of Cochrane Social Services Administration Board

MINUTES OF THE REGULAR MEETING OF THE BOARD HELD ON THURSDAY, SEPTEMBER 16, 2015 AT 4:45 P.M. In the Royal Canadian Legion Branch 88 Room

Present Regrets

Mayor Alan Spacek - Chair Mayor Peter Politis Mayor Steven Black - Vice-Chair Mayor Johanne Baril Mayor Michael Shea Councillor Joe Campbell Councillor Conrad Morin Councillor Noella Rinaldo Councillor Pat Bamford Councillor Andrew Marks Councillor Andre Grzela NOV 10 2015 Councillor Gilles Laderoute Councillor Walter Wawrzaszek ALEC ceo RCO DEPT• • ""ose] I Marc Dupuis David Landers

Staff

Brian Marks, Director of Housing Services Jean Carriere. Director of EMS linda O·Conneli. Director of Finance Beth Nowak. Manager of Children·s Services

1. a) Approval of Agenda - Resolution #15-059

Resolution No. 15-059

Moved by: Michael Shea Seconded by: And rew Marks

THAT the agenda for the September 16. 2015 CDSSAB board meeting be approved.

CARRIED

b) Board Member Absences

Mayor Peter Politis was absent from the meeting. c) Disclosure of Pecuniary I Confiict of Interest

No disclosures were made.

2. a) Approval of Minutes - June 18, 2015 - Resolution #15-060

Resolution No. 15-060

Moved by: Conrad Morin Seconded by: Joe Campbell

THAT the minutes of the June 18, 2015 CDSSAB board meeting be approved.

CARRIED

b) Business Arising from Minutes

• The CDSSAB is in the process of working with LAS Investments for a greater rate of return on investments. • In response to Mayor Politis' e-mail, the members were advised that administration is working at procuring the best possible rates and loan structure and are examining options at a much better offering than quoted by Infrastructure .

3. Administration

• Education Assistance Policy - Administrative Report - Resolution #15-061

The original Education Assistance Policy was passed in 1999. On average three to five employees take advantage of the policy each year.

Resolution No, 15-061

Moved: Joe Campbell Seconded: Marc Dupu is

THAT the education assistance policy is updated to increase the maximum annual board subsidy to an employee for voluntary training from $750 to $1,500 per year. CARRIED

• Organizational Review Update - Administrative Report

The CDSSAB has contracted NOSDA to gather data from each of the DSSABs to use as comparators from across the north. This data has been complied and will be presented at the next board meeting. 4. Finance

a) 2016 Budget Process Timelines - Administrative Report - Resolution #15-062

The board was provided with proposed timelines for the completion of the budget for the 2016 fiscal year.

Resolution No. 15-062

Moved by: Andrew Marks Seconded by: Walter Wawrzaszek

THAT the 2016 Budget Process Timelines administrative report be approved as presented. CARRIED

b) Financial Reports for year ending June 30, 2015 - Administrative Report- Resolution #15-063 o Variance Analysis o Statement of Operations - June 30, 2015 o Statement of Operations - March 31, 2015

For the period ending June 30, 2015, municipal revenue contributions were under budget by approximately $103,000. The figures do not take into consideration the drawdown from reserves. Operating costs were under budget. OW was over budget largely due to changes in provincial policies and caseload. There was an increase in CHPI funding. The province provided additional one-time funding to support SAMS. Child care and housing services were under budget due to the timing of expenditures. EMS was slightly under budget. There was higher affordable housing rent revenue. Corporate Services was under budget due to the declining financial rate.

Resolution No. 05 - 063

Moved by: Joe Campbell Seconded by: Johanne Baril

THAT the Statement of Operations and Variance Analysis be approved as presented. CARRIED 5. 2"" Quarter Reports - Resolution #15-064

Resolution No. 15 - 064

Moved by: Gilles Laderoute Seconded by: Andre Grzela

THAT the 2"" Quarter Departmental Reports be accepted as presented.

CARRIED

• Housing Services

Capital work usually happens within Q3 and Q4. The Director of Housing Services is currently doing an analysis of End of Operating Agreements. Ontario Hydro is offering the conversion of baseboard heaters to Convectair units for two LHC properties. HSC is trying to charge back for the years they did not collect retail sales tax from participants. The Director of Housing Services is part of the Canadian Housing Sector Bank Steering Committee and will report back to the board as information becomes available.

Mayor Black thanked the Director of Housing for his response in the newspaper to clarify issues brought forward by local contractors.

• Affordable Housing Department

The CDSSAB is saving considerable money by doing snow removal internally. A presentation will be brought to the next board meeting. LH C is applying to obtain charitable status. The board was shown a list of financial institutes that the Director has been in contact with for the financing of the Cochrane project. The board will be provided with a budget update for 35 Dwyer once the final invoices have been received.

• Ontario Works Income & Eme rgency Assistance

Can now get some case load stats from the SAMS software; however, it is unsure if the data is valid. The learning of SAMS is ongoing with fixes and enhancements. Due to the time it takes to enter data into the system, staff do not have time to do long-term caseload management.

• Ontario Works - Employment Services

Staff are working off-line to match clients with jobs because of SAMS inadequacies. To alleviate future problems, staff are being pushed to put full data into the system in preparation of the provincial data update. • Children's Services

One new program started in September at the YMCA. Aboriginal funding has been distributed. The Child Care and Early Years Act was implemented on August 31, 2015. Wage enhancements will be issued to providers. Client numbers are slightly higher than 2014. The province is providing funding for additional child care spaces.

• Emergency Medical Services

Community Para medicine continues to develop to the benefit of the communities , keeping people out of the health care system and allowing seniors to age at home. The Memorandum of Understanding with the Police and Timmins Search and Rescue will be updated. The new payroll and scheduling system is being implemented in September. The CDSSAB is in talks with the City of Timmins and Northem College to develop a jO int facility. The LHIN has told the hospital that non-urgent transfers is a hospital issue, not the CDSSAB's and that they should come to the table to talk.

6. Ontario Works

• 2015 - 2016 Ontario Works Service Plan - Administrative Report - Resolution #15-065

DSSABs are required, by the Ministry of Community and Social Services, to annually update their service plan.

Resolution No. 15 - 065

Moved by: Steven Black Seconded by: Walter Wawrzaszek

THAT the CDSSAB Board of Directors approve the 2015 - 2016 Ontario Works Service Plan.

CARRIED

7. Housing

• AMO Report - Strengthening the Foundation for Housing in Ontario

For information purposes. • CDSSAB 10-Year Plan Annual Update - Administrative Report

For information purposes.

8. EMS

• Year End Settlement Submission for the 2014 Calendar Year - Hearst

The Hearst and hospitals co ntract out paramedic selVices and must supply the CDSSAB vvth yearly financial statements for the selVice.

• Ambulance Replacement - Administrative Report - Resolution #15-066

The vehicle in Kapuskasing has a blown engine that would cost $20,000 to repair and the vehicle was scheduled to be replaced in 2017. The Director of EMS asked the board to approve the purchase of an additional ambulance in 20 15 and forego the purchase of a third vehicle in 2017.

Resolutio n No. 15 - 066

Moved by: Steven Black Seconded by: Pat Bamford

WHEREAS the Cochrane District EMS has an established vehicle maintenance plan and replacement schedule, and has demonstrated the early necessity of replacing an ambulance;

THEREFORE BE IT RESOLVED THAT the CDS SAB board directs the EMS Director to initiate the purchase of a new replacement ambulance with our current vendor within the 2015 budget year, first utilizing current budget surplus with the balance expended to vehicle reserves. CARRIED

• EMS Restructuring, 3-year plan - Administrative Report - Resolution #15-067

In response to the Director of Emergency Medical SelVices' request to increase staff over a three year period, the chair asked that a report detailing the cost to each member municipality be brought back to the board.

Resolution No. 15 - 067

Moved by: Seconded by: WHEREAS the Cochrane District EMS strives to meet its Response Time Strategy and has demonstrated the necessity to enhance emergency coverage hours with full-time paramedic staff;

THEREFORE BE IT RESOLVED THAT the CDSSAB board directs the EMS Director and his staff to implement the restructuring and enhanced staffing plan as presented over the next three budget years.

DEFERRED

9. Reports

• Case load • Staffing

There were no questions regarding the reports.

10. Next Meeting Date - October 15, 2015 at 4:30 p.m.

The next regular meeting of the CDSSAB Board is scheduled for October 15, 2015 at 4:30 p.m. The board will look into alternate ways. times and dates to conduct future board meetings.

11. Adjournment - Resolution #15-068

Resolution No. 15-068

Moved by: Noella Rinaldo Seconded by: Andre Grzela

THAT the September 16. 2015 CDSSAB board meeting be adjourned at 6:55 p.m.

CARRIED

Alan Spacek. Chair David l anders. GAO