THE CORPORATION OF THE COUNTY OF HASTINGS SOCIAL SERVICES AGENDA. June 8, 2016, 9:30 am.

Transcription

1 THE CORPORATION OF THE COUNTY OF HASTINGS SOCIAL SERVICES AGENDA June 8, 2016, 9:30 am Council Chambers County Administration Building, Belleville, Ontario HASTINGS COUNTY VISION STATEMENT People and businesses thrive in Hastings County because of its support for individuals and families, strong communities, its natural beauty, and respect for its history and traditions Page Call to Order Disclosure of Interest (a) Disclosure of Interest at the June 8, 2016 meeting Review of Minutes 3-5 (a) Review of the Minutes of the May 11, 2016 meeting Business Arising from the Minutes Account Vouchers and Year to Date Expenditure Report 7-13 (a) Year to Date Expenditure Report dated April 30, 2016 and Cheque Register Summary Report dated June 2016 Communications 1 Information Correspondence 15 (a) Employment Connection Report (on desk) (b) Update on Sale of Single Detached Housing Units (c) Integration Evaluation update (d) North Hastings Non-Profit Housing Corporation 2 Action Correspondence and Recommendation to County Council Page 1 of 27

2 23-24 (a) Madoc Office Lease Extension 25 (b) Furnace Replacement Tender 27 (c) Roof Replacement Tender Health and Safety Other Business Next Meeting (a) Date of next meeting - August 10, 2016 Adjournment (a) Adjournment of the June 8, 2016 meeting Page 2 of 27

3 THE CORPORATION OF THE COUNTY OF HASTINGS HASTINGS/QUINTE SOCIAL SERVICES COMMITTEE County Administration Building Belleville, Ontario, May 11, 2016 A meeting of the Hastings/Quinte Social Services Committee was held with the following members present: Warden Rick Phillips, Councillor Carl Tinney (County of Hastings), Councillors Garnet Thompson, Kelly McCaw, and Egerton Boyce (City of Belleville), Councillors Keith Reid and Karen Sharpe (City of Quinte West) Regrets were received by Councillors Rodney Cooney, Dave McCue and Paul Carr Also in attendance were Steve Gatward, Director of Social Services, Sue Horwood, Director of Finance, Shaune Lightfoot, Director of Human Resources, Jim Duffin, Deputy Clerk, Cathy Monzon-Bradley, Executive Assistant to the CAO & Warden, and Maddison Ellis, Intern Call to Order (a) The meeting was called to order by the Chair Disclosure of Interest (a) Disclosure of Interest at the May 11, 2016 meeting There was no disclosure of interest at the May 11, 2016 meeting Review of Minutes (a) Review of the Closed and Business Session Minutes of the April 13, 2016 meeting Moved by Councillor Karen Sharpe; Seconded by Councillor Keith Reid; THAT the Closed and Business Session Minutes of the April 13, 2016 meeting be approved CARRIED Business Arising from the Minutes Account Vouchers and Year to Date Expenditure Report (a) Cheque Register Summary Report dated May 2016 and Year to Date Expenditure Report dated March 31, 2016 Moved by Warden Rick Phillips; Seconded by Councillor Carl Tinney; Review of the Minutes of the May 11, 2016 meeting Page 3 of 27

4 THAT the Cheque Register Summary Report dated May 2016 and Year to Date Expenditure Report dated March 31, 2016 be approved CARRIED Communications 1 Information Correspondence (a) Red Cross Report Moved by Councillor Egerton Boyce; Seconded by Councillor Keith Reid; THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council that the quarterly report for the Red Cross be received CARRIED (b) (c) North Hastings Not for Profit Housing Corporation - verbal update Steve Gatward, Director of Social Services, advised Committee that on Friday April 29, 2016, the Board for the North Hastings Not for Profit Housing Corporation (NHPHC) which operates 57 units, resigned He confirmed that as the service manager, we have undertaken an operational review and County Staff have met with the tenants to reassure them that business will continue as usual Mr Gatward also confirmed that the Ministry of Municipal Affairs and Housing have been notified and consulted Healthy Kids Community Challenge - verbal update Steve Gatward, Director of Social Services, provided an update on the Healthy Kids Community Challenge project He advised that the project is underway with the 1st theme, Run, Jump, Play, encouraging children to participate in physical activities was launched last fall and that every 9 months a new theme will be launched Mr Gatward noted that the steering committee includes Councillor Jo-Anne Albert as the project champion as appointed by Committee and Council when the application was initially submitted The project has been funded 112 million dollars over a 3 year period Moved by Warden Rick Phillips; Seconded by Councillor Carl Tinney; THAT Information Correspondence items b) and c) be received CARRIED 2 Action Correspondence and Recommendation to County Council (a) Green Investment Fund - Social Housing Electricity Efficiency Program SHEEP Funding Moved by Councillor Egerton Boyce; Seconded by Councillor Keith Reid; Review of the Minutes of the May 11, 2016 meeting Page 4 of 27

5 THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council approval of the distribution of $338,30300 received under the Social Housing Electricity Efficiency Program (SHEEP) to the Hastings Local Housing Corporation (HLHC) and North Hastings Non-Profit Housing Corporation (NHNPHC) with the following breakdown of funding: 53% - $179,30059 Hastings Local Housing Corporation, 424 Bleecker Avenue, Belleville* 47% - $159,00241 North Hastings Non Profit Housing Corporation, Woodview Lane, Bancroft* CARRIED (b) Child Care Purchase of Service Fee Subsidy Rate Increase Councillor Egerton Boyce requested a cost benefit analysis of the project being funded through SHEEP Moved by Councillor Karen Sharpe; Seconded by Councillor Kelly McCaw; THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council approval of 2016 fee subsidy rate increases for Hastings County Purchase of Service Child Care Providers as presented CARRIED Health and Safety Other Business Next Meeting (a) Date of next meeting - June 8, 2016 Adjournment (a) Adjournment of the May 11, 2016 meeting Moved by Councillor Egerton Boyce; Seconded by Warden Rick Phillips; THAT the May 11, 2016 meeting be adjourned CARRIED Chair Date Review of the Minutes of the May 11, 2016 meeting Page 5 of 27

6 Page 6 of 27

7 Year to Date Expenditure Report dated April 30, 2016 and Che Page 7 of 27

8 Year to Date Expenditure Report dated April 30, 2016 and Che Page 8 of 27

9 Year to Date Expenditure Report dated April 30, 2016 and Che Page 9 of 27

10 Year to Date Expenditure Report dated April 30, 2016 and Che Page 10 of 27

11 Year to Date Expenditure Report dated April 30, 2016 and Che Page 11 of 27

12 Year to Date Expenditure Report dated April 30, 2016 and Che Page 12 of 27

13 Year to Date Expenditure Report dated April 30, 2016 and Che Page 13 of 27

14 Page 14 of 27

15 Employment Connection Report (on desk) Page 15 of 27

16 Page 16 of 27

17 Date: May 27, 2016 Report to : Report from: Subject: Hastings/Quinte Social Services Committee Steve Gatward, Director of Community and Human Services Information Update Report on the Single Detached Housing Units Report: THAT the Hastings/Quinte Social Services receive this information update report regarding the sale of the single detached housing units Financial Impact: Delete either Yes, or No Does recommendation have a budgetary impact: Yes No N/A If yes, what is the anticipated impact? Yes No N/A If yes, has it been budgeted for this year? Yes No N/A If no, provide an explanation as to how these costs would be accommodated in the current year s budget: Has Treasury provided analysis? Yes No N/A Background: A meeting of senior county administration and Community and Human Services staff occurred on May 25, 2016 to review the status of the sale of the single detached housing units As of May 25, 2016, three (3) single detached units in the City of Belleville have been sold to permanent market tenants for the destination MPAC value At the April 2016 session of Hastings County Council, the Request for Proposal to hire a realtor was approved and is in the process of being developed for release A separate general ledger account to record the sale of the properties has been established Update on Sale of Single Detached Housing Units Page 17 of 27

18 -2- Hastings County Housing Services staff will be contacting rent-geared-to-income tenants living in the single detached units in the cities of Belleville and Quinte West to provide them with the opportunity to transfer to the new townhouse units Tenants will be offered up to $2,000 to assist them with moving expenses Housing Services staff will be meeting with tenants to provide information and resources Hastings Housing Services staff will be preparing a Recommendation to be presented at the August 2016 meeting of the Hastings/Quinte Social Services Committee to request approval to issue a Request for Proposal for the retention of a design build contractor to construct eight (8) townhouse units (4 at Russell Street and 4 at Elgin/Tripp/West Moira in Belleville), which are directly owned and operated by Hastings Local Housing Corporation This is in accordance with the Hastings County Council approved plan to sell the 47 single detached units and apply the proceeds to construct 50 multi residential townhouse units Tenant Story: One family who has lived in social housing for many years have gone from rentgeared-to-income housing to permanent market tenants to becoming the first affordable home ownership recipients and proud home owners of a single detached home Update on Sale of Single Detached Housing Units Page 18 of 27

19 Date: May 30, 2016 Report to : Report from: Subject: Hastings/Quinte Social Services Committee Steve Gatward, Director of Community and Human Services Social Services Integration Initiative Evaluation Recommendation: THAT the Hastings/Quinte Social Services Committee receives the Social Services Integration Initiative Evaluation process as approved at the May 26, 2016 session of Hastings County Council Financial Impact: Does recommendation have a budgetary impact: Yes No If yes, what is the anticipated impact? Yes No $24,410 If yes, has it been budgeted for this year? Yes No If no, provide an explanation as to how these costs would be accommodated in the current year s budget: The costs associated with the Social Services Integration Initiative Evaluation will be absorbed in the 2016 Social Services Cost of Administration Has Treasury provided analysis? Yes No Background: Context Over the past three (3) years, the County of Hastings has been working towards more integrated service delivery and operations within Social Services Significant effort and financial resources were invested into assessing integration opportunities, developing an organizational design and roles that would promote and support integration, and re-designing the County Administration Building and relocating staff to enable organizational and service delivery integration It has been 3-4 months since the Ontario Works and Children Services staff re-located within the County Administration Building and the Intake Access Centre and Housing Services staff moved from 15 Victoria Street into the new facility during the week of April 25, 2016 Integration Evaluation update Page 19 of 27

20 -2- It is a good time to check in on the progress made, ensure that the initiative is on the right track to success, and identify lessons learned to promote the initiative as a model to other CMSMs across the province An independent evaluation of the initiative in consultation with the clients, management and staff of Social Services and relevant members of the County management team will be undertaken Project Objectives There are four basic objectives of the project: 1 Evaluate how the project has gone so far 2 Determine if we are on course to successfully operate in an integrated manner to the benefit of our clients 3 Assess the satisfaction of employees and management staff and identify any significant issues that might affect ongoing operations 4 Determine whether we further develop the integration project as a model that could be shared with other CMSMs and the Province Proposed Approach -What are the best practices that have emerged? -What were/are the biggest challenges that were faced in the project to date? -What role does leadership play and how did that play out in the project? 1 Develop discussion guides Social Services Management Team members County Management Team Members Social Services Staff 2 Project planning and communication 3 Conduct management and staff consultations Integration Evaluation update Page 20 of 27

21 Date: May 20, 2016 Report to : Report from: Subject: Hastings County Council Steve Gatward, Director of Community and Human Services Resolution and Action Plan to Support North Hastings Non Profit Housing Corporation (NHNPHC) Recommendation: THAT Hastings County Council directs staff to implement the Action Plan as outlined in this report Financial Impact: Does recommendation have a budgetary impact: Yes No If yes, what is the anticipated impact? Yes No If yes, has it been budgeted for this year? Yes No If no, provide an explanation as to how these costs would be accommodated in the current year s budget: Has Treasury provided analysis? Yes No Background: On Friday April 29, 2016, Hastings County Community and Human Services staff was advised that the entire (four members) Board of Directors at the North Hastings Non Profit Housing Corporation had resigned effective that date A meeting of senior administration staff occurred that afternoon and an interim strategy was instigated to ensure payroll and primary account payable invoices at the NHNPHC were maintained on an interim basis On Monday, May 2, 2016, Housing Services and Treasury staff initiated the undertaking of an indepth Operational Review, involving the review of governance policies, bylaws, health and safety, maintenance reporting, operations, and financial management North Hastings Non-Profit Housing Corporation Page 21 of 27

22 -2- A town hall meeting was held on Friday, May 6, 2016 between Hastings County Community and Human Services staff and the tenants residing at the NHNPHC, the purpose of which was to provide an information update, answer questions or concerns presented by the tenants Further, the tenants were reassured that operations will continue, buildings will be maintained as it will be business as usual and the County is committed to providing safe and affordable housing During the early morning of Sunday May 15, 2016 a structural fire at the recently constructed five (5) units on Woodview Lane (NHNPHC) occurred causing complete and/or significant damage to four (4) out of the five (5) units with the cause of the fire still under investigation Proposed Action Plan Hastings County Community and Human Services and Treasury staff will commence the following action tasks: - In the absence of a Board of Directors at the NHNPHC and under the Housing Services Act Section 92, seek legal counsel on the Service Manager s degree of responsibility to exercise authority in a governance capacity during a defined period of time in the absence of a Board - Continue to reassure tenants that their housing is secure - Finalize the undertaking of an in-depth operational review at the NHNPHC - Incorporate Hastings Local Housing Corporation Best Practices immediately in the absence of the Board of Directors - Any Health and Safety issues will be dealt with immediately - Coordinate efforts with the Insurance Adjuster related to the fire - Continue to assist and relocate displaced tenants in securing alternative housing through rent supplements in the community, transitional housing options and in any vacant housing units in the community - Staff to provide ongoing support in the day to day operations and continue to assist the on-site Administrator - Hastings County will continue to process NHNPHC invoices and staff salary payroll - Hastings County will adjust subsidy payments to offset incurred operational costs - Subject to the conclusion and results of the Operational Review, staff will conduct a financial analysis in determining further direction to be undertaken - Maintain communications and consultation with the Ministry of Municipal Affairs and Housing at the Regional Office North Hastings Non-Profit Housing Corporation Page 22 of 27

23 Date: May 30, 2016 Report to : Report from: Subject: Hastings/Quinte Social Services Committee Steve Gatward, Director of Hastings County Community and Human Services Madoc Social Services Office Lease Renewal Recommendation: THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council approval of the lease renewal of the Madoc Social Services office, located at 56 Russell Street in Madoc for a five (5) year term, commencing effective October 1, 2016 to September 30, 2021 THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council approval of the increase in the base fixed annual rent for the current office space of 3,876 square feet from $57,63690 per annum ($4,80308 per month) to $60,000 per annum plus HST ($5,000 per month) That the Hastings/Quinte Social Services Committee recommend to Hastings County Council the approval to maintain the additional rent of $300 per month plus HST commencing October 1, 2016 to cover internal/exterior building maintenance, including general property and building maintenance and repairs, snow removal and grass cutting Financial Impact: Does recommendation have a budgetary impact: Yes No If yes, what is the anticipated impact? Minimal in 2016 for October 1, 2016 to September 30, 2021 If yes, has it been budgeted for this year? Yes No If no, provide an explanation as to how these costs would be accommodated in the current year s budget: The increase in the base fixed rent is minimal ($59078) and reflects the fourth (4 th ) quarter of the budget year Has Treasury provided an analysis? Yes No Treasury has reviewed the lease and recommendation and concurs with the calculations Madoc Office Lease Extension Page 23 of 27

24 Background: -2- The current office space of 3,876 square feet accommodates nine (9) full-time staff, which is slightly larger in size to the North Hastings Social Services office in Bancroft, which has an office space of 3,285 square feet and accommodates seven (7) full time Social Services employees The current office design in the Centre Hastings Social Services office complies with the Ontarians with Disabilities Act (ODA) space requirements in terms of an accessible public washroom, wheelchair ramp and automatic doorway and entrance standards The difference in the current base fixed rent of $57,63690 per annum plus HST and the proposed increase in the annual rent of $60,000 per annum plus HST is $2,36310 per year, which equates to increase $19693 per month plus HST The proposed adjustment in the base fixed rent recognizes the increases in utility costs, property taxes and building maintenance and repair costs which have remained constant during the current five (5) year lease The additional rental costs in 2016 are minimal and can be absorbed in the current 2016 Cost of Administration budget, given the increase in base fixed rent reflects the fourth (4 th ) quarter of the budget year Madoc Office Lease Extension Page 24 of 27

25 Date: June 8, 2016 Report to : Report from: Subject: Social Services Committee Susan Horwood Director of Finance Furnace Tender Brant, Green, Main, Deseronto Recommendation: That the Hastings/Quinte Social Services Committee approve Tender T for the removal, supply and installation of 31 furnaces at Brant, Main and Green St in Deseronto Financial Impact: Does recommendation have a budgetary impact: If yes, what is the anticipated impact? $71,786 Yes If yes, has it been budgeted for this year? Budget of $67,160 If no, provide an explanation as to how these costs would be accommodated in the current year s budget: $4,626 over budget but can be accommodated within the current capital budget Has Treasury provided analysis? Yes Background A tender was issued for the replacement of 31 furnaces at Brant, Green and Main Street in Deseronto We only received one bid for the project and it is $4,626 over the budget Under our purchasing policy, when a single bid is received and it exceeds the budget a report and recommendation is required to be submitted to the Committee for a decision In this case, we believe the contract should be awarded and the funding can be allocated from the tender for furnace replacement at Tracey Park Drive that closed on the same day and was $3,468 under budget (Budget of $142,500 and awarded at $139,032) When the 2 projects for furnace replacement are combined, the total budget is $209,660 and the budget is exceeded by $1,158 We believe that the costs and staff resources of cancelling and reissuing to bring the tender within budget exceed the benefits of awarding the tender at the current price Furnace Replacement Tender Page 25 of 27

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27 Recommendation Report To: Report From: Subject: Hastings/Quinte Social Services Committee Steve Gatward, Director of Social Services Roofing Replacement, 25 Wellington Crescent, Belleville, Ontario Date: June 8th, 2016 Recommendation: That the Hastings/Quinte Social Services Committee award the tender for the roof replacement at 25 Wellington Crescent, Belleville, to French Brothers Roofing for the amount of $160,320 plus HST Financial Impact: Does recommendation have a budgetary impact: Yes No If yes, what is the anticipated impact? $ $160,32000 If yes, has it been budgeted for this year? Yes ($200,000) No If no, provide an explanation as to how these costs would be accommodated in the current year s budget: Has Treasury provided analysis?: Yes No Background: The roof at 25 Wellington Cres, Belleville, Ontario was identified as in need of replacing on the 30 Year Capital Forecast It was removed from the 2015 Capital Budget due to lack of competitive bidding and inadequate budgeting As part of the 2016 Capital Budget, Housing Services wanted to complete the initial roof replacement as well as some needed rubberized roofing repairs on the building Below is the list of bids received for the roofing project, the low bidder was rejected after failing to provide adequate insurance to complete the project: COMPANY NAME Design Envisions SHINGLE ROOF PRICING $99,00000 (Rejected) French Brothers Roofing $160,32000 Dafoe Roofing Ltd $160,40000 Trio Roofing Systems Inc $188,98000 Dominion Roofing $193,99700 Covertite Eastern Ltd $194,10000 Eileen Roofing Inc $222,50000 AGC and Associates $227,30000 The budget for this project is $200,000 so the project is within budget, however our policy requires that projects over $150,000 be approved by Committee Roof Replacement Tender Page 27 of 27