COUNCIL MEETING1 5 JUN 0 6 '06 CITY OF KINGSTON REPORT TO COUNCIL I Report No.: 06-109 1 TO: Mayor and Council FROM: Denis Leger, Commissioner of Corporate Services RESOURCE STAFF: Barclay Mayhew, Manager of Facilities DATE OF MEETING: June 6,2006 SUBJECT: Boy Scouts of Canada Lease - 245 Elmwood Street, Kingston EXECUTIVE SUMMARY: Notwithstanding that a policy on the Sale of Real Property will soon be at the Administrative Policies Committee level, and presented to Council in the near future, staff members are proposing to enter into a relatively short-term land lease with the Boy Scouts for the property known as 245 Elmwood Street. Under the terms of the proposed lease, the Boy Scouts will be responsible for all costs associated with the building including repairs. The tenant will carry liability insurance coverage of at least $5,000,000.00 with the City added as an insured under the policy. Both the landlord and tenant will have the option to cancel the lease, without penalty, upon giving six months' prior notice. Both parties are exempt ftom property taxes. Upon expiry of the lease term, ownership of the building will revert to the City unless, in its discretion, the City deems the building to be in such a state of disrepair as to render it undesirable, in which case the Boy Scouts could be required to remove the building at its own expense. RECOMMENDATION: THAT Council authorize the City to enter into a new land lease with the Provincial Council of Ontario; Boy Scouts of Canada, for the property known as 245 Elmwood Street, Kingston, Ontario, for a term of five (5) years commencing January 1,2006 to and including December 3 1,201 0, at rental rate of $1 .OO per annum. - and further - THAT the Mayor and Clerk be authorized to execute a lease in a form approved by the Director of Legal Services. 1
Transcript
COUNCIL MEETING1 5 JUN 0 6 '06
CITY OF KINGSTON
REPORT TO COUNCIL
I Report No.: 06-109 1 TO: Mayor and Council
FROM: Denis Leger, Commissioner of Corporate Services
RESOURCE STAFF: Barclay Mayhew, Manager of Facilities
DATE OF MEETING: June 6,2006
SUBJECT: Boy Scouts of Canada Lease - 245 Elmwood Street, Kingston
EXECUTIVE SUMMARY:
Notwithstanding that a policy on the Sale of Real Property will soon be at the Administrative Policies Committee level, and presented to Council in the near future, staff members are proposing to enter into a relatively short-term land lease with the Boy Scouts for the property known as 245 Elmwood Street.
Under the terms of the proposed lease, the Boy Scouts will be responsible for all costs associated with the building including repairs. The tenant will carry liability insurance coverage of at least $5,000,000.00 with the City added as an insured under the policy. Both the landlord and tenant will have the option to cancel the lease, without penalty, upon giving six months' prior notice. Both parties are exempt ftom property taxes.
Upon expiry of the lease term, ownership of the building will revert to the City unless, in its discretion, the City deems the building to be in such a state of disrepair as to render it undesirable, in which case the Boy Scouts could be required to remove the building at its own expense.
RECOMMENDATION:
THAT Council authorize the City to enter into a new land lease with the Provincial Council of Ontario; Boy Scouts of Canada, for the property known as 245 Elmwood Street, Kingston, Ontario, for a term of five (5) years commencing January 1,2006 to and including December 3 1,201 0, at rental rate of $1 .OO per annum.
- and further - THAT the Mayor and Clerk be authorized to execute a lease in a form approved by the Director of Legal Services.
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Report to Council COUNCIL MEE'TING~ 5 JUN 0 6 'OB
Report No. 06-109 - Page 2 -
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COUNCIL MEETING 1 5 JUN 0 6 ’06 APPENDICES TO REPORT 06-109
June 6,2006 - Page 3 -
OPTIONS/DISCUSSION :
The IOth Kingston Scout Group was formed in the 1940’s and, for the first few years, the group used Duncan McArthur School as a meeting place. In 1956, the group purchased an army hut and placed it on the land known municipally as 245 Elmwood Street. They have operated from that location since that time.
In 1984, the tenant was given permission to renovate the hut and approximately 75% of the building was demolished and a new building was constructed around the original at the expense of the Boy scouts.
In November 1983, the Scout group requested to purchase the property from the City for $1 .OO on the condition that should the group fold, the City would buy back the property for $1 .OO. On April 3, 1984, Council approved a 20-year lease term, commencing April 1, 1984, at a rental rate of $1 .OO per annum. The Boy Scouts have remained as a month-to-month tenant since the expiration of the lease on March 31, 2004, pending a determination as to whether or not the facilities are still required for their operations. The City has now been approached with a request for a new lease.
Given the fact that the Boy Scouts erected the building at their own cost and expense and have been responsible for all costs associated therewith, and also the fact that there is currently no policy in place for the sale of real property, together with the fact that there is a cancellation option in the lease which can be exercised at any time, staff considered it appropriate to continue to lease the 245 Elmwood Street property to the Boy Scouts at the rate of $1 .OO per year for a relatively short period of time.
In addition to this landlordltenant relationship, the Boy Scouts have a sub-lease fiom the City for the land at 640 MacDonnell Street for a 20-year term which expires November 30, 2007, also at a rental rate of $1.00 per annum. The sub-lease provides for a renewal option, upon terms to be negotiated. The head landlord is the former Public Utilities Commission of the City of Kingston. Similar to the lease now before Council, the Boy Scouts demolished the existing building and erected a new structure at their own expense. This is brought to Council’s attention to provide a fuller appreciation of the long standing landlordtenant relationship between the Boy Scouts and the City.
EXISTING POLICY/BY LAW:
By-Law No. 98-1, Council Procedure By-Law which provides authority for the Mayor and Clerk to sign all agreements that are approved by Council.
NOTICE PROVISIONS:
NIA
ACCESSIBILITY CONSIDERATIONS: NIA
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COUNCIL MEETING 1 5 Juri 0 6 ’06 APPENDICES TO REPORT 06-109
June 13,2006 - Page 4 -
FINANCIAL CONSIDERATIONS: The City will incur no costs associated with the operation of this facility.
CONTACTS:
Barclay Mayhew, Manager of Facilities Lorraine Thibadeau, Leasing Specialist
546-4291, Ext. 1233 546-4291, Ext. 1839
DEPARTMENTWOTHERS CONSULTED AND AFFECTED:
0 Commissioner Beach, Sustainability and Growth 0 Commissioner Segsworth, Public Works and Emergency Services 0 Commissioner Hunt, Finance and Corporate Performance 0 Commissioner Thurston, Community Development Services 0 Commissioner Leger, Corporate Services 0 Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED:
Exhibit “A” - Sketch showing location of building
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CITY OF K I
COUNCIL MEETING^ 5 JUN 0 6 ’06
CITY OF KINGSTON
REPORT TO COUNCIL
Report No.: 06-133
TO: Mayor and Council
FROM: Mark Segsworth, Commissioner, Public Works & Emergency Services
RESOURCE STAFF: Malcolm Morris Director of Transportation
DATE OF MEETING: 2006-05-1 6
SUBJECT: Proposed All-Way Stop Control Intersection Wellington Street & Barrack Street
EXECUTIVE SUMMARY: The City of Kingston adopted new guidelines for the installation of all-way stop control in the fall of 2003. Since that time, the Traffic Division has been assessing intersections within the City in order to determine where all-way stop control is warranted. Based on recent assessments that include updated traffic counts and a collision history review, one additional intersection in the City requires all-way stop control.
RECOMMENDATION: THAT a by-law be presented to amend By-Law No. 2003-209, “A By-Law For Regulating Traffic in the Highways Of The City of Kingston, Subject To The Provisions Of The Highway Traffic Act” for the installation of an all-way stop control at Wellington Street & Barrack Street; and
THAT the by-law receives all three readings this evening in order to accommodate the proposed Barrack Street temporary closure.
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Mark Segsworth, P.@., Commissioner, Public Works & Emergency Services
PI
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- , Chief Administrative Officer
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REPORT TO COUNCIL.
- Page 2 -
COUNCIL MEETING1 5 JUN 0 6 '06 Report NO.: 06-133
OPTIONS/DISCUSSION : If approved for installation, all-way stop control would be installed at the following intersection as soon possible. As there is an overhead flashing light at this location that flashes a red light on Wellington Street and an amber light on Barrack Street, this operation will be changed so that an overhead red light flashes in both directions.
Wellington Street and Barrack Street
This location meets all of the requirements within the All-Way Stop Control Warrant which includes total vehicle volume, the number of vehicles and pedestrians on the minor street crossing the major street and the requirement for vehicle volume split. The updated traffic data at this location was collected in July of 2005. This intersection is therefore recommended for all-way stop control.
EXISTING POLICY/BY LAW:
By-Law 2003-209
NOTICE PROVISIONS: N/A
ACCESSIBILITY CONSIDERATIONS: N/A
FINANCIAL CONSIDERATIONS: The cost to install two additional stops signs ($140) and stop bars ($60) at one intersection is $200 plus labour. The total cost to install the required signage and pavement markings at the above-noted intersection is $200 plus labour. This cost can be accommodated within the Traffic Division's Operating Budget.
U Commissioner Beach, Sustainability and Growth; 0 Commissioner Segsworth, Public Works and Emergency Services; 0 Commissioner Hunt, Finance and Corporate Performance; U Commissioner Thurston, Community Development Services; U Commissioner Leger, Corporate Services;
Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED: Drawings of the all-way stop control locations Draft By-law amendment 4-Way Control Stop Sign Warrants
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COUNCIL MEETING1 5 JUN 0 6 ’06
Highway Barrack Street Barrack Street
BY-LAW NO. 2003-209 -TRAFFIC
From To Bagot Street East Side of Wellington Street
West Side of Wellington Street West side of King Street
A BY-LAW TO AMEND BY-LAW N0.2003-209, “A BY-LAW FOR REGULATING TRAFFIC IN THE HIGHWAYS OF THE CITY OF KINGSTON, SUBJECT TO THE PROVISIONS OF THE HIGHWAY TRAFFIC ACT”, (AMEND THROUGH HIGHWAYS C-1 and ALL-WAY STOP SIGNS C-3)
Highway Barrack Street
,2006
From To Bagot Street End
PASSED:
The Council of the Corporation of the City of Kingston enacts as follows:
C-’ By-law 2003-209, entitled “A By-law for Regulating Traffic in the Highways of the City of Kingston, Subject to he Provisions of the Highway Traffic Act”, as amended, is hereby further amended as follows:
Highway Barrack Street
Add: To Schedule C-1 Through Hidwavs
At Wellington Street
C-1 Through Highways
Delete: From Schedule C-1 Through Highwavs
C-1 Through Highways
Add: To Schedule C-3 All-Wav Stop Signs
CSAII-Way Stop Signs
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COUNCIL MEETING1 5 JUN 0 6 ’06
I Report No.: 06-137 I
TO: Mayor and Council
FROM:
RESOURCE STAFF:
DATE OF MEETING: June 6,2006
SUBJECT:
Lance Thurston, Commissioner, Community Development Services Group
Greg Grange, Director, Community and Family Services Department
Peace Sustainability Conference, June 2009
EXECUTIVE SUMMARY:
The Peace Sustainability Steering Committee (PSSC) members made a presentation to the Community Services Standing Committee on October 24,2005 seeking Council’s endorsement and requesting the City’s confirmation as a Conference Partner in a national Conference on Peace Sustainability to be held in Kingston in June 2009. Other committed partners are Queens University (with the Faculty of Education as lead faculty) and the Canadian Commission for UNESCO. St. Lawrence College’s confirmation as a Partner is also expected.
The Director of Community and Family Services met with the PSSC on April 19,2006 and subsequently confirmed that the PSSC is not loolung for direct funding but is requesting that the City of Kingston participate by providing in-kind services such as venues, promotion on the City Website, the use of the City’s logo on the PSSC promotional material, as well as support in their efforts to create an event for the people of Kingston with varied interests and from diverse cultures and circumstances to explore, develop, share or present, in various forums, their gifts dealing with peace sustainability.
RECOMMENDATION:
THAT Council hereby expresses it support for the Peace Sustainability Conference to be held in Kingston June 14-20,2009.
REPORT TO COUNCIL Peace Sustainability Conference, June 2009
COUNCIL
- Page 2 -
MEETING1 3 JUN 0 6 '06 Report No.: 06-137
Lance Thurston, Commissioner, Community Development Services Group
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COUMClL MEETING1 5 JuN 0 6 ’06 APPENDICES TO REPORT #06-137
June 6,2006
Page 1
OPTIONS/DISCUSSION:
The United Nations General Assembly has proclaimed the period 200 1-20 10 as the International Decade for a Culture of Peace and Non-Violence for the Children of the World. The UN Educational, Scientific and Cultural Organization (UNESCO) is the lead agency for this decade and member states have been called upon to honour and contribute to this decade for The Culture of Peace.
The Peace Sustainability Steering Committee members made a presentation to the Community Services Standing Committee on October 24,2005 in seeking council endorsement and request participation in its efforts to create an event for the people of Kingston with varied interests and from diverse cultures and circumstances to explore, develop, share or present, in various forums, their gifts dealing with peace sustainability.
The conference dates are June 14th to the 20*, 2009. The conference will be held in various venues in the City of Kingston, will provide a variety of activities for all ages and will be open to anyone interested in sharing their gifts pertaining to PEACE SUSTAINABILITY.
The conference will potentially include: 0
0
Workshops toward peace sustainability
Peace concerts 0 Peace Plays 0 Art works for Peace
A peace market place 0 A peace meditation garden
0 Peacetrees
Presentations on different aspects of peace sustainability A series of keynote addresses on various aspects of peace sustainability
Presentation on projects prepared in Canada during this decade on peace
Peace activities for families and school groups
Partners will include: 0 Queen’s University 0 City of Kingston 0 Canadian Commission for UNESCO
St Lawrence College 0 Government and non-government organizations
The Director of Community and Family Services met with the PSSC on April 19,2006 and subsequently confirmed that the committee is not looking for funding but is requesting that the City of Kingston participate by providing venues, support through advertising and the use of the City’s logo on its advertising. Specifically, the use of
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Memorial Hall as one of the venues (or other suitable location) The City’s Website for promotion The City’s Logo on their promotional material.
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APPENDICES TO REPORT #06-137 June 6,2006
Page 2
Since meeting with Community Services Standing Committee in the fall of 2005 the Peace Sustainability Steering Committee has been able to obtain the Faculty of Education at Queen's as the lead for this project. The Faculty has offered use of their website to set up a separate Conference PS2009 webpage: The Peace Sustainability Steering Committee has obtained support from St. Lawrence College as well.
The Peace Sustainability Steering Committee encourages and welcomes the City of Kingston to be a community partner in this event.
EXISTING POLICY/BY LAW: Corporate Identity Policy - Respecting Use of the City of Kingston Logo City Hall Room Rental Policy - No Waiver of Fees Policy
NOTICE PROVISIONS: There are no existing notice requirements under the Municipal Act concerning this subject, on record, to date.
ACCESSIBILITY CONSIDERATIONS: Copies of this report are available in alternative formats upon request.
FINANCIAL CONSIDERATIONS: The PSSC is not looking for direct funding but is requesting that the City of Kingston participate by providing in-kind services such as, venues, support through promotion on the City Website and the use of the City's logo on the PSSC promotional material. The value of the room rental fee waiver for Memorial Hall as requested would be approximately $800.00. It is Council policy, at this time, to not waive room rental fees. Staff is not recommending an exception to this policy as this is but one of many requests received annually from worthy causes.
CONTACTS: Greg Grange, Director, Community and Family Services Department 546-4291 ext. 1265
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Robin Etherington, Manager, Culture and Heritage Jamie Brash, Supervisor, Facilities Management Carolyn Downs, City Clerk, Corporate Services Madeleine Aubrey, Peace Sustainability Steering Committee
U Commissioner Beach, Sustainability and Growth; U Commissioner Segsworth, Public Works and Emergency Services; U Commissioner Hunt, Finance and Corporate Performance; U Commissioner Leger, Corporate Services; U Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED: none
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Report No.: 06-138
TO: Mayor and Council
FROM: Mark Segsworth, Commissioner of Public Works & Emergency Services
Mark Van Buren, Director, Engineering Department RESOURCE STAFF:
DATE OF MEETING: 2006-06-06
SUBJECT: APPLICATION FOR ASSIGNMENT OF EXISTING LEASE OF CITY SIDEWALK FOR THE PURPOSE OF A PATIO AT 178 ONTARIO STREET, JOY SUPPER CLUB
EXECUTIVE SUMMARY:
An application was received for the assignment of the former patio lease for the Cocamo to JSX Holdings Incorporated operating as Joy Supper Club. The patio will be utilized as an extension of their business for their customers as defined in the regulations established in By-Law No. 87-136, “A By-Law to Authorize the Adoption of Regulations Established for the Purpose of Dealing with Applications for the Extended Use of Sidewalks.”
RECOMMENDATION:
That Council, on behalf of the City of Kingston, assign the Lease Agreement from The Cocamo to JSX Holdings Incorporated, the owner of Joy Supper Club for the lease of City property for the purpose of operating a sidewalk patio and that such license agreement be in a form acceptable to the City Solicitor.
Mark Segsworth, Commi io er of Public Works & Emergency Services 0
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COUNCIL MEETING 1 5 JUN 0 6 ’06 APPENDICES TO REPORT NO. 06-138
June 6,2006
Page 1 OPTIONS/DISCUSSION:
The Joy Supper Club is requesting to retain a patio for the purpose of serving food and alcoholic beverages to their customers as an extension of their business located at 178 Ontario Street. The application falls in area “A” as outlined in By-Law No. 87-136.
The applicant submitted a formal application and the required site plan drawings. The proposal for consideration is to re-establish the previously approved patio along the frontage of 178 Ontario Street. The applicant wishes to maintain the same dimensions as the former Cocamo patio. The patio area remains 58.4 square metres. As the application is for assignment of an existing lease, no public notification was required.
Licensing Department: Confirmed that a business license is required according to City of Kingston By-Law No. 2002-255 Schedule R-2; “Food Service Premises is applicable to every food premise, where food is prepared for immediate consumption or sold or served in a form that will permit consumption on the premises or elsewhere”.
Utilities Kingston: Advised that there would be no objection to this application with the understanding there is no change in the patio layout.
Parking Services: Advised that there would be no objection to this application, assuming the same terms and conditions apply, including payment of parking meter revenue of (2) two parking spaces. As per section 7. (a) By- Law No. 87-136 the license fee will be adjusted for the loss of parking.
Public Works Department: Advised that there would be no objection with the existing patio or proposed re-assignment.
Taxation & Revenue Department: Confirmed that there are no outstanding tax arrears on this property.
Building Department: Advised that there would be no objection provided that no alteration in dimensions is made to existing patio. As well the total occupancy of the building and patio does not exceed 550 persons based on the available sanitary facilities.
By-Law Enforcement, Kingston Fire & Rescue, Traffic Division, The Kingston Frontenac Lennox & Addington Health Unit, and the Culture & Recreation Department had no comments on the patio application.
EXISTING POLICY/BY LAW:
By-Law No. 87-136, “A By-Law Authorize the Adoption of Regulations Established for the Purpose of Dealing with Applications for the Extended Use of Sidewalks.”
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COUNCIL MEETINGI s JUEJ 0 6 '06 APPENDICES TO REPORT NO. 06-138
June 6,2006
Page 2 NOTICE PROVISIONS: There are no further notice requirements.
ACCESSIBILITY CONSIDERATIONS: Comments were received from the Accessibility Project Coordinator with regard to site design. It suggested if possible that a cane-detectable texture change be included in the sidewalk around the perimeter of the patio fence. In addition, as is required in the By-Law at a minimum the patio fence rail should be painted in a contrasting color (white) to assist people with lowho vision. If there is a threshold at the patio entrance, it should be less than 13mm, with a slope less than "1:20". The patio design can be modified to accommodate these concerns.
FINANCIAL CONSIDERATIONS: The applicant has met the requirements for application as outlined in By-Law No. 87-136. The applicant agrees to enter into a license agreement to be renewable annually based on past performance. The applicant is aware that there is an annual license fee to be paid to the City, which rate shall be adjusted annually in accordance with the C.P.I. The license rate as described in By-Law No. 87-136 for the 2006 season will be four thousand, nine hundred and seventy three dollars ($4,973.82) and eighty two cents plus GST of three hundred and forty eight dollars ($348.17) and seventeen cents.
CONTACTS: Mark Van Buren, P.Eng, Director Engineering Department, ext. 321 8 Kimberley Brown, P.Eng, Infrastructure Engineer, Engineering Department, ext. 3 132 William Cartwright, Permit Agent, Engineering Department, ext. 3 1 13
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Building & By-Law Enforcement - Terry Willing, Director. Building Department - Steve Murphy, Manager. Utilities Technical Services, Utilities Kingston - Jim Miller, Manager. Kingston Fire & Rescue - Robb Kidd, Assistance Fire ChieflDirector of Fire Prevention. Transportation - Malcolm Morris, Director. Environmental Health Department, KFL & A Health Unit - Pam Landy, Fire Prevention Officer. Culture & Recreation - Mark Fluhrer, Director. Public Works - Damon Wells, Director. Community Development Services, Barry Kaplan, Accessibility Project Coordinator. Transportation - Paula Nichols, Manager. Taxation & Revenue, Financial Services - Patricia Carrol, Manager.
0 Commissioner Beach, Sustainability and Growth; U Commissioner Segsworth, Public Works and Emergency Services;
Commissioner Hunt, Finance and Corporate Performance; Commissioner Thurston, Community Development Services;
U Commissioner Leger, Corporate Services; 0 Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED:
Exhibit "A" Existing Layout of Patio 1 7
COUNCIL MEETING 1 5 JUN 0 6 ’06 -.. .-
EXBIBIT. “A” :port No.: 06.a38
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CITY OF KINGSTON
REPORT TO COUNCIL
Report No.: 06-141
TO:
FROM:
RESOURCE STAFF:
DATE OF MEETING:
SUBJECT:
Mayor and Council
Denis Leger, Commissioner of Corporate Services
Blair Johnson, Corporate Records & Information Officer
June 6,2006
Award of RFP No. CORP-CCD-02-2006 for Scanning Services
EXECUTIVE SUMMARY:
A Request for Proposals (RFP) for scanning services for the City Clerk’s Department was issued April 13, 2006 and closed May 3, 2006. This report is being submitted for Council’s review and approval as only two valid submissions from vendors were received (Purchasing By-law 2000-134, as amended). This report describes the RFP structure, the results, and the recommended proposal. It is now in order for Council to award the RFP.
RECOMMENDATION:
THAT RFP No. CORP-CCD-02-2006 for Scanning Services be awarded to Image Advantage, having submitted the hghest scoring proposal at the lowest cost, and that the Mayor and Clerk be authorized to enter into a two-year agreement with Image Advantage, in an amount not to exceed $5,000 per annum, in a form satisfactory to the Legal Services Department.
eger, ommissio er f Corporate Services
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eOUNClL MEETING1 5 JUN 0 6 ’06 APPENDICES TO REPORT # 06-141
June 6,2006
Page 1
OPTIONS/DISCUSSION:
Currently, there is a lot of time spent in the City Clerk’s Department searching and processing records related to information requests. For instance, several times a week requests are made for assessment roll information and processing these requests can take up to thirty minutes. Having this information scanned and searchable on the computer will decrease the amount of time needed to process these requests.
The City Clerk’s Department requested proposals from seven qualified vendors for the provision of scanning services, on an “as- and when-required basis” for a period of two years. The documents to be scanned may include (but are not limited to) assessment rolls and bound minute and by-law books. The Municipal Act S.O. 2001, states that the City must maintain and preserve the records of the municipality and its local boards in a secure and accessible manner. This includes (but is not limited to) by-laws and Council minutes. When this type of information is requested by City staff and/or members of the public, it needs to be quickly and accurately accessible. Scanning our hard copy assessment rolls, by-laws, and minutes will help to aid in the retrieval and retention of these records.
Proposals were received from Image Advantage and Platinum Legal Group Inc. The two proposals were reviewed and evaluated using the weighting detailed in the RFP document as follows:
pricing and related costs (40%) methodology for providing proposed service (32%)
0 product characteristics and specifications (25%) 0 compliance with the Ontarians with Disabilities Act (3%)
The evaluation confirmed that both vendors could provide a suitable scanning service. Image Advantage scored higher on the evaluation because they will be able to provide a similar service at a cost that is much less than can be provided by Platinum Legal Group Inc. For this reason, it is recommended that Image Advantage be awarded RFP No. CORP-CCD-02-2006 for Scanning Services.
EXISTING POLICY/BY LAW:
Purchasing By-law No. 2000-134, as amended.
NOTICE PROVISIONS:
There are no notice requirements for the purposes of this report.
ACCESSIBILITY CONSIDERATIONS:
There are no accessibility considerations for this report.
FINANCIAL CONSIDERATIONS:
Sufficient funding was allocated in the 2006 Corporate Services operating budget. 20
COUNCll MEETING1 5 JL)N il 6 '06 APPENDICES TO REPORT # 06-141
June 6,2006
Page 2
CONTACTS:
Blair Johnson, Corporate Records & Information Officer
DEPARTMENTWOTHERS CONSULTED AND AFFECTED:
0 Commissioner Beach, Sustainability and Growth Commissioner Segsworth, Public Works and Emergency Services Commissioner Hunt, Finance and Corporate Performance
0 Commissioner Thurston, Community Development Services 0 Commissioner Leger, Corporate Services 0 Jim Keech, President Utilities Kingston
546-4291, Ext. 1316
EXHIBITS ATTACHED:
NIA
Report No.: 06-144
TO: Mayor and Council
FROM:
RESOURCE STAFF:
Lance Thurston, Commissioner, Community Development Services Group
Linda Peever, Administrator/Director, Long-term Residential Care Services Rose Bell, Director of Nursing
DATE OF MEETING: June 6,2006
SUBJECT: Approval for Physiotherapy Services for Rideaucrest Home- RFP #CDS- LTC 2-2006
EXECUTIVE SUMMARY:
A Request for Proposal for Physiotherapy Services for Rideaucrest Home was issued in early April 2006 closing April 12,2006 with two submissions received. This report is being submitted for Council's review and approval.
RECOMMENDATION:
That Council awards the Rideaucrest Home on-site physiotherapy services contract to Active Health Management Inc. for the period of May 1,2006 to May 3 1,2008.
I Lance Thurston, Commissioner, Community Development Services Group
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COUNCIL MEETING1 5 JUN 0 6 '06 APPENDICES TO REPORT #06-144
June 6,2006
Page 1
OPTIONSLDISCUSSION:
An RFP was issued and closed with the following firms submitting bids: Active Health Management Inc.; and, Canadian Eldercare Services
Active Health Management Inc. scored 87/100 and Caadian Eldercare Service scored 68/100 based on our screening criteria as set out in the RFP document. Active Health Management Inc. offers a more comprehensive service to meet the needs of the residents requiring physiotherapy services. Canadian Eldercare was not as inclusive in its submission.
The award of this service agreement does not have a direct cost to the City of Kingston. The costs of the physiotherapy services that will be offered to residents of the Home are billed directly to OHIP. This contract simply allows the physiotherapy services provider to operate within Rideaucrest subject to terms and conditions set by the Home. This service is a benefit to the residents as well as staff who do not then need to make alternative off-site appointments. This gives residents and family a measure of consistency and convenience.
EXISTING POLICY/BY LAW: Purchasing Bylaw 2000- 134 as amended.
NOTICE PROVISIONS: None
ACCESSIBILITY CONSIDERATIONS: None
FINANCIAL CONSIDERATIONS: The City of Kingston is not required to pay any additional money in addition to the money allocated for this purpose by the Ministry of Health Long-Term Care.
CONTACTS: Linda Peever, Director Long-Term Care 530-28 18 ext 4233
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Finance - Purchasing Dept, Janis Morrison Legal - Senior Legal Counsel, Alan McLeod
DEPARTMENTS/OTHERS CONSULTED AND AFFECTED:
0 Commissioner Beach, Sustainability and Growth; 0 Commissioner Segsworth, Public Works and Emergency Services; Cl Commissioner Hunt, Finance and Corporate Performance; 0 Commissioner Thurston, Community Development Services; 0 Commissioner Leger, Corporate Services; 0 Jim Keech, President Utilities Kingston
23 EXHIBITS ATTACHED: None
COUNCIL MEETING1 5 JUN 0 6 '06
CITY OF KINGSTON
REPORT TO COUNCIL
I ReDort No.: 06-146 I ~~
TO: Mayor and Council
FROM:
RESOURCE STAFF:
Lance Thurston, Commissioner, Community Development Services Group
Cheryl Mastantuono, Manager, Policy Development
DATE OF MEETING: 2006-06-06
SUBJECT: Purchase of Service Agreement - Seniors Association-Kingston Region
EXECUTIVE SUMMARY:
The Seniors Association Kingston Region continued through 2005 to provide valuable services to seniors in our community. The purpose of this report is to provide Council with their final report for 2005 which highlights their achievements and to obtain Council's authorization to enter into an agreement with this organization for 2006 in the amount of $90,000 as approved in the 2006 operating budget.
RECOMMENDATION:
That Council authorizes staff to proceed with a Purchase of Service Agreement with the Seniors Association, Kingston Region for the provision of a range of social and recreational services in a form satisfactory to Legal Services.
The Seniors Association Kingston region continues to expand and change to meet the needs of seniors in our community. Their final report for 2005 indicates that participation has increased in all of their programs and services.
Highlights for 2005 include the completion of their ‘Remembering Garden” in the front of the building, the continuing renovations to the facility including the painting of the gym, and the introduction of several new programs ranging from language classes to dance classes. They also established a Multicultural Task Force to reach out to various ethnic and cultural groups in the greater Kingston area.
The support from the City assists with the provision of many services to seniors free of charge or at a nominal rate including: information & referral, telefhend, telephone security checks, home help, home maintenance, and medical drives.
EXISTING POLICY/BY LAW: There are no existing Policies/Bylaws concerning this subject, on record, to date.
NOTICE PROVISIONS: There are no existing notice requirements under the Municipal Act concerning this subject, on record, to date.
ACCESSIBILITY CONSIDERATIONS: Copies of this report are available in alternative formats upon request.
FINANCIAL CONSIDERATIONS:
The $90,000 for this purchase of service agreement was approved in the 200b operating budget.
CONTACTS: Cheryl Mastantuono, Manager, Policy and Support Services
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: U Commissioner Beach, Sustainability and Growth; U Commissioner Segsworth, Public Works and Emergency Services; U Commissioner Hunt, Finance and Corporate Performance; U Commissioner Leger, Corporate Services; U Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED: Exhibit “A” - Final Report for 2005 and Proposal for 2006 Exhibit “B” - Participation Statistics Exhibit “C” - 2005 & 2006 Budgets Exhibit “D’ - 2005 Audited Financial Statement Exhibit “E” - Five-year Strategic Document
25
SENIORS ASSOCIATION KINGSTON REGION
PURCHASE OF SERVICE AGREEMENT with the City of Kingston
FINAL REPORT FOR 2005 PROPOSAL FOR 2006
The Seniors Association Kingston Region continues to grow and evolve to meet the ever changing needs and wants of seniors in our community. Our statistics show that our numbers are up in virtually every aspect of the operation from membership to participation in programs and services. Drop by The Seniors Centre and you will find a hub of activity with people active in programs, meeting friends, dining in Hatters Cove or just “hanging out” in the Rendez-Vous Cafe.
This does not mean, however, that we can sit back and put our feet up on the desk. Our aim and challenge is to continue and improve on this trend.
Our renovations program in 2005 was again very small due to lack of funds. In March we were very fortunate to receive one-time funding from the Ministry of Health and Long-Tern Care to replace the south doors and make that entrance accessible. All three main entrances are now fully accessible.
The Remembering Garden was completed using donations received specifically for that purpose. With the expert design advice and consultation of Kris Hebert fi-om the City, a team of volunteers magically transformed the front of the building. Walkways, benches, raised planters and a huge number of plants and shrubs - some purchased, but many donated by our members and fiends - created an attractive and welcoming streetscape for The Centre. The large boulder in the garden proudly displays the commemorative plaque. The garden was officially dedicated in September by Rev Dick Fleming, a member and volunteer.
A few items were checked off the renovations “to do” list such as painting the gym - projects that could be done through our operating budget. Our hope is to continue to tackle the smaller projects each year while saving and looking for funding sources to finish the outstanding larger renovation projects.
Rooms at The Seniors Centre are available for rent at reasonable rates to outside groups for meetings, dances, educational seminars; for large groups and small; members and non-members; seniors and non-seniors. We’ve had weddings and memorial services here too. As renovations continue and as word spreads we are anticipating more and more groups using the facility. This is a means to raise funds and move along on our renovations program.
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COUNCIL IMEETlNG1 5 JUN u 6 ‘06
If you look at the current list of programs and services, you will see a number that have been around for a while, but you will also notice a great number of new opportunities. Some of the new programs introduced in 2005 included: History classes, German, Spanish, Tai Chi Chih, Bocce, Hawaiian Dance, Level 3 French, Play Reading, Digital Photography, Beginners Line Dancing, Morning Walking in the Centre and Weight Watchers.
In 2005 staff and the Program Committee established subcommittees to look into the future to plan and oversee: monthly speakers on interesting topics (e.g. home repair and maintenance); multicultural events partnered with multiculturdethnic groups to increase awareness of The Seniors Centre among their members; and a special summer season in which programs would be available to guests of the Seniors Association.
Upcoming programs for 2006 include: Sewing classes, Music Appreciation, Understanding Literature, Assertiveness Training, Advanced Line Dancing, Belly Dance, Pilates, Fun Poker and much more. Suggestions are always welcome!
In 2005 we established a Multicultural Task Force to reach out to the various ethnic and cultural groups in the greater Kingston area. The results in a few short months have been very rewarding. The simple ability to communicate through these groups with seniors who need the services we offer is a tremendous step forward. Many of the groups have gone even farther and have started to developed partnerships with us in a number of ways, which will evolve in 2006.
Programs were expanded to evenings (Table Tennis) and weekends (Afternoon of Cards/Special Events) to allow those who were busy during the weekday or who were looking for things to do in the evenings and on weekends to participate. Expansion of operating hours, however, creates staffing and administrative challenges which are currently being investigated.
We are pleased to see more and more men in the Centre. Programs such as billiards, computers, woodworking, table tennis, short mat bowling and bridge, as well as the food, are the main attractions!
In 2005 a comprehensive review of the program fee structure, duration of sessions and program viability was conducted. The fee structure was adjusted to include all actual expenses and to ensure that programs with similar expenses and duration were priced similarly. Year-long programs were divided into four 10-week sessions plus a summer session to address the concerns of many members who might be away for extended periods of time; they were provided with the flexibility to “buy” the sessions which suited their plans and circumstances. We also eliminated the non-member fee for our bus trips to encourage fiiends/family to participate too.
Special events are always a hit. In 2005 we had a summer BBQ, a Fall BBQ, a Spring Sale, a Bridge Tournament, a Euchre Tournament, a Craft Sale, a Christmas Sale, a Wine Tasting Event, Art Shows and a Gadgets Fair as well as monthly dances. In April our
2 27
COUNCIL MEETING1 5 JUN 0 6 ’06
second Young at Heart Variety Show was staged with the theme “A Salute to Fifty Years in Television”. Over 100 seniors volunteered their time and talents to entertain us in three performances. In September the 2nd Annual Fogies and Friends Golf Tournament, a fundraiser and fun event, took place at The Landings with plans well underway for our the 3rd Annual in September 2006
In 2006 we are planning for more events and hdraisers to help support the increasing operational costs and to build our reserves for further renovations and those inevitable emergencies such as the roof or a boiler.
The Association held its first computerized registration in September which allowed members to go to one station to register for all the programs they wanted and make one payment. With some adjustments the registration process will be even more efficient for 2006. Another new and popular creation in 2005 was the Program Course Calendar. It provided a short description of each program, the prerequisites, days, time, fees and other important information.
The Seniors Association’s mandate is to provide programs and services to allow seniors to maintain their independent living and to support seniors as they “age in place”.
Thanks to the support from the City and from the Ministry of Health and Long Term Care, we continue to provide a wide variety of much needed services to seniors, free or at a nominal fee. Services, including information and referral, telefiiend, telephone security checks, home help, home maintenance, medical drives, footcare, blood pressure checks, and advice clinics, help seniors in need. Some services are provided at The Seniors Centre, some in-home and others in the community.
The Association has again experienced a increase in demand in all of the services. Along with this increase the Association continues to address seniors’ requests for new opportunities. For example through our partnership with the Arthritis Society to provide clinics to help seniors living with arthritis, a new service, “Exercising with Arthritis”, was developed. We now have two classes of twenty seniors in this specialized exercise program. Our bereavement counseling now has both individual and group sessions available.
Our information seminars focus on various medical topics for the interest and information of seniors. Topics include macular degeneration, hearing loss, accessing the health system and have been well received. Our aim is to increase the number of health-related advice seminars and clinics in 2006.
Hatter’s Cove, our dining room, provides reasonably priced, nutritious meals to crowds of seniors. In 2005 we moved to serving full lunches five times a week, up from four, and adding a breakfast program on Thursday mornings. We continue to have Birthday lunches once a month, theme lunches related to special days such as Valentine’s Day or Easter, and Travel Days which include a visual trip to exotic places and a taste of the local cuisine. Special events like the Robbie Burns Dinner are sell-outs. We also held
28 3
successful Buffet Breakfast and Lunches tied to Program Registration Days or Sales. The Seniors Picnic and the Canada Day celebrations gave us a chance to cook outdoors, something many seniors don’t do any more. All of these opportunities are in an effort to ensure seniors have good nutritious meals in good company. In 2006 we are looking forward to surpassing 1000 meals served in a month!
The Rendez-Vous Cafe has also continued to grow and gain popularity. We have people who come daily, participants who have snacks or light lunches before or after programs, and a number of drop-in visitors. It is a busy place and reassuring to see so many people sitting and chatting with old and new friends. We also sell frozen meals specially prepared for the senior appetite and nutritional needs. These are very popular with those who live alone.
The popularity of Hatters Cove and the Rendez-Vous Caf6 has increased the work load on our senior volunteers who now have more work to do in the set-up and serving of meals. We are continually searching for more volunteers to share the load. In 2005, thirty-three volunteers successfully completing the mandatory food handling course.
The Seniors Association is fortunate to have two nurses with Advanced Foot Care training who provide excellent quality service and advice. This is a vital service for seniors, especially those with diabetes. The clinic operates four and a half days a week. In 2005 the Ministry of Health and Long-Term Care provide a one-time grant which allowed us to purchase upgraded sterilization equipment to ensure our high standards are maintained. Presently, we are investigating systems to address the air quality in the foot care area due to the dust and chemicals.
The profile of the Friendly Visiting Service has been raised in the community to the point that nine seniors are now waiting to be matched with a Friendly Visitor. The increases have occurred as outcomes from several actions. These included: a United Way grant to revise and update the Friendly Visitor Brochure; a placement by two Queen’s nursing students to put together an action plan; new posters; and two articles in our monthly newsletter, Vista. The articles were about two long-term successful matches and the positive benefits the visitor and visitee experienced from their relationship. We saw an increase in participation after these articles were published. More are planned.
Finding help for personal or home maintenance needs can be a problem for many seniors. The brokerage service that we operate screens providers and gives a senior two or three names to call. Most calls are for house cleaning and for personal care and are needed ASAP! The demand for these in-home services will increase, especially with seniors staying at home longer due to the shortfall in long-term care beds within this geographic area.
Transportation to medical appointments will also be affected. This past year has shown a marked increase in request for medical drives. The importance in providing this service relates to seniors with fixed incomes, who are socially isolated, who lack of family
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COUNClL MEETiNG1 5 JUN 0 6 ‘06
supports, as well as the importance of maintaining their mental and physical health and sense of independence.
In the delivery of accessible transportation, the Seniors Association attempts to provide response to requests in 48 hours or less. The quality of the service depends on knowing client’s special needs such as low vision or surgical problems as well as knowing the capabilities of the drivers, especially when mobility aids such as walkers or wheelchairs are involved. Our volunteer drivers are all seniors and must consider their real abilities and health situations as well.
The increase in demand for drives to medical appointments is affecting most community service agencies across the region, so the Seniors Association is investigating a collaborative delivery of medical drives through partnerships with our local VON and our sister organization in the Napanee area, Seniors Outreach Services.
We have identified that many of the seniors who access our services are coping with very serious and complex health problems. Referrals for Medical Drives have listed such diagnosis as macular degeneration, cancer, and strokes. More and more seniors are experiencing decreases in mobility, eyesight, and family supports. We expect the demand for our services to increase significantly based on these types of diagnosis, an increase in seniors here or moving into the area without supports, and the limitations of living on a fixed income. More referrals are being received for Friendly Visiting and Medical Drives for seniors between the ages of 60 - 65 living on minimal fixed incomes. We are receiving more complex referrals for Friendly Visitors. The complexity involves seniors with minimal coping skills and basic life skills. We are investigating ways, including partnerships and other options, to decrease isolation, increase social interaction and include transportation in a new service to bring those seniors who are able to The Centre. The development and implementation of such a service will be a creative challenge with our limited resources for program and service expansion.
As a volunteer organization it is important that our members are actively involved, not just as participants in programs and services, but also in the planning and implementation stages. Volunteers serve on the Board of Directors, the committees that oversee the various operations, as leaders of many of our programs and as providers of many of our services, as greeters and fiont desk volunteers, Vista deliverers, Hatter’s Cove and Rendez-Vous Caf6 workers, people who look after our book exchange, crafters who create and sell their handmade treasures, dancers and singers who entertain at retirement homes and schools, and those who visit others in their homes or drive them to medical appointments. What do volunteers do? The answer is simply anythmg and everything! At the end of 2005 we have 580 active volunteers, 46 of whom had been volunteering for 14 or more years. We are fortunate to have such a terrific team of volunteers!
But we need more and based on the issues outlined above, the challenge is in finding and retaining volunteers who have the skills and qualities to help with the more complex situations.
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CGUNC~L MEETING^ 5 JUN 0 6 ’06
We are also looking ahead at what seniors will look like and need in the fuhue, and so our Planning Committee along with staff are investigating the impact that changing demographics will have on the Association. We know the Baby Boomers are coming in large numbers with their demands, but we also know that the current seniors will need more support to remain comfortably and safely at home. We are living longer and our needs will change. The Seniors Association must be ready with the range and diversity of programs and services expected and demanded of it.
The Seniors Association is always receptive to suggestions and ideas for new services and programs. Suggestion forms are available in the Centre or we are always happy to receive suggestions by telephone or email or through a fiiend. These ideas and suggestions form the basis for many of our new programs, services and events.
Word of mouth remains the best marketing tool we have. So many of our members are encouraging their fiiends and relatives to come and see The Seniors Centre and to join in the fun. After 29 years in the community, with such a large membership, and with a significant public profile, we are still not known to a large segment of the community. Our Marketing Coordinator and Communications Committee are working diligently to ensure the visibility and awareness of the Seniors Association and The Seniors Centre throughout the greater Kingston area. We are attending community events, doing guest speaking engagements, participating in displays and advertising. We want to ensure that those who need us can find us! In 2006 an Open House is planned for June 24*, during Seniors Month.
We continue in our attempt to locate those seniors who are lonely or isolated or in financially disadvantaged situations. We have regular contact with various social service agencies, churches, etc which may be aware of people who might benefit by being a part of the Seniors Association. Our members are also helping to identify seniors in their neighbourhoods who may not be able to get to the Centre but could benefit from our services - an invaluable means of finding “hidden” seniors. This is a very difficult group to reach, as pride is very important to them. Our confidential President’s Discretionary Fund is available to those who need financial assistance to join the organization andor participate in any of our programs.
We, like all non-profit, charitable organization, do have challenges - the newer generation of seniors are not as interested in visiting other seniors at home; soaring gas prices are discouraging volunteers to drive seniors to medical appointments; the lack of public transportation to The Seniors Centre remains a major problem for those unable to drive or those in need of specialized transportation; we need to press forward with our renovations; more and more specialized services are needed to support those waiting for retirement home or nursing home placement; and the ever present and growing need for more fiscal resources. Fewer grant programs, a tougher fundraising market, and increasing demands for services and programs require the continual reassessment of our resources and our service delivery.
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COUNClL MEETING1 5 JUN U 6 '06
As a non-profit, charitable organization with a large voluntary membership and which receives public money we have always ensured our accountability is transparent and continue to do so.
Evaluation is a very important component of our accountability and is carried out in several ways. Each program has a budget and that budget is reviewed monthly, quarterly and annually to ensure compliance to the annual plan submitted to and approved by the Board of Directors. New programs andor expenditures not in the approved budget must follow a process and depending on the amount involved must be submitted to the Finance Committee, if not the Board of Directors.
Ongoing evaluations are conducted by the program leaders and by full-time staff-' to ensure that participants are satisfied with all aspects of the program. Reasonable changes can be and are made on an ongoing basis. At the end of each program or session in the programs and some services, an evaluation form is distributed for written and, if so desired, confidential comments. When this format is not possible, such as in the Caf6, cards are available to complete and put in the suggestion box. Participants are encouraged to speak with the full-time staff-' at any time.
Two Committees directly oversee the activities: the Program Committee and the Services Committee. The chair of each is a member of the Board of Directors and the 6-10 members have significant expertise or interest in the particular area. The appropriate staff person is also on the Committee. These Committees meet at a minimum once per month to oversee the operation of the area, to plan new opportunities, to review issues and to propose policy.
Our operation is a large and complex one, further complicated by The Seniors Centre, itself. For example, our monthly utility bills alone now average $7000 a month. Our members sustain the majority of costs and we are continually seeking grants and support from others in various ways. As noted we received two one-time grants fiom the Ministry of Health and Long-Term Care in 2005. We also received short term grants through Human Resources and Skills Development Canada and the Ministry of Citizenship, Culture and Recreation for staff-' for specific projects. These came in very handy as we have a very small staff for the size and operation of the organization. While 600 volunteers do a great deal, they still require support and supervision fiom stafY. We are very proud of our staff who work tirelessly to not only maintain the status quo, but who also strive to continually improve the quality and quantity of the services and programs.
We readily acknowledge that we could not exist and provide the diversity of programs and services without the support of our two funders the City of Kingston and the Ministry of Health and Long-Term Care. The $90,000 we receive through our Purchase of Service fi-om the city helps us to provide more and be both accessible and affordable to all seniors in our community. For this support we and seniors in our community are truly appreciative. Thank you!
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COUNCIL MEETlMG1 5 JUfl U 6 ’06
The Seniors Association also focuses on how we can help in the broader community. Staff and volunteers sit on committees and contribute to initiatives that make our community even better. We participate in the Falls Prevention Committee, St Lawrence College’s Fitness Advisory Committee, Active 20 10, Ontario Seniors Games and many more. The Kingston Symphony, St Lawrence College, Queen’s University, The Ambassador, Chamber of Commerce, and others partner with us. In 2005 we developed a corporate membership program and we are pleased to announce that Empire Life became the first company to purchase Seniors Association memberships for their retirees!
Our hope for a Wellness Centre to provide front-line contact with medical personnel is probably not going to happen with the province’s other initiatives underway. So we have established a partnership with the Kingston Community Health Centre in the hope that together we may find a solution to the problem.
We continue to be aware and respectful of our role in our neighbourhood which has so warmly welcomed us. To ensure continued good communication, a copy of Vista, our monthly newsletter, is delivered to each household on Francis Street and on McDonald Avenue. Our doors are always open to our neighbours.
While 2005 has been a successful year; we anticipate 2006 to be even more successful. The direction for 2006 is outlined in our Strategic Plan which is attached. In the next year we anticipate expansion in both services and programs resulting in increases in participation. We want to ensure that more and more seniors are aware of The Seniors Centre and our programs. We’re looking forward to further developments with local cultural and ethnic groups. We want more evening and weekend programs as well as providing events on holidays - a time when many seniors find themselves most alone.
Our key indicators of success are the levels of participation and the satisfaction of the participants. Participation levels are monitored by gathering statistics for each service or program, whether they are successful or not. Existing programs and those proposed for 2006 have projection targets in place which are expected to be reliable. All programs have minimum participation requirements which are a major but not the only determinant for the future of the program.
The next year is a very significant one for the Association as we celebrate the 30th anniversary of the Seniors Association and our 5th year in The Seniors Centre. Events are planned throughout the year. We have much to celebrate!
March 2006
COUNCIL, MEETING1 5 JUN U 6 '06
Seniors Association Kingston Region Participation Statistics
SERVICES:
Wellness Centre Cafe Diners Club Drivers Refresher Footcare Friendly Visitrrelefriend Frozen Meals Home Help/Mtce Info & Referral Lunch Bunch Medical Drives Vista Volunteer Opportunities
ACTlVlTl ES : Art Dancing Cards Computer Centre Crafts Drop In Fitness Language Courses Education/lnterest Courses Special Events Trips Woodworking Yoga Sales Music
34 I C:\Documents and Settings\TeriBWesktopPOO6 POS
COUNCIL MEETING 1 5 JUN 0 6 '06
SENIORS ASSOCIATION KINGSTON REGION 2005 Budget vs. Actual
Budget Actual
REVENUES
Provincial Government 155303 173565
City of Kingston
Program Revenue
Service Revenue
Total
EXPENDITURES
90000 90000
176586 154579
149976 177146
571865 595290
Program Expenses 124342
Services Expenses 175257
General Admin. Expenses - Prorated 272266
Total 571865
1 16664
176759
301867
595290
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CUUNCJL MEETlNG1 5 JUN u 6 '06
SENIORS ASSOCIATION KINGSTON REGION 2006 Budget Categories
2006
BUDGET
Provincial Funding $ 166,942.00
Program Revenue
Services Revenue
$ 155,941.00
$ 174,492.00
Total Revenue $ 497,375.00
Program Expenses
Services Expenses
General Admin. Exp.
Total Expenditures
$ 11 3,100.00
$ 195,176.00
$ 279,099.00
$ 587,375.00
REQUEST from The City of Kingston $ 90,000.00
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COUNCIL MEETINGI 5 JUN 0 6 '06
SENIORS ASSOCIATION KINGSTON REGION
FINANCIAL STATEMENTS
YEAR ENDED DECEMBER 31,2005
Auditors' Report
Statement of Financial Position
Statement of Operations
Statement of Changes in Fund Balances
Statement of Cash Flow
Notes to Financial Statements
3 7
COUNCIL MEETING1 5 JUN 0 6 '06 SECKER, ROSS & PERRY Chartered Accountants
AUDITORS' REPORT
To the Members of Seniors Association Kingston Region
We have audited the statement of financial position of Seniors Association Kingston Region as at December 3 1 , 2005 and the statements of operations, changes in fund balances and cash flow for the year then ended. These financial statements are the responsibility of the association's management. Our responsibility is to express an opinion on these financial statements based on our audit.
Except as explained in the following paragraphs, we conducted our audit in accordance with Canadian generally accepted auditing standards. Those standards require that we plan and perform an audit to obtain reasonable assurance whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation.
The association derives revenues from membership dues, donations, activities, and fund raising the completeness of which is not susceptible to satisfactory audit verification. Accordingly, our verification of these revenues was limited to the amounts recorded in the records of the association and we were not able to determine whether any adjustments might be necessary to revenue, assets and find balances.
Canadian generally accepted accounting principles require that capital assets be recorded at cost and amortized over their useful lives. It is the association's policy to charge capital assets to current expense at the time of acquisition unless the asset is long-term in nature, in which case they are amortized using the straight-line method over atwenty year term (note 3). Approximately $167,748 has been expended on assets that are short-term in nature since 1999 of which $1 7,25 1 was expended in the current year. In this respect the financial statements are not in accordance with Canadian generally accepted accounting principles. Had these expenditures been capitalized and amortized over their estimated useful lives, net assets would increase by approximately $50,381 and amortization expense in the current year would have increased by $3 1,327.
In our opinion, except for the effects of the failure to capitalize and amortize capital assets which are short term in nature, as described in the preceding paragraph, and except for the effect of adjustments, if any, which we might have determined to be necessary had we been able to completely verify the revenue referred to in the second preceding paragraph, these financial statements present fairly, in all material respects, the financial position of the association as at December 3 1 , 2005 and the results of its operations and cash flow for the year then ended in accordance with Canadian generally accepted accounting principles.
Chartered Accountants
Kingston, Ontario March 9,2006
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CWNClL MEETING1 5 JUN U 6 '06 SENIORS ASSOCIATION KINGSTON REGION
COUNCIL MEETING1 5 JUI\J 0 6 ‘06 SENIORS ASSOCIATION KINGSTON REGION
STATEMENT OF CHANGES IN FUND BALANCES
YEAR ENDED DECEMBER 31,2005
2005 2004 Unrestricted
Expansion Capital Operating Fund Assets Fund Total Total
Balance at beginning of year $ 25,139 $ 937,220 $142,3 13 $ I , 104,672 $ I ,093,282
Excess revenue over expense (expense over revenue) ( 4,762) 48.208) 62,770 9.800 1 1,390
Balance at End of Year $ 20,377 $ 889,012 $205.083 $1.114.472 $1,104,672
41
SENIORS ASSOCIATION KINGXON REGION
STATEMENT OF CASH FLOW
YEAR ENDED DECEMBER 31,2005
COUNC]~, MEETING 1 5 JUM 0 6 '06
Cash flow from operating activities Cash received from grants and donations Cash received from membership dues Cash received for programs Cash received for services Cash received for communications Other fimding sources Cash paid for programs and services
Net cash from operating activities
Cash flow used in investing activities Investments Purchase of capital assets
Net cash used in investing activities
Net increase (decrease) in cash
Cash at beginning of year
Cash at End of Year
- 2005
$ 327,521 103,662 142,407 1 78,019 63,272
100,3 17 (872.069)
43,129
( 1,527) t 10.247)
( 11,774)
3 1,355
83.280
$ 114,635
- 2004
$ 355,889 93,270
113,577 139,368 46,470
110,215 (823,061)
35,728
( 2 1,974) t 99,270)
(1 2 1,244)
( 8 5 3 16)
168.796
$ 83,280
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SJ'i"RS ASSOCIATION KINGSTON REGION COUNCIL MEETING 1 5 , j l j o i ; 1 fl 'or<, NOTES TO FINANCIAL STATEMENTS
YEAR ENDED DECEMBER 31,2005
1.
2.
Purpose of Organization The Seniors Association Kingston Region is incorporated under the laws of Ontario and registered as a charity. The purpose of the organization is to enhance the wellness of seniors generally and, in particular, to extend the age of their independent living. The provision of pro- active leadership, co-ordination, support and action is provided as appropriate in the promotion, development and delivery of quality programs.
Significant Accounting Policies
Fund Accounting Seniors Association Kingston Region follows the restricted fund method of accounting for contributions.
The Operating Fund accounts for the organization's program delivery and administrative activities. This fund reports unrestricted resources and restricted operating grants.
The Expansion Fund reports donations and other funding specified for capital purposes and their disposition.
The Capital Assets Fund reports the resources invested in and expenses related to the organization's capital assets.
Investments Investments are recorded at the lower of cost or fair market value.
Capital Assets Expenditures on capital assets are charged to current expense at the time of acquisition unless the asset is long-term in nature, in which case they are stated at cost on the balance sheet. Leasehold improvements are amortized using the straight-line method over a twenty year term.
Revenue Recognition Contributions are recognized as revenue of the appropriate fund when received or receivable.
Donated Property Donated property is recorded as revenue at its estimated fair market value at the date of the donation.
Use of Estimates The preparation of financial statements in accordance with Canadian generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenue and expense during the reporting periods. Actual results could differ from those estimates.
COUNCIL MEETING1 5 JUN 0 6 '06 SENIORS ASSOCIATION KINGSTON REGION
NOTES TO FINANCIAL STATEMENTS (continued)
YEAR ENDED DECEMBER 31,2005
3. Commitment The Association occupies its facility under the terms of a twenty year agreement in partnership with The Corporation of the City of Kingston. The agreement calls for a total annual payment of $39,86 1 fiom April 1 , 200 1 until March 3 1,2021. The agreement is renewable only on such terms and conditions as may be agreed to by both parties. The total annual payment is an amount to repay the City over twenty years plus interest at 8% per annum for the estimated fair value of the building of $210,000, plus an amount to repay the City over twenty years plus interest at 8% per annum for the contribution of $190,000 advanced by the City towards the cost of renovations.
4. Building and Renovation Project The Association and the City of Kingston in partnership have contributed a total of $1,490,768 ($1,480,52 1 in 2004) to the building and renovation project.
5. Financial Instruments The carrying amounts for cash, accounts receivable, investments and accounts payable on the statement of financial position approximate their fair values. Unless otherwise noted, it is the board's opinion that the Association is not exposed to significant interest, currency or credit risks arising fiom its financial instruments.
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- EnL\’& + “E “ COUNCIL MEETING1 5 JUN 0 6 ’06
SENIORS ASSOCIAJION KINGSTON REGION
FIVE-YEAR STRATEGIC PLAN DOCUMENT
SENIORS A S S O C I A T I O N
KINGSTON REGION
November 2005
45
PREFACE
The 5-Year Strategic Plan is considered to be a living document defining the strategy for the Seniors Association over a particular 5-year period. As such, it must be reviewed each year to ensure that the Strategic Objectives identified are appropriate for that period.
The Strategic Plan is updated annually. Input is requested from the standing committees, the membership, Board members and staff. This year ten Strategic Objectives were identified. These objectives not only set out the longer range strategy for the Seniors Association, but also provided the basis for defining an Operational Plan for 2006. A copy of these Ptans may be obtained at any time from the office.
STRATEGIC PLAN 2005-2010
REVIEW PROCESS
At a July 2005 joint meeting of the Planning Committee, the Board and the Staff, the Strategic Objectives contained in the Strategic Plan developed a year ago were reviewed and mdEed whet.e apprqwhk- The M of Directors approved the Stmtegic Objectives for 2005-20010 in August 2005.
The I O Strategic Objectives fw 200!5-2@Wl am attached as Appendix 1.
The changes in the Strategic Objectives from last year are: a) the objective on "ConvenientAccessm f# 6) was changed to refteet
the fact that the parking lots are now complete; and b) minor wording changes to two of the ofher ab@tives.
The possible impact of "demographic change" was discussed. While it was determined not to be a Strategic Objective at this time, Pfanning Committee was charged with ensuring the Association is aware of any possible changes needed,
The I O Standing Committees of the organization were asked to indicate .. -=@%
,These their plans over the next years, but with pwtiwkw emphass with respect to new init iam promp€ed by the Straw Obp3wes plans do not include those activities which represent only a continuation of past practice.
S L
The Operational Plan cap€wes €he initiatives ofthe organimatron d a f d to each of the Strategic Objectives.
SENIORS ASSOCIATION KINGSTON REGION 1
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COUNCIL MEEIING'i 5 Jut1 Ir 6 '06
STRATEGIC OBJECTIVES 2005-201 0
1. Take initiatives to enhance the profile of the Seniors Association in the community.
2. Facilitate the growth of membership while substantially broadening its diversity.
3. Broaden the range of programs and services, mindful of the impact of trends on the needs of current and future seniors.
4. Maintain and improve the facilities of The Seniors Centre; continue to investigate and take advantage of possible funding sources for this.
5. Optimize the use of the facilities of The Seniors Centre with plans to move toward extended hours.
6. Assure convenient access to The Seniors Centre by the provision of satisfactory transportation service for members without their own transportation.
7. Integrate the development and operation of the "Wellness Clinic" project, if approved, into the master plan for the Seniors Association.
8. Assure the continuous improvement of the volunteer recruitment and management program.
9. Consider the development of satellite and outreach programs as needs or opportunities are identified.
10. Maintain the responsible financiaf management program.
Approved by the Board of Directors -August 2005 2
4 7
I Report No.: 06-150 I
TO:
FROM:
Mayor and Council
Lance Thurston, Commissioner, Community Development Services Group
RESOURCE STAFF: Greg Grange, Director, Community and Family Services Department
DATE OF MEETING: 2006-06-06
SUBJECT: Day Time Services for Homeless and Transitioning Individuals
EXECUTIVE SUMMARY:
The Warming Room initiative was funded by the City of Kingston and administered through a partnered arrangement including Ryandale Shelter, Salvation Army, and community based groups and organizations. The intent of the initiative was to provide shelter, social space and light meals for the homeless population during identified need times from the end of December 2005 until March 31 2006. On average, 30 individuals visited the Warming Room per day with approximately half of those visitors being homeless and half being in some stage of being housed.
This report reviews the outcomes of the Warming Room initiative, outlines the rationale for providing partnered funds to support the continuation and expansion of the initiative, and recommends the reallocation of funds within budget to accommodate the requested service enhancement.
RECOMMENDATION:
THAT Council approve $20,000 in existing funds to provide contribution support to the Gathering Place Initiative from July 2006 to March 2007, thereby leveraging federal and local funding opportunities and permitting adequate operation time to better assess needs for longer term planning.
COUNCIL MEETING1 5 JUN 0 6 '06 REPORT TO COUNCIL Day Time Services for Homeless and Transitioning Individuals
Report No.: 06-150
- Page 2 -
I Lance Thurston, Commissioner, Community Development Services Group
Glen Laubenstein, Chief Administrative Officer
49
COUNCIL MEETING1 5 JUW O 6 ’06 APPENDICES TO REPORT # 06-150
June 6,2006
Page 1 OPTIONS/DISCUSSION:
Emergency shelter use increases in the City during summer months. It is estimated that at present approximately 55 persons leave shelters each morning, all of which close during the day except for Dawn House, and need to have access to a safe indoor space to spend time until shelters reopen in the evening.
Although drop in and day meal programs are available in the City, there are days and times when no such services are open. Existing program availability diminishes greatly in the summer months as staff and volunteers become less available causing programs to shut down or scale back considerably. There will be 14 individuals transitioning largely from the shelter system into Fresh Start, a supported housing program for “hard to house” individuals. Many of those transitioning individuals were users of the Warm Room. Consistent supported social contact is one of the indicators of success for transitioning individuals. Right now the only “non-meal based” day program available is the drop in at In From The Cold which is the same shelter many are transitioning from and thus not the best social contact space for them in encouraging transition. Gathering Place will provide a neutral and supported day time space alternative. Ensuring the availability of daytime sheltered space is critical to maintaining better health and well-being for homeless persons and offers an opportunity to engage homeless and transitioning individuals in relationship strengthening and life skills building activities.
In December 2005, a number of community groups and agencies with an interest in homelessness issues came together to develop a plan to deal with the issue of day time shelter over the winter. The Salvation Army Community and Family Services in partnership with Ryandale Homeless Shelter, financed by the City of Kingston and the Justice and Peace office of Sister’s of Providence and supported by many community groups, opened the Warming Room’s door December 27,2005 for a three month period. The Warming Room provided immediate “day shelter” relief for many of the homeless and supported homeless and transitioning individuals through the winter months. See Exhibit “A”.
Although the demand for a “gathering space” to accommodate the day time needs of the homeless and those in transition had not diminished, the Warming Room closed March 3 1 , 2006 as funding commitments expired. The number of individuals using the facility along with positive feedback received from community agencies emphasizes the necessity of a dedicated day shelter space within Kingston’s downtown region on a long term and year round basis with the addition of expanded support services.
The Gathering Place Working Group, comprised of groups and agencies with an interest in homelessness issues, has been invited to submit a proposal to the Supporting Communities Partnership Initiatives (SCPI). Funding in the amount of $24,000 from SCPI has been recommended by the Funds Distribution Committee, based on the ability of the proposed project to follow through on commitments established in a submitted letter of intent including commitment of contribution funding. See Exhibits - “B” and “C”. This short term program extension and expansion is intended to,
a) provide better local data on summer use patterns and needs for day services and b) leverage funds from other funding sources by providing partnership contribution and c) develop a co-fundinglpartnership model in the evolution of the initiative towards an ongoing program based on community need.
Contribution funding is being requested of the City in the amount of $20,000 to address administration needs not covered by the SCPI and to help offset funding shortfalls (Refer to Exhibit B). Additional funding is also being sought through the United Way, Sisters of Providence and additionally available charitable funding opportunities.
-5 0
COUNCIL MEETING1 5 JUH 0 6 ’06 APPENDICES TO REPORT # 06-150
June 6,2006
Page 2
Day time shelter is a community priority for addressing issues of homelessness. Long term day services program funding beyond March 2007 is being sought by the Gathering Place Working Group through the Consolidated Homelessness Prevention Program. They are also working with the municipal homelessness services planning process to develop a sustainability plan and are establishing ongoing financial and “in kind” support from community based and corporate co-contributors. These efforts will comprise a large part of the “coordinated day services” component of the long term municipal homelessness strategy being reported on to Council in the summer, although the opportunity to access this round of available SCPI funding is immediate.
EXISTING POLICYlBY LAW: There are no existing Policies/Bylaws concerning this subject, on record, to date.
NOTICE PROVISIONS: There are no existing notice requirements under the Municipal Act concerning this subject, on record, to date.
ACCESSIBILITY CONSIDERATIONS: Copies of this report are available in alternative formats upon request.
FINANCIAL CONSIDERATIONS: The Province changed the cost sharing split for the Consolidated Homelessness Prevention Program from a proposed 93%/7% split to a 99.9%/0.1% split after the City budget was approved by Council.
This increase in provincial funding for homelessness created an opportunity to reallocate this $20,000 in Municipal homelessness funding from the approved Housing budget to this homelessness priority.
CONTACTS: Linda Stevens, Homelessness Services Coordinator (~1155) Greg Grange, Director, Community and Family Services Department (x 1265) Cheryl Mastantuono, Manager of Policy, Community and Family Services
DEPARTMENTWOTHERS CONSULTED AND AFFECTED: Dale Vinkle, Salvation Army Community and Family Services Bonita McCourt, Salvation Army Community and Family Services Carol MacIntyre, Services Canada, Kingston. (SCPI Program) Gathering Place Working Group Ryandale Shelter for the Homeless Gerard Hunt, Finance and Corporate Performance Lawrence Cleary, Supervisor of Finance, Community and Family Services Department Tanie Steacy, Manager, Program Delivery, Community and Family Services Department
U Commissioner Hunt, Finance and Corporate Performance; U Commissioner Beach, Sustainability and Growth; U Commissioner Segsworth, Public Works and Emergency Services; U Commissioner Thurston, Community Development Services; U Commissioner Leger, Corporate Services; 0 Jim Keech, President Utilities Kingston
51
COUfiCk MEETlNGl 5 JUN 0 6 ’06 APPENDICES TO REPORT #I 06-150
June 6,2006
Page 3
EXHIBITS ATTACHED: Exhibit “A” Warming Room usage and services provided statistics, December 27,2005 to March 3 1 , 2006. Exhibit “B” Proposed Budget, July 2006 - March 2007 Exhibit “C” Letter of Commitment, Supporting Communities Partnership Initiative
Ryandale Shelter for the Homeless Warming Room Summary of Usage
Number of Days Number of Visitors ** Average Number of Service Provided Visitors
5 85 17
The Warming Room was open from December 27,2005 to L x c h 3 1,2006. The first week it was open for four days from 3 pm to 8 pm. The following weeks it was open on Tuesday, Saturday and Sunday from 3pm to 8 pm.
January, 2006 Februarv. 2006
18 48 8 35 12 412 34
March, 2006 Total
12 434 36 47 1.419 30
** Visitors were counted only once per evening even if they returned a second or third time during the evening.
Demographics Visitors to the Warming Room were not asked to identify whether they were living in a shelter, or if they had a place to live. Based on staffs’ educated guess, about 50% of the residents were living in shelters and the other 50% were past residents of the shelters who currently had a place to live. They visited the Warm Room for food and a sense of community.
Salvation Army Warming Room Summary of Services In 3 months of operation, services provided for homeless and transitioning individuals included; - 1200+ bowls of soup and over 200 pots of coffee served, - 9 vouchers to the Thrift Store were issued, - 5 persons were assisted with emergency food. - Over 36 Church members and community friends have provided 7 15 volunteer hours
53
1 5 JllnlO 6 '06 lUNClL 1 ,ETI 0 0 mi 3 69
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69
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Exhibit "C" - Report 06-1 50
COUNClL MEETING1 5 JUN c16 '06
299 Concession St. Po Box 210 Kingston, Ontario K7L 5H5
April 7' 2006
The Salvation Army Community and Family Services 326 Alfred Street
K7L 3S5 Att: Bonita McCourt
Kingstos Ontario
Dear Ms. McCowt:
This letter is as a follow up to your recent submission of a Letter of Intent for iimding under the National Homelessness Initiative, Supporting Communities Partnership Initiative (SCPI).
The Fund Distribution committee has put forward a positive recommendation in regard to your proposal, with $24,000. in fimding being recommended to go to your organization. Congratulations.
As outlined in the Community Plan, Homelessness and H Q U S F ~ ~ Issues in Kingston & Area, a Writsen appeal of this decision may be made if there is new, additional infunnation subsequent to your original application or if there appears to be nrisinterpretation or miscommunlc~on on the proposal as presented. Please state your grounds for appeal and include any supporting documentation when making your submission. Appeals should be directed to the undersigned and must be received within 7 (seven) calendar days of your receipt of this letter. The Service Canada Appeals Review Team will consider your submission md advise you oftheir decision Within 14 calendar days of receipt of your appeal.
ZI
55
COUNCIL MEETING1 5 JUN U 6 '06
The next s t q in the process is the completion of the enclosed application €om and the negotiation of activity and budget details. I will contact YOU during the month of May to begin the local office review and assessment required prior to sdxnitting your proposal for review and approval at both a Regional and National level.
The enclosed document, National Homelessness Initiative, Application Guide gives you general infomation an SCPI as well as details on the rights and responsibilities of both your organization, as the sponsor, aBd Service
as we work towards the signing of a Contribution Agreement. Please note, activities and expenses which take place prior to the start date of a Contribution Agreement are not eligibfe €or re-imbursement under SCPI.
Thank you for your interest in working with Supporting Communities Partnership Initiative. Feel free to call if there are any questions.
Yours truly,
J
Carol Machtyre Programs Officer Service Canada (HRSDC) 6 13-545-8964
55
Report No.: 06-151 ~~
TO: Mayor and Council
FROM:
RESOURCE STAFF:
DATE OF MEETING: June 6,2006
SUBJECT:
Mark Segsworth, Commissioner, Public Works & Emergency Services
Mark Van Buren, P. Eng., Director, Engineering Department
Engineering Services for Unity Road at Collins Creek Crossing
EXECUTIVE SUMMARY:
The Engineering Department received Requests for Proposals (RFP) submissions from nine (9) engineering firms to provide detailed design for modifications to a portion of Unity road from Highland Heights Drive to Leeman road adjacent to Collins Creek. The modifications to Unity Road contemplate raising the road grade to reduce the frequency of flood waters overtopping the roadway during rainfall events. As per the scope of work included in the RFP, submissions included: a detailed hydraulic design, environmental permitting, road design, cost evaluation, and project administration during construction. The successful proponent will liaise between the City of Kingston and the regulatory agencies to obtain the necessary permits, perform the hydraulic analysis, provide compensation designs, and provide road design alternatives considering conveyance of flood waters. Once the preferred road design is approved, the consultant will produce tender packages for construction and provide project administration during construction. As per Bylaw 2000-1 34 Purchasing By-law, a report to Council is required when the lowest bid is not acceptable.
RECOMMENDATION: That the consulting firm of McCormick Rankin Corporation be retained to complete the engineering services for Unity Road at Collins Creek Crossing as set out in the RFP for the submitted price of $80,793.00 (taxes not included), which received the highest ranking out of nine proposals; and
That Council authorize the Mayor and City Clerk to execute the agreement in a form satisfactory to the
OPTIONS/DISCUSSION: The section of Unity Road at Collins Creek crossing (between Highland Heights Drive and Leeman Road) experiences seasonal flooding in which floodwaters overtop the roadway. The Engineering Department’s intention is to provide rehabilitation strategies to minimize the amount of flow over the roadway or to permanently resolve the flooding issues and thus permit the passage of emergency vehicles throughout the year. The need for this is enhanced since this portion of Unity Road has been proposed as a potential Emergency Detour Route for Hwy 40 1.
Over the years, periodic maintenance has been performed as a result of settlement due to soft underlying soils and erosion caused by frequent overtopping of the roadway. During extreme or prolonged weather events, the road has had to be temporarily closed to through traffic. The RFP asked engineering consultants to propose alternative road designs and provide cost evaluation of maintaining the road vs. a “permanent” solution that would eliminate both flooding and settlement. If the proposed road works impact the wetlands or fish habitat, a design is required detailing the compensation for approval from the regulating agencies. This design was also provided for in the RFP.
Nine proposals were received and scored according to the Evaluation of Proposals weighting criteria contained in the RFP. The three highest scoring firms were interviewed by the three member evaluation team. The informal interview allowed the consultants to convey their understanding of the project and discuss their work plan methodology and phasing. McCormick Rankin Corporation received the highest ranking, produced a solid interview, and is therefore recommended to complete this assignment.
Should Council approve the selected consultant, the hydraulic design and modeling, road design, and cost evaluation will begin upon approval. The schedule of the environmental permitting is dependent upon review and acceptance by the various regulatory agencies. Depending on the preferred alternative selected by the City, a Schedule ‘B’ Class Environmental Assessment may be required at an extra cost. Regulatory agencies may limit the time of year “in water” construction can proceed. Therefore, actual construction is not expected to take place until 2007.
EXISTING POLICY/BY LAW:
The selection of the consultant was completed in accordance with Purchasing By-Law 2000-134 “A By- Law to Establish Purchasing Policies and Procedures for the City of Kingston”.
NOTICE PROVISIONS:
No notice provisions required for this report.
ACCESSIBILITY CONSIDERATIONS:
Not applicable.
FINANCIAL CONSIDERATIONS:
Sufficient funds remain in the approved 2006 budget for Unity Road Highland Heights, Program Number 941 56, to complete this assignment.
5 3
COWcIL MEETING1 5 JUil U 6 '06 APPENDICES TO REPORT # 06-151
June 6,2006
Page 2
CONTACTS: Mark Van Buren, P. Eng., Director, Engineering Department 546-4291 ext. 3218 Mike Richardson, Special Projects Coordinator, Engineering Department 546-4291 ext. 3 168 Stephen Grainger, C.E.T., Special Projects Technician, Engineering Department 546-4291 ext. 3 18 1
DEPARTMENTS/OTHERS CONSULTED AND AFFECTED:
U Commissioner Beach, Sustainability and Growth; 0 Commissioner Segsworth, Public Works and Emergency Services;
Commissioner Hunt, Finance and Corporate Performance; 0 Commissioner Thurston, Community Development Services; 0 Commissioner Leger, Corporate Services; U Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED:
Not applicable.
5 9
COUNCIL MEETING1 5 JUN 0 6 ’06
CITY OF KINGSTON
REPORT TO COUNCIL
Report No.:06-155
TO: Mayor and Council
FROM: Lance Thurston Commissioner Development Services
RESOURCE STAFF: Linda Peever, Director Residential Long-Term Care, Community Development Services
DATE OF MEETING: June 6,2006
SUBJECT: Alzheimer Society of Kingston Lease from The Corporation of the City of Kingston 175 Rideau Street, Kingston
EXECUTIVE SUMMARY:
The Alzheimer Society of Kingston (the “Society”) is an established not for profit organization which provides support to families as well as education and training in the area of Alzheimer’s and other related forms of dementia. Its advocacy role makes it a true partner to Rideaucrest Home (the “Home”) as well as the community, serving Kingston, Frontenac County and Lennox and Addington County.
The Society has been a tenant in the Home since June 1 , 2001 , and has remained as a month-to-month tenant since the expiration of the lease on May 3 1 , 2004, pending a determination by the City as to whether or not space constraints would necessitate the need to utilize the currently leased area for its operations of the Home. Staff has determined that this space will in all likelihood be required for the Home’s use in 2 years time and until then is available for lease to the Alzheimer’s Society. After due consideration, Rideaucrest staff are of the opinion that they could delay its occupation of the space for two years, without undue hardship to the Home’s operation.
The Society, also pressed for space, proposes to bear the cost of minor renovations of approximately $4,600.00 to build an additional office within the rented area, and has remitted payment in escrow pending approval and execution of the Lease Extension Agreement. The renovations will be a significant improvement and will benefit the Home in the fbture. In order to ensure adequate space for the Home, the Lease Extension Agreement will provide for a standard no penalty clause allowing the corporation to terminate the agreement with sixty days’ notice.
THAT Council authorize the City to enter into a Lease Extension Agreement with The Alzheimer Society of Kingston, for 1,866 square feet within the building located at 175 Rideau Street, Kingston, Ontario, for a term of two (2) years commencing June 1, 2006 to and including May 31, 2008, at a rental rate of $7,972.20 per annum.
- and further -
THAT the Mayor and Clerk be authorized to execute a lease in a form approved by the Director of Legal Services.
/ ! - I t
Page 1
OPTIONSLDISCUSSION:
The proposed rent of $7,972.20 or $4.27 per square foot, although below current market rental rates, in and of itself, is compensated in the amount of $2.56 per square foot in renovations which will be borne by the tenant and which will benefit the City in future.
Although perhaps not quantifiable in financial terms, there are many advantages to having the Society located in the Home, including:
(1) Increased access for residents’ family members to services such as counselling, support, networking and education;
‘(2) Increased profile/visibility of the Home within the long term care community and the larger community of Kingston
(3) Ease of access for Rideaucrest staff to attend educational events in-house, saving staff travel time. For example, the Society provides a course on dementia specifically for Rideaucrest staff to facilitate development as experts in dementia care;
(4) Free access for families and staff to the extensive print and video library maintained by the Society;
( 5 ) Resource for staff and managers re: difficult and challenging situations; such as adjustment to a Long Term Care setting or managing difficult behaviours;
(6) Adds to Rideaucrest diversity as a Long Term Care setting; (7) Increased comfort for families knowing an excellent resource is on-site and
available to them and staff; (8) Revenue generation through sales at giwcoffee shop which is operated by
Rideaucrest AuxiliaryNolunteers and returned to the Home via donations; utilization of meeting rooms and catering adds to revenue stream; etc
EXISTING POLICY/BY LAW:
By-Law No. 98-1, Council Procedure By-Law which provides authority for the Mayor and Clerk to sign all agreements that are approved by Council.
NOTICE PROVISIONS: N/A
ACCESSIBILITY CONSIDERATIONS: N/A
FINANCIAL CONSIDERATIONS:
The proposed lease will generate annual revenues of $7,972.20 throughout the term.
62
COUNCIL MEETING1 5 JUW C 6 '06 APPENDICES TO REPORT #06-155
June 6.2006
Page 2
CONTACTS:
Linda Peever, Director, Residential Long-Term Care 530-281 8, Ext. 4233
DEPARTMENTWOTHERS CONSULTED AND AFFECTED:
0 Commissioner Beach, Sustainability and Growth; 0 Commissioner Segsworth, Public Works and Emergency Services; 0 Commissioner Hunt, Finance and Corporate Performance;
Commissioner Thurston, Community Development Services; W Commissioner Leger, Corporate Services; 0 Jim Keech, President Utilities Kingston
Mark Segsworth, Commissioner, Public Works & Emergency Services
Malcolm Morris Director of Transportation
2006-06-06
Parking & Stopping Restrictions: King Street (Brock Street to Clarence Street)
EXECUTIVE SUMMARY: The width of the revitalized King Street, between Brock Street and Clarence Street, has been narrowed to promote a pedestrian hendly streetscape with limited parking. The parking by-law therefore needs to be revised in order to accommodate the newly constructed portion of King Street.
RECOMMENDATION: That a bylaw be presented to amend Bylaw 24 “A bylaw for regulating traffic in the Highways of the City of Kingston, subject to the provision of the Highway Traffic Act”, and further,
That a bylaw be presented to amend Bylaw 495 “A bylaw to provide for parking meter zone in certain streets or portions thereof, and to provide for the installation, regulations, supervision and control of such parking meters”; such that both sides of King Street between Clarence and Brock Street become a no stopping zone with the exception of a lay-by parking area on the west side for loadinghnloading and short term parking use; and further,
That this by-law be given all three readings in order to accommodate this portion of King Street when it reopens.
I Commissioner, Public Works & Emergency Services
64
REPORT TO COUNCIL.
- Page 2 -
COUNCIL MEETING1 ’5 JUil U 6 ’06 Report NO.: 06-157
OPTIONS/DISCUSSION :
The revitalization project in the area surrounding the Brock Street and King Street intersection, is nearing completion. As part of the traffic calming initiative of this project, the width of King Street between Brock Street and Clarence Street has been narrowed. With the exception of a short lay-by area, this narrowed width does not provide adequate space for on-street parking on either side of King Street in the area between Brock Street and Clarence Street.
A twenty-meter long lay-by has been installed on the west side of King Street in order to accommodate a truck loading zone weekdays from 8 am to 6 pm and ten minute parking on Saturdays and Sundays. The existing truck loading zone on the west side of King Street is currently in effect Monday to Friday from 8 am to 6 pm and on Saturdays for 5 minutes. The inclusion of Sunday in the revised by-law will discourage long-term parking on this portion of King Street.
The existing parking by-law permits vehicles to park on the west side of King Street between Brock Street and Clarence Street. No parking is currently permitted on the east side (market side) of King Street in this area. As Kingston Transit vehicles will continue to stop on the east side of King Street, in front of the Bank of Montreal, a no stopping zone is required.
U Commissioner Beach, Sustainability and Growth; U Commissioner Segsworth, Public Works and Emergency Services; U Commissioner Hunt, Finance and Corporate Performance; U Commissioner Thurston, Community Development Services; U Commissioner Leger, Corporate Services; U Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED: Drawings of the “no stopping” locations and truck loading zone
REPORT TO COUNCIL.
KING STREET Market to Brock
KING STREET Market to Clarence
- Page 3 -
East Side
(By-Law No. 6321 - 1969) East Side
(By-Law No. 85-156 - 1985)
Draft By-law amendment
BY-LAW NO. 24 -TRAFFIC
A BY-LAW TO AMEND BY-LAW NO. 24, “A BY-LAW FOR REGULATING TRAFFIC IN THE HIGHWAYS OF THE CITY OF KINGSTON, SUBJECT TO THE PROVISIONS OF THE HIGHWAY TRAFFIC ACT”, (AMEND PARKING RESTRICTIONS ON KING STREET)
And Further
BY-LAW NO. 495 PARKING METERS
A BY-LAW TO AMEND A BY-LAW TO PROVIDE FOR A PARKING METER ZONE IN CERTAIN STREETS OR PORTIONS THEREOF, AND TO PROVIDE FOR THE INSTALLATION, REGULATIONS, SUPERVISION AND CONTROL OF SUCH PARKING METERS,
PASSED: , 2006
The Council of the Corporation of the City of Kingston enacts as follows:
1. By-law 24, entitled “A By-law for Regulating Traffic in the Highways of the City of Kingston, Subject to the Provisions of the Highway Traffic Act”, as amended, is hereby further amended as follows:
BY-LAW No. 24 Section 19: (Non- Parkind
66
REPORT TO COUNCIL. COUNClL MEETluG15 eport No.: JUN 06-157 0 6 '06
- Page 4 -
BY-LAW No. 24 Section 27: (Truck Loadine Zone)
Delete:
KING STREET West Side: between Brock and Clarence commencing at a point 1 1.9 metres south of the south- west curb of Brock and continuing for a distance of 12.2 metres in a southerly direction
- Add:
~~~~
Monday to Friday inclusive
(By-Law No. 2004-78)
KING STREET W a d e : between Brock and Clarence commencing at a point 32.0 metres south of the south- west curb of Brock and continuing for a distance of 20 metres in a southerly direction
Monday to Friday inclusive
BY-LAW No. 24 Section 46 (a) (Courtesv pick up Zone Saturdavs)
Delete:
Column 1 Column 2
BY-LAW No. 24 Section 18 (1) (Park in Excess of Posted Time Limit):
- Add:
BROCK STREET between Brock and Clarence commencing at a point 32.0 metres south of the south-west curb of Brock and continuing for a distance of 20.0 metres in a southerly direction
West Side - Parallel Parking - 10 minute time limit Saturday and Sunday
6 7
REPORT TO COUNCIL.
KING STREET Clarence Street to Brock Street
KING STREET Clarence Street to 32.0 metres northerly
KING STREET 52.0 metres north of Clarence Street to Brock Street
- Page 5 -
East Side
West Side
West Side
COUNCIL MEETING1 5 d N ’ 0 6 ‘06 Report No.: 06-157
BY-LAW No. 24 Section 30: (No Stopping)
- Add:
BY-LAW No. 495 Parking Meters
Delete:
SCHEDULE 1
MAXIMUM TIME LIMIT: 2 HOURS RATE: $1.50 PER HOUR
9:30 a.m. to 5:30 p.m., Monday to Saturday
2.
GIVEN FIRST AND SECOND READINGS
GIVEN THIRD READING AND PASSED
This by-law will come into force and take affect on the date of its passing.
,2006
,2006
CITY CLERK MAYOR
61)
CLARENCE - -u u o O ---
P
I
m
COUNCIL MEETING1 5 JUN 0 6 ‘06
CITY OF KINGSTON
REPORT TO COUNCIL.
Report No.: 06-158
TO:
FROM:
RESOURCE STAFF:
DATE OF MEETING:
SUBJECT:
Mayor and Council
Sheila Hickey, Acting Commissioner of Finance and Corporate Performance
Carolyn Downs, City Clerk
2006-06-06
Amendment of the By-law Appointing Statutory Officials for the City of Kingston
EXECUTIVE SUMMARY:
The Municipal Act requires that certain statutory officials, including the Treasurer, be appointed in each and every municipality. Further, the Act allows for the appointment of deputy officers who are able to act in the absence of the officer. The City has appointed deputies for some positions, but not for the position of Treasurer. Therefore it is being recommended that Kate Halligan be appointed Deputy Treasurer, it being noted that the Deputy Treasurer shall have all the powers and duties of the Treasurer under this and any other Act. ’
RECOMMENDATION:
That a by-law be presented to Council to amend By-Law 98-8, “A By-law to Appoint Statutory OfJicials of the Corporation of the City of Kingston ”, by adding a new sub-section 3 (a) to read “Kate Halligan is hereby appointed as Deputy Treasurer of the Corporation of the City of Kingston, effective June 6,2006.”
-and further- That the by-law be given three readings.
e i a h e f Administrative Officer 7 0
COUNCIL M E E Y I N G ~ 5 JllN U 6 ‘Ob APPENDICES TO REPORT # 06-158
June 6,2006 - Page 1 -
OPTIONS/DISCUSSION: The appointment of a Deputy Treasurer allows that individual to have all the powers and duties of the Treasurer.
EXISTING POLICY/BY LAW: By-Law No. 98-8, “A By-Law To Appoint Statutory Officials Of The Corporation Of The City Of Kingston”
NOTICE PROVISIONS: None required.
ACCESSIBILITY CONSIDERATIONS: NIA
FINANCIAL CONSIDERATIONS: NIA
CONTACTS: Carolyn Downs, City Clerk, Clerk’s Department, ext. 1247
DEPARTMENTS/OTHERS CONSULTED AND AFFECTED:
0 Commissioner Beach, Sustainability and Growth; 0 Commissioner Segsworth, Public Works and Emergency Services; 0 Commissioner Hunt, Finance and Corporate Performance; U Commissioner Thurston, Community Development Services; U Commissioner Leger, Corporate Services; U Jim Keech, President Utilities Kingston
EXHIBITS ATTACHED: Draft Amending By-law
71
COUNCIL MEETING1 5 JUN 0 6 ’06 Clause (x), Report No. XX, 2006
BY-LAW NO. 2006-XX
A BY-LAW TO AMEND BY-LAW NO. 98-8, “A BY-LAW TO APPOINT STATUTORY OFFICIALS OF THE CORPORATION OF THE CITY OF KINGSTON (Appoint Deputy Treasurer)
PASSED: June 6,2006
The Council of the Corporation of the City of Kingston hereby enacts as follows:
1. By-Law No. 98-8 of The Corporation of the City of Kingston entitled, “A By-Law To Appoint Statutory Officials Of The Corporation Of The City Of Kingston” as amended, is hereby further amended as follows:
1.1 That Section 3 be amended by adding a new sub-section 3 (a) to read “Kate Halligan is hereby appointed as Deputy Treasurer of the Corporation of the City of Kingston, effective June 6,2006.”
1.2 This by-law shall come into force and take effect upon the date of its passing.
