing Economic Development in the Frontenacs” which will act as a blueprint for future rural economic success in the Frontenacs:
ADVANCING ECONOMIC DEVELOPMENT IN THE FRONTENACS 2016-2018 Implementation Plan #1: Branding Exercise & Related Signage • •
Branding is the first step needed to form the foundation for all go-forward promotion of the Frontenacs. A strong brand is needed to support the themes from the Economic Development Charter. (2016) Signage installed at the first of many locations will begin the branding promotion. (2016,17,18)
Target: Increased awareness of the Frontenacs, leading to increased year-round tourism Performance Measurements:
- The completion of a branding package, including a logo and slogan
of requests to use branding by: townships, organizations, businesses,
publications 3. # of signs installed at gateways to the Frontenacs Economic Development Implementation Plan September 23, 2015
2015-088 Planning & Economic Development Economic Developmen…
Page 2 of 4
Page 72 of 118
AGENDA ITEM #f)
Strategic Theme(s): Trips & Trails, Food & Beverage, Recreation Lifestyle #2: Accommodation Facilities – Attraction & Retention •
•
Develop overnight accommodation in proximity to trails networks. Accommodations should be available for both the seniors demographic and families. Recognized types of accommodations at hotels, motels, B&Bs, small Inns, and Yurt-style camping. Encourage and support the opening and operation of 100 new accommodation beds in the Frontenacs by 2020. These rooms should be developed in all four Frontenac municipalities. (2016-18)
Target: 100 new beds Performance Measurements:
of prospects and leads generated in targeted areas (near trails)
of site selection inquires
of new beds in each municipality
of overnight stays
Strategic Theme(s): Trips & Trails #3: Food & Beverage Retention & Expansion • •
Attract and develop the local F&B industry in the County, while also supporting those existing producers and processors. (2016-18) Develop a web-based information portal that will bring information together from diverse sources across the Frontenacs in a uniform way that provides a single entry point for information to future residents, businesses, and visitors to the Frontenacs – information to include planning, zoning, available land, and business directory. (2016)
Target: Three new F&B businesses Performance Measurements:
- Increase in F&B Businesses Strategic Theme(s): Food & Beverage #4: Develop a Recreation Infrastructure Plan •
Develop of a Recreation Infrastructure Plan (RIP) allowing for the full recreational potential of the County being developed, creating important economic benefits for the Frontenacs. (2017)
Target: More kms of trails and related recreation opportunities, facilities, and businesses Performance Measurements:
- Completion of existing inventory
of new kilometers of trails
Economic Development Implementation Plan September 23, 2015
2015-088 Planning & Economic Development Economic Developmen…
Page 3 of 4
Page 73 of 118
AGENDA ITEM #f)
of new related facilities
Strategic Theme(s): Recreation Lifestyle #5: Contract a Community Development Coordinator •
To effectively deliver the actions described above, stakeholders at the June 9th Economic Development Workshop recommended a Food & Beverage Coordinator be contracted for a three year term. Upon further developing the implementation plan, staff are recommending a broader focus and the contracting of a Community Development Coordinator for a three year term in order to facilitate other facets of the plan. Reporting to the Manager of Economic Development, the Coordinator will be required to work within the activities and themes of the Implementation Plan
Target: Realization of targets within the Economic Development Implementation Plan Performance Measurements:
- To be determined upon development of job description Strategic Theme(s): Trips & Trails, Food & Beverage, Recreation Lifestyle Sustainability Implications In all that we do in the name of economic development in the Frontenacs, we will live by a set of principles that balance the economy, environment, social, and cultural interest of our communities. Financial Implications County Council has approved $500,000 for advancing economic development in the Frontenacs. Allocation to actions will be determined in budget deliberations. Organizations, Departments and Individuals Consulted and/or Affected
Economic Development Implementation Plan September 23, 2015
2015-088 Planning & Economic Development Economic Developmen…
Page 4 of 4
Page 74 of 118
AGENDA ITEM #g)
Report 2015-089 Council Recommend Report To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Anne Marie Young, Manager of Economic Development
Date of meeting:
September 23, 2015
Re: Department – Planning & Economic Development – Canada 150 Infrastructure Program (CIP 150) Recommendation Whereas in the fall of 2013, County Council approved the K&P Trail Implementation Plan 2013 – Tichborne to Sharbot Lake; Whereas County Council approved $247,000 of reserves (Investing in Ontario) to be used to apply for the Canada 150 Community Infrastructure Program (CIP) Now Therefore Committee of the Whole recommends to County Council to authorize 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 staff be directed to execute said contribution agreement And Finally that Council pass a bylaw later in the meeting to redirect the remaining Investing in Ontario funds to the K&P Trail.
Background The federal Economic Action Plan announced $150 million nationally over two years for the new Canada 150 Community Infrastructure Program (CIP 150). The CIP 150 is part of a coordinated federal approach to celebrating Canada’s 150th Anniversary. This commitment is expected to strengthen public infrastructure and provide economic benefits in communities across Canada. The Federal Economic Development Agency for the Southern Ontario (FedDev Ontario) is delivering the program in southern Ontario with an allocation of $44.4 million over two years.
2015-089 Planning and Economic Development Canada 150 Infras…
Page 75 of 118
AGENDA ITEM #g)
At its regular meeting in May County Council instructed staff to make an application to the fund and approved an allocation from reserves for the amount of $247,000 to use as leverage for the K&P Trail development from Tichborne to Sharbot Lake. Comment On August 10, 2015 a letter of notification was received stating that the County’s application to the CIP 150 fund was successful for a non-repayable contribution of $247,000. The letter went on to say that an agreement will be coming soon for signature and a resolution from Council endorsing the project to include specified wording would be required as well. The resolution is to include the Federal Economic Development Agency for Southern Ontario, the contribution agreement through the CIP 150 program, the project title and the funding amount improved through the program, and that the resolution is duly passed. Sustainability Implications This project supports a number of focus areas adopted in Directions for Our Future and is directly identified in Sustainable Actions 2014 under the economic pillar of sustainability as – Trail Network Development. The project supports the development of a network of trails in the County facilitating recreation and transportation networks and promoting active lifestyles. Financial Implications The Development of the Frontenac K&P Trail–Phase 5 will be part of the 2016 budget discussions. Organizations, Departments and Individuals Consulted and/or Affected Township of Central Frontenac Rideau Valley Conservation Authority Residents of County of Frontenac
Council Recommend Report – Canada 150 Infrastructure Program September 23, 2015
2015-089 Planning and Economic Development Canada 150 Infras…
Page 2 of 2
Page 76 of 118
AGENDA ITEM #h)
Report 2015-090 RECOMMEND REPORT TO COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender Chief Administrative Officer
Prepared by:
Paul J. Charbonneau Director of Emergency & Transportation Services/Chief of Paramedic Services
Date prepared:
August 25, 2015
Date of meeting:
September 23, 2015
Re:
Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan
Recommendation 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. Background At its meeting on September 18, 2014, County Council passed the following resolution: Motion #: 186-14
Moved By: Seconded By:
Councillor Purdon Councillor Gutowski
RESOLVED THAT the Council of the County of Frontenac accept this Emergency and Transportation Services – 2015 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
Recommend Report to Council Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan September 23, 2015
2015-090 Emergency and Transportation Services 2016 Legislat…
Page 1 of 4
Page 77 of 118
AGENDA ITEM #h)
The County of Frontenac set the following criteria under Regulation 257/00, as amended, for its response time targets for 2015: For the calendar year of 2015, from January 1 to December 31, i. Designated Delivery Agent (DDA) - SUDDEN CARDIAC ARREST 48% percent of the time, within 6 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a person equipped and ready to use an AED at the location of a patient determined to be in sudden cardiac arrest. ii. EMS Designated Delivery Agent - CTAS 1 68% percent of the time, within 8 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 1. iii. EMS Designated Delivery Agent - CTAS 2, 3, 4, 5 The County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 2, 3, 4, 5 within a period of time determined appropriate by the DDA and noted below in Table 1, or as resources permit (level of effort): Table 1, CTAS 2, 3, 4, 5 EMS Delivery Agent Commitment CTAS Target Time from Paramedic Received Until on Scene 2 10 minutes 3 10 minutes 4 10 minutes 5 10 minutes
Recommend Report to Council Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan September 23, 2015
2015-090 Emergency and Transportation Services 2016 Legislat…
% Target 65% 65% 65% 65%
Page 2 of 4
Page 78 of 118
AGENDA ITEM #h)
Comment Since the inception of RTS in 2013, the County of Frontenac has met and/or exceeded its stated RTS as illustrated in the graph below. CTAS Response Time Performance (2013 and 2014)
It is recommended that the County of Frontenac maintain the same criteria under Regulation 257/00, as amended, for its response time targets for 2016: For the calendar year of 2016, from January 1 to December 31, i. Designated Delivery Agent (DDA) - SUDDEN CARDIAC ARREST 48% percent of the time, within 6 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a person equipped and ready to use an AED at the location of a patient determined to be in sudden cardiac arrest. ii. EMS Designated Delivery Agent - CTAS 1 68% percent of the time, within 8 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 1.
Recommend Report to Council Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan September 23, 2015
2015-090 Emergency and Transportation Services 2016 Legislat…
Page 3 of 4
Page 79 of 118
AGENDA ITEM #h)
iii. EMS Designated Delivery Agent - CTAS 2, 3, 4, 5 The County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 2, 3, 4, 5 within a period of time determined appropriate by the DDA and noted below in Table 1, or as resources permit (level of effort): Table 1, CTAS 2, 3, 4, 5 EMS Delivery Agent Commitment CTAS Target Time from Paramedic Received Until on Scene 2 10 minutes 3 10 minutes 4 10 minutes 5 10 minutes
% Target 65% 65% 65% 65%
Sustainability Implications Good stewardship of the County’s financial resources allows for the most appropriate care of our residents and visitors when in need of paramedic services. Financial Implications None at this time. Organizations, Departments and Individuals Consulted and/or Affected None at this time.
Recommend Report to Council Emergency and Transportation Services – 2016 Legislated Response Time Performance Plan September 23, 2015
2015-090 Emergency and Transportation Services 2016 Legislat…
Page 4 of 4
Page 80 of 118
AGENDA ITEM #i)
Report 2015-095 Council Recommend Report To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
David Millard, Manager of Information Systems
Date of meeting:
September 23, 2015
Re:
Corporate Services – Mobile Device Management
Recommendation 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. Background Coming out of The Ontario Municipal Records Management System (TOMRMS) training held on September 16, 2015, Mobile Device Management for Council members was identified as a topic of discussion. Below are options available to the corporation. Options See Appendix A Sustainability Implications N/A Financial Implications See Appendix A Organizations, Departments and Individuals Consulted and/or Affected David Millard, Manager of Information Systems
2015-095 Corporate Services Mobile Device Management
Page 81 of 118
AGENDA ITEM #i)
Appendix A Options for Councillors
Option
- County Supplied Device (Currently available just to the Warden)
FOI Access to Personal Security Business Most secure n/a – (only if – all email County business stored on is conducted on County personal email) server
- Webmail Option
Most secure – all email stored on County server
n/a – (only if County business is conducted on personal email)
- Installed on Own Device Bring Your Own Device (BYOD) – Non Blackberry i.e., Android or Apple
- Installed on Own Device (BYOD) – Blackberry
Least secure – subject to the security policies/ procedures of your provider
Separation of business and personal not possible. FOI requests would subject private email/documents to search.
Secure
Device allows for separation of personal and business. (County business conducted by personal email still subject to FOI requests.
Cost to the County Archiving Responsibility of the individual. Remains on County server until deleted. Then available for 30 days. Responsibility of the individual. Remains on County server until deleted. Then available for 30 days. Responsibility of the individual. Remains on County server until deleted. Then available for 30 days.
Responsibility of the individual. Remains on County server until deleted. Then available for 30 days.
$0.00
Personal Information is discoverable NO
$0.00
NO
One time of $1750 US and $350 US annual
Yes
One time of $1750 US and $350 US annual
No
Notes: • Option #2 – Webmail is available under all options. • The County does not provide support for personal devices. • All devices must be password protected. • Recommended Process: Send out the following email to your contact list: Recommend Report – Corporate Services Mobile Device Management September 23, 2015
2015-095 Corporate Services Mobile Device Management
Page 2 of 3
Page 82 of 118
AGENDA ITEM #i)
“Effective today, all email related to the business of the County of Frontenac should be addressed to my County email at xxxx@frontenaccounty.ca. Thank you.”
Recommend Report – Corporate Services Mobile Device Management September 23, 2015
2015-095 Corporate Services Mobile Device Management
Page 3 of 3
Page 83 of 118
AGENDA ITEM #j)
Report 2015-096 Council Recommend Report To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Anne Marie Young, Manager of Economic Development
Date of meeting:
September 23, 2015
Re:
Planning & Economic Development – Request to Submit Proposal
Recommendation 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; Background The Corporation of the Township of South Frontenac is soliciting proposals from qualified individuals to purchase, revitalize and/or restore the failed tax sale property at 6543 County Rd 38 in Verona and listed in Appendix “A”. The primary objective of this call for proposals is to return the failed tax sale property to a productive and safe re-use so that the following community benefits can be realized in the near term (i.e within 2 of years) and in a meaningful way: a. Return and increase of annual property tax revenues b. Neighborhood support through improvement of property condition & standards c. Addition of housing and/or d. Addition of employment opportunities Subject to award, it is the Township’s intent to negotiate an Agreement of Purchase and Sale with the successful proponent(s).
2015-096 Planning and Economic Development Request to Submit…
Page 84 of 118
AGENDA ITEM #j)
Deadline for submissions is 3 p.m. Friday, September 25, 2015. Comment The property of interest is adjacent to the K&P Trail and is located at the corner of Bellrock Road and SF Township Road 38 and is a good fit for a trailhead/staging area. Trailheads and staging areas are addressed in the Frontenac Trails Master Plan and the Trails Concept Plan and each noted that network continuity, connectivity and feasibility are enhanced through the implementation of trailhead facilities and staging areas. In some cases, amenities can be a factor which enacts an individual to decide whether or not to make a trip using an active mode of transportation. Staging areas can be appropriately designed to reinforce commitment to promoting trails and that may include lighting, sitting/rest areas, parking areas, signage, bicycle parking, loading/uploading areas, garbage receptacles, washroom and amenity buildings and gates/access barriers. In support the economic development theme “Trips & Trails” it is recommended that the County submit a proposal to the Corporation of the Township of South Frontenac for a nominal fee pending a condition on environmental assessment. Sustainability Implications This project supports a number of focus areas adopted in Directions for Our Future and is directly identified in Sustainable Actions 2014 under the economic pillar of sustainability as – Trail Network Development. The project supports the development of a network of trails in the County facilitating recreation and transportation networks and promoting active lifestyles. Financial Implications To be determined pending the County’s submission is successful. Organizations, Departments and Individuals Consulted and/or Affected Township of South Frontenac
Council Recommend Report – Request to Submit Proposal September 23, 2015
2015-096 Planning and Economic Development Request to Submit…
Page 2 of 3
Page 85 of 118
AGENDA ITEM #j)
Appendix A
Council Recommend Report – Request to Submit Proposal September 23, 2015
2015-096 Planning and Economic Development Request to Submit…
Page 3 of 3
Page 86 of 118
AGENDA ITEM #a)
Report 2015-083 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:
September 23, 2015
Re: Corporate Services – 2015 2nd Quarter Financial Summary
Recommendation This report is for information only. Background The County of Frontenac Financial Summary for the 2nd Quarter of 2015 is attached. Comment Most variances are primarily due to timing with additional comments provided below: Revenue Requisition on Municipalities: Amounts will be reconciled at year end. Federal and Provincial Transfers: The 2015 funding for Land Ambulance received in mid May indicated slightly more funding than budgeted. This will be evident in future reports. The Provincial transfer for Ferry is substantially underbudget, but will be reconciled at year end. Fairmount’s funding to the end of June is greater than budget. Fees and Service Charges: Ferry ticket sales are under budget in the second quarter of 2015 which accounts for most of the variance.This is most often made up during the summer months. Other Income: Variance is primarily due to less revenue than anticipated being received for MicroFit projects. City of Kingston Contribution: City of Kingston contributions will be reconciled at year end. Expenses
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
Page 1 of 6
Page 87 of 118
AGENDA ITEM #a) Salaries and Benefits: Fairmount is under budget overall in salaries and benefits, but it should be noted that overtime exceeds budget by $14,500 at the end of the second quarter. Management is reviewing and looking at strategies to mitigate this over expenditure during the rest of the year. Frontenac Paramedic Service is overbudget primarily due to the timing of benefits which will reconcile by year end. Materials: Timing accounts for most of the variance. As noted in the first quarter report under Land Ambulance there is an additional $31,281 in Ebola expense that was not budgeted in 2015. Contracted Service: Timing accounts for variance as projects are not yet all underway. It should be noted that the Land ambulance base maintenance contracts are over budget at the end of the 2nd quarter, due to the unanticipated requirement to replace garage doors at Station 3. Rent and Financing: These expenses are on budget. External Transfers: These are processed at year end.
Sustainability Implications Within Directions for Our Future, the vision statement associated with Capacity Building and Governance states that “Government decision-making processes are clear, forward thinking and focused on the longer term”. By reviewing quarterly financial statements, Council can assure itself that the direction given through the 2015 budget is being carried out. At the same time, this information is being shared publicly. Organizations, Departments and Individuals Consulted and/or Affected Senior Leadership Team
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
Page 2 of 6
Page 88 of 118
AGENDA ITEM #a)
County of Frontenac Summary of All Departments 2015 Second Quarter Variance 2015
2015
2015
BUDGET $
BUDGET 2nd QTR $
ACTUALS 2nd QTR $
VARIANCE 2nd QTR $
VARIANC E 2nd QTR %
Operating Revenue Taxation and User charges Taxation from other governments User charges Payments in lieu of taxes
70,000 3,205,297 42,805
0 1,683,667 0
-2,356 1,649,875 0
-2,356 -33,792 0
-2.01%
14,387,039
7,176,806
7,181,292
4,486
0.06%
198,623 140,000 190,289
99,312 70,000 83,984
65,074 33,222 77,080
-34,238 -36,778 -6,904
-34.48% -52.54% -8.22%
18,234,053
9,113,769
9,004,187
-109,582
-1.20%
1,095,185 612,749
0 0
0 0
0 0
19,941,987
9,113,769
9,004,187
-109,582
-1.20%
Salaries & benefits Materials Contracted Service Rent and Financing External Transfers Depreciation
23,941,536 2,886,806 7,996,766 225,134 150,300 1,538,526
11,869,305 1,047,619 3,983,007 114,442 76,800 747,905
11,763,935 1,022,437 3,308,410 118,532 0 750,551
-105,370 -25,182 -674,597 4,090 -76,800 2,646
-0.89% -2.40% -16.94% 3.57% -100.00% 0.35%
Total Operating Expense
36,739,068
17,839,078
16,963,865
-875,213
-4.91%
Grants Federal and Provincial
Other Financing Provincial Offences Net Revenue Investment Income Other
Total Transfer from Obligatory reserve Transfer from reserves
Total Operating Revenue and Reserve Transfer Operating Expense
Reserve Transfers
1,054,175
0
22,500
22,500
Total Operating Expense with Reserve transfers
37,793,243
17,839,078
16,986,365
-852,713
-4.78%
NET MUNICIPAL CONTRIBUTION
17,851,256
8,725,309
7,982,178
-743,131
-8.52%
less depreciation ( non-cash)
1,538,526
747,905
750,551
2,646
0.35%
16,312,730
7,977,404
7,231,627
-745,777
-9.35%
Other Municipal Contribution
-7,926,238
-3,963,119
-4,080,630
-117,511
2.97%
County Contribution
8,386,492
4,014,285
3,150,997
-863,288
-21.51%
NET CAPITAL EXPENSE
586,156
34,631
8,234
-26,397
-76.22%
Other Municipal Contribution
-526,655
0
-25,786
-25,786
County Contribution
59,501
34,631
-17,552
-52,183
-150.68%
210,295 8,656,290
167,648 6,492,218
137,167 4,328,145
-30,481 -2,164,073
-18.18% -33.33%
NET MUNICIPAL CONTRIBUTION less depreciation
NET CONTRIBUTION TO DEBENTURE Requisition
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
Page 3 of 6
Page 89 of 118
AGENDA ITEM #a) County of Frontenac Fairmount Summary 2015 Second Quarter Variance 2015
2015
2015
BUDGET $
BUDGET 2nd QTR $
ACTUALS 2nd QTR $
VARIANCE 2nd QTR $
VARIANCE 2nd QTR %
2,940,333
1,470,167
1,468,165
-2,002
-0.14%
5,344,080
2,672,040
2,717,001
44,961
1.68%
Operating Revenue Taxation and User charges User charges
Grants Federal and Provincial
Other Financing Other
86,468
43,234
38,316
-4,918
-11.38%
8,370,881
4,185,441
4,223,482
38,041
0.91%
92,434
0
0
0
8,463,315
4,185,441
4,223,482
38,041
0.91%
8,815,689 939,382 1,202,551 520,766
4,363,127 488,386 652,776 260,383
4,174,898 472,705 564,321 265,495
-188,229 -15,681 -88,455 5,112
-4.31% -3.21% -13.55% 1.96%
11,478,388
5,764,672
5,477,419
-287,253
-4.98%
111,592
0
0
0
11,589,980
5,764,672
5,477,419
-287,253
-4.98%
3,126,665
1,579,231
1,253,937
-325,294
-20.60%
520,766
260,383
265,495
5,112
1.96%
NET MUNICIPAL CONTRIBUTION less depreciation
2,605,899
1,318,848
988,442
-330,406
-25.05%
Other Municipal Contribution
-1,722,648
-861,324
-934,691
-73,367
8.52%
County Contribution
883,251
457,524
53,751
-403,773
-88.25%
NET CAPITAL EXPENSE
206,525
53,000
39,389
-13,611
-25.68%
Other Municipal Contribution
-197,480
0
-25,786
-25,786
9,045
53,000
13,603
-39,397
-74.33%
210,295
167,648
137,167
-30,481
-18.18%
Total Transfer from reserves
Total Operating Revenue and Reserve Transfer Operating Expense Salaries & benefits Materials Contracted Service Depreciation
Total Operating Expense Reserve Transfers
Total Operating Expense with Reserve transfers NET MUNICIPAL CONTRIBUTION less depreciation ( non-cash)
County Contribution NET CONTRIBUTION TO DEBENTURE
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
Page 4 of 6
Page 90 of 118
AGENDA ITEM #a)
County of Frontenac Frontenac Paramedic Service Summary 2015 Second Quarter Variance 2015
2015
2015
BUDGET $
BUDGET 2nd QTR $
ACTUALS 2nd QTR $
VARIANCE 2nd QTR $
0
0
-1,616
-1,616
8,158,005
4,104,952
4,087,954
-16,998
VARIANCE 2nd QTR %
Operating Revenue Taxation and User charges User charges
Grants Federal and Provincial
-0.41%
Other Financing Other
Total
0
0
2,497
2,497
8,158,005
4,104,952
4,088,835
-16,117
Transfer from reserves
-0.39%
20,000
0
0
0
8,178,005
4,104,952
4,088,835
-16,117
-0.39%
Salaries & benefits Materials Contracted Service Rent and Financing Depreciation
12,822,823 922,974 1,443,655 224,884 640,529
6,356,899 447,871 842,575 114,442 320,264
6,463,238 440,600 711,956 118,532 310,126
106,339 -7,271 -130,619 4,090 -10,138
1.67% -1.62% -15.50% 3.57% -3.17%
Total Operating Expense
16,054,865
8,082,051
8,044,452
-37,599
-0.47%
641,242
0
0
0
16,696,107
8,082,051
8,044,452
-37,599
-0.47%
8,518,102
3,977,099
3,955,617
-21,482
-0.54%
640,529
320,264
310,126
-10,138
-3.17%
NET MUNICIPAL CONTRIBUTION less depreciation
7,877,573
3,656,835
3,645,491
-11,344
-0.31%
Other Municipal Contribution
-6,203,589
-3,101,795
-3,145,939
-44,144
1.42%
County Contribution
1,673,984
555,040
499,552
-55,488
-10.00%
NET CAPITAL EXPENSE
339,883
0
0
0
0%
Other Municipal Contribution
-329,175
0
0
0
County Contribution
10,708
0
0
0
Total Operating Revenue and Reserve Transfer Operating Expense
Reserve Transfers
Total Operating Expense with Reserve transfers NET MUNICIPAL CONTRIBUTION less depreciation ( non-cash)
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
0%
Page 5 of 6
Page 91 of 118
AGENDA ITEM #a) County of Frontenac Frontenac Paramedic Service 2015 Second Quarter Variance 2015
2015
2015
BUDGET $
BUDGET 2nd QTR $
ACTUALS 2nd QTR $
VARIANCE 2nd QTR $
0
0
-1,616
-1,616
8,158,005
4,104,952
4,087,954
-16,998
VARIANCE 2nd QTR %
Operating Revenue Taxation and User charges User charges
Grants Federal and Provincial
-0.41%
Other Financing Other
Total
0
0
2,497
2,497
8,158,005
4,104,952
4,088,835
-16,117
Transfer from reserves
-0.39%
20,000
0
0
0
8,178,005
4,104,952
4,088,835
-16,117
-0.39%
Salaries & benefits Materials Contracted Service Rent and Financing Depreciation
12,822,823 922,974 1,443,655 224,884 640,529
6,356,899 447,871 842,575 114,442 320,264
6,463,238 440,600 711,956 118,532 310,126
106,339 -7,271 -130,619 4,090 -10,138
1.67% -1.62% -15.50% 3.57% -3.17%
Total Operating Expense
16,054,865
8,082,051
8,044,452
-37,599
-0.47%
641,242
0
0
0
16,696,107
8,082,051
8,044,452
-37,599
-0.47%
8,518,102
3,977,099
3,955,617
-21,482
-0.54%
640,529
320,264
310,126
-10,138
-3.17%
NET MUNICIPAL CONTRIBUTION less depreciation
7,877,573
3,656,835
3,645,491
-11,344
-0.31%
Other Municipal Contribution
-6,203,589
-3,101,795
-3,145,939
-44,144
1.42%
County Contribution
1,673,984
555,040
499,552
-55,488
-10.00%
NET CAPITAL EXPENSE
339,883
0.00%
0.00%
0.00%
0.00%
Other Municipal Contribution
-329,175
0
0
0
County Contribution
10,708
0
0
0
0.00%
1,684,692
555,040
499,552
-55,488
-10.00%
Total Operating Revenue and Reserve Transfer Operating Expense
Reserve Transfers
Total Operating Expense with Reserve transfers NET MUNICIPAL CONTRIBUTION less depreciation ( non-cash)
Requisition
Information Report Corporate Services – 2015 2nd Quarter Financial Summary September 23, 2015
2015-083 Corporate Services 2015 2nd Quarter Financial Summa…
Page 6 of 6
Page 92 of 118
AGENDA ITEM #b)
Report 2015-091 Council Information Report To:
Warden and Council of the County Of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Steven Silver, Interim Administrator of Fairmount Home
Date of meeting:
September 23, 2015
Re:
Fairmount Home – 2015 2nd Quarter Activity Report
Recommendation This Report is for information purposes only. Background The following information is an update regarding the activities/challenges at Fairmount from April 1 to June 30, 2015. Comment Accreditation Award Fairmount Home has been accredited with Exemplary Standing which is Accreditation Canada’s highest designation. The national Accreditation team visited Fairmount earlier this year and thoroughly reviewed all aspects of resident care using the national standards for quality care as the measuring tool. A celebration to recognize this achievement is planned for September 29th at 2:30 p.m. in the lobby. Family Information Session We experienced an outstanding attendance at our Family Information Session held in April. The format of inviting a guest speaker was very popular. The next family session is scheduled for September 29th at 5:00 p.m. Fairmount continues to enjoy a long waiting list and hosts almost daily tours for potential residents. Environmental/Dietary Management Contract Staff met with representatives of the current contractor, Sodexo, on two occasions during the second quarter to review the annual performance report. The current contract has been extended until March 31/16. A recommendation report regarding the options for this service beyond 2016 will be prepared for Council’s consideration.
2015-091 Fairmount Home 2nd Quarter Activity Report
Page 93 of 118
AGENDA ITEM #b)
CUPE 2290 Collective Agreement Successful contract negotiations with CUPE 2290 took place in June. The new contract met the “total compensation model” guidelines as approved by Council and was ratified by both parties. The resulting salary increases are: 1.5% for 2015 and 1.5% for 2016. The Evolving Challenges of Long Term Care Director of Care Emily Shoniker has prepared a case study report documenting the heavier care and resident behavioral challenges which staff attempt to accommodate with insufficient funding from the Province. The report will be attached as an appendix to the Fairmount 2016 – 2020 Business Plan. Attendance, Availability and Overtime The 2015 budget variance report indicates that union salaries and overtime are running higher than budgeted. This is partly due to the arbitration award and contract settlement. Scheduling over the summer months has been extremely challenging to meet the minimum staffing requirements due to lack of availability. Management has been conducting personal meetings with staff to discuss attendance and availability. It is planned to also review the current staffing levels and structure to identify potential efficiencies. The Fairmount budget is indicating a small surplus at the end of the second quarter. Second Quarter Statistics Measurable Statistic Number of new admissions Number of resident deaths Number of discharges to other facilities Number of MOHLTC unusual occurrences
Number of public health incidents (outbreaks) Number of new CUPE grievances Number of new WSIB Form 7’s Number of employees on prolonged STD Number of employees on LTD Staff Changes: employment ended retirements resignations external hires internal postings
Fairmount Home – 2015 2nd Quarter Activity Report September 23, 2015
2015-091 Fairmount Home 2nd Quarter Activity Report
Number of Occurrences 8 2 1 1
Comment
Discharged to their own residence -Change in status after injury
2
- unfounded allegations of neglect
3
-allegations of abuse including resident to resident
0 2 1 3 5 10 2 3 5 27
Page 2 of 3
Page 94 of 118
AGENDA ITEM #b)
Sustainability Implications N/A Financial Implications N/A Organizations, Departments and Individuals Consulted and/or Affected Fairmount Management Team Fairmount Staff Frontenac County Staff Residents Volunteers
Fairmount Home – 2015 2nd Quarter Activity Report September 23, 2015
2015-091 Fairmount Home 2nd Quarter Activity Report
Page 3 of 3
Page 95 of 118
AGENDA ITEM #c)
Report 2015-092 Information Report to Council To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Paul J. Charbonneau, Director of Emergency & Transportation Services/Chief of Paramedic Services
Date of meeting:
September 23, 2015
Re:
Emergency and Transportation Services – Kingston Urban Station Study
Recommendation This report is for information only. Background At a Special Meeting on September 9th, 2006 the County Council received a report, from IBI Group (Appendix A), that included the following: The Stand-Alone Station Deployment model appears to be the most practical model for the City of Kingston for the following reasons: 1.
The IBI Group report affirms that the existing stations at Palace Road and Justus Drive “are well situated to serve the majority of the City’s current needs for emergency medical coverage” and that the existing Highway 15 station “is situated strategically to respond to both sets of need (urban and rural) in a balanced fashion”.
The numbers of ambulances required in each of our geographic response areas is better served by stand-alone stations strategically located rather than multiple “posts”. Because the number of individual posts would exceed the number of stand-alone buildings and MOHLTC requires that ambulances are housed indoors, multibay bases versus individual bay posts are more cost efficient for this area.
Information Report to Council Emergency and Transportation Services – Kingston Urban Station Study September 23, 2015
2015-092 Emergency and Transportation Services Kingston Urba…
Page 1 of 3
Page 96 of 118
AGENDA ITEM #c)
Recommendation That Council of the County of Frontenac: 1.
Establish the framework for the provision of Land Ambulance Services within the Kingston area by confirming that the Stand-Alone Station Deployment Service Model for the provision of Land Ambulance Services within the Kingston area continues to be the preferred model.
The Council directed staff to establish the “Stand-Alone Deployment Service Model”. Comment Emergency (Code 4) ambulance call volumes had increased from 1996 to 2006 by 91% to 9864. Between 2007 and 2014 inclusive, emergency (Code 4) ambulance calls volumes have increased to 11,480; a ~12% increase. The 2006 IBI Report stated: “Approximately 95% of these calls originate in the City’s urban area, which generally consists of the area bounded by Collins Bay to the west, Lake Ontario to the south, Highway 401 to the north and the Highway 15 corridor to the east. The remaining 5% of the calls originate in the City’s rural area (i.e., north of Highway 401 or east of the Highway 15 corridor).” The volume of calls in the City’s urban area remains in the same percentile range as 2006. The areas identified in 2006 remain the same areas of deployment challenge, despite the change in 2013 from one response time standard (90th percentile) to the current (RTS) model. Opportunities will be forthcoming for co-location stations with Kingston Fire and Rescue Services that will address two (2) areas of concern (Airport and Rideau Heights). Once those opportunities are exploded and resolved then the other areas can be addressed. The map below is divided into one (1) square kilometer pieces and clearly illustrates the areas (red) that we are not meeting our current RTS. First, the repositioning of resources followed by possible additional resources being added will move us to greater RTS compliance. A possible third crossing will also need to be factored into all discussions regarding paramedic response and/or station location in the area east of the Cataraqui River.
Information Report to Council Emergency and Transportation Services – Kingston Urban Station Study September 23, 2015
2015-092 Emergency and Transportation Services Kingston Urba…
Page 2 of 3
Page 97 of 118
AGENDA ITEM #c)
Sustainability Implications Good stewardship of the County’s financial resources allows for the most appropriate care of our residents and visitors when in need of paramedic services. Financial Implications None at this time. Organizations, Departments and Individuals Consulted and/or Affected City of Kingston Kingston Fire and Rescue Services Joe Gallivan, Director of Planning and Economic Development
Information Report to Council Emergency and Transportation Services – Kingston Urban Station Study September 23, 2015
2015-092 Emergency and Transportation Services Kingston Urba…
Page 3 of 3
Page 98 of 118
AGENDA ITEM #d)
Report 2015-093 Information Report to Council To:
Warden and Council Members of the County of Frontenac
From:
Kelly J. Pender, Chief Administrative Officer
Prepared by:
Anne Marie Young, Manager of Economic Development
Date of meeting:
September 23, 2015
Re:
Department – Planning & Economic Development – K&P Trail Update
Recommendation This report is for information purposes only. Background The unopened portion of the K&P rail bed, acquired by the County of Frontenac in 2008, runs through the Township of South Frontenac and part of the Township of Central Frontenac. The County’s acquisition of the land was undertaken as part of its economic stimulation efforts. The development of this multi-use trail offers an alternative transportation network for our residents and visitors, links us into the Trans Canada Trail system, connects our communities, and provides healthy lifestyle and recreational opportunities. County Council adopted the implementation of the Frontenac K&P Trail at its October 2009 regular meeting. Since that time the construction has proceeded in phases and to date five bridges have been reconstructed as well as approximately 38 km of trail has been developed. Comment A Request for Quotation (RFQ) for the development of the Frontenac K&P Trail – Phase 4 was issued to develop the trail in the Township of Central Frontenac from north of Fish Creek Road to Fream Street in Tichborne. Four submissions were received as follows: Name Amount Crains’ Construction Limited $ 75,594.60 Arnott Bros. Construction $ 109,047.00 L.A. Knapp Inc. $ 153,812.56 K. Mulrooney Trucking Ltd. $ 390,446.41 The submissions were evaluated by County staff. The successful proponent is Crains’ Construction Limited for the amount of $75,594.60 plus HST.
2015-093 Planning and Economic Development K&P Trail Update
Page 99 of 118
AGENDA ITEM #d)
NOTE: Several components of the development could not be determined in actual amounts before the RFQ was issued. These included the amount of granular B and the size and number of culverts required. Minimum amounts were asked for in the RFQ to determine unit prices. It is expected the price of the actual build will come in more than the bid. Sustainability Implications This project supports a number of focus areas adopted in Directions for Our Future and is directly identified in Sustainable Actions 2014 under the economic pillar of sustainability as – Trail Network Development. The project supports the development of a network of trails in the County facilitating recreation and transportation networks and promoting active lifestyles. Financial Implications The Development of the Frontenac K&P Trail–Phase 4 falls within the budget allotment for 2015. Organizations, Departments and Individuals Consulted and/or Affected Township of Central Frontenac Rideau Valley Conservation Authority Residents of County of Frontenac
Information Report Planning & Economic Development - K&P Trail Update September 23, 2015
2015-093 Planning and Economic Development K&P Trail Update
Page 2 of 2
Page 100 of 118
AGENDA ITEM #a)
Minutes of the 150th Anniversary Planning Advisory Committee Meeting September 9, 2015 A meeting of the 150th Anniversary Planning Advisory Committee was held in the Frontenac Room of the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, September 9, 2015 at 11:00 a.m. Present: Gary Davison Jim Vanden Hoek Phil Leonard Pat Barr Tasha Lloyd Dave Woodman Barbara Sproule Councillor Natalie Nossal Warden Denis Doyle Staff Present: Anne Marie Young Alison Vandervelde 1.
Call to order
The Chair called the meeting to order at 11:00am 2.
Adoption of the Agenda
Moved By: Seconded By:
Mr. Leonard Mr. Vanden Hoek
That the agenda for the September 9, 2015 meeting of the 150th Anniversary Planning Advisory Committee be approved. CARRIED 3.
Disclosure of Pecuniary Interest and General Nature Thereof
There were none.
Minutes of the 150th Anniversary Planning Advisory Committee…
Page 101 of 118
AGENDA ITEM #a)
Adoption of Minutes Minutes of Meeting held August 11, 2015
Moved By: Seconded By:
Ms. Sproule Mr. Woodman
That the minutes of the 150th Anniversary Planning Advisory Committee meeting held August 11, 2015 be adopted. CARRIED 5.
Deputations and/or presentations
150th Anniversary Advisory Committee (AAC) Work Plan a
2015-087 150th Anniversary Planning Advisory Committee Wrap Up Meeting
Committee members expressed their satisfaction with the event, and conveyed positive comments they have heard from the community. Mr. Davison, Mr. Vanden Hoek, and Mr. Leonard all expressed gratitude to Event Coordinators Pam Morey and Dan Bell for the pivotal role they played in the success of the event. They also thanked Ms. Young and Ms. Vandervelde for their contributions. The committee discussed that a few things could have been done differently: the ball could have been held on site, and perhaps different music would have been more appropriate for the crowd. The group that served brunch on Sunday should have prepared for more people. Warden Doyle commented that if we were ever to do it again, we should consider moving it around to the other Townships and some other venues. Warden Doyle thanked the entire committee for their dedication over the years, and specifically thanked Mr. Davison for pushing County Council to make the celebration a priority. Moved By: Seconded By:
Mr. Leonard Ms. Lloyd
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. CARRIED
150th Anniversary PAC Meeting Minutes September 9, 2015
Minutes of the 150th Anniversary Planning Advisory Committee…
Page 2 of 3
Page 102 of 118
AGENDA ITEM #a)
Moved By: Seconded By:
Warden Doyle Mr. Leonard
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. CARRIED Moved By: Seconded By:
Mr. Vanden Hoek Ms. Barr
Be it Resolved 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 150th Anniversary Celebration Financials
Communications i.
From Angelique Tamblyn, Executive Assistant, inviting members of the 150th Anniversary Planning Advisory Committee to participate in the Annual County of Frontenac Golf Tournament. Other business
Next Meeting Having completed its mandate set by County Council, there will be no further meetings of the 150th Anniversary Planning Advisory Committee.
Adjournment
Moved By: Seconded By:
Mr. Leonard Mr. Woodman
That the meeting hereby adjourn at 11:29am CARRIED
150th Anniversary PAC Meeting Minutes September 9, 2015
Minutes of the 150th Anniversary Planning Advisory Committee…
Page 3 of 3
Page 103 of 118
AGENDA ITEM #b)
COMMITTEE REPORT TO COUNCIL To:
Warden and Council Members of the County of Frontenac
From:
Jannette Amini Manager of Legislative Services/Clerk
Date prepared:
September 14, 2015
Date of meeting:
September 9, 2015
Re:
150th Anniversary Planning Advisory Committee – Report to Council
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. Recommendation RESOLVED THAT the Report of the 150th Anniversary Planning Advisory Committee be received and adopted. The 150th Anniversary Planning Advisory Committee reports and recommends as follows: 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.
Report of the 150th Anniversary Planning Advisory Committee …
Page 104 of 118
AGENDA ITEM #b)
LIMESTONE DISTRICT SCHOOL BOARD Postal Bag 610, 220 Portsmouth Ave., Kingston, ON., K7L 4X4 T: (613) 544-6920 | Toll Free: 1-800-267-0935 | TTY: (613) 542-8526 | F: (613) 544 6804 www.limestone.on.ca
Via email: kpender@frontenaccounty.ca June 11, 2015 County of Frontenac 2069 Battersea Road Glenburnie, ON K0H 1S0 Attention: Warden Denis Doyle Dear Warden Doyle: I am writing on behalf of the Trustees of the Limestone District School Board to inquire as to your Council’s interest in establishing a partnership table with our Board that would meet several times a year to discuss matters of joint interest. We deeply value the positive relationship that exists between the municipalities in the County of Frontenac and the Limestone District School Board, mainly expressed through collaborative work and cooperation among staff. A partnership table would extend that relationship to a new level, through formalized meetings of representative Councillors and Trustees from our organizations. The Limestone District School Board has recently established such a partnership with the City of Kingston in conjunction with the Algonquin Lakeshore Catholic District School Board, and in May 2015, Limestone Trustees passed a motion directing me to explore similar opportunities with other municipalities within the counties served by the Limestone District School Board. To give you an idea of how one such partnership table plans to operate, I am attaching the newly approved terms of reference for the Kingston Algonquin Limestone Partnership Table (KALPT). We would be pleased to invite the participation of our coterminous school board, if your Council would be in favour of doing so. Should you be interested in further exploration of this opportunity, I or my successor, incoming Director of Education Debra Rantz, would be happy to meet with you and/or your CAO at your earliest convenience. Yours truly,
Brenda L. Hunter Director of Education /wam c.c. to: Kelly Pender, CAO Enclosure
David Jackson – Chair | Brenda Hunter - Director of Education and Secretary | Paul Babin – Treasurer
Our Students, Our Future
Appointment to the Kingston Algonquin Limestone Partnership …
Page 105 of 118
AGENDA ITEM #b)
Kingston Algonquin Limestone Partnership Table Terms of Reference
Mandate: • The mandate of the Kingston Algonquin Limestone Partnership Table (KALPT) is to facilitate the sharing and discussion of information, ideas and practices of mutual interest and benefit to the member organizations. •
The KALPT is advisory in nature only, and subject to the policies, practices and legislative requirements of each organization.
Membership: • The KALPT is comprised of three representatives from each of the City of Kingston, the Algonquin and Lakeshore Catholic District School Board (ALCDSB) and the Limestone District School Board (LDSB), herein after referred to as the “organizations”. •
The members of the KALPT will be determined annually in accordance with the practice and policy of each organization.
•
The KALPT will be led by three co-chairs, one from each organization.
•
The City of Kingston’s Commissioner of Community Services and the School Boards’ Directors of Education or designates shall serve as resource staff to the KALPT, with other staff participating as required.
Operations: • The KALPT will meet three times annually, hosted once by each of the organizations. •
The co-chair from the hosting organization will chair/conduct that meeting on a site selected by the hosting Chair.
•
The agenda will be developed and approved jointly by the co-chairs, based on submissions to the host organization from KALPT members or their resource staff.
•
The host organization is responsible for meeting expenses, as well as the creation and distribution of agendas and minutes.
•
Robert’s Rules of Order will be utilized to govern process and conduct at meetings.
•
The KALPT is governed by the legislative and policy requirements of each organization. Notwithstanding the above, where there is a conflicting requirement among organizations, the most restrictive policy or legislation shall prevail.
•
A participating organization may decide to take a recommendation related to matters discussed by the KALPT to their own organization, through their approved process.
•
The KALPT will review their structure, processes and operations following its first year of operations, (three meetings) and present any resulting recommendations to each organization for approval.
•
Each member organization will review the function and value of the KALPT following its first year of operations (three meetings).
Appointment to the Kingston Algonquin Limestone Partnership …
Page 106 of 118
AGENDA ITEM #a)
BY-LAW NO. 2015-0035 Of THE CORPORATION OF THE COUNTY OF FRONTENAC being 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 multiresidential classes
WHEREAS Section 330(1) of the Municipal Act states that the council of a municipality other than a lower tier municipality may pass a by-law to establish the percentages by which tax decreases are limited for 2015 in respect of properties in the commercial, industrial and multi-residential classes in order to recover all or part of the revenues foregone as a result of the application of Section 329(1) of the Municipal Act; AND WHEREAS the claw back percentage is calculated as the total amount of tax in excess of the 5% cap as a percentage of the total of all reductions in a particular class; AND WHEREAS the claw back percentages under Section 330(1) have been calculated as follows: Capping Claw Back and Retained Percentages Multi-residential
Commercial
Industrial
Claw Back Percentage
0.0000%
76.7393%
0.0000%
Retained Percentage
100%
23.2607%
100%
Total
100%
100%
100%
NOW THEREFORE the Council of the County of Frontenac hereby implements the following adjustments between the lower tier municipalities and the County as a result of the capping and claw back process for 2015: 1. Municipality Frontenac Islands South Frontenac Central Frontenac
Multi-Residential Class
Commercial Class
Industrial Class
$0
$0
$0
$0
$-860
$0
$0
$+860
$0
By-Law to establish the percentages by which tax decreases a…
Page 107 of 118
AGENDA ITEM #a)
North Frontenac County of Frontenac
$0 $0
$0 $0
$0 $0
- THAT this by-law shall come into force and take effect as of the date of final passing. Read a First and Second Time this 23rd day of September, 2015. Read a Third Time and Finally Passed this 23rd day of September, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
By-law No. 2015-0035 – 2015 Property Tax Clawback Threshold September 23, 2015
By-Law to establish the percentages by which tax decreases a…
Jannette Amini, Clerk
Page 2 of 2
Page 108 of 118
AGENDA ITEM #b)
BY-LAW NO. 2015-0036 OF THE CORPORATION OF THE COUNTY OF FRONTENAC being a by-law to adopt a 2016 Legislated Land Ambulance Response Time Performance Plan WHEREAS Section 5 of the Municipal Act, 2001, S.O. 2001, c.25, as amended, gives Council the authority to exercise the powers of the municipal corporation and requires that the powers of every Council are to be exercised by by-law; AND WHEREAS on July 31, 2008 changes were made to the Ambulance Act, Ontario Regulation 267/08, amending O. Reg. 257/00 with the heading “Section 22: Part VIII, Response Time Performance Plans, Sections 22 and 23”; AND WHEREAS the County is to submit its Response Time Performance Plan to the Ministry of Health and Long-Term Care (MOHLTC), Emergency Health Services Branch Director no later than October 1 of each year (Section 23 (5)) including performance targets for sudden cardiac arrest, CTAS 1, 2, 3, 4, 5, where CTAS is the Canadian Triage and Acuity Scale, a priority setting scale to describe the severity of a patient’s condition; AND WHEREAS by March 31 of each year the same table with the actual times achieved in the year previous will be reported to the MOHLTC; NOW THEREFORE the Council of the County of Frontenac hereby adopts the following land ambulance response time performance plan for the calendar year of 2016, from January 1 to December 31:
- THAT the County of Frontenac set the following criteria under Regulation 257/00, as amended, for its response time targets for 2016: i.
Designated Delivery Agent (DDA) - SUDDEN CARDIAC ARREST 48% percent of the time, within 6 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will endeavour to have a person equipped and ready to use an AED at the location of a patient determined to be in sudden cardiac arrest.
ii.
EMS Designated Delivery Agent - CTAS 1 68% percent of the time, within 8 minutes from the time ambulance dispatch conveys the call information to the paramedic, the County of Frontenac will
County of Frontenac By-law No. 2015-0036 To Adopt a Land Ambulance Response Time Performance Plans September 23, 2015
By-Law to Adopt a 2016 Legislated Land Ambulance Response Ti…
Page 109 of 118
AGENDA ITEM #b)
endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 1. iii. EMS Designated Delivery Agent - CTAS 2, 3, 4, 5 The County of Frontenac will endeavour to have a PARAMEDIC as defined by the Ambulance Act and duly equipped at the location of a patient determined to be CTAS 2, 3, 4, 5 within a period of time determined appropriate by the DDA and noted below in Table 1, or as resources permit (level of effort): Table 1, CTAS 2, 3, 4, 5 EMS Delivery Agent Commitment CTAS Target Time from Paramedic Received Until on Scene 2 10 minutes 3 10 minutes 4 10 minutes 5 10 minutes
% Target 65% 65% 65% 65%
- THAT this by-law shall take effect on the date of its final passing. Read a first and second time this 23rd day of September, 2015. Read a third time, finally passed, signed and sealed the 23rd day of September, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
County of Frontenac By-law No. 2015-0036 To Adopt a Land Ambulance Response Time Performance Plans September 23, 2015
By-Law to Adopt a 2016 Legislated Land Ambulance Response Ti…
Page 110 of 118
AGENDA ITEM #c)
BY-LAW NO. 2015-0037 OF The Corporation of the County Of Frontenac being a by-law to amend By-law No. 2013-0020 (to delete the Sustainability Advisory Committee, Trails Advisory Committee, and the 150th Planning 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-2, Trails Advisory Committee be delete in its entirety;
That Schedule B-3, Sustainability Advisory Committee be deleted in its entirety;
That Schedule B-4, 150th Anniversary Planning Advisory Committee be deleted in its entirety;
That Schedule B be renumbered accordingly;
That Schedule B-6, Community Development Advisory Committee be amended to add _______as the Council representative and ______ as the Community Representatives, whose terms will expire November 30, 2018;
That Schedule B-1, Joint Accessibility Advisory Committee be amended to add _______ as the Community representative from Central 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.
By-Law to Amend By-law No. 2013-0020 (to delete the Sustaina…
Page 111 of 118
AGENDA ITEM #c)
Read a First and Second Time this 23rd day of September, 2015. Read a Third Time, Signed, Sealed and Finally Passed this 23rd day of September, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
By-Law No. 2015-0037 – To Amend By-law No. 2013-0020 (Term of Appointments to Committees) September 23, 2015
By-Law to Amend By-law No. 2013-0020 (to delete the Sustaina…
Page 2 of 2
Page 112 of 118
AGENDA ITEM #d)
By-Law No. 2015-0038 of The Corporation of the County Of Frontenac being a by-law to amend By-law No. 2013-0010 (to add schedule F – Planning Fees for Easement on County Owned Property) WHEREAS Sections 391 (1) and (3) of the Municipal Act, 2001 S.O. 2001, c. 25, as amended authorize a municipality to impose fees or charges including costs incurred by the municipality related to administration, enforcement and the establishment, acquisition and replacement of capital assets, on persons, (a) for services or activities provided or done by or on behalf of it; (b) for costs payable by it for services or activities provided or done by or on behalf of any other municipality or local board; and (c) for the use of its property including property under its control. AND WHEREAS the Council of the County of Frontenac adopted By-law No. 20130010, being a by-law to impose user fees and charges for services, on March 20, 2013; AND WHEREAS the Council deems it expedient to amend By-law No. 2013-0010; NOW THEREFORE the Council of the Corporation of the County of Frontenac enacts as follows:
- THAT By-law 2013-0010 be amended to add Schedule “F” attached hereto to form part of the by-law which represents Planning Fees for Easement on County Owned property:
- THAT this By-law shall come into force and take effect upon the date of final passing. Read a First and Second Time this 23rd day of September, 2015. Read a Third Time, Signed, Sealed and Finally Passed this 23rd day of September,
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
By-Law to Amend By-law No. 2013-0010 (to add schedule F – Pl…
Page 113 of 118
AGENDA ITEM #d)
Schedule E to By-Law No. 2013-0010 Fees for Citizen Land Use on County Owned Property Certificate of Permission Application and Inspection Fee ……………………………………………………………………………… $250 (Based upon 4 to 8 hours for pre and post inspection and administration) License of Occupation Application and Inspection Fee ……………………………………………………………………………… $250 for the duration of the agreement …………………………………………………………………. + $100/year (Based upon 4 to 8 hours for pre and post inspection and administration) Encroachment Agreement Application Fee …………………………………………………………………………………………………… $250 (Based upon 4 to 8 hours for pre and post inspection and administration) Right of Way (RoW) Application Fee …………………………………………………………………………………………………… $250 (Based upon 4 to 8 hours for pre and post inspection and administration) Sale Application Fee …………………………………………………………………………………………………… $250 (Based upon 4 to 8 hours for pre and post inspection and administration) All sales in must be in accordance with the County’s Sale of Real Property By-law.
By-Law No. 2015-0038 – To Amend By-Law No. 2013-0010 (To add schedule “F” – Planning Fees for Easement on County Owned property) September 23, 2015 Page 2 of 2
By-Law to Amend By-law No. 2013-0010 (to add schedule F – Pl…
Page 114 of 118
AGENDA ITEM #e)
By-Law No. 2015-0039 of The Corporation of the County of Frontenac being a by-law to Authorize the Re-Distribution of Investing In Ontario Funds Whereas in May 2008, the Government of Ontario passed the Investing in Ontario Act which allows the government to use a portion of any unanticipated year-end surplus’ to address priority public needs; And Whereas the Province designated municipalities as the eligible recipients of payments resulting from the 2007-08 surplus with $1.1 billion in additional funding being provided to municipalities to support infrastructure investments; And Whereas the County of Frontenac received $1,281,033 in Investing in Ontario funding; And Whereas to date all amounts allocated have been spent with the exception of $248,477 allocated to Green Initiatives: Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac enacts as follows:
- That the remaining Investing in Ontario funds in the amount of $249,707 and accrued interest be redirected the to the K&P Trail;
- That this by-law shall come into force and take effect on the date of final passing. Read a first and second time this 23rd day of September, 2015. Read a third time and finally passed this 23rd day of September, 2015.
The Corporation of the County of Frontenac
Denis Doyle, Warden
By-Law to Authorize the Re-Distribution of Investing In Onta…
Jannette Amini, Clerk
Page 115 of 118
AGENDA ITEM #f)
By-Law Number 2015-0040 of The Corporation of the County of Frontenac being a 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. Whereas the Council of the County of Frontenac identified the value of supporting Community Improvement Plans (CIPs) through Federal Gas Tax; And Whereas, the new Federal Gas Tax Agreement, April 2014, no longer provides municipalities with the capacity to fund Community Improvement Plans (CIPs); Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac enacts: 1.
That the Warden and Clerk be authorized to 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.
That Schedule “A” shall form part of this by-law.
That this By-law shall come into force and take effect upon the date of final passing.
Read a First and Second Time this 23rd day of September, 2015. Read a Third Time, Signed, Sealed and Finally Passed this 23rd day of September, 2015. The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
By-Law to Authorize Warden and Clerk to Execute Letters of U…
Page 116 of 118
AGENDA ITEM #g)
By-Law Number 2015-0041 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 September 23, 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 September 23, 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 September 23, 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 September 23, 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.
By-Law t o Confirm Actions and Proceedings of Council [Propo…
Page 117 of 118
AGENDA ITEM #g)
- That this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 23rd day of September 2015. Read a Third Time and Finally Passed, Signed and Sealed this 23rd day of September
The Corporation of the County of Frontenac
Denis Doyle, Warden
Jannette Amini, Clerk
By-Law No. 2015-0041 – To Confirm all Actions and Proceedings of County Council on September 23, 2015 Page 2 of 2
By-Law t o Confirm Actions and Proceedings of Council [Propo…
Page 118 of 118
