Minutes
of the March 24, 2022
MANITOULIN-SUDBURY DSB BOARD MEETING
Present: Arthur Hayden, David Santi, Maureen Van Alstine, Bruce Killah, Richard Malette, Paul Schoppmann, Richard Stephens, Kevin Burke, David Ham, Michael Levesque, and Ted Lovelace
Regrets: Jill Beer and Jim Rook
Staff: Fern Dominelli, Donna Stewart, Paul Myre, Melody Ouellette, Ehren Baldauf
1.0 CALL TO ORDER
Bruce Killah, called the meeting to order at 9:30 a.m.
2.0 DECLARATIONS OF CONFLICT OF INTEREST
There were no declarations of conflict of interest.
3.0 Closed Session
Resolution 22-23
Moved by: Vern Gorham
Seconded by: Richard Malette
BE IT RESOLVED THAT the Board move into closed session at 9:35 a.m.
Carried
Resolution 22-24
Moved by: Paul Schoppmann
Seconded by: David Santi
BE IT RESOLVED THAT the Board adjourn this closed session at 10:10 a.m. and move to the regular Manitoulin-Sudbury DSB Board meeting.
Carried
Present: Arthur Hayden, David Santi, Maureen Van Alstine, Bruce Killah, Richard Malette, Paul Schoppmann, Richard Stephens, Kevin Burke, Ted Lovelace, Michael Levesque, and David Ham
Regrets:Jill Beer and Jim Rook
Staff: Fern Dominelli, Donna Stewart, Melody Ouellette, Paul Myre, Lori Clark, Ehren Baldauf and Josh Parkinson
Media: Michael Erskine, The Manitoulin Expositor
1.0 Chair, Bruce Killah, called the meeting to order at 10:11 a.m.
2.0 Land Acknowledgement
We begin this meeting by acknowledging that we are all on land that has been inhabited by Anishnawbek Nations for 10’s of thousands of years.
We’d like to acknowledge that we are here in the Robinson-Huron Treaty territory and the land on which we gather is the traditional territory of the Atikameksheng Anishnawbek and we would like to give thanks for sharing this land in order for us to continue in our work.
Today, this meeting place is still the home to many Anishnabek nations from across Turtle Island and we are grateful to have the opportunity to unite, live, work and play on this land.
3.0 Business Arising from Closed Session
Discussed Property and Human Resources issues.
4.0 Adoption of Agenda
Resolution No. 22-25
Moved by: Kevin Burke
Seconded by: David Ham
BE IT RESOLVED THAT the Agenda be adopted.
Carried
5.0 Declarations of Conflict of Interest
There were no declarations of conflict of interest.
6.0 Adoption of Minutes
Resolution No. 22-26
Moved by: Richard Stephens
Seconded by: Maureen Van Alstine
BE IT RESOLVED THAT the Minutes of the February 24, 2022 meeting be approved.
Carried
7.0 Committee Meetings
7.1 Human Resources
The Human Resources Committee met March 23, 2022. Richard Malette was elected as Chair of the Committee and Richard provided the Board with an update on what was discussed at the meeting.
7.1.1 Integrated Social Services
Ehren Baldauf, Human Resources Consultant, walked the Board through the Restructure Plan – Issue Report.
As shared last month the province is moving to the desired end state of a fully integrated human services system that supports person-centered, outcome focused and coordinated services to streamline efforts, improve client outcomes and the health and vibrancy of communities.
The current MSDSB program-based supervisor model will be considered outdated as we move toward a fully integrated human services system.
Currently, the Director of Integrated Social Services is responsible for the overall co-ordination and delivery of the DSB’s Social Services Sector programs which include Ontario Works, Child Care, Community Housing, DSB Property Operations, Homelessness and Employment Ontario. Currently all Supervisors are responsible for their programs individually, in silo, for the full district.
We currently have three (3) of the four (4) Program Supervisors in temporary positions which allows the Management Team to support a new model in alignment with the province’s desired state of full human services integration.
It is recommended that the existing system be replaced with an Integrated Human Services Managers (IHSM) model with increased responsibility for more than one aspect of human services and a more fulsome approach to Human Services Integration.
The Director of Integrated Social Services would be renamed Director of Integrated Human Services (DIHS) and be responsible for the overall co-ordination and delivery of the DSB’s Human Services programs.
We have a future state model of full Integration however want to transition gradually with the suggested approach to integrate two supervisors at a time amongst two programs. As shared previously a significant amount of planning and training would be required to build team capacity in the coming months with implementation to begin in the fall of 2022.
Resolution No. 22-27
Moved by: Richard Malette
Seconded by: Vern Gorham
WHEREAS the Program Planning Committee has reviewed the Restructure Plan Update- Issue Report and is recommending approval to the Board.
THEREFORE BE IT RESOLVED that the Board accept the Program Planning Committees recommendation and approve the Restructure Plan Update - Issue Report and direct staff to action the recommendations in the report.
Carried
7.1.2 General Administration and Human Resources Policy Review
The Committee has asked staff to do some research on the Travel Expenditure policy and come back to the HR committee with recommendations.
Resolution No. 22-28
Moved by: Richard Malette
Seconded by: Michael Levesque
WHEREAS the Human Resources Committee has reviewed General Administration Policies B.2.03 Honoraria By-Law, B.2.03.A Honoraria Expectations, B.2.04 Travel By-Law, B.2.06 Computer Policy, B.2.09 Code of Conduct, B.2.10 Code of Ethics and Human Resources Policy C.2.09 Travel Expenditure.
THEREFORE BE IT RESOLVED THAT the Manitoulin-Sudbury DSB accepts the Human Resources Committees recommendation and approves the review of the B.2.03 Honoraria By-Law, B.2.03.A Honoraria Expectations, B.2.04 Travel By-Law, B.2.06 Computer Policy, B.2.09 Code of Conduct and B.2.10 Code of Ethics and the policies will remain unchanged.
Carried
7.1.3 CAO Position
Resolution No. 22-29
Moved by: Richard Malette
Seconded by: Kevin Burke
WHEREAS the current CAO has announced his retirement effective August 31, 2022; and
WHERAES Donna Stewart has been acting as Associate CAO since April 1, 2021; and
WHEREAS the Board directed the Board Chair with the support of the DSB’s Human Resources Consultant to enter into an employment agreement with Donna Stewart and the DSB that will see her appointed as the new CAO effective September 1, 2022.
THEREFORE BE IT RESOLVED THAT the Board accept the Human Resources Committee recommendation and appoint Donna Stewart as the Chief Administrative Officer effective September 1, 2022.
Carried
7.2 Program Planning Committee
Program Planning Committee Chair, Kevin Burke gave a brief update on items discussed at the March 23, 2022, meeting.
7.2.1 Station Location Update – Issue Report
Paul Myre, Chief of Paramedic Services, walked the Board through the Station Location Project Update – Issue Report.
As approved at the February 24th, 2022, board meeting, staff have reviewed the report provided by the Sault Ste Marie Innovation Centre (SSMIC) regarding Paramedic Service’s station location and its recommendations utilizing an operational, tactical and strategic lens.
Findings and Recommendations:
It is important to note that while much of what is described in this report may be controversial and difficult to contemplate, staff were steadfast that all options needed to be explored to truly provide the Board with an accurate depiction of our current state versus what our future state could look like.
Paramedic Services staff agree with the SSMIC report that our current stations are in the appropriate locations to capture the majority of our emergency calls. Staff also agree that if the board was to consider additional stations, that Sheshegwaning, Estaire and/or French River are unquestionably valid if not necessary. However, staff are cognizant of the monetary impacts either or all of these are likely to entail.
Accordingly, staff have summarized several recommendations below to better describe how best to apply this data in a practical and strategic manner for future planning considerations.
Recommendation #1: Sheshegwaning
The First Nations communities of Sheshegwaning and Zhiibaahaasing rely on emergency coverage from our Gore Bay station which is over 50 km away. Meldrum Bay also relies on our Gore Bay asset and is over 70 kms away from that nearest station. Any 911 call coming from either of these communities will have up to a one-hour response time from Gore Bay if that crew is not on another call. The next closest crew is over 25 kms away in Mindemoya.
Fortunately, both Sheshegwaning and Zhiibaahaasing have also identified this as a risk for their communities and have commenced the process to seek 100% ongoing funding to establish a Paramedic Service presence on the western part of Manitoulin Island.
Recommendation #2: Estaire and/or French River (Bigwood)
Staff see this recommendation as very important but acknowledge it would necessitate a significant investment to operationalize.
A 12-hour day and 12-hour on-call model costs approx. $500,000 ($250,000 municipal) annually to operate. A new station could cost as much as $1.2 million. As call volumes continue to rise, the board may elect to consider alternate deployment strategies to mitigate risks.
For recommendation #2, staff submit three viable but mutually exclusive options for consideration.
Option A
Change the Foleyet and Killarney bases to a single PRU. This option would permit the redeployment of 4 Full-Time employees and 2 ambulances without incurring the heavy staffing budget impacts. These PRU’s could be deployed as a Community Paramedicine resource in Foleyet and in Killarney, while also responding to 911 calls in the communities.
This option would permit the staffing of a transporting unit without incurring the additional $500,000 in annualized staffing cost for a new station in the Estaire and/or French River (Bigwood) area. In addition the existing 3 ambulances (Foleyet & Killarney) would be re-deployed; two (2) to the new station and one (1) ambulance would be eliminated which would save approximately $25,000 annually which would be used to pay for the two (2) new fully equipped PRU’s which would cost $10,0000 each annually.
Option B
Close the Foleyet station outright and redeploy crews to higher call volume area. While difficult to discuss and not an option that is likely to be well received, staff feel that this option must be examined as a potential choice. Staffing and operating this station is an ongoing challenge due to the very limited activity and consequent Paramedic skill decay that entails with infrequent patient interactions. Staff believe call volumes for this station can be reasonably managed by a medical first response team complimented by transporting units from other communities (Chapleau, Gogama or Timmins) or Ornge Air Ambulance.
This option could save approximately $640,000 annually in wages and benefits and another $45,000 in accommodation and communication costs.
Option C
Explore seasonal postings for lower call volume areas. The majority of activity for both Foleyet and Killarney stations appear to occur from late spring through to the fall hunting season. Staff would propose posting Paramedic units staffed with Temporary Full-Time contract personnel from May to October. This option would be effective in providing full Paramedic services during peak periods while achieving cost savings required to reinvest in deploying a supplemental unit the higher demand area.
This option could save approximately $330,000 annually in wages and benefits that could be is redeployed to a higher demand area.
Resolution No. 22-30
Moved by: Kevin Burke
Seconded by: David Santi
WHEREAS the Program Planning Committee has reviewed the Station Location Project Update – Issue Report and recommend to the Board that the current Paramedic station locations are appropriate and DSB Infrastructure staff develop plans into the future based on the current station locations; and
WHEREAS the Program Planning Committee is recommending to the Board approval of Recommendation #1 which would see the Board support the development of a paramedic resource in the First Nations Communities of Sheshegwaning and Zhiibaahaasing provided that 100% funding is approved by the provincial and/or federal governments; and
WHEREAS the Program Planning Committee is recommending to the Board that option A under recommendation number two be considered so staff can explore this option and to provide a comprehensive report back to the Board.
THEREFORE BE IT RESOLVED that the Board accept the Program Planning Committees recommendation and approve the current station locations and DSB Infrastructure staff develop plans into the future based on the current station locations; and
FURTHER BE IT RESOLVED that the Board accept the Program Planning Committees recommendation number one which would see the Board support the development of a paramedic resource in the First Nations Communities of Sheshegwaning and Zhiibaahaasing provided that 100% funding is approved by the provincial and/or federal government; and
FURTHER BE IT RESOLVED that the Board accept the Program Planning Committees recommendation to explore option A under recommendation number two and directs staff to explore this option and provide a comprehensive report back to the Board.
Carried
7.2.2 General Administration Policy Review
Donna Stewart, Associate CAO, walked the Board through the General Administration Policies B.2.01 By-Law, B.2.03.B Roles of Board Members and B.2.11 Expectations of Board Members.
There are a few recommended changes to B.2.01 By-Law:
Sections 7.1, 9 and 10.2 some specific language was added to allow board members the opportunity to attend future board meetings virtually (telephone, videoconference or other technologies that are deemed to be present at the meeting). The Province’s Emergency Order will be ending very shortly therefore, the By-Law needs to reflect the way the DSB board may choose to conduct future meetings.
Section 7.3 reduce the minimum number of Board meeting per year from nine to eight. Over the past couple of years, we have skipped a March Board meeting, this change allows us to skip one scheduled meeting per year without breaching of the by-law.
Sections 9.4 through to 9.6 inclusive. Board members participating by telephone, videoconference or other technologies are deemed to be present at the meeting. Board members must ensure that they are alone in a secure location when in closed session. To refrain from using any electronic recording device and only use the one electronic devise to connect to the meeting. This policy further elaborates on the meaning of quorum. If voting is required for a secret ballot process, the CAO will determine an appropriate way for all Board members to vote secretly by electronic means.
Section 8, the Quarterly Reports section was edited to specify where the reports shall be posted.
Section 10.3, no decision will be made regarding presentations, petitions, communications heard by the Board until the following meeting of the Board. The Board Chair and CAO will be allowed to make an exception in an exceptional or emergency situations.
Section 10.4, if a recorded vote is requested, the request must be done before the question is put to a vote. Where required by statute, and whenever any member of the Board shall request a recorded vote, the names of those vote for and against the question shall be entered in the minutes, and each member of the Board present shall announce their vote openly.
We have also asked legal counsel to do a complete review of the by-law to ensure it complies with the new changes to the Corporation’s act. We do have 3 years to be compliant with the changes in the corporation act.
For this review we were focused on the fact that the provincial emergency order allowed corporations to meet remotely with breaching their by-laws. Once the emergency order is lifted possibly on April 27, 2022, we would be in breach of our by-law as it does not allow for remote Board meetings. This change would allow us to meet remotely and still have some board members meet in person while maintaining quorum.
Resolution No. 22-31
Moved by: Kevin Burke
Seconded by: Arthur Hayden
WHEREAS the Program Planning Committee has reviewed the General Administration Policies B.2.01 By-Law, B.2.03.B Roles of Board Members and B.2.11 Expectations of Board Members; and
WHEREAS the Program Planning Committee is recommending changes to the Board By-law.
THEREFORE BE IT RESOLVED that the board accept the Program Planning Committee recommendation and provide notice pursuant to section 20 of the current DSB By-law that it intends on changing the Revised Board By-law at the April 28, 2022 Board meeting.
Carried
8. New Business
Paramedic Services
8.1 Tiered Response Protocol French River
Paul Myre, Chief of Paramedic Services gave an update to the board regarding the Tiered Response Protocol French River.
After months of collaboration between the Paramedic Services, the Municipality of French River Fire Department and the Ministry of Health’s Central Ambulance Communications Centre have a dually signed Medical Tiered Response Protocol.
This protocol will guide activation of the Fire Services to respond to specific emergency medical situations when an ambulance is not readily available to respond to certain high acuity calls (such as Respiratory/Cardiac Arrests and Unconscious patients) in the communities of Noëlville & French River.
The protocol goes further to define a delayed tiered response model in circumstances where Paramedic Service’s response to certain emergency calls is anticipated to be greater than 15 minutes.
This protocol will certainly complement our current emergency response capacity and will serve the French River residents well.
We acknowledge the dedication and amazing work to get this protocol in place from Fire Chief Roch Bigras, Paramedic Services Deputy Chief Tim Beadman and Ministry of Health Operations Manager Julie Girard.
8.2 2021 TWOMO Land Ambulance Funding
Joshua Parkinson, Finance Supervisor, walked the Board through the 2021 TWOMO Land Ambulance Funding.
Manitoulin-Sudbury District Services Board received a letter on February 28, 2022 in regards to the Territories Without Municipal Organization or TWOMO for short. This funding is for the 2021 calendar year.
This funding brings the total maximum base funding up to $2,675,306 for TWOMO funding.
Ministry of Health
8.3 Revocation of Chief Medical Officer of Health Directive #6
Paul Myre, Chief of Paramedic Services, walked the Board through the Revocation of Health Directive #6.
On August 17th, 2021, Ontario’s Chief Medical Officer of Health (CMOH) first issued COVID-19 Directive #6 mandating Paramedic Services, and other covered organizations, to establish, implement and ensure compliance with a COVID-19 vaccination policy.
As reported to the board in September, Paramedic Services were able to quickly draft a policy and have it in place for the deadline in the directive. On March 14, Ontario’s Chief Medical Officer of Health revoked Directive #6 effectively ending vaccination mandates as part of Ontario’s Reopening plan. This revocation was made possible due to the high vaccination rates reported by organizations covered under directive 6 (96.5%) as well as the arrival of new antiviral medications.
While the CMOH has revoked Directive 6 and is very pleased with the achievements of the provincial and local vaccination efforts, Dr. Moore cautioned that vaccination will continue to remain as one of the cornerstone interventions in the ongoing protection against COVID-19.
Accordingly, Dr. Moore has strongly recommended that organizations integrate COVID-19 vaccination policies into their existing occupational health and safety policy and procedures.
I am pleased to report to the board that 98% of Paramedic Services and 100% of non-urgent patient transportation staff are vaccinated with two doses and that 96% of Paramedic Services and 100% of PTS have received a third dose.
Given the real impacts COVID-19 has had on both Paramedic Services and PTS operations, the DSB will maintain the current vaccination policy in the interest of health and safety of staff and for our most vulnerable populations.
Community Housing
8.4 Homeless Prevention Program 2022-23 Allocation
Lori Clark, Acting Director of Integrated Social Services, walked the Board through the Homeless Prevention Program Allocation.
We received correspondence on March 7th regarding funding for the 2022-23 fiscal year, including details on the redesign of homelessness prevention and supportive housing programs, an extension to the Social Services Relief Fund (SSRF) and an update on the next phase of the National Housing Strategy investments.
The ministry is consolidating the Community Homelessness Prevention Initiative (CHPI), Home for Good and the Strong Communities Rent Supplement Program into one flexible Homelessness Prevention Program (HPP), beginning April 1, 2022.
The provincial investment has increased by $25 million bringing the total provincial funding under the Homelessness Prevention Program to over $463 million
The HPP aims to address chronic homelessness across the province and will provide greater flexibility to support a wide range of homelessness prevention and supportive housing initiatives. The funding will also provide the necessary flexibility to fund capital projects and provide longer-term rental assistance as appropriate.
Staff are reviewing the new guidelines and will be bringing an investment plan to the board for review in April. There has been an increase to our planned allocation of $72, 417.
The ministry intends to review the funding allocation methodology for the HPP funding envelope, new and updated data sources and new indicators may be identified, the ministry intends to consult with service managers, more information will be provided over the next year.
Children’s Services
8.5 Lifting Health and Safety Measures in Child Care
Lori Clark, Acting Director of Integrated Services, walked the Board through the lifting of health and safety measures in child care.
Child Care Licensees received a memo from the Ministry of Education on March 9, 2022, regarding the lifting of health and safety measures in child care.
Effective March 14th, 2022, instructions issued by the Ontario Chief Medical Officer of Health related to vaccine disclosure policies will be revoked.
Licensees are no longer required to have a Covid-19 vaccine policy in place, therefore unvaccinated individuals covered under the licensee’s policies will no longer be required to test three times per week.
Effective March 21, 2022, masks and eye protection will no longer be required for staff, providers, or any other individual (including children).
Association of Municipalities Ontario
8.6 Child Care and Early Years Agreement
The Association of Municipalities Ontario (AMO) copied NOSDA on a letter to the Honourable Stephen Lecce, Minister of Education. The letter was to confirm AMO’s optimism that the provincial government is close to signing a bilateral agreement with the federal government for child care and early years programming.
The letter stressed the importance of the role of municipalities and District Social Services Administration Boards as service system manager.
It is critical that the municipal service system management role does not fundamentally change under any agreement. Municipal governments and District Social Service Administration Boards play significant roles in funding, planning, managing and, in many cases, directly delivery of child care and early years programs.
AMO confirmed that they will continue to work with the government and support the best possible outcomes for children, families and communities in Ontario.
9.0 Other Business
10.0 Next Meeting – April 28, 2022
11.0 Adjournment
Resolution No. 22-32
Moved by: Ted Lovelace
Seconded by: Paul Schoppmann
BE IT RESOLVED THAT we do now adjourn at 11:29 a.m. until the next regular meeting to be held on April 28, 2022.
Carried
Original signed by Bruce Killah,Chair
Original signed by Fern Dominelli,CAO (Secretary-Treasurer of the Corporation)
Origianl signed by Donna Stewart, Associate CAO