Committee of the Whole - 03 Oct 2018

Municipality of St.-Charles

Agenda

Committee of the Whole Meeting

October 3, 2018 at 6:30 PM

Council Chambers

MEETING CALLED TO ORDER AND ROLL CALL

1 Open Meeting BE IT RESOLVED THAT the Committee of the Whole meeting of October 3rd, 2018 be opened at 6:30 pm.

DISCLOSURES OF PECUNIARY INTEREST

PRESENTATIONS AND DELEGATIONS

NOTICE OF MOTIONS

ANNOUNCEMENTS AND INQUIRIES BY COUNCIL AND MEMBERS OF THE GENERAL PUBLIC

COMMITTEES:

1. Environmental Services Committee: Chair Councillor Belanger / Co-Chair Councillor Loftus NIL

2. Finance Committee: Chair Councillor Lafleur / Council

2.1 Annual Salary Disclosure for Members of Council (deferred from September 19th, 2018) - report to follow

2.2 Financial Procedures and Policies (Petty Cash Handling Procedures, Update on Government Remittances, Update on Municipal Credit Cards) - report to follow

2.3 Year to Date Financial Summary - report to follow 2.4 Update on Municipal Loans - report to follow 2.5 Update on Rental Agreements and other Agreements

3. General Government Committee: Chair Councillor Lemieux / Council

3.1 Columbarium Update - report to follow

Page 1 of 59

3.2 Integrity Commissioner Appointment Recommendation

4. Health Services Committee: Chair Councillor Loftus / Co-Chair Councillor Lemieux NIL

5. Parks and Recreation Services Committee: Chair Councillor Lemieux / Co-Chair Councillor Lafleur

5.1 Parks and Recreation Department Subsidized Position - report to follow 5.2 Update on St.-Charles Fitness Centre Reopening

6. Planning and Development Committee: Chair Councillor Belanger / Co-Chair Mayor Schoppmann NIL

7. Protection to Persons and Property Committee: Chair Councillor Lafleur / Co-Chair Councillor Lemieux NIL

8. Manitoulin-Sudbury District Services Board (MSDSB): Mayor Schoppmann

8.1 Manitoulin-Sudbury District Services Board minutes of May 24th, 2018 meeting

9. Transportation Services Committee: Chair Councillor Belanger / Co-Chair Councillor Lemieux

9.1 GPS Software for Monitoring of Municipal Vehicles 9.2 Courses for Public Works Employees and other Courses through Ontario

Good Roads Association (OGRA)

10. St.-Charles Public Library Board: Councillor Loftus NIL

11. Sudbury East Planning Board (SEPB): Mayor Schoppmann / Councillor Belanger

11.1 Sudbury East Planning Board minutes of August 9th, 2018 meeting

12. Sudbury East Municipal Association (SEMA): Mayor Schoppmann / Councillor Lemieux NIL

Page 2 of 59

CLOSED SESSION

NIL

ADJOURNMENT

1 Adjourn Meeting BE IT RESOLVED THAT the Committee of the Whole meeting of October 3rd, 2018 be adjourned at _______ p.m.

Page 3 of 59

Members of

Council Salary ($)

Per Diems

Remuneration

($)

Conference &

Training ($) Travel ($) Meals ($)

A

c

c

o

Remuneration & Expenses

paid by Third Parties ($) Total ($)

Mayor

Paul Schoppmann 18,372.12 2,100.00 2,649.05 2,704.78 2,879.84 MSDSB 29,349.59

423.80 Fonom

Deputy Mayor 220.00 SEPB

Richard Lemieux 11,810.52 450.00 507.78 796.51 674.40 SDPH 14,239.21

Councillor's

Monica Loftus 3,280.76 - - 200.00 SDPH 3,480.76

Jackie Lafleur 11,267.28 2,175.00 5,827.25 2,025.29 21,294.82

Phil Belanger 9,917.28 525.00 193.34 424.10 - 66.00 SEPB 11,125.72

Jim Stankovich 4,921.14 41.80 SEPB 4,962.94

Totals 59,569.10$ 5,250.00$ 9,177.42$ 5,950.68$ -$ 4,505.84$ 84,453.04$

Notes: Salaries agrees to the 2017 year end balancing report, Per diem, conference & training, tavels and meals agrees to 2017 G/l December 31 value

1. Salaries are pursuant to By-Law 2014-08

2. Report submitted in accordance with Section 284(1) of the Municipal Act, 2001, S.O. 2001, c25

3. The above Figures was paid between January 1, 2017 to December 31,2017

3. Remuneration paid by third parties include the following: Fonom , Manitoulin - Sudbury DSSAB , Sudbury East Planning Board , & Sudbury District Health Unit

Prepared By : Denis Turcot CAO

Approved By:

OGRA/Roma

OGRA/Roma

OGRA/Roma, AMO

CORPORATION OF THE MUNICIPALITY ST CHARLES

Members of Council's Expenses & Remuneration Report

January 1 - December 2017

OGRA/Roma,Fonom,AMO

Conferences & Training Attended

Page 4 of 59

Report to

Municipal Council Meeting Date: October 3, 2018

Report Date: October 1, 2018

Decision Requested: Yes

Priority: High

Direction Only: No

Type of Meeting: COTW

Report Title: Financial Procedures and Policies

Recommendation:

- Proceed in hiring a suitable candidate as director of finance and set specific goals for the incoming person. Some of the goals should be:

• Develop written processes and procedure for all financial transactions and that compliance to such be reported as needed/requested by council to ensure that progress and resilience in the financial system is continually improving.

• Develop a training plan for all staff to achieve.

• Insure that monthly reporting is accurate and up to date for Department heads and council to review.

• Complete a system audit on all processes to find efficiencies.

- Direct staff to proceed to sign up to an online payroll system that would insure that all mandated remittance other than WSIB be paid when staff are paid. This will also reduce time needed to complete the payroll. There is also an option for online timesheet handling that will insure that department heads must (digitally) sign off on the sheets prior to being paid. Please see attached document for such. Full report will be brought to the next council meeting.

- Possible short-term resolution for timely CRA remittances is to remove sign off requirement at the bank for government remittances by signing authority and require physical copies be made available to signing authorities for approval.

Background: This is an update on the status in the Treasury department:

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- 2 -

- From my observation the procedure for various tasks were not well documented for staff to follow in the past, procedure for current financial tasks were described in a document for the auditors but were seemingly not part of staff day to day reference. Checklist, or monthly duties to be completed with timeline were used sparingly.

- In addition to this underlining weakness is the current vacancy in a key position in the office where staff have and are completing tasks that they have not been trained for or have any extensive experience in completing. Currently we are relying on the support from our auditors and neighboring municipalities staff for completion of certain specific tasks.

• Cash handling procedure: Current procedure are that invoice are submitted to the office by department heads, staff and volunteers that are then refunded for. The submitted invoice must be approved by a department head.

• Government remittances: Once the last payroll of the month is completed, remittances must be processed. During this past summer, the hired treasury employee was responsible to catch up and completed remittances. -Due to lack of written procedures the WSIB was not reconciled and late charges were applied. E-statement for wsib were opted for in the past therefore no (Canada Post) mail of late charges were received other than electronic notice on the wsib website which was not checked until September. This has now been resolved but with late charges applied. -CRA (Payroll income tax and EI/CPP) since the municipality lost their exemption earlier this summer, payments must be filed prior to the 15th of the month to avoid a 10% penalty. The payments are normally completed online, both the August and July payment were submitted prior to this date, but again lack of written procedure both the previous employee and the hired temporary bookkeeper from the auditor did not realize they had to send notice to signing authorities for bank approval, additional interim steps have been taken. Please note, I have spoken to the Caisse in regard to the two-signature rule, sometime during the transition of signing authorities this rule is now 1 sign-off. (see recommendation) To ensure that the two signature rules is respected, physical copies of the eft transactions will be made available to signing authorities for review and approval. -Currently all remittances are up to date, further steps will be made to ensure that future remittances will be on time. Key to this is hiring a permanent person to take over this key position with a mandate to establish: * Detailed procedure for all financial tasks * Provide guidance and education to all staff regarding financial procedure.

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* Insure that all financial tasks have at least one other person that is able to complete the tasks. This would avoid any future long-term absences will lead to omissions and errors. - Credit cards do require two signatures, we will be reverted to cheques to pay this invoice for which will now require two signatures. At the cheque signing all invoices must be scrutinized to insure validity and proper department head approval.

The current missing key employee has led to an inefficient workflow in the office for which the current goal is one of trying to prevent errors rather than to excel and advance good sound financial practices. Although staff are currently developing written processes, there will be training needed for the current and incoming staff to master the accounting software. There is no doubt improvement is needed, additional penalties and interest are however somewhat offset by the vacant position salary difference, but this should not be acceptable going forward. Prepared by: Denis Turcot

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To contact us: 514 356-5050 or 1 888-311-1616

Employer D Payroll Time Sheets

Due to several factors, collection of worked hours for payroll production can be a tedious task: flex-times, multi-site companies, etc.

The Time Sheets module allows employers to decentralize data entry related to work hours directly to employees. The employee is responsible for the data entry of his/her worked hours and transmission to his/her supervisor for approval.

The electronic Time Sheets are integrated to the payroll preparation process and once the validation of worked hours is completed, payroll transactions are generated by the payroll solution.

The Time Sheets module is a management tool that supervisors can use. When approving Time Sheets; it also allows them to be better informed and better equipped to perform efficient management of worked hours.

The Time Sheets module offers:

• Configuration of pre-set time management settings;

• Create several types of hours depending on your projects or needs, such as regular time, overtime, sick day, vacation, training, travelling time, etc.;

• Generate reports specific to hours, i.e. regular hours, vacations hours, etc.;

• Management of worked hours by project or schedule;

• Monitor Time Sheets status in real time;

• Approve and/or lock Time Sheets;

• Perform rigorous monitoring of worked hours.

All Time Sheets are saved for an unlimited period of time, even after transmission, and hence are readily available.

Main benefits:

Eliminate the double data

entry of worked hours.

The Time Sheets module

allows you to decentralize

the input of worked hours to

employees.

Further to approval, the

supervisor forwards the

Time Sheets to payroll,

eliminating double data

entry.

Pre-set time management

settings can be applied

uniformly to all employees

to avoid any ambiguity.

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To contact us: 514 356-5050 or 1 888-311-1616

Employer D Payroll Self-service Option

Facilitate and optimize your day-to-day management with options and additional services available for Employer D Telephone and Internet.

Thanks to the Self-service option you will have the right tool to improve your communications to you employees. Self-service offers attractive benefits for both you and your employees.

For you Eliminate time and cost spent on distribution, printing and delivery of pay

slips Distribution of tax slips electronically to your employees Publication of messages and documents to your employees

For your employees Consultation of their pay slips from anywhere, anytime Access to electronic versions of tax slips. They an view and print them

withouth waiting for the hard copy Consultation of messages published by the employer

Depending on your payroll solution, employees can also access their personal information, attendance calendars, work schedules and submit their time sheet.

As a payroll manager, Self-service enables you to consult and approve payroll reports electronically within 1 hour after processing. You benefit from greater flexibility and optimize management.

Not only will you save on delivery fees, you will free up your filing cabinets and hard drive space because we archive your reports confidentially and securely for seven years.

Main benefits:

Self-service option is safe,

environmentally friendly

and allows you to save time

and money.

The Self-service enables

you to improve

communication and level of

service to your employees.

Thanks to the Self-service

you and your employees

can take advantage of the

Employer D mobile app. A

tool that’s FREE,

INSTANTANEOUS and

SAFE!

For more information on the

mobile app go to

Desjardins.com/employer-

D_payroll_mobile.

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To contact us: 514 356-5050 or 1 888-311-1616

Employer D Payroll Report Generator

In addition to standard report template, clients can also use the Report Generator to create their own reports by simply using their own documents.

Thanks to a practical assistant, the Report Generator may also be used to extract data to import into another system.

Autonomy You get to create reports by yourself. You can create as many management reports as you like with a customized layout containing whatever information required.

User-friendliness

This tool is simple and user-friendly, and can be used by anyone.

Security

Models created can be shared or remain private, according to their security settings.

Export formats

Data can be viewed or extracted in different formats (Excel, PDF, TXT).

Automation

Produce your report on the spot or schedule production according to desired frequency. You can also receive email confirmation when a scheduled report is produced.

Main benefits:

Thanks to the Report

Generator, make use of

your payroll data according

to your specific needs.

In addition to available

reports, this option allows

you to process your data

according to your specific

needs. You can build

customized reports and

optimize your data

processing.

The assistant helps guide

you through the report

creation steps, making this

a user-friendly tool that

does not require technical

skills.

So you get the right

information and facilitate

your everyday

management!

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To contact us: 514 356-5050 or 1 888-311-1616

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GL5030 (S)

Time :

1

Opening Balance

Date :

Period :

CC2

Fiscal Year :

CC3

2018

Account :

CORPORATION OF THE MUNICIPALITY ST CHARL

General Ledger Summary

1-2-1300-1300 To 1-2-1300-1353

Account Code Account Name

1Page :

CC1

12

11:54 amOct 02, 2018

Debit Credit Balance

To

FUND 1

CLASS 2 Liabilities

CATEGORY 1300 LONG TERM DEBT1-2-1300-1300 Loan - Wellness centre -372,635.29 32,612.20 0.00 -340,023.091-2-1300-1330 Loan - Columbarium 0.00 0.00 0.00 0.001-2-1300-1340 Loan - Victoria Culvert -127,130.16 6,323.70 0.00 -120,806.461-2-1300-1350 Loan - Casmir/Muckey Bay 0.00 0.00 0.00 0.001-2-1300-1351 Loan - Casimir Culvert -119,235.86 5,442.42 0.00 -113,793.441-2-1300-1352 Loan - Victoria Resurfacing 0.00 0.00 0.00 0.001-2-1300-1353 Loan - Interest Accrual (Year End) -3,037.82 0.00 0.00 -3,037.82

Category Total -622,039.13 44,378.32 0.00 -577,660.81----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

-622,039.13 44,378.32 0.00 -577,660.81**Liabilities TotalMunicipality of St.Charles Total -622,039.13 44,378.32 0.00 -577,660.81****

REPORT TOTAL -622,039.13 44,378.32 0.00 -577,660.81

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Report to


Report Date: September 28, 2018

Decision Requested: No

Priority: High

Direction Only: No

Type of Meeting: Committee of the Whole

Report Title: Update on Rental Agreements and other Agreements

Recommendation: That staff continue to work with agencies (HSN and PHSD) to prepare the final drafts of the lease agreements and that these agreements be presented to Council for consideration and ratification at a future meeting of Council. Background: Staff has been compiling an internal master list of all agreements of the Municipality. This process is ongoing. Once completed, the list will assist staff to track agreements and identify which agreements are up for renewal. Additional information will be shared with Council on the status of agreements once the internal master list has been completed. Analysis: At this time, staff has identified that the following agreements are up for renewal:

• Lease agreement with Health Sciences North (HSN) (for the Sudbury East site of their Counselling and Treatment Services)

• Lease agreement with Public Health Sudbury & Districts (PHSD) (for their Sudbury East office).

In regard to the aforementioned lease agreements, staff have been in contact with these respective agencies and have commenced the renewal process. This process is still ongoing and as soon as a final draft of the lease agreements have been prepared, they will be presented to Council for consideration and ratification.

Prepared by: Jérôme Courchesne, Clerk Approved by: Denis Turcot, CAO

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Report to




Priority: High

Direction Only: No


Report Title: Columbarium Update

Recommendation:

- Order Columbarium for a spring/summer 2019 installation - Proceed by identifying as the primary location for the Columbarium to be

centered between the cross and the flower garden as this location does not require BOA approval, the installation will not be incumbered.

- If the current location is preferred, we can still proceed with the Columbarium order with the understanding that if the location is deemed not suitable either by the BOA or ground penetrating radar, the alternate location near the cross will be pursued.

- Optional: Proceed with a ground penetrating radar of identified sites especially if installing on previously identified lots.

- Optional: A complete survey of the cemetery to validate all lot locations. This is not required for this project other to

Background: At the August meeting council was informed on the requirement of getting approval to install a columbarium. The timeline if we were to have ordered Columbarium for a fall installation was determined to be too aggressive partially because of the unknown BOA approval timelines and fall weather. Further research did reveal: - a potential of getting an exemption to leave pad in its current spot but would still require Bereavement Authority of Ontario (BAO) approval for reducing the number of lots. Ground penetrating radar would highly be recommended as this cemetery is over 100 years old, there could have been un-documented burial.

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- Staff did visit the cemetery and identified an alternate site between the cross and the flower garden. This would be just off the road and would not be near other lots in the cemetery. The road would still be about 5 to 10 feet away from the columbarium. Any service or visitation would not affect other interment lots in the cemetery. If this location is chosen the process for establishing the columbarium will be simplified as we are not altering the cemetery capacity and setback from current lots is > 15 feet. Prepared by: Denis Turcot

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Report to


Report Date: September 28, 2018


Priority: High

Direction Only: No

Type of Meeting: Committee of the Whole

Report Title: Integrity Commissioner Appointment Recommendation

Recommendation: Pending acceptance by Cunningham, Swan LLP of the proposed appointment, it is recommended that Council appoints by by-law at the October 17th, 2018 Regular Meeting, Cunningham, Swan LLP as the Integrity Commissioner for the Municipality of St.-Charles as of January 1st, 2019. Following the proposed appointment, it is further recommended that the Municipality enter into agreement with Cunningham, Swan LLP to provide Integrity Commissioner Services and to review the Council Code of Conduct on a mutually agreed upon timeline. Background: The Municipality of French River issued a Request for Proposals (RFP) for Integrity Commissioner Services on May 25, 2018. In their RFP, an option to extend pricing to neighboring municipalities (within the local area) was included. Subsequently, the Municipality of French River reviewed the proposals and appointed on July 25th, 2018 Cunningham, Swan LLP as their Integrity Commissioner starting December 1st, 2018. The purpose of the RFP was to retain and appoint a Service Provider to review and develop the Council Code of Conduct and provide Integrity Commissioner Services. For reference purposes, attached to this report is a copy of the RFP that was issued along with the July 18th, 2018 report as prepared by the Clerk of the Municipality of French River. Analysis: Pursuant to the amended Section 223.3 (1) of the Municipal Act, which will come into force on March 1st, 2019, the Municipality will need to appoint an Integrity Commissioner who reports to Council and who is responsible for performing in

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an independent manner the functions assigned by the Municipality with respect to any or all of the following: - The application of the code of conduct for members of council and the code of conduct for members of local boards. - The application of any procedures, rules and policies of the municipality and local boards governing the ethical behaviour of members of council and of local boards. - The application of sections 5, 5.1 and 5.2 of the Municipal Conflict of Interest Act to members of council and of local boards. - Requests from members of council and of local boards for advice respecting their obligations under the code of conduct applicable to the member. - Requests from members of council and of local boards for advice respecting their obligations under a procedure, rule or policy of the municipality or of the local board, as the case may be, governing the ethical behaviour of members. - Requests from members of council and of local boards for advice respecting their obligations under the Municipal Conflict of Interest Act. - The provision of educational information to members of council, members of local boards, the municipality and the public about the municipality’s codes of conduct for members of council and members of local boards and about the Municipal Conflict of Interest Act. Source: Section 223.3 of the Municipal Act, 2001 Staff have reviewed the proposal from Cunningham, Swan LLP and the pricing being extended to the Municipality of St.-Charles as part of the Piggyback Option (Shared Services) as outlined under item 8 of Schedule “A” of the French River RFP (see attached) is very reasonable. The price structure is set at an hourly rate.

Prepared by: Jérôme Courchesne, Clerk Approved by: Denis Turcot, CAO

Page 17 of 59

Request for Proposal Project Title: Integrity Commissioner Services Request # 2018-017 Issue Date: May 25, 2018

Municipality of French River

44 St. Christophe Street, Suite 1 P.O. Box 156 Noëlville, ON, P0M 2N0

Page 18 of 59

Request #2018-017 Municipality of French River P a g e | 1

Table of Contents 1.0 Introduction ............................................................................................................................................ 2

1.01 Description of Goods, Services and/or Construction Being Procured .............................................. 2

2.0 Information for Proponents .................................................................................................................... 2

2.01 Official Point of Contact .................................................................................................................... 2

2.02 Submission Closing Date and Opening of Proposals ......................................................................... 2

2.03 Submission Requirements ................................................................................................................ 3

2.04 Evaluation of Proposals ..................................................................................................................... 3

2.05 Reserved Rights ................................................................................................................................. 3

2.06 Withdrawal of Submission ................................................................................................................ 4

2.07 Addendum and Notice ...................................................................................................................... 4

2.08 Errors and Omissions ........................................................................................................................ 4

2.09 Clarification of Proposals Following Close of Submissions ............................................................... 4

2.10 Disqualification of Proponents.......................................................................................................... 5

2.11 Award of Proposal ............................................................................................................................. 5

2.12 Confidentiality ................................................................................................................................... 5

2.13 Municipal Freedom of Information and Protection of Privacy Act ................................................... 6

2.14 Accessibility ....................................................................................................................................... 6

3.0 Terms and Conditions ............................................................................................................................. 6

Relating to the submission document: ..................................................................................................... 6

Relating to the Successful Proponent: ...................................................................................................... 6

4.0 Declaration .............................................................................................................................................. 8

Schedule “A” - Scope of Work..................................................................................................................... 10

Page 19 of 59


Request for Proposal - Integrity Commissioner Services

1.0 Introduction The Municipality of French River is a vibrant, welcoming and family-based community that is committed to positive, sustainable growth. A scenic environment, friendliness of neighbors, diversity of cultures and small Municipality feel make French River the community of choice to live, work, visit and vacation. 1.01 Description of Goods, Services and/or Construction Being Procured The Municipality of French River (herein after referred to as the Municipality) requires Integrity Commission Services to be provided to the Municipality of French River. The objective of the Request for Proposal (RFP) is to retain and appoint a Service Provider to review and develop the Municipality of French River’s Council Code of Conduct and provide Integrity Commissioner Services for the Municipality of French River. The Scope of Work and Terms are attached as Appendix ‘A’. 2.0 Information for Proponents 2.01 Official Point of Contact All communications with the Municipality during the procurement process shall be in writing and through the official point of contact; the following person is the official point of contact for this Bid Solicitation: Melanie Bouffard, Clerk Tel: 705-898-2294, Fax: 705-898-2181 Email: [email protected]

2.02 Submission Closing Date and Opening of Proposals All submissions shall be submitted to our office at 44 St. Christophe Street, Suite 1, Noëlville, no later than Friday, June 22, 2018 - No later than 2pm Local Time. Proposals will be publicly opened at the closing of the Submissions which may be attended by the Proponents.

Page 20 of 59

mailto:[email protected]


2.03 Submission Requirements Proposals must be submitted in a sealed envelope and shall be clearly marked with the following: Name and Address of the Respondent Project Number and Title

In addition to the requirements of Schedule ‘A’, submissions should include, but not be limited to, the following information: a) The Proponent should submit three (3) copies of its Proposal; b) Ensure the Addendum Acknowledgement Form has been completed if any addendums have

been issued. Failure to complete this section when addendums have been issued may render your Proposal as non-compliant.

c) The Proponent should clearly address in their proposal all required information per Schedule ‘A’ -Scope of Work.

2.04 Evaluation of Proposals Proposals will be evaluated on the basis of the information provided by the Proponent and the evaluation criteria will be as follows:

Category Weighting

Step 1 Qualifications, Expertise, Experience and References 20% Work plan 15% Fee schedule 35% Shortlisting Subtotal: Proponent must achieve a score of sixty (60) or more from a possible score of seventy five (75) to be shortlisted to Step 2 Step 2 Interview/Presentation 30% Total 100%

*Note: Costs for travel and accommodation for Proponents participating in Step 2 of the evaluation process shall be the responsibility of the Proponents. 2.05 Reserved Rights The Municipality reserves the right, in its sole discretion, to reject any or all Proposals and to award to a Proponent submitting a proposal which is not necessarily the lowest. Without restricting the generality of the statement above, the Municipality shall not be required to award or accept any Proposal and may, in its sole discretion, and at any time, choose to cancel the Bid Solicitation. Thereafter, the Municipality may take such steps as it deems fit, in its sole discretion, and may, without limitation and without any liability for so doing, issue one or more revised Bid Solicitations for the Work, complete the Work with its own forces, negotiate with any Proponent or take no further steps. The Municipality reserves the right to waive any issues of non-compliance that it deems, in its sole discretion, to be non-material, trivial or insignificant. Where the Municipality exercises its right to waive herein it may accept the Proposal as submitted or may require the Proponent to correct such issue provided that there shall be no change in the Proposal price.

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Where Proposals received exceed the Council Approved Budget for the Work, the Municipality reserves the right to negotiate with the Proponent providing the Best Value where, in the Municipality’s sole discretion, the changes required to achieve an acceptable Proposal are of a minor nature and will not change the general nature of the Work. No Proponent shall have any rights against the Municipality arising from such discussions or negotiations. 2.06 Withdrawal of Submission Requests for withdrawal of a submission shall be allowed if the request is made before the closing time for the contract to which it applies. Requests shall be directed to the official point of contact in writing, by a Senior Official of the company, with a signed withdrawal confirming the details. Telephone requests shall not be considered. The withdrawal of a Bid Submission does not disqualify a bidder from submitting another tender on the same contract. 2.07 Addendum and Notice The Municipality may, at its discretion, amend or supplement the documents for the Bid Solicitation by an addendum at any time prior to the closing date for receipt of Proposals. Changes to the Bid Solicitation documents shall be made prior to the closing date and time stated herein and will only be in the form of written addendum. Such changes made by addendum shall be supplementary to and an integral part of the Bid Solicitation. Any Addenda will be posted on the Municipality’s tender web page. While the Municipality will endeavor to provide notification of the issuance of an addendum to prospective Proponents, the Municipality assumes no liability for the notification and it is the responsibility of each Proponent to monitor the Municipality’s web page and determine whether any addenda have been issued by the Municipality. Where the Municipality chooses to respond to a question from a Proponent or wishes to provide additional information which is not intended to amend the Bid Solicitation such as a question of an administrative nature, the Municipality may do so through the issuance of a notice to Proponents. Notices shall be made available in the same way as an addendum but shall not require any acknowledgement by Proponent. 2.08 Errors and Omissions The Municipality will not be held liable for any errors or omissions in any part of this Bid Solicitation. While the Municipality has used considerable effort to ensure an accurate representation of information in this Bid Solicitation, the information contained is supplied solely as a guideline for Proponents. The information is not guaranteed or warranted to be accurate by the Municipality, nor is it necessarily comprehensive or exhaustive. Nothing in the Bid Solicitation is intended to relieve Proponents from forming their own opinions and conclusions with respect to the matters addressed herein. 2.09 Clarification of Proposals Following Close of Submissions The Municipality reserves the right to request additional information from any Proponent in order to clarify the contents of its Proposal. Requests for clarification shall be in writing with the official point of contact indicated in Section 2.01.

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2.10 Disqualification of Proponents The Municipality, in its sole discretion, may exclude a Proponent from eligibility to submit Proposals or a submitted Proposal may be summarily rejected and returned to a Proponent where one of the following circumstances has occurred: a) The Proponent is or has been involved in Litigation with the Municipality, its elected

officials, officers or employees; b) The Proponent has failed to pay an amount owed to the Municipality when due and owing; c) There is documented evidence of poor performance, non-performance or default by the

Proponent in respect to any Contract; d) The Proponent has withdrawn its Proposal on a previous Bid Solicitation after Proposals

have been opened by the Municipality; e) The Proponent or its personnel has demonstrated abusive behaviour or threatening conduct

towards Municipal employees, their agents or representatives; f) The Proponent has been convicted of a criminal or quasi-criminal offence including but not

limited to fraud or theft; or, g) The Proponent has been convicted of an offence pursuant to the Occupational Health and

Safety Act, as amended, where the circumstances of that conviction demonstrate a disregard on the part of the Proponent for the health and safety of its workers or the general public.

For the purposes of this Section, Proponent shall be deemed to include any related entity and any partner, principal, director or officer of such Proponent as well as any other legal entity with one or more of the same partner(s), principal(s), director(s) or officer(s). 2.11 Award of Proposal If the Municipality chooses to award the Bid Solicitation, the award shall be to the Proponent having submitted the Proposal which provides the Best Value for the Municipality as determined by the scoring of the Proposals in accordance with the evaluation criteria contained in Section 2.04. The Municipality reserves the right, in its sole discretion, to award the Bid Solicitation in whole or in part to one or more Proponents. The Award of this Bid Solicitation is conditional upon the allocation of sufficient funds by the Council for the Municipality of French River. The Award will be considered at the Regular Council Meeting being held July 18, 2018. Following the Award, the Municipality shall notify the successful Proponent(s) that its Proposal has been accepted. The successful Proponent may be required to enter into and execute a Contract with the Municipality of French River. 2.12 Confidentiality The successful Proponent agrees that all personal information that it acquires knowledge of as a result of the Work will be used, retained, protected, disclosed and disposed of in accordance with all applicable municipal, provincial and federal laws and regulations governing the collection, use, retention, disclosure and disposal of such information, including but not limited to the Municipal Freedom of Information and Protection of Privacy Act. The successful Proponent shall not at any time before, during or after completion of the Work, use or disclose any personal or confidential information communicated to it or acquired by it in the course of carrying out the Work for any purpose other than the completion of the Work herein, in accordance with applicable law or as specifically agreed in writing by the Municipality.

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2.13 Municipal Freedom of Information and Protection of Privacy Act By submitting a Bid, the Proponent agrees that any and all information contained in its Bid will be treated in accordance with the relevant provisions of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA). Section 10 of MFIPPA extends protection in certain circumstances to records which reveal a trade secret or scientific, commercial, financial or labour relations information. However, the Information and Privacy Commissioner (IPC) has ruled on certain information that a municipality may not refuse to disclose pursuant to Section 10 of MFIPPA. 2.14 Accessibility The Municipality is committed to the accessibility principles of preventing and removing barriers in accessing goods and services for people with disabilities and is bound by the standards under the Accessibility for Ontarians with Disabilities act, 2005 (AODA), as may be amended from time to time. Regulations enacted under the Act apply to the Municipality and third parties that provide goods and services to members of the public. The successful Proponent and any subcontractors hereunder will meet or exceed compliance with all applicable regulations under the Accessibility for Ontarians with Disabilities act, 2005and it is the successful Proponent’s responsibility to ensure it is fully aware of, and meets requirements. 3.0 Terms and Conditions Relating to the submission document: • Harmonized Sales Taxes (H.S.T.) - Bid Submissions shall include applicable H.S.T. taxes.

This tax shall be shown separate from the unit price. The proponent shall include with the executed documents, at the time of submission, on company letterhead, notification to the Municipality of their H.S.T. Registration Number (if any)

• Security deposit - equal to 10% of the value of the Bid in the form of a certified cheque, cash or Letter of Credit. This deposit will serve as a performance guarantee for the duration of the contract and for all sections of the contract. Addendum No. 1 - May 29, 2018 - No Bid Deposit is required for this contract.

• Costs, Deliverables & Timelines – as set out in Schedule ‘A’

• Declaration - Signed Declaration must be submitted.

• Other - Proponent may include any additional information regarding their firm and/or services that may prove beneficial to the evaluation of the proposal. These would be provided in the form of appendices.

Relating to the Successful Proponent: • Contract - The successful proponent may, within ten (10) days after being advised that they

are the successful proponent, execute a contract in duplicate to the Municipality.

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• Notice of Acceptance - Notice of acceptance may be made by fax or telephone to the successful proponent at the number given by the proponent, with written confirmation of same to follow.

• Payment - Unless otherwise specified, the terms of payment shall be made upon receipt of an invoice following the receipt of the product (net 30 days) with completion of the work to the satisfaction of the Municipality. The security deposit will be released upon completion of any deficiencies and receipt of payment by the Municipality of French River of any late fees owing as per the contract clause above.

• Price - The Proponent shall abide by the total price stated in the submission document. No further payments beyond the contract amount will be made for any additional services required to provide a satisfactory deliverable. If additional requirements are requested by the Municipality beyond the original scope of work described in this Request, the cost of these services would be negotiated between the Municipality and the company that has been selected to perform the work. Any additional work will only be undertaken based on a request in writing from the Municipality of French River.

• Termination - The Municipality, in its sole discretion and at any time during the term of the Contract, reserves the right, upon notice in writing to the Successful Proponent, to immediately terminate or delete any portion of the contract for sufficient cause, including but not limited to such items as non-performance, late deliveries, inferior quality, pricing problems, etc.

• WSIB: Prior to commencement of any work herein, the successful proponent shall provide the Municipality with a current WSIB Clearance Certificate within five (5) days of contract award. The successful proponent shall maintain it good standing and shall provide the Municipality current Certificates of Clearance when requested.

• Public Record - Any personal information required on the proposal form is received under the authority of the Municipality. This information will be an integral component of the quote submission. All written proposals received by the Municipality become a public record; once a proposal is accepted by the Municipality, and a contract is signed, all information contained in it is available to the public including personal information.

• Conflict of Interest - Proponents shall immediately disclose to the official point of contact any potential or real conflict of interest whether direct or indirect in nature as it may relate to the Municipality, it’s elected officials, officers, employees and/or the present Bid Solicitation. Where, in the Municipality’s opinion, a significant conflict of interest is found to exist and cannot be sufficiently mitigated, the Municipality reserves the right to disqualify the Proponent from participating in the Bid Solicitation.

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4.0 Declaration To: The Municipality of French River Sirs: I/We the undersigned acknowledge receipt of and having carefully examined the Request and

“Specifications” set forth in schedule “B” and hereby offer to submit this quote for the Compensation and Pay Equity Review in accordance with, and as required by the said documents at the price set forth in “Schedule “A” hereto.

I/We understand and accept that the prices set forth in this Quote Form include full compensation to furnish all labour, equipment, materials and supplies and transportation necessary or incidental to completing the work in strict accordance with said documents.

I/We understand that this Agreement terminates in the event that I fail to perform the work to the satisfaction of the Municipality.

I/We understand that the lowest or any quote will not necessarily be accepted and that TO BE CONSIDERED, Quote Forms must be in the Municipal Office by the Submission Deadlines and Methods.

GENERAL CONDITIONS

1. The respondent shall discharge all liabilities incurred by him for labour, materials and services used or reasonably required for use in the performance of this Agreement on the date upon which each becomes due and all liabilities incidental thereto.

2. The respondent understands and agrees that he is not, nor is anyone hired by him, covered by the Municipality under The Workers’ Compensation Act, and he shall be responsible for, and shall pay all dues and assessments payable under The Workers’ Compensation Act, The Unemployment Insurance Act or any other Act, whether Provincial or Federal, in respect of himself, his employees and operations, and shall, upon request, furnish the Municipality with satisfactory evidence that he has complied with the provisions of any such Act. If he fails to do so, the Municipality shall have the right to withhold payment of such sum or sums of money due to him/her that would be sufficient to cover his/her default and the Municipality shall have the right to same.

3. The Contractor to supply proof of Workers’ Compensation. 4. The price, as proposed by the respondent, includes all limits of the work project. 5. The respondent declares that he has or will pay forthwith all Provincial and Federal Taxes that

apply to the said equipment. 6. Notice of acceptance may be made by fax or telephone, with written confirmation of same to

follow, to the respondent at the numbers given by the respondent. Name and Address of the Respondent Phone: Fax: Email:

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The Respondent declares: • No person, firm or Municipality other than the Respondent, has any interest in this proposal or

in the proposed services for this proposal; • This proposal is made without any connection, comparison of figures or arrangements with or

knowledge of any other Municipality, firm or person making a proposal for the same service and is in all respect fair and without collusion or fraud;

• No member of the staff of the Municipality of French River is, or will become interested directly or indirectly; as a contracting party, partner shareholder, surety or otherwise; or in the performance of the service; or in the supplies, service or business to which it relates; or in any portion of the profits thereof; or in any of the monies to be derived there from;

• The content and requirements of this proposal document have been read and understood. • All prices are quoted in Canadian funds.

All or any proposals not necessarily accepted. Signed at______________________________ this___ day of ___________________2018. ____________________________________ _____________________________________ Print Name - Witness Print – Respondent, _____________________________________ Title - Respondent ____________________________________ _____________________________________ Signature - Witness Signature – Respondent

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Schedule “A” - Scope of Work

Request for Proposal for Integrity Commissioner Services

1. Services The Municipality of French River is seeking the services of an Integrity Commissioner for duties assigned in accordance with the Municipal Act, 2001. The Integrity Commissioner is an independent and impartial position whose powers and duties are set out in the Municipal Act, 2001. The Integrity Commissioner is primarily responsible for ensuring the codes of behavior and ethics governing elected public officials are objectively communicated and applied. The Integrity Commissioner is also responsible for investigating formal complaints that (a member subject to the Code of Conduct) is in breach of the code and violations under the Municipal Conflict of Interest Act. This is a critical role in maintaining public confidence in the Municipality’s government. The objective of the Request for Proposal (RFP) is to retain and appoint a Service Provider to review and develop the Municipality of French River’s Council Code of Conduct and provide Integrity Commissioner Services for the Municipality of French River. The Service Provider will be required to provide the services in 2 phases. The Service Provider shall provide the Services as described: 1.1 Phase 1: Draft Council Code of Conduct Review and Input Once the contract is awarded and in advance of commencing provision of the Services on December 1, 2018, the Service Provider shall review the draft Council Code of Conduct and work collaboratively with staff to provide input in order to present it to Council at a Council meeting to take place in September 2018. The Service Provider shall attend the Council meeting along with staff. 1.2 Phase 2: Integrity Commissioner Services Reporting to Council, commencing December 1, 2018, the Integrity Commissioner will be appointed by Council to provide independent, impartial services in accordance with sections 223.3 and 223.4 of the Municipal Act, 2001, any Municipal by-law passed pursuant to that section and in accordance with Municipality policies and procedures. The Municipality anticipates adopting a new Council Code of Conduct by September 2018. The Service Provider shall provide the following services: 1. Receive complaints from individuals, conduct alternative dispute resolution processes and

conduct investigations into reasonable allegations of breaches of the Code of Conduct, Municipal Conflict of Interest Act and Municipal policies and procedures by individual Council and local board members;

2. Provide investigative reports regarding complaints as required;

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3. Provide advice to individual Council and local board Members, upon written request, respecting the Member’s obligations under the Code of Conduct, Municipal policies, procedures and rules, and the Municipal Conflict of Interest Act;

4. Provide opinions on policy matters and make other reports to Council as requested on issues of ethics and integrity;

5. Provide educational information and training to Council and Boards on matters related to the Code of Conduct and issues of ethics and integrity and the Municipal Conflict of Interest Act;

6. Provide general information to members of the public, on request, about the Code of Conduct, the Complaint Protocol and the availability of complaint resolution services or referrals as contemplated by the Complaint Protocol;

7. Confidentially maintain custody and control of the Integrity Commissioner’s complaint and inquiry files and, on completion of his or her term of appointment, to transfer open files relating to ongoing matters to the incoming Integrity Commissioner appointed by Council; and

8. Provide such other services respecting ethical and integrity matters as assigned by Council or as may be required by the Municipal Act, 2001.

1.3 Service Obligations The Service Provider will be required to: 1. Meet with staff to review and provide input into the development of a Code of Conduct. 2. Provide Integrity Commissioner services of the highest standard and in accordance with the

Municipal Act, 2001, the Municipality’s by-laws, policies and procedures and protocols; 3. Act in a fair and impartial manner with the highest degree of discretion, diplomacy and

sensitivity. 4. Establish an efficient system for managing workflow and setting clear timelines for response

and updates to complainants; 5. Make use of technology to manage work and facilitate the sharing of information and

documents; 6. Ensure timely provision of advice to Council and local board members; 7. Ensure timely resolution of complaints; 8. Provide educational training to Council and local boards on matters as requested; 9. Prepare and present an annual report to Council describing the services provided by the

Integrity Commissioner in the preceding year; and 10. The Service Provider is required by the Municipal Act, 2001 to preserve secrecy with respect

to all matters that come into the Service Provider’s knowledge in the course of performing the services with the exception of specific information disclosed in accordance with the Municipal Act, 2001.

1.4 Service Provider Qualifications The Service Provider should possess the following proven qualifications: 1. Previous municipal governance, procedural and/or ethics experience; 2. Knowledge of municipal government and an understanding of Council and/or local board

operations and policies; 3. Knowledge of municipal law as it relates to the accountability and transparency provisions in

the Act; 4. Ability to provide services in a flexible and as needed manner without competing other

demands; 5. Ability to develop trust and maintain credibility with Municipal Council, staff and media; 6. Ability to maintain impartiality, independence and confidentiality;

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7. Experience receiving and managing complaints and conducting fair and impartial investigations which include the use of alternative dispute resolution processes;

8. Experience drafting written advice and reports for individual and public review; 9. Ability to provide written advice and develop and deliver educational services; and 10. No political campaigning, endorsements or party membership or conflicts of interest. 2. Pricing Pricing for the services are comprised of a fixed fee component and a variable fee (hourly rate). Pricing must be firm for the first two years of the contract. Pricing for Years three (3) to five (5) shall not exceed the Consumer Price Index (CPI). 2.1 Annual Fixed Fee This fee shall be an annual retainer for the Services and for the administration of the Services and shall include the provision of education for Council and local boards, staff and the public, preparation and delivery of the annual report and review and feedback on the draft Council Code of Conduct. 2.2 Hourly Rate Services This fee shall be an hourly rate for requested advisory and investigative services and additional projects as required by Council. 2.3 Expenses This fee shall be compensation for travel and accommodation in the event that the Services are required to be performed in the Municipality of French River. Such expenses must be approved by the Chief Administrative Officer and/or Clerk prior to the expense being incurred. All rates submitted by Proponents shall be provided in Canadian funds, inclusive of all applicable duties and taxes except for Harmonized Sales Tax (HST), which should be itemized separately. 3. Term The term of the Contract will be for a period of five (5) years from the date of the appointment by Municipal Council. 4. Proposals In addition to the other requirements of this RFP, Proponents are required to include the following in their proposals: 4.1 Qualifications, Expertise, Experience and References The Proponent’s proposal shall discuss the Proponent’s qualifications to perform the Services. The Proponent shall include, at a minimum, the following information: 1. The Proponent’s name, address, telephone, email and fax number for all communications. 2. A general description of the Proponent’s business, including any specific relevant experience

and expertise citing examples where available. 3. The name, title and curriculum vitae of staff performing the services. 4. A description of available support staff and resources, if any. 5. References as described in the reference bid form.

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While not a requirement for qualification, the Service Provider’s ability to provide services in French will be considered in the evaluation of qualifications of Proponents. 4.2 Proposed Work Plan The Proponent’s proposal shall include a work plan setting out how the Proponent would ensure how the Services will be conducted, including how work may be assigned to students, staff or an alternate, such that quality of work, cost effectiveness and avoidance of duplication of work will be achieved. The work plan shall also set out proposed response times and any communication and coordination procedures proposed to provide the Services. 5. Location of Work The Service Provider will largely be expected to be performing the Services from its own premises but on occasion may be required by the Municipality to attend the Municipality of French River premises to attend Council meetings, meet with Municipal staff, Council members or conduct investigations. In the event that the Service Provider requires space to conduct interviews for the purposes of an investigation, the Municipality will provide space. 6. Reporting Relationship The Service Provider will be directly responsible to and shall report to Council. The Integrity Commissioner shall remain in contact with the CAO and Clerk for administrative purposes. 7. Joint or Consortium Bids The submission of joint or consortium proposals is acceptable. In such an event, all members of the joint venture or consortium must be identified as well as one Primary Contact designated in the proposal who will be responsible for the overall success of the Services and serve as the point of contact for communication and billing. Proposals must be signed and addressed by the Primary Contact, whose signature shall bind all members of the joint venture or consortium. 8. Piggyback Option (Shared Services) The successful Proponent agrees that any resulting contract for this Bid may be disclosed to any municipality and another municipality may approach the successful Proponent to negotiate a separate contract for the services like those described herein.

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Municipality of French River

Report CL-10-2018

of the Clerk’s Department For Consideration by Council

RE: Integrity Commissioner Services

OBJECTIVE: To present the results of the Request for Proposal for Integrity Commissioner Services.

BACKGROUND: A report was presented on April 18, 2018 relating to the requirements of an Integrity Commissioner Services and the scope of work for a Request for Proposal. The Integrity Commissioner is an independent and impartial position reporting directly to Council and whose powers and duties are set out in the Municipal Act. The Integrity Commissioner is responsible for oversight of the Code of Conduct for Members of Council and providing advice to Members of Council, issuing interpretations and reports, investigating complaints and, where necessary, recommending sanctions, education and training. ANALYSIS: The Request for Proposal for Integrity Commissioner Services was issued on May 25, 2018 with a closing date of June 22, 2018. The objective of the Request for Proposal (RFP) is to retain and appoint a Service Provider to review and develop the Municipality of French River’s Council Code of Conduct and provide Integrity Commissioner Services for the Municipality of French River. The Service Provider will be required to provide the services in 2 phases; Phase 1 to draft the Code of Conduct and Phase 2 to provide Integrity Commissioner Services as of December 1, 2018. The following eight (8) submissions were received: (one was disqualified for not meeting all submission requirements)

Proponent Met Requirements ADR Chambers Yes Aird Berlis Yes Cunningham Swan Yes Elston Watt Yes Expertise for Municipalities Yes George Rust D’Eye No MNP Yes Robert Swayze Yes

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The proposals were evaluated on the basis of the information provided by the Proponent and the evaluation criteria as included in the Request for Proposal. The First Step of the evaluation shortlisted Proponents for the Second Step which is an interview process. CONCLUSION/RECOMMENDATIONS: As staff is ready to proceed to Step 2, it is recommended that a Special Meeting of Council be scheduled during the beginning of the week of July 23rd to award the Integrity Commissioner Services to review and develop the Municipality of French River’s Council Code of Conduct and to pass a By-law to appoint the Integrity Commissioner as of December 1, 2018. The scheduling of the Special Meeting would allow an appropriate timeline to schedule interviews in order to consider the recommended appointment.

Respectfully submitted: Approved:

Mélanie Bouffard Marc Gagnon Clerk Chief Administrative Officer Date: July 13, 2018

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Report to




Priority: High

Direction Only: No


Report Title: Park & Recreation Helper Position

Recommendation: - Proceed with a posting of casual part time as there is no need for a full

time or regular part time employee. Background: The municipality entered into an agreement with Alpha en Partage to hire a worker on a subsidized position for a term of six months. The need for a full-time position at the Arena this upcoming winter would have been dependent on the ice rental that we have. This position would allow to cover any absence from permanent staff or assist during high demand periods like tournaments. The Arena employee also regularly remove the snow from the Municipal Office and Wellness center entrances prior to opening. Currently the Arena schedule tentatively is: Monday: Closed Tuesday: Closed Wednesday: 3 hrs (practices turbo) Thursdays: 2 hrs (1 hr. hockey plus 1 hr. tentative other hockey). Friday: 2 hrs (Curling) Saturday: 3 hrs (Public skating 1hr Shinny 2 hr.) Sunday: 3 hrs (Turbo hockey) Total hours of recurring operation per week = 13 hours **Saturday and Sunday schedule may swap. This does not include tournaments and/or bonspiel. Currently there is also some effort to have an extended curling season starting in January otherwise curling last day will be December 1. Prepared by: Denis Turcot

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Report to




Priority: High

Direction Only: No


Report Title: Park & Recreation Committee meeting

Recommendation from the P & R Committee: Hours of operation: The committee recommends setting the Hours of Fitness Center operation to minimize impact to downstairs tenant as follows:

• Monday to: 5 am to 8:30 am,12:00 (noon), 1 pm – 4:30 to 11 pm Thursday

• Friday to Sunday: 5 am to 11 pm

This would be a total of 98 hours open hours. Continual evaluation of the

open hours shall be reviewed on an ongoing basis. (survey, system access

reports, …)

Sound Proofing:

The committee recommend that research be undertaken to determine if a

sound proofing retrofit of the fitness center can be undertaken to reduce

noise to tenant bellow.

Community programs:

With the fitness center re-opening, this would leave the community

programs delivered by the Centre de Santé with no location. The

committee recommend the following:

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• That free use of the Community Centre be approved for

community programs that are delivered by recognized third

parties that are:

1. That are open to the public or identified special needs groups

e.g. seniors, children

2. That are offered at low to no fee and are not for profit.

3. And that are of general interest.

Recognized third parties would include Centre de Santé Sudbury Est,

Sudbury District Public Health, HSN, and other agencies as approved by the

CAO or Council.

The users will be asked to clean up as best as they can after events. The

municipality will reserve the right to cancel schedule event if a paid event is

booked.

Opening date target:

The 2nd or 3rd week of October. The open will be gradual to work out the

new access system bugs, past client will be invited to test the system out

for a couple of weeks. With a possible official grand Re-opening event

targeted for November.

A recommended promotional campaign for the first few months will

include a 25% reduction in approved fees.

Safety & Security:

Monitoring of safety and security issues will be ongoing.

- Yet to be addressed is off duty hours for un-anticipated issues. There

will be time were no municipal staff will be working and where the

fitness center is open, we should consider potential on-call staff.

- Potential addition to a panic button and defribulator.

- Limit membership to children attending at minimum to 9th grade.

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Other related issue to the Wellness Center

- Relocation of information center to local business. The committee

recommends that the displays be relocated to local business and that

the proper displays be also provided.

- That the CAO negotiate with the pharmacist for outdoor sign use of

same.

- Research be undertaken to determine the profitability of a water

vending machine.

Arena Promotion:

- The committee recommended the following

• That the rental/availability schedule be posted online for ease of

access and promotion of open times.

• Reviewed the need for a p/t staff at the arena, open hours did not

justify a full time or even regular part time position. Casual part

time was preferred.

• Also the use of and promotion of student in need of volunteer

hours was highly recommended.

Prepared by: Denis Turcot Approved by:

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1

Minutes of the May 24, 2018

MANITOULIN-SUDBURY DSB BOARD MEETING held in Espanola’s 210 Mead Blvd. DSB Boardroom

Present: Bill Baker, Vern Gorham, Les Gamble, Bruce Killah, David Leonard, Al

MacNevin, Ken Duplessis, Eric Russell, Dean Wenborne, Paul Schoppmann, Ted Lovelace

Regrets : Michael Levesque, Ray Dufour, Jim Rook Staff : Fern Dominelli, Donna Stewart, Connie Morphet, Melody Ouellette, Robert

Smith, Ehren Baldauf Media: Michael Erskine, the Manitoulin Expositor

1.0 Chair, Les Gamble, called the meeting to order at 10:00 a.m.

2.0 Adoption of Agenda

Resolution No. 18-35 Moved by: Bruce Killah Seconded by: Ted Lovelace

BE IT RESOLVED THAT the agenda be adopted. Carried

3.0 Declarations of Conflict of Interest There were no declarations of conflict of interest.

4.0 2017 Audited Financial Statements

Cynthia MacKenzie of Freelandt Caldwell Reilly LLP presented the 2017 Audited Financial Statements. Cynthia also reviewed the recommendations made by KPMG in 2009 to determine the status of those recommendations. The Auditors provided the following letter outlining the results of the review.

Resolution 18-36 Moved by: Al MacNevin Seconded by: Paul Schoppmann

BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accept receipt of the Audited Financial Statement for the year ended December 31, 2017, as prepared by the Freelandt, Caldwell, and Reilly Accountants.

Carried

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http://www.msdsb.net/images/ADMIN/correspondence/2009/KPMG-Financial-Review-Final-Report.pdf

http://www.msdsb.net/images/ADMIN/public_documents/2018/KPMG_Update_Letter.pdf

http://www.msdsb.net/images/ADMIN/finance/financial_statements/2017_Audited_Finacial_Statements.pdf

Manitoulin-Sudbury DSB May 24, 2018 Board Meeting Minutes

2

5.0 Closed Session Resolution 18-37 Moved by: Vern Gorham Seconded by: Ken Duplessis BE IT RESOLVED THAT the Board move into closed session at 10:15 a.m. Carried Resolution 18-38 Moved by: Dean Wenborne Seconded by: Bill Baker BE IT RESOLVED THAT the Board adjourn this closed session at 10:55 a.m.

Carried 6.0 Business Arising from Closed Session

During its Closed Session, the Board discussed Legal and Human Resources Issues.

7.0 Adoption of Minutes

Resolution No. 18-39

Moved by: Eric Russell Seconded by: Ken Duplessis BE IT RESOLVED THAT the Minutes of the March 22, 2018 Board meeting be approved. Carried

8.0 Committee Meetings Strategic Planning Committee

Bruce Killah, Chair of Strategic Planning Committee, gave a brief update on the discussion regarding the direction the Board will take in the development of a Strategic Plan.

8.1 Review Strategic Planning

Resolution No. 18-40 Moved by: Bruce Killah Seconded by: Dean Wenborne

WHEREAS the Board directed the Strategic Planning Committee to look at the need for a new Strategic Plan for the DSB; and WHEREAS the Strategic Planning Committee is recommending the following to the Board: • The new Board in 2019 develop a 4-year Strategic Plan to match their term on

the DSB Board • The Plan once developed should be reviewed annually

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http://www.msdsb.net/images/ADMIN/board/minutes/2018/MINUTES_Mar_22_2018.pdf


3

• A 2-day Strategic Planning session be held in June 2019 o The first day be dedicated to hearing from municipalities and each of the

18-member municipalities will be invited to send their Mayor or designate and one staff person

o The new DSB Board would participate in both days o The second day be set aside for the new DSB Board to finalize the 4

Year Strategic Plan o The Finance Committee be directed to include $10,000 in the 2019

budget in order to facilitate development of the Strategic Plan. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Strategic Planning Committee recommendations and approves the development of a 4-Year Strategic Plan as stated in this resolution and directs staff to action these recommendations.

Carried Program Planning Committee

Program Planning Committee Chair, David Leonard, gave the Board a brief update on the items discussed at the May 23, 2018 meeting.

8.2 10-Year Housing and Homelessness Plan

Donna Stewart, Director of Integrated Social Services, walked the Board through the 10-Year Housing and Homelessness Plan – 2018 Progress Report. The Progress Report includes a review of the priorities that were the response to the accumulation of data and research pertaining to housing, income and homelessness gathered from within the DSB at the time the Plan was developed. The Manitoulin-Sudbury DSB is continuing to work towards addressing each recommendation and continuing with the work achieved thus far. The Plan will continue to work towards ensuring our communities benefit from our commitment. Resolution No. 18-41

Moved by: David Leonard Seconded by: Eric Russell WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the 10-Year Housing and Homelessness Plan – 2018 Progress Report and is recommending approval of this report to the Board. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and approves the 10-Year Housing and Homelessness Plan - 2018 Progress Report and directs staff to action the recommendations contained within the report.

Carried

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http://www.msdsb.net/images/SH/reports/2018/10_Year_HHP_Year_Four_Issue_Report_2018.pdf

http://www.msdsb.net/images/SH/reports/2018/10_Year_HHP_Year_Four_Issue_Report_2018.pdf


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8.3 Housing Benefit

Donna Stewart, Director of Integrated Social Services, walked the Board through the Housing Benefit - Issue Report.

The Federal government has announced a Canada Housing Benefit that would provide 300,000 households with financial assistance. The Federal government will allocate $4 billion for the Canada Housing Benefit, which will help families by providing an average rent subsidy of $2,500 annually beginning in April 2020 and concluding in 2028. There are no specific details on how the Canada Housing Benefit would be calculated but at an average rent subsidy of $2,500 annually that will provide $208 per month. The current DSB Direct Shelter Subsidy (DSS) pays to a maximum of $3,600 annually or $300 per month. Ontario will also be launching a Portable Housing Benefit program, a monthly subsidy provided to low-income households to assist with housing costs. Unlike other forms of housing assistance, the benefit is tied to the household and not the physical unit, allowing the benefit to move with the household. The portable housing benefit only accounts for the actual rent paid and does not include any additional amounts paid by the tenant for heat, hydro or other utility costs. This is of particular concern in Northern Ontario where natural gas is not available in many communities and Hydro One rates are exorbitant.

The Manitoulin-Sudbury DSB is currently offering a very similar program to the residents of the Manitoulin-Sudbury District. The biggest difference between the two programs is that the Portable Housing Benefit does not consider the actual cost of accommodations paid while the Direct Shelter Subsidy program considers all shelter expenses including heat, hydro and other utilities. The DSS program is currently providing subsidy to 180 families. If the provincial Portable Housing replaced the DSB DSS program: • 32 Families or 18% would lose their housing benefit • 94 Families or 52%: would qualify for the PHB benefit but at a much-reduced

rate because any amounts paid by the tenant for heat, hydro or other utility costs utilities are not included in PHB

• 15 Families or 8%: would see no change as their rent includes all utilities • 39 Families or 22%: would be at an advantage with the PHB however the

amount of money allocated to them would not include the full shelter costs.

The net result would see 126 families or 70% of families currently receiving the Direct Shelter Subsidy would be worse off under the currently proposed Provincial Portable Housing Benefit. In addition, staff learned on Friday May 18, that 80% of the Provincial Average Market Rent would be further reduced by $85 for the purposes of calculating the Provincial Portable Housing Benefit. This has not been accounted for in this report.

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Resolution 18-42 Moved by: David Leonard Seconded by: Bill Baker WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the Housing Benefit - Issue Report and is recommending approval of this report to the Board; and WHEREAS the Manitoulin-Sudbury DSB is extremely concerned that the Provincial Portable Housing Benefit only accounts for the actual rent paid and does not consider any additional amounts paid by the tenant for heat, hydro or other utility costs; and WHEREAS this is of particular concern in Northern Ontario where natural gas is not available in many communities and Hydro One rates are exorbitant and creating a Provincial Portable Housing Benefit that does not include any additional costs of heat and utilities paid by the tenant, in addition to rent, is a real concern for Northerners. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and approves the Housing Benefit - Issue Report and directs staff to action the recommendations contained within the report; and FURHER THAT the Manitoulin-Sudbury DSB encourage the Federal and Provincial governments to ensure flexibility within their proposed Federal and Provincial Housing Benefits as one size fits all does not work well for Northern Ontario, particularly for small rural and remote communities whose existing resources are stretched to the maximum; and FURHER THAT both levels of government ensure the that any additional costs of heat and utilities paid by tenants, in addition to rent, is included in the calculation of the Housing Benefit; and FURTHER THAT this resolution and Issue Report be forwarded to the Hon. Jean-Yves Duclos, Federal Minister of Families, Children and Social Development and Hon. Peter Milczyn, Provincial Minister of Housing; and FURTHER THAT the Manitoulin-Sudbury DSB share this motion and supporting materials with DSB member municipalities, AMO, FONOM, NOMA, OMSSA, HSC and ONPHA.

Carried

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8.4 GreenON

Connie Morphet, Director of Finance and Administration walked the Board through the GreenON – Issue Report. The GreenON program is a $25 million provincially funded program to help Ontario Social Housing buildings with less than 100 units invest in energy efficient retrofits. The program is administered by the Housing Services Corporation (HSC) in support of Ontario’s Climate Change Action Plan. Interest in the program far surpassed expectations with HSC receiving 41 submissions from Service Managers across the province. Submissions were evaluated by an independent panel of representatives from the Ontario Ministry of Housing, Manitoba Housing and the Green Ontario Fund. The panel determined that all Service System Manager applicants would be given the opportunity to undertake at least one project n their region. In a letter from HSC, the DSB was been awarded a funding allocation of $100,956.

The DSB submitted all 19 projects for consideration to the GreenON Program however based on an approval of $100,956, the DSB is not able to support any of the top five projects. Staff were asked to review all 19 projects to determine the best way allocate these funds within the program guidelines while having the most impact on several buildings. Based on the limited allocation, there may be a shortfall between the requested amount and the allocated approval. Housing Providers will need to determine if they can contribute from their reserves or reduce the scope of the project where appropriate.

Resolution 18-43 Moved by: David Leonard Seconded by: Vern Gorham WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the GreenON - Issue Report and is recommending approval of this report to the Board. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and approves the GreenON - Issue Report and directs staff to action the recommendations contained within the report.

Carried

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http://www.msdsb.net/images/ADMIN/correspondence/2018/GreenON_Funding_Letter.pdf

http://www.msdsb.net/images/SH/reports/2018/GreenON_Issue_Report.pdf

http://www.msdsb.net/images/SH/reports/2018/GreenON_Issue_Report.pdf


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8.5 Stryker Tracked Stair Chair

Chief of Paramedic Services, Rob Smith, walked the Board through the Stryker Tracked Stair Chair – Issue Report. Historically, the majority of occupational injuries experienced by Paramedics in related to the utilization of the manual stretchers. In the period from 2008 through 2015, the service reported 39 occupational injuries related to manual stretcher use.

In October of 2015, the Board approved the purchase of the Stryker Power Cot and Power Load system to replace the existing manual stretchers. Since that change, we have recorded only one 3 day modified occupational injury related to lifting of the Stryker Power Cot. Paramedics are required to carry patients from the place of injury or illness to the stretcher. This action involves the use of a Stair Chair. In most cases, the lift is down sets of stairs. Transportation of patients up or down flights of stairs is a high-risk activity that we believe can be mitigated through a change in equipment. Manitoulin-Sudbury DSB Paramedic Service is requesting approval for $69,342 plus applicable taxes to be taken from the Vehicle and Equipment Replacement Reserve, while $9,906 plus applicable taxes will be attributed to the Wikwemikong 2018/2019 budget and funded by the Province. The annual budget impact would require an additional contribution of $5,000 to Reserve to allow replacement in 2032, based upon a 14-year life cycle. This budget change will be brought forward during the 2019 budget deliberations. As this purchase was not contemplated or approved during the 2018 Budget process, staff are requesting Board approval for this purchase. Resolution 18-44 Moved by: David Leonard Seconded by: Al MacNevin WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the Stryker Stair Chair - Issue Report and is recommending approval of this report to the Board. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and approves the Stryker Tracked Stair Chair - Issue Report and directs staff to action the recommendations contained within the report.

Carried

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8.6 Expansion of Community Paramedicine

Chief of Paramedic Services, Rob Smith, walked the Board through the Expansion of Community Paramedicine – Issue Report.

Manitoulin-Sudbury DSB engaged with Cochrane and Algoma DSSAB’s to deliver a Community Paramedicine project that focused on specific efforts that would benefit northern residents and would do so in an extremely cost-effective manner. Our Community Paramedicine program has involved a collaborative approach with both internal and external partners. The 2015 initiation of wellness clinics in concert with Integrated Social Services personnel has resulted in more than 1,600 patient engagements, a significant reduction in hospitalization events, mitigation of Police Service events and an elimination of eviction events. Paramedic Services has joined with the Local Health Integration Network (LHIN) to enroll and graduate clients from the Tele-Home Care program, saving the LHIN more than $40,000 annually. Paramedic Services has also engaged extensively with our hospital partners to develop post-discharge referrals to assist patients with reintegration into a safe home environment.

The DSB intends to expand the wellness program to DSB buildings in Warren, St. Charles and Noëlville, as a second proponent wellness clinic will be introduced into weekly seniors’ luncheons. This will require LHIN funded Community Paramedicine hours to address the geographic challenges as well as a Transitional Support Worker for the area. In addition, a project with Manitoulin Health Centre and Espanola Regional Hospital is underway and involves post-discharge referrals. Paramedics would become an extension of the primary care team, engaging with hospitals, Health Links, the LHIN and Family Health Teams. Currently efforts to expand the program are being managed within deployment, but system stressors are being observed. The proposal being prepared for the LHIN would allow for staffing 24 hours of Community Paramedicine staffing in Sudbury East and Manitoulin Island/LaCloche at a total cost of $113,280. The request will also include $85,000 for a Transitional Community Support Worker for Sudbury East.

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Resolution 18-45 Moved by: David Leonard Seconded by: Paul Schoppmann WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the Expansion of Community Paramedicine - Issue Report and is recommending approval of this report to the Board. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and approves the Expansion of Community Paramedicine - Issue Report and directs staff to action the recommendations contained within the report.

Carried

8.7 NOSDA AGM

Fern Dominelli, CAO, reviewed the Draft NOSDSA resolutions for the NOSDA AGM to be held in Timmins June 12-14, 2018.

Resolution 18-46 Moved by: David Leonard Seconded by: Ted Lovelace WHEREAS the Manitoulin-Sudbury DSB Program Planning Committee has reviewed the 2018 Draft NOSDA resolutions that will be presented at the Annual General Meeting and is recommending that the Board endorse the proposed NOSDA Resolutions. THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Program Planning Committees recommendation and endorses the proposed NOSDA Resolutions and encourages NOSDA members to support these resolutions at the NOSDA Annual General Meeting to be held in Timmins on June 12-14, 2018.

Carried 9.0 New Business

9.1 CAO First Quarter Activity Report Fern Dominelli, CAO, walked the Board through the CAO First Quarter Activity Report. This report will be shared with member municipalities who are encouraged to add it to Council agenda packages. Resolution 18-47 Moved by: Ken Duplessis Seconded by: Eric Russell BE IT RESOLVED THAT the 2018 CAO Fourth First Activity Report be approved as presented.

Carried

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http://www.msdsb.net/images/EMS/reports/2018/Community_Paramedicine__Issue_Report.pdf

http://www.msdsb.net/images/ADMIN/public_documents/2018/DRAFT_2018_NOSDA_Resolutions.pdf

http://www.msdsb.net/images/ADMIN/CAO/2018/CAO_First_Quarter_2018_Activity_Report.pdf


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9.2 First Quarter 2018 Financial Report Connie Morphet, Director of Finance and Administration walked the Board through the First Quarter 2018 Financial Report, which is forecasting a year-end surplus of $508,439. Resolution 18-48 Moved by: David Leonard Seconded by: Dean Wenborne BE IT RESOLVED THAT the First Quarter 2018 Unaudited Financial Report be approved as presented.

Carried 9.3 B3.03 Financial Approval Policy – Revised Connie Morphet, Director of Finance and Administration, walked the Board through revisions to the B3.03 Financial Approval Policy based on the recommendations made by the auditors. Resolution 18-49 Moved by: Bruce Killah Seconded by: Bill Baker WHEREAS the Manitoulin-Sudbury DSB Board has reviewed the revised Financial Approval Policy. THEREFORE BE IT RESOLVED that the Manitoulin-Sudbury DSB approves the Financial Approval Policy B.3.03 effective June 1, 2018.

Carried 9.4 Annual Report on Reserves

Connie Morphet, Director of Finance and Administration walked the Board through the 2018 Annual Report on Reserves. The report will be added to the Finance section of the Board website as an ongoing reference document and be updated annually based on the prior years’ audit and the current year estimates. Resolution 18-50 Moved by: Al MacNevin Seconded by: Vern Gorham WHEREAS the Manitoulin-Sudbury DSB Board has reviewed the 2018 Annual Report on Reserves. THEREFORE BE IT RESOLVED that the Manitoulin-Sudbury DSB approves the 2018 Annual Report on Reserves and authorizes staff to action the recommendations contained with the report.

Carried

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http://www.msdsb.net/images/ADMIN/docs/gen_admin_manual/B_3_03_Financial_Approval.pdf

http://www.msdsb.net/images/ADMIN/finance/reserves_reports/Annual_Report_Reserves_May_2018.pdf


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9.5 Fourth Quarter 2017 Audited Financial Statement Connie Morphet, Director of Finance and Administration walked the Board through the revised Fourth Quarter Financial Report based on the 2017 Audited Financial Statement. Resolution 18-51 Moved by: Ted Lovelace Seconded by: Ken Duplessis

BE IT RESOLVED THAT the Revised 2017 Fourth Quarter Audited Financial Report be approved as presented.

Carried 9.6 DSB Surplus for the 2017 Calendar Year As per the 2017 audited financial statements, the DSB ended the 2017 calendar year with a surplus of $173,643. Staff are recommending that the entire surplus be returned to municipalities the same way it was collected based on the 2017 apportionment formula. Resolution 18-52 Moved by: Al MacNevin Seconded by: Vern Gorham WHEREAS the audited financial statements for the operating year ended December 31, 2017 recorded a surplus of $173,643; and WHEREAS the Board by Resolution # 02-97 dated May 23, 2002 has approved a Working Funds Reserve to a maximum of 15% of the municipal share of annual operating budget, which based on the 2018 operating budget of $10,337,824 would be a maximum of $1,550,674. THEREFORE BE IT RESOLVED THAT $ 0 dollars be directed to the DSB’s Working Reserve in order to bring it to the 15% that the Board has established; and FURTHER BE IT RESOLVED THAT $173,643 be distributed to the DSB’s member municipalities as per the apportionment formula in place in the year 2017.

Carried

9.7 Ministry of Community and Social Services – TWOMO Election Fern Dominelli, CAO, gave the Board an update on the upcoming TWOMO Election, including a review of the TWOMO Election policy in place allowing alternative voting method of “vote by mail”. To support the 2018 elections in TWOMO, the Ministry of Community and Social Services with provide $26,000 in funding to cover the costs of the election.

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http://www.msdsb.net/images/ADMIN/finance/quarterly_reports/2017/4th_Quarter_Financial_Report_Audited_2017.pdf

http://www.msdsb.net/images/ADMIN/public_documents/02-097%20Working%20Reseve%20Policy%20Second%20Reading%20Original.pdf

http://www.msdsb.net/2018-twomo-elections

http://www.msdsb.net/2018-twomo-elections


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9.8 Ministry of Health & Long-Term Care

Connie Morphet, Director of Finance and Administration walked the Board through the funding letters received from the Ministry of Health and Long-Term Care (MOHLTC) for Paramedic Services. 50/50 Funding The CAO and Board Chair received a letter from the MOHLTC detailing the 50/50 funding for 2018. MOHLTC has used the base 2017 DSB Budget less First Nation and TWOMO Funding and calculated a 1.7% increase to the base expenses for 2018. The resulting base increase of $165,903 for 2018 has increased the 50/50 funding by $157,459. This re-affirms the Ministry’s acknowledgement that Paramedic Services is funded at 50/50 but based on the prior year budget with an estimated percentage increase; and that they are committed to announcing funding earlier in the year. TWOMO Funding The CAO and Board Chair received a letter from the Ministry of Health and Long-Term Care on May 7, 2018 detailing the TWOMO funding for 2018 and the reduction of 50/50 funding due to TWOMO. MOHLTC has used the base 2018 DSB Budget less First Nation Funding and calculated 19.9% as TWOMO Funding. The resulting TWOMO calculation for 2018 has increased the TWOMO funding by $4,116. TWOMO Funding is the amount that was budgeted for 2018 The 50/50 Funding is reduced by $2,056 (50% of the TWOMO) This re-affirms the Ministry’s acknowledgement that TWOMO funding is at the current year base budget, and that they are committed to announcing funding earlier in the year. PTSD One Time Funding

The MOHLTC sent a letter May 7, 2018 to the Chair and CAO advising that the Manitoulin Sudbury DSB will be provided with PTSD Funding based on the application in 2017. The Assistant Deputy Minister of Direct Services Division will be contacting the DSB concerning the terms and conditions governing this funding. The total funding is $130,326 for Paramedic Services and $39,293 for Wikwemikong Paramedic Services.

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http://www.msdsb.net/images/ADMIN/correspondence/2018/MOHLTC_PTSD_Funding__Letter.pdf


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9.9 Mental Health Awareness

Rob Smith, Chief of Paramedic Services, walked the Board through the Mental Health Awareness – I’ve Got Your Back 911 Campaign. Since April 2014, at least 196 First Responders and Military service personnel from across Canada have reportedly died by suicide. In response to this spike in First Responder suicides, the I’ve Got you’re your Back 911 campaign was developed in 2014 as a method to raise awareness surrounding Emergency First Responder mental health. Active front line Paramedics, Jill Foster and Shaun Taylor developed the idea of a social media awareness campaign highlighting the fact that suicide by First Responders was a very REAL issue. Joined by Paramedics Denise Laing and Stephanie Romano, the group launched an online campaign drawing attention to the increase in First Responder mental health issues. Ongoing efforts and a dedicated online presence to promote the cause has resulted in worldwide recognition as a safe place for First Responders to share ideas, resources, and photos of support for one another. The campaign supports all those who deal with traumatic incidents in the workplace, including Paramedics, Police Officers, Fire Fighters, Emergency Telecommunications Officers, Nurses, Corrections Officers and Military personnel. The program became #IVEGOTYOURBACK911. Manitoulin-Sudbury DSB Paramedic Services is responsible to do everything possible to help ensure the health, safety and wellness of all staff. As required by law, a multifaceted PTSD Prevention Plan was developed and submitted to the Ministry of Labour in 2017. This plan included efforts to increase resiliency, efforts to ensure response capacity and treatment, and efforts to screen candidates to ensure suitability. The I’ve Got Your Back 911 program is simply another piece in working to ensure our support. To this end, Manitoulin-Sudbury DSB Paramedic Service has obtained #IVEGOTYOURBACK911 window decals and have placed them on the back window of each ambulance and PRU. We are not alone in this initiative, but we do hope that this simple action will help to demonstrate our support for our personnel, understanding the impact that their role has on their own wellbeing.

9.10 Container Gardening Events

Donna Stewart, Director of Integrated of Social Services, informed the Board of the upcoming annual Container Gardening Events being held in Espanola and Chapleau.

The Manitoulin-Sudbury DSB and the LaCloche Best Start Hub will host it’s seventh annual Family Container Gardening Event on Saturday June 2, 2018 from 10:00 am – 1:00 pm at the Red McCarthy Memorial Ball Field Pavilion. This community event is open to families with children to learn basic container gardening skills and engage in fun activities. The Chapleau event is still in the works.

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10.0 Other Business 11.0 Next Meeting – June 28, 2018 12.0 Adjournment Resolution 18-53

Moved by: Bruce Killah Seconded by: Dean Wenborne BE IT RESOLVED THAT we do now adjourn at 12:05 p.m. until the next regular meeting to be held, in the DSB’s Espanola Mead Boulevard Board Room on June 28, 2018.

Carried

____________________________ ______________________________ Chair CAO (Secretary-Treasurer of the Corporation)

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Documents

Committee of the Whole - 03 Oct 2018