2024 Second Quarter CAO Activity Report
September 19, 2024
The following is the most recent consolidated Quarterly Report that the DSB will be sending to member municipalities and posting on the public website. Expect Quarterly Reports in February, May, September, and November of each year.
The program statistics are provided separately and updated monthly. They are available on the website by clicking the following link: Monthly Program Statistics
The DSB 2024 First Quarter (Unaudited) Financial Report was presented to the Board and projects a year-end municipal surplus of $405,254. Ontario Works and Children’s Services expenses are forecasted to be on budget. Community Housing is forecasted to be under budget by $397,326. Paramedic Services is forecasted to be over budget by $598,326. Interest revenue on non-reserve accounts is forecasted to be $606,254 more than budgeted.
The DSB quarterly financial reports are available on the DSB website by clicking the following link: Quarterly Financial Reports
Recruitment and Retention
An initial level assessment of staff attrition and recruitment in Paramedic Services over the past 4 years was conducted and the results were taken to the Board. Staff have initiated the development of a recruitment and retention strategy.
Meetings with College Boreal, CTS, and Cambrian College were held to discuss potential strategies for recruitment of paramedics. The outcomes from these meetings will help inform the development of a plan to recruit staff.
The posting for external Paramedics remains in place and in the second quarter one Paramedic was onboarded and is operational.
The national recruitment process for a Chief of Paramedic Services was started in the second quarter and staff have been working through this process.
Patient Records Solution
Staff continue to work with PreHos, the vendor selected to provide a patient records system for Paramedic Services. The product went live in late February and staff regularly meet with the vendor to identify and resolve a significant number of system challenges. The vendor continues to commit to resolving all outstanding issues, however, the process for solution prioritization will mean that all the outstanding issues will not be resolved in the short term.
The PreHos booking platform for the Patient transfer Service went live in late February and was found to be lacking on several fronts. Staff met several times with the vendor to discuss issues identified by both internal personnel and stakeholders. In late June, the decision was made to migrate from the PreHos PTS booking product back to the Platinum system that had been in place since 2017. The transition is set to take place on August 1, 2024.
Staffing Challenges
Paramedic Services continues to be challenged with capacity to address absences, both incidental and occupational/nonoccupational. The use of overtime to ensure the deployment of resources when the availability of part-time staff does not meet the operational requirement is necessary. These numbers continue to remain high; however, strategies to predict protracted absences are being assessed as part of the organizational review.
Fleet
Staff met with the ambulance fleet vendor in the second quarter to review the delivery cycle, backlogged delivery that remains in place following supply chain challenges from COVID-19, and potential solutions to expedite Manitoulin-Sudbury DSB product delivery.
The vendor has committed to having backlogged vehicles delivered by late third quarter/fourth quarter and to spread the 2025 deliveries across the year to allow for some new products to arrive in the spring.
Staff completed an analysis of patient transportation dynamics to explore the option of migration to single-stretcher ambulances. Manitoulin-Sudbury DSB is one of only a few paramedic services utilizing dual cot configuration in the fleet. The analysis supports the continued use of dual cot configuration, something that speaks to the response and transportation distances and of the capacity for immediate secondary response across the districts.
Equipment
In the second quarter, the service received 3 CPR Assistive devices through the 2023/24 budget in Wikwemikong. The devices are being rolled out as a pilot study to determine if there is a demonstrative benefit that would support the rollout of these devices across Paramedic Services. Staff will bring forward the results and a potential plan during the fourth quarter/budget deliberations.
Community Paramedicine
Staff continue to work with internal/external stakeholders and the Community Paramedicine team to evolve the CP program in a manner that supports the communities and the patient population.
A review of the CP deployment model was completed in the second quarter and staff are rolling out a plan to position CP staff with considering geographic opportunities. The delayed deployment of an additional CP fleet due to backlogged technology has proved challenging; however, the operationalization of the 3 new vehicles in the third quarter is expected.
The CP program has received funding for a pilot patient navigator position in collaboration with Espanola General Hospital went live in the second quarter and staff continue to assess this program to determine success. The position through MHC continues to remain elusive as the hospital holds the position posting open.
Finally, the CP program has completed education in wound care and phlebotomy and is rolling out the capacity in the third quarter.
Non-Urgent Patient Transportation Service
The PTS system for transportation of nonurgent clients continues to operate in collaboration with the Emergency Health Services Branch of the MOH and both Espanola General Hospital and Manitoulin Health Centre. This model for patient transportation continues to address the impact of increasing 9-1-1 call volumes on the Paramedic Services system.
System Design
An organizational review has been initiated in the second quarter of 2024. This review will explore the entirety of the system design and delivery and will develop opportunities for success in service provision that can be implemented over time. The review is set to be completed early in the fourth quarter of 2024.
The Manitoulin-Sudbury District currently has 22 licensed childcare locations: 14 center-based sites in schools, 1 center-based community location, and 7 licensed home childcare sites. In the second quarter, 575 children were enrolled in childcare services, with 515 paying full fees and 80 receiving subsidies. This is a 6% decrease from the previous quarter and a 3% decrease from the same period last year. Special Needs Resourcing supported an average of 54 children, from infants to school-age, during the second quarter, showing a 20% increase compared to the same quarter last year.
In the second quarter, EarlyON programs welcomed 2704 visits from parents/caregivers and children. These services are provided through various means including mobile, virtual, and outdoor programs. This represents a 4% increase from the same quarter last year.
Child Care Data
The Board approved an issue report in April which provided an overview of Ontario’s Early Years and Child Care Annual Report 2023 and 2023 Licensed Child Care Data Profiles. Historically the DSB has provided verbal updates to the Board, this year the staff prepared an issue report which provided a more comprehensive overview of the provincial and local data.
Canda-wide Early Learning and Child Care Funding Approach
A memo from the Ministry on May 7th provided an update on the new funding approach timelines. To give municipal partners and licensees sufficient preparation time and align with municipal fiscal planning, the Ministry has decided to extend the current approach until December 31, 2024. A new cost-based CWELCC funding approach will be introduced in January 2025, with detailed information to follow to ensure smooth implementation.
Ontario Works
In the second quarter of 2024, the Ontario Works/Temporary Care Caseload average was 492. Compared to last year at this time, the caseload has decreased by 3%.
Centralized Intake
140 applications were received by the Manitoulin-Sudbury District Services Board (DSB) in the second quarter of 2024. Of the 140 applications received, 42 were auto granted by the Intake and Benefits Administration Unit (IBAU), 46 were referred by the IBAU to the Manitoulin-Sudbury DSB for processing, and 19 were transfers from another Ontario Works (OW) office. The remaining 33 applications were processed at the local office rather than being referred to Centralized Intake as certain applications are not yet being processed by the IBAU, or there were extenuating circumstances that warranted an expedited approach to granting assistance.
The initial goal of Centralized Intake was to have 70% of applications completed by the IBAU. During the second quarter of 2024, 30% of applications were completed by the IBAU.
Employment Ontario
The Employment Services (ES), Youth Job Connect (YJC), and Youth Job Connect Summer (YJCS) programs continue to be advertised and delivered from the Chapleau office.
From April to June 2024:
Quality Assurance
Throughout the second quarter of 2024, the Quality Assurance Coordinator for the Child Care and Ontario Works programs engaged with community partners to develop a comprehensive land acknowledgment statement that aligned with Manitoulin-Sudbury DSB values.
The QA Coordinator facilitated breakout sessions for the Manitoulin-Sudbury Network for Children and Families (MSNCF) strategic plan and completed a review of the MSNCF Terms of Reference. Additionally, the QA Coordinator hosted meetings and presentations, promoting cohesive decision-making among pedagogical leads, directors, and supervisors within respective childcare agencies.
Efforts to strengthen community ties included coordinating presentations by the Vulnerable Persons Registry and John Howard Society of Sudbury during regular internal team meetings and initiating a co-chair group for the Local Service Provider Network to enhance collaboration between the 4 regions within the district.
Emphasizing community engagement, the QA Coordinator planned and hosted an extensive all-staff development session in Espanola on May 28th-30th, featuring training by SickKids Learning Centre, which attracted participation from 49 community partners as well as Manitoulin-Sudbury DSB team members from the Integrated Human Services, Infrastructure, and Paramedic Services departments.
The QA Coordinator participated in Employment Services Transformation working group sessions to enhance community service during the upcoming transition phase. The QA Coordinator also engaged in continued partnership with the Infant and Early Years Mental Health team to advance planning for the Deep Dive Day scheduled for June 2025.
Lastly, active involvement in planning and hosting the Northern Ontario Service Deliverers Association AGM in Sudbury in June highlighted ongoing efforts to foster regional cooperation and leadership in the community services sector.
The Quality Assurance Coordinator for housing and homelessness continued to support foodbanks throughout the district through, facilitation of a partnership between Public Health and the Foodbanks. The QA has amended the reporting structure for the foodbanks to ensure the necessary data is being captured to better understand community need and support budget planning.
In addition to supporting partners in their efforts to address food security, the QA Coordinator continues to develop partnerships to support individuals without permanent housing through participation on the Housing Strategies Working Group. This group meets to discuss opportunities and develop strategies that will help to create housing opportunities for individuals who are homeless, marginally housed, struggling to pay rent, or wanting to move out on their own.
Staff are in the initial stages of private landlord engagement along with community partners who have experience working with private landlords to ensure all housing opportunities are taken into consideration; the goal is to provide more robust housing options for individuals.
Presentations regarding the By Name List are ongoing, as well as requests for participation from our community partners and First Nation partners to help identify individuals without permanent housing in our communities. There are ongoing efforts to recruit front-line community partners to participate in biweekly Case Conferencing calls with the goal of identifying those without permanent housing and moving individuals through the housing process while supporting their immediate needs.
The QA has been focusing on ensuring participation from all the communities within our catchment area. As of June 30, 2024, there were a total of 50 households/61 individuals on the By Name List, 19 of whom identified as Indigenous, 22 individuals are in the LaCloche area, 29 on Manitoulin Island, 5 in Sudbury North, and 5 were from Sudbury East.
Furthermore, the QA Coordinator has been focused on staying connected with all Northern Communities participating in the BNL as our district will no longer be receiving support from the Improvement Advisors from Built for Zero as we are not a Reaching Home community.
The QA coordinators have also been reviewing internal procedures to streamline practices and create consistent processes for staff.
There were 634 applications at the end of the 2nd quarter. The applicant breakdown is as follows:
1 Bedroom 471 2 Bedroom 72
3 Bedroom 51 4 bedroom 40
Staff continue to identify and complete the application process with eligible applicants for the DSS program. All applicants receiving the benefit are deemed housed. As of the end of this quarter, there were 226 active DSS recipients. At the end of Q1 of this year there were 236 recipients and at this time last year, there were 199.
Per DSB Policy, every effort is being made where the waitlist allows us to mix the Community Housing Buildings with RGI, Affordable, and Market Rent Tenants. As of June 30, 2024, we have successfully housed 23 market rent tenants and 136 affordable rent tenants. This represents 8% and 45% of our portfolio respectively and shows a decrease of 5 Market rents and 9 affordable rents from last quarter. Comparably, at this time last year, we reported 11 market rent tenants (4%) and 106 affordable (39%)
As of the end of the 2nd quarter of 2024, 224/295 of the portfolio’s units are designated as Smoke-free. This represents 76% of the full portfolio currently. Units are designated as turnover occurs or should the current resident choose.
Canadian Mental Health Association Annual Report
The Canadian Mental Health Association annual report indicated that 2023-2024 was a steady year, there were no new pandemic-related restrictions, and most activities resumed fully.
With the rising cost of living, food insecurity continued to be a major challenge for many tenants. The Housing Case Managers took advantage of Second Harvest Food Rescue to support in alleviating some of the food insecurities among tenants in the Manitoulin and LaCloche buildings.
The Neighbourhood Model at 66 Robinson St. in Little Current continues to thrive as a collaborative, team approach to providing services to seniors. With the Manitoulin-Sudbury DSB, VON, March of Dimes, and the Canadian Mental Health Association – Sudbury/Manitoulin (CMHA-S/M) as partners, wrap-around supports are coordinated to help senior residents maintain their health and access to the community.
Other community partnerships the HCM’S engaged in throughout this year are with Community Living, adult protective services, OPP, the Rapid Access to Addiction clinic, Public Health and Mobile Crisis Response Team. Efforts from all community partners are designed to assist our residents in achieving the best possible outcomes for each individual circumstance that may arise.
Key Highlights of Services
Future direction for the program involves continuing recruitment for Sudbury East. CMHA-S/M has experienced several challenges with regards to recruitment and the position has been vacant since November 2022. In May 2024, it was agreed that a position would be hired at the home location of Sudbury with travel to Sudbury East three (3) days per week to provide support within each building in Warren, Noëlville, and St. Charles. Virtual support will also be available.
In the fall of 2023, a pilot was launched to directly deliver Housing Case Management support in Sudbury North due to ongoing recruitment and retention challenges experienced by CMHA. A verbal update was provided to the board in May with more information to follow in the fall of 2024.
Homelessness Prevention Program Investment Plan
Staff received confirmation from the Ministry of Municipal Affairs and Housing in May that our Homelessness Prevention Program (HPP) allocation will be provided as expected for the 2024-25 year. The Manitoulin-Sudbury District Services Board’s HPP allocation is $2, 537, 600 annually. In June the board approved the Homelessness Prevention Program Investment Plan Issue Report.
The HPP aims to address chronic homelessness across the province and flexibility to support a wide range of homelessness prevention and supportive housing initiatives. Our HPP will continue to provide services and activities to prioritize keeping seniors in their own homes. We will continue to provide a direct shelter subsidy to assist those on our Community Housing waitlist to maintain their current accommodation without accessing their basic needs.
HPP will continue to be used to support alternative emergency shelter solutions including short-term stays and transportation to meet immediate needs. HPP is used to alleviate pressures experienced by not having a formal emergency shelter in the district.
HPP funding will be used to continue to offer support in response to ever-changing community needs including rent supplements, food security, and short-term housing assistance.
A portion of HPP funding will be used to continue construction of our supportive housing building in Espanola. Capital funding in the amount of $1,692,600 will be used for 3 of the 10 accessible units within the new building
National Housing Strategy
Further to communication received in March of this year, on May 28th, 2024, the Federal & Provincial Governments released a Joint Statement indicating that they have reached an agreement on a revised action plan for Ontario that will now unlock the $357 Million of federal funding previously on hold under the National Housing Strategy. The Government will be proceeding with COCHI, OPHI, and COHB benefits for this fiscal year.
On June 17th, 2024, we received correspondence from Minister Calandra confirming funding allocations for the COCHI & OPHI programs. The funding allocations are unchanged, and we will be moving forward with scheduled projects. Details on the COHB allocations have yet to be confirmed. The province has confirmed its commitment to expand rental-assisted units by 19,660 by March 21, 2028. As of March 31, 2025, a total of 8,644 units, or 44% of this target has been met.
2024 Housing and Homelessness Plan
Services managers are required to complete a review of local housing and homelessness plans at least once every five years. This review is in addition to the report we provide annually on progress in our current Housing and Homelessness plan. Our last review was completed in 2019, which means a review is needed in 2024.
In March of this year, we received notification from the Ministry of Municipal Affairs and Housing that the ministry is in the process of reviewing current policy and direction that is intended to guide local plan to ensure alignment with government priorities. The ministry has requested that services managers do not complete the review of local plans until further communication from the ministry is received. To date, we have not received any further direction in this regard. Staff will be preparing our annual housing and homelessness update this summer and will present this to the Board in September.
Projects Underway
Capital Projects with Housing Services Corporation
The replacement of Makeup Air units on Manitoulin Island (Little Current, Manitowaning, and Gore Bay) has been completed.
Design work for Accessibility repairs at 60 Barber Street in Espanola has been completed by the Consultant and is under review. The project costs are estimated far above the budgeted amounts resulting in staff reviewing the most necessary components before going to tender.
The Gogama Paramedic Services base, as shared with the board in April, saw a large-scale project commence for the abatement of asbestos throughout the property. After much discussion around the logistics, it was decided to have all phases done simultaneously and remove the crew offsite until completion. The estimated time for this project is 8 weeks.
Design work for the 70 Barber Street Makeup Air unit is completed and the tender has been posted.
Little Current and Mindemoya Community Housing Properties have been scoped for replacement windows (LC & Mindemoya). Project cost estimates are over budget and are under review.
Work Orders
During the 2nd quarter, a total of 418 work orders were generated: 303 for Community Housing, 18 for Administration Offices, and 97 for Paramedic Services. There was a total of 81 Work Orders closed or resolved during that time. There were 9 work orders for unit turnovers: 1 for a family unit and 8 for apartments. Work orders are closed if the work is done in-house, or when the invoice is paid from an outside source. Staff notes a 40% increase in the number of work orders logged from the same quarter in 2023.
Lori Clark
Chief Administrative Officer (A)
Manitoulin-Sudbury District Services Board
Phone: 705-222-4440
E mail: lori.clark@msdsb.net
Website: www.msdsb.net
