minutes - klonlineservices.com · 16/08/2016 · that council approves the support of the save the...

Minutes Corporation of the Town of Kirkland Lake

Meeting of Council Council Chambers, Town Hall

August 16, 2016 4:40 p.m.

Attendance

Chair: Tony Antoniazzi Councillors: Tom G. Barker Pat Kiely Norm Mino Todd Morgan Jim Roman Absent: Jean-Guy Chamaillard Staff: Chief Administrative Officer: Nancy Allick Clerk: Jo Ann Ducharme Director of Community Services: Bonnie Sackrider Director of Economic Development & Tourism: Wilf Hass Director of Physical Services: Mark Williams Treasurer: Jennifer Elder Deputy Treasurer: Brittany Ronald Fire Chief: John Fredericks Tax Collector/Deputy Clerk: Ryan Dagelman Recycling Coordinator: Jenna McNaughton Moment of Silence Mayor Antoniazzi requested a moment of silence. Approval of the Agenda Moved by: Councillor Norm Mino Seconded by: Councillor Todd Morgan That Council approves the Agenda for its Regular Meeting of August 16, 2016 as presented.

Carried. Declaration of Pecuniary Interest Mayor Antoniazzi requested those present to declare any pecuniary interest with matters appearing on the agenda. Councillor Pat Kiely declared a conflict with Item 4 “Save the Lasalle”, as he is related to the director and presenter. Councillor Tom Barker declared a conflict with Item 4 “Save the Lasalle”, as he is directly involved in fundraising and contributes financially and in-kind to the project via fundraising committee. Petitions and Delegations Barb Kiely, Chrissy Bowman, Mary Nemscok and Carolyn O’Neil of Save the LaSalle, made a presentation in request to access funds from the 100th Anniversary money to leverage for the Canada150 Grant.

Regular Meeting of Council August 16, 2016 of 4

Acceptance of Minutes and Recommendations Moved by: Councillor Todd Morgan Seconded by: Councillor Norm Mino That Council accepts the Minutes of the following meetings:

the Museum Advisory Committee held June 15, 2016

the Regular Meeting of Council held July 19, 2016 Carried.

Reports of Municipal Officers and Communications

i. Chief Administrative Officer a. Policy: Sick Leave and Attendance Management

ii. Clerk a. Lavy’s Gym and Fitness Centre: Request to use Market Street, September 10, 2016 b. Renfrew Resolution: Rural Economic Development Program - Suspension

iii. Director of Economic Development & Tourism a. Resolution: FedNor-Canada 150 Program Funding Application

iv. Director of Physical Services a. Waste Management Update

Motions Arising from Reports of Municipal Officers and Communications Moved by: Councillor Jim Roman Seconded by: Councillor Norm Mino That Council approves the support of the Save the Lasalle request for funds to leverage for Canada150 funding with a multi-year allocation to be determined by staff with a letter of commitment.

Carried. Moved by: Councillor Norm Mino Seconded by: Councillor Todd Morgan That Council directs the Director of Economic Development & Tourism to develop a clear set of criteria for the application and use of municipal 100 Anniversary dollars. This will include the application process, assessment criteria, repayment structure, and distribution amounts.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Norm Mino That Council approves the Sick Leave and Attendance Management Policy as presented by the Chief Administrative Officer. Recorded Vote: Councillor Tom Barker Yea Councillor Pat Kiely Yea Councillor Norm Mino Yea Councillor Todd Morgan Yea Councillor Jim Roman Nay Mayor Tony Antoniazzi Yea

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Norm Mino That Council approves the request from Lavy’s Gym and Fitness Centre to close Market Street on September 10, 2016 between 10 a.m. to 5 p.m. for their anniversary celebrations.

Carried.


Moved by: Councillor Norm Mino Seconded by: Councillor Todd Morgan That Council of the Town of Kirkland Lake supports the County of Renfrew in its petition to the Government of Ontario asking for the reconsideration of the suspension and integration of the Rural Economic Development Program into the Jobs and Prosperity Fund.

Carried. Moved by: Councillor Todd Morgan Seconded by: Councillor Norm Mino Council resolves that the Director of Economic Development and Tourism submit an application for funding to FedNor under the Canada 150 program for the sum of $100,000 to be used to rehabilitate the Civic ball field. The Town’s matching funds of $152,858 were allocated under the 2016 Capital budget as part of the Civic event hub project.

Carried. Moved by: Councillor Norm Mino Seconded by: Councillor Jim Roman That Council approves free residential tipping fees at the Kirkland Lake Landfill, September 26 to October 2, 2016.

Carried. Introduction, Reading and Consideration of Bylaws Moved by: Councillor Norm Mino Seconded by: Councillor Todd Morgan That Bylaw 16-057 being a bylaw to authorize Mayor and Clerk to execute a Site Plan Control Agreement with Miller Paving Limited at 485 Archer Drive, be read a first, second and third time, enacted and passed.

Carried. Notice(s) of Motion There were notices of motion presented before the committee. Confirmation Bylaw Moved by: Councillor Todd Morgan Seconded by: Councillor Norm Mino That Bylaw 16-058 being a bylaw to confirm the proceedings of Council at its meeting held August 16, 2016, be read a first, second and third time, enacted and passed.

Carried. Councillor’s Reports Committee Members reported on the activities over the past two weeks. Additional Information There was no additional information added to the agenda. Adjournment Moved by: Councillor Pat Kiely Seconded by: Councillor Tom Barker That Council adjourn its Regular Meeting of August 16, 2016 to an In-Camera Meeting to discuss 1 personnel issue.

Carried. The meeting adjourned at 6:30 p.m.


Tony Antoniazzi, Mayor

Jo Ann Ducharme, Clerk

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August 10, 2016

Dear Kirkland Lake Town Council,

It was reported in the 2016 budget that $20,000 per annum would be set

aside for the Kirkland Lake 100th anniversary celebrations in 2019. A news report

stated that these funds could potentially be used as seed money to support local

efforts and initiatives tied to the anniversary to build local capacity. As one of the

community groups committed to creating a lasting impact and memorable

celebration in 2019, SaveTheLaSalle would like to formally request access to these

funds in order to secure a larger, one-time funding opportunity that will further our

repairs, leading to The LaSalle Theatre’s use as a venue for anniversary

celebrations.

The funds would be used to leverage an application of one time capital

funding designed to “renovate, retrofit, repair a community historical, cultural and

recreational asset.” With the requested funds and our own finances,

SaveTheLaSalle would be able to leverage a total of $25,000, which could lead to

$75,000 of funding that would boost our ability to follow repairs plans local

professionals, such as Don Dekker, have been helping us to create. Should access

to this money be granted, we would create a plan to repay the investment.

This proposal has garnered support with the local Canada 150/Kirkland Lake

100 ad hoc committee that is working on the plans for these celebrations. With

your help the LaSalle Theatre will be a place for the people of the region to

experience/learn/view programming in this venue which was and has the potential

to be the jewel of KL and a perfect central venue for the 100th Celebrations.

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Should any further information be necessary, please do not hesitate to

contact us.

Respectfully,

Barb Kiely – Director, SaveTheLaSalle (705-567-3802);

Allan Powell – Co-Chair, SaveTheLaSalle (416-886-1951);

Chrissy Bowman – Manager of the LaSalle Theatre (705-568-7471)

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Appendices

A) Project Background .............................................. 4

i) Performance Measures ................................. 6

ii) Timelines ...................................................... 7

iii) SaveTheLaSalle Personnel ......................... 8

iv) Current Programming .................................. 8

B) Use of Proposed Funds ........................................ 9

Work Completed to Date .................................. 9

Ongoing Projects .............................................. 9

Priority Projects .............................................. 10

C) Program Reinvigoration ...................................... 11

D) Revenue Generation ........................................... 12

Proposed Repayment Plan ............................. 12

E) SaveTheLaSalle Financial Statements ............... 13

2013 ............................................................... 13

2014 ............................................................... 19

2015 ............................................................... 25

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Project Background

The Town of Kirkland Lake has formed an ad hoc committee to begin

planning for the 100th anniversary of the town in 2019. At a meeting in July 2016,

a Legacy Subcommittee was formed. As part of their responsibilities, this group

was to advise regarding a suitable project for a funding proposal for both Kirkland

Lake’s 100th anniversary and Canada’s 150th. The funding opportunities,

specifically for Canada’s 150, are due this fall – mostly in September. This

subcommittee has agreed in principal to support the local proposal and will advise

the main committee, and subsequently The Town of Kirkland Lake, to lend its

support to this project.

SaveTheLaSalle is a non-profit corporation. It was incorporated in the spring

of 2013 for the specific purpose of acquiring title to the LaSalle Theatre. At that

time the LaSalle Theatre had been dormant for close to 2 years and it appeared

likely that it would be purchased by a property developer and re-purposed for

residential use.

SaveTheLaSalle acquired title to the LaSalle Theatre on May 22, 2013. A

Board of Directors, composed primarily of Kirkland Lake residents was nominated

and approved shortly after the purchase of the theatre. In early 2014

SaveTheLaSalle was designated as a charitable foundation by the Canada

Revenue Agency.

The ‘Registered Purposes” of SaveTheLaSalle are:

1. To educate and increase the public’s understanding and appreciation of

the arts by staging professional theatre productions and screening of

professional films of high quality;

2. To provide community organizations with a venue to present plays and

other productions;

3. To advance education by holding training workshops by qualified and

respected professionals as well as information seminars by directors,

actors and playwrights;

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4. To do all such things as are incidental or ancillary to the attainment of the

above objects.

The Mission Statement of SaveTheLaSalle is:

SAVETHELASALLE – RESTORING THE LASALLE THEATRE, PROMOTING

THE ARTS AND CHANGING LIVES, ONE PERFORMANCE AT A TIME.

The SaveTheLaSalle Board has been working towards the refurbishing and

reopening of The LaSalle Theatre for the past 3 years. It has relied on private

donations and fundraising activities to complete various repairs to the building; one

of the last art deco theatre left in North America. Opened in 1939, it is one of our

last historic buildings in Kirkland Lake and many locals have fond memories of the

theatre. However, the theatre still requires pressing repairs before it can be

reopened to the public.

As a registered non-profit corporation – and a charitable foundation -

SaveTheLaSalle is developing community partnerships to aid in our mission.

SaveTheLaSalle has already held many events and productions in

conjunction with fulfilling its charitable mandate including its goal of brining the arts

the arts to the local community. (See Appendix A.iv, pg 5) Our most recent event,

the third annual Shakespeare in the Park was widely supported throughout our

region and even spread the name of Kirkland Lake and The LaSalle Theatre to

North-Western Quebec through performances of in Rouyon. Another successful

venture has been the movie filmed at The LaSalle in 2013, which has gone on to

win awards in festivals throughout North America.

The goal of SaveTheLaSalle is to restore and preserve our unique historical

site and showcase it as a performing arts centre. On completion, this building will

inspire the region to view and experience the arts in film, dance, theatre, visual

arts, music, writing, and discover their own talents in all artistic fields.

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North Timiskaming requires a facility such as this in order to provide

programming for seniors, youth, children and adults as well as a building which

ensures handicap access. Tenacious volunteers, including a professional Artistic

Director, are committed to actualize this vision for a performance arts centre that

will support local creativity, engage the arts, as well as bring in tourists to enhance

the local economy. The productions evoke strong positive emotions and pride in

this resilient mining community which continues to deal with the boom and bust

economy.

This restored heritage building will be dovetailed with our community’s 3 year

plan to enhance community pride, participation and excitement for our 100th

anniversary as well as Canada’s 150 year celebration next year.

Performance Measures

Amount of profit or loss

Number of radio and newspaper ads, and news releases

Number of newsletters distributed

Number of volunteers

Number of donations and fundraising events

Meet predetermined number of attendees at productions/movies

Pre and post surveys of local businesses to determine increased tourist

spending

Focus group pre and post project to measure community pride and

awareness of community events

Formation of a Program Advisory Committee for program/building

evaluation ; evaluate feedback and number of meetings

Community Satisfaction Surveys of facility and programming

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Timelines

Submit as many funding proposals as grants are available particularly in

the next 6 weeks as some are closing

Register for Trillium Grants August 2016. Finalization of the registration is

on hold while we provide our response

Hold a cleanout bee in order to discard unnecessary equipment and items

Architect evaluation August 24, 2016

Hire a brick layer and acquire 5 volunteers to assist with blocking windows

on north side of theatre

Continue planning of theatre related events for 2016 and 2017.

Continue bingos and formulate fundraising plan

Architecture student from the area is in early talks to aid with a marketing

study

Richard Smerdon, Theatre Consultant is to visit and assist in an

assessment of the restoration prospects on August 14, 2016. Mr.

Smeardon was a key player in the restoration of the Elgin Winter Garden

Theatre in Toronto and, more locally, Temagami’s train station and The

Classic Theatre in Cobalt. (www.theatreconsultinggroup.com)

http://www.theatreconsultinggroup.com/

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SaveTheLaSalle Personnel

Board of Volunteer Directors:

Allan Powell, Co-Chair

Randy Godfrey, Co-Chair

Cathy Blackburn, Treasurer

Mary Nemcsok, Secretary

Barb Kiely, director

Sid Hamden, director

Victoria Wooldridge, director

Other Personnel:

Michael Rawley, Artistic Director

Christine Bowman, General Manager

Volunteers:

Over 60 volunteers who have helped SaveTheLaSalle in just the past year,

aiding in productions, cleaning/maintenance of the building, consulting,

professional services.

Current Programming

Annual Programming:

24 Hour Playwriting Challenge, 2nd Annual in 2016

Shakespeare in the Park, 3rd Annual in 2016

Haunted House at The LaSalle – partnership with KLDCS Drama Club,

3rd Annual October 2016

Scrooge! A Christmas Carol, 3rd Annual in 2015

Special Programming:

Haunted LaSalle Ghost Walk, 2013

Coffee House performance starring Mellow Lily, 2014

Mass Appeal, 2014

If These Walls Could Talk; Historical Presentation by Sid Hamden, 2014

Wake; From Toronto, Presented by The LaSalle Theatre, 2014

The Sow Queen; Performed by KLDCS Drama Club at The LaSalle, 2014

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Use of Proposed Funds

With access to the proposed $20,000, SaveTheLaSalle can leverage

$25,000 towards a Trillium grant, which requires the applicant to leverage 25% of

the requested funds. We would be able to apply for the full grant of $100,000 to

boost forward our repairs and restoration. Approximately $100,000 has already

been put into the building, all donated by private donors and collected through

fundraisers.

Work to Date:

Replaced roof membrane and subsequent repairs

Repaired roof drainage system

Marquee restoration

Refurbishment of mirror foyer

Restoration of roof parapets

Demolition and reconstruction of boiler chimney

Renovated projection booth, including new windows

Installed temporary heating

Purchased a new Digital Projector to repace obsolete 35 mm projector

Acquired state of the art sound system through a theatre bankruptcy in

Alberta

Projects in Progress:

Installed approx. 125 seats out of 500

Updating electrical

Repairing plumbing

Permanent heating

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Priority Projects

Should the grant money be awarded, these projects are top priority to put the

funds towards:

Back wall strengthening, to be completed as per existing engineering plans

Repairs to the interior plaster

Continued electrical updating

Of particular note is that SaveTheLaSalle has acquired a state of the art

sound system through a theatre bankruptcy in Alberta and has also

purchased a brand new Digital Projector to replace the obsolete 35 mm

projector currently on the premises. (These are awaiting installation once our

priority projects are completed).

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Plans to Reinvigorate Programming for Kirkland Lake & Surrounding Areas

Movie Showings

o Regular showings weekdays

o Children’s matinees weekends, PD days, holidays, and during

summer

o Themed movie nights (holiday events, double features)

o Return of “All-Nighter” showings for youth

o Invite Kirkland Lake Cine Club to return to The LaSalle Theatre

Special Events Screenings

o Air events on the screen (sports events, award shows, etc.)

Theatre Rentals

o Performances by local arts groups, bands, clubs

o Invite out-of-town performers and groups to present in Kirkland Lake

o Private parties (birthdays, weddings etc.)

Celebrations Hosting

o Hosting events and galas in conjunction with other celebrations in

Kirkland Lake and area (Kirkland Lake’s 100th, Winter Carnival,

Homecoming, Canada Day, etc.)

Classes and Workshops

o Development of artistic skills for youth and adults alike (acting,

writing, directing, technical theatre, dance, stage combat etc.)

Self-Produced Performances

o Ability to create more performances using local talent

Festivals/Competitions

o Host theatre and film festivals to encourage local talent to create and

showcase works

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Future Money Generation

Admission to screenings, performances, events

Rental fees (see above)

Concession sales

Advertising on the digital sign which is currently awaiting installation on the

original marquee

Naming rights for theatre components

o On top of the building itself, opportunity to name the stage, screen,

projector, concession stand, foyer, lobby, auditorium, dressing rooms,

water fountain, etc.

Seat naming sale

Continued fundraising efforts including draws, events, bingos, lottery

Memberships/Subscriptions

o Encourage a paid membership through perks (ex: preferential

reserved seating, members-only events, early bird ticket sales to

events, discounts etc.)

Continued merchandise sales

Sponsorships

o Local businesses and persons financially sponsoring events and

performances to offset the costs in exchange for advertising

REPAYMENT OF THE $20,000.00 LOAN FROM TOWN COUNCIL:

SaveTheLaSalle proposes that – as soon we are able to allow access to the

theatre by the general public - we will begin with the various performance

activities referenced earlier in this report. From these activities, and the profits

generated from them, we intend to allocate a percentage of the profits to loan

repayment with the goal of paying $5,000.00 per year for 4 years.

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TOWN OF KIRKLAND LAKE

POLICY/PROCEDURE MANUAL

SECTION: SUBJECT: Pg. 1 of 11

HUMAN RESOURCES SICK LEAVE AND ATTENDANCE MANAGEMENT POLICY

DATE: July 20, 2016

POLICY

The Corporation is committed to providing quality customer service while ensuring the health and safety of the public and our employees. All employees of the Corporation contribute to this objective, and their regular attendance is essential in maintaining service levels. Employees have a responsibility for maintaining their health and ensuring their regular attendance at work. Regular attendance is an expectation of employment. It is an essential duty of the job. The intention of Corporation’s Attendance Management Policy is to manage attendance of employees in a supportive and positive fashion while requiring employees to be accountable for such absences. It is the policy of the Corporation to manage attendance and encourage the proper use of income protection plans: e.g. Sick Leave, Long-Term Disability and Workers' Compensation. The policy will be administered in accordance with the Ontario Human Rights Code.

KEY OBJECTIVES

To promote improved attendance and employee wellness;

To foster awareness of the importance of good attendance;

To minimize instances of absenteeism in the organization;

To establish organizational standards and procedures regarding attendance;

To respond systematically to instances of excessive innocent absenteeism;

To administer the Attendance Management Policy in an equitable manner, responsive to individual circumstances.

Overview

Absences can occur for many reasons. Most are legitimate, while others are avoidable. All absences have the potential to disrupt the workplace. Each type of absence must be handled differently. Abuse of the income protection plans will be dealt with as a disciplinary matter. Someone who is genuinely ill shall be given every reasonable consideration appropriate to their circumstance. Note: Sick days are for the employee and are not to be used for absences for family members.

Sick days will not be covered for medical procedures not covered under OHIP, e.g. elective cosmetic surgery.

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Innocent Absenteeism

“Innocent” absences usually relate to illness or injury—legitimate concerns that the employee cannot control. Such absences are not dealt with through discipline, however, even where an employee has been absent through no fault or blame of their own, the absences are subject to attendance review. The employer is not prevented from taking steps to remedy an attendance problem.

Examples of innocent absences include:

Sick leave even though the employee has a medical certificate;

Frequent visits to a Medical Doctor (MD), Nurse Practitioner, dentist, etc.;

Family problems for which no solutions seem available.

Culpable Absences (will be dealt with separately through the disciplinary process)

Examples of culpable absences include:

Absence without a valid reason;

Failure to notify;

Unsubstantiated absence, where evidence of the reason is required;

Presenting false reasons for the absence;

Abuse of income protection plans.

Employee’s Responsibilities It is the responsibility of each employee to take all steps necessary to ensure they are able to:

Notify immediate Supervisor regarding absences and when returning to regular or modified work as soon as possible:

o Where practical, the call should be made by the employee, and not someone on his or her behalf;

o The timings of the call-ins will be established by individual departments prior to the beginning of the shift;

o No texting in to the Supervisor;

o Call-ins are to be made directly to the employee's immediate Supervisor or designate not clerical staff or a co-worker. When your Supervisor is off work, a designate will be appointed, typically the Sub-Foreman or Director of the Department.

Failure to follow these requirements may result in denial of sick leave benefits

Attend work regularly;

Comply with the Sick Leave and Attendance Management Policy’s Reporting Procedures and provide all relevant information in reporting absences;

Make every effort to attend to personal affairs and obligations outside working hours;

Request Vacation time to cover hours absent for other medical purposes;

Cooperate with the Corporation’s Third Party Disability Management Firm.

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Employee’s Reporting Requirements:

Doctor’s Note:

CUPE 26, Fire Fighters, Non-Union Employees: In the event the disability exceeds three (3) working days, the employee shall obtain a note from a qualified Medical Doctor (MD) or Nurse Practitioner. This note shall be presented to immediate supervisor upon return to work.

Short-Term Disability Income Benefit Package - Completion:

CUPE 1074, ONA: In the event the disability exceeds three (3) working days of the commencement of disability, the employee shall:

o Obtain an Insurance Carrier’s Short-Term Disability Income Benefit package (available from Supervisor or Human Resources Coordinator) which contains an Employee Statement and a Physician Statement;

o See a Medical Doctor (MD) or Nurse Practitioner and have them complete the Physician Statement;

o Complete the Employee Statement.

CUPE 26, Fire Fighters, Non-Union Employees: In the event the disability exceeds four (4) calendar days of the commencement of disability, the employee shall:

o Obtain an Insurance Carrier’s Short-Term Disability Income Benefit package (available from Supervisor or Human Resources Coordinator) which contains an Employee Statement and a Physician Statement;

o See a Medical Doctor (MD) or Nurse Practitioner and have them complete the Physician Statement;

o Complete the Employee Statement.

Short-Term Disability Income Benefit Package - Submission:

ALL GROUPS: Within five (5) calendar days, forward the completed Short-Term Disability Income Benefit package (Employee and Physician Statements) to:

i) Human Resources Coordinator or designate

or

ii) Insurance Carrier (the employee shall be responsible to advise Human Resources Coordinator of date and method of submission, e.g. mail, fax, etc., to Insurance Carrier)

Note: The Employer is not seeking Medical Diagnosis. Any confidential medical information will be dealt with through the Corporation’s Third Party Disability Management Firm.

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In the event the disability exceeds five (5) working days of the commencement of disability, the Corporation may request that the claim be reviewed by the Corporation’s Third Party Disability Management Firm to achieve an early and safe return to work.

When requested, provide Medical Doctor (MD) or Nurse Practitioner with written communication from the Corporation and obtain required information from doctor(s) for the Corporation concerning the availability of modified work. Should employee be allowed to return to work with restrictions, a Functional Abilities form will be required to determine what duties employee is allowed to perform;

Maintain contact during their absence, with their Supervisor daily or on a reasonable basis to be established by the Supervisor in the circumstances;

Employees who exhibit patterns of sick leave usage may be asked to provide a Medical Doctor (MD) or Nurse Practitioner note for the absence;

Employees who are off sick on the day before and/or the day after a scheduled vacation shall provide a Medical Doctor (MD) or Nurse Practitioner note for the absence upon return to work;

Employees who fall ill during scheduled vacation may request to have their vacation time switched to a sick occurrence upon submission of a Medical Doctor (MD) or Nurse Practitioner note.

Return to Work Procedure

The employee is responsible for contacting their immediate Supervisor to notify of their return whether to regular or modified duties;

In the event the disability exceeds three (3) working days, employee shall obtain a note

from a qualified Medical Doctor (MD) or Nurse Practitioner. This note shall be presented to immediate supervisor upon return to work;

The Corporation may request further medical certification from the employee's Medical Doctor (MD) or Nurse Practitioner regarding the employee's ability to return to regular duties. If the employee returns to work with restrictions, a Functional Ability Form will be completed by a Medical Doctor (MD) or Nurse Practitioner prior to the return to work. If further treatment is needed or special accommodation is required, medical certification from the employee’s Medical Doctor (MD) or Nurse Practitioner may be requested by the Corporation;

Where the Corporation has reasonable grounds for concern regarding an employee's fitness to return to regular work, it may require the employee to undergo a Functional Abilities Assessment through the Corporation’s Third Party Disability Management Firm;

Appropriate releases of medical information will be obtained to allow the Corporation’s Third Party Disability Management Firm and the employee's treating Medical Doctor (MD) or Nurse Practitioner to communicate easily regarding the employee's ability to return to regular duties or modified work.

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Supervisor’s Responsibilities Accountability for managing attendance will be primarily with the immediate Supervisor or other person designated by the organization. Supervisors will identify issues, initiate appropriate actions and follow-up on cases in progress as follows:

Ensure that all employees are aware of the Corporation's Sick Leave and Attendance Management Policy and the employee's responsibilities;

Ensure employees have been advised of their responsibilities to attend work regularly, to maintain contact with the Supervisor if absent, and to provide the necessary information to Human Resources and/or the Corporation’s Third Party Disability Management Firm;

Communicate with absent employees on a daily or regular agreed upon basis;

Maintain records. For absences exceeding five (5) working days, notify the Human Resources Coordinator or designate. Cooperate with the Human Resources Coordinator and the Department Director to assist and explore a modified return to work plan.

Interview, counsel and refer employees in accordance with the terms of the Policy;

When necessary, advise employees in writing, of the organization's expectation with respect to improving attendance. On advice from Human Resources, the letter(s) will advise that should the employee be unable to attend work regularly in his/her present position, one or more of the following may occur:

o Further medical information may be required;

o Reasonable accommodation strategies will be considered to assist the employee to regularly attend work and perform the essential duties of the job;

o Alternate positions suitable for the employee's functional abilities will be considered;

o Employment status may be reviewed and a non-disciplinary termination may result.

Human Resources Responsibilities The Human Resources Coordinator will coordinate the Sick Leave and Attendance Management Policy and will communicate with the appropriate parties to bring about successful claims management outcomes. Human Resources will provide the following:

Prepare and distribute quarterly attendance stats and identify those individuals who have exceeded the Corporate standard for that period;

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Prepare and distribute, in February, the annual sick leave report for each Department, for the previous calendar year and identify those individuals who have exceeded the Corporate standard. These individuals will receive an annual year-end report which provides the following:

o Year-end stats;

o Sick leave history;

o Area to review quarterly for upcoming year.

Liaise with the Corporation’s Third Party Disability Management Firm for the purposes of managing absenteeism and providing the necessary information to facilitate a return to work;

Assist with the Supervisors to formulate appropriate return to work strategies;

Keep Supervisors informed of the employee's progress, the possible or planned return to work date and the potential need for accommodation of temporary or permanent disabilities;

Liaise with Director to assist in the development, implementation and monitoring of Return to Work and Modified Work Programs;

Provide training to Directors/Supervisors on the implementation of this policy;

Participate in the appeal process. Note: The sick leave days for those employees who are off work due to planned surgery, hospitalization and/or off on a long term absence that the Employer is aware of, will be considered separately in the determination whether the employee has exceeded the trigger point. The Employer will be using a standard of six (6) days per year or 3 occurrences per employee as the trigger point for identifying potential attendance problems. The Human Resources Coordinator, on a quarterly basis will provide each Supervisor/Director with information identifying:

The number of days

Number of occurrences Those employees who exceed the Corporation's standard or whose absences suggest that the standard will be exceeded by year-end will receive a quarterly review. Employees have the option to purchase their OMERS leave if they are not receiving their full salary. Human Resources Coordinator will apply for a Disability Waiver of Premium Benefit after the first day of the fifth month of absence due to disability.

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GUIDELINES

Assistance Supervisors should be alert to employees exhibiting signs of personal problems that are affecting their attendance or performance. Supervisors should be aware of all services that are available to employees through the Employee and Family Assistance Program and should encourage employees and family members to seek assistance when required. Employees should seek any assistance necessary to maintain health and should take responsibility for their own wellness. Note: Notwithstanding that meetings under this policy are non-disciplinary; an employee may request the opportunity to have Union representation at such a meeting.

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Formal Stages to Handling Innocent/Non-Culpable Absenteeism

All employees will have their attendance reviewed and compared to the threshold on a regular basis and documented in their annual performance evaluation

Note: An employee may enter the program at any stage depending on the unique circumstances of their attendance record which consider the following factors:

Length of tenure with the organization;

Occurrences\Days Absent;

Attendance History. Stage One

The Supervisor meets with the employee and identifies concerns with attendance;

The Supervisor explains the impact of absences on the work operation;

This meeting usually happens after the year-end report is distributed or after quarterly review and has not met the Corporation’s standard of 6 days and/or 3 occurrences. The employee is advised that their attendance in not satisfactory and he/she is encouraged to take steps to correct the situation;

The employee's attendance is then monitored for each quarter and interviews take place at each interval;

The Supervisor will identify expectations for improvement and if applicable resources for assistance;

If the employee shows no improvement over the next quarter, the matter proceeds to Stage 2.

Stage Two – after three months

The Supervisor will meet with the employee and his/her Union representative (if unionized) to review and discuss the employee's attendance concerns, explain the impact of absences on the work operation, identify unacceptable attendance, identify resources for assistance to attend work regularly, and to explore other avenues to achieve improved attendance. Advise that if there is no significant improvement in attendance further action may occur;

Give opportunity to discuss reasons for absenteeism;

Offer Employee Assistance Program;

Identify expectations for satisfactory improvement

The Supervisor will identify specific course of action if improvement is not achieved;

A letter documenting this discussion will be forwarded to the employee with a copy to the Human Resources Coordinator;

The Supervisor will closely monitor the employee's attendance during the next quarter;

If the employee shows improvement, the Supervisor will provide positive feedback regarding their attendance;

If no improvement is shown, the matter proceeds to Stage Three.

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Stage Three – after six months

If no improvement is evident during the Stage Two review period, the Supervisor/Director will send a letter to the employee advising that non-disciplinary termination of the employee's employment is being considered. The employee is directed to attend a meeting with the Director/Supervisor, Human Resources Coordinator and the Union, if applicable;

The Supervisor will identify unacceptable attendance is on record;

Give employee opportunity to show cause why his/her employment should not be terminated, and/or is willing to abide by conditions of continued employment, the employee will be given one last opportunity to improve attendance;

If it is considered appropriate to offer conditions of continued employment to the employee, a letter documenting the conditions agreed to will be prepared;

If the employee fails to show cause, and/or is unwilling to abide by the conditions of continuing employment, the meeting will be concluded and the employee advised that the Supervisor/Director will review the matter further and that termination is being considered;

The Supervisor/Director and Human Resources Coordinator shall jointly prepare a recommendation for the consideration of the CAO;

The Director will forward a letter to the employee advising of the decision and cc Union if applicable.

Stage Four

Termination of employment

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YEAR-END ATTENDANCE REVIEW FOR 20___

Employee’s Name: ___________________________________ Number of sick days: ______ Supervisor's Initials: ______ Number of sick leave occurrences: _____ Employee's Initials: ______ SICK LEAVE HISTORY (days and occurrences) Year # of Days # of Occurrences

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Notes from Discussion: 20____ Absenteeism Record

1st Quarter 2nd Quarter 3rd Quarter Days Occurrences Days Occurrences Days Occurrences

Initials Initials Initials

Supervisor Employee Supervisor Employee Supervisor Employee

Additional Comments: ______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

______________________________________________________________________

Please return form to Human Resources

This attendance review is non-disciplinary. If you are experiencing personal difficulties which you feel may be affecting your attendance, we have an Employee Assistance Program (EAP). The EAP is a voluntary, confidential counseling service for employees and their families.

Approved By: ___________________________ Date: _______________________

Dear Ms. Joan Ducharme,

We are seeking permission to close Market Street downtown Kirkland Lake, between the hours

of 10AM to 5PM on September 10, 2016 in order to celebrate our 1 year Anniversary at Lavy’s Gym.

On September 10th we will be hosting a completely FREE day for the public where we will be

offering a silver donation BBQ with all proceeds going towards our Non-Profit Organization, Lavy’s Kids

Club. We also will be having obstacle courses, hardest shot competition, fitness challenges and so much

more. We would love to have access to Market Street in order to celebrate our 1 Year Anniversary with

the entire community, which would draw more attention from the public and give the citizens of

Kirkland Lake and our dear members a big thank you for their support.

We truly thank you for this consideration and look forward to hearing back from you.

Sincerely,

Shelby-lyn Bouckley & Leslie Lavictoire

Owners of Lavy’s Gym & Fitness Center

Approved:

MAYOR

The Corporation of the Town of Kirkland Lake

Postal Box1757, 3 Kirkland Street, Kirkland Lake, Ontario, Canada P2N 3P4 T (705) 567-9361 F (705) 567-3535 E [email protected]

www.kirklandlake.ca

August 16, 2016

Regular Meeting of Council

Moved By:

Seconded By:

Council resolves that the Director of Economic Development and Tourism submit an application for funding to FedNor under the Canada 150 program for the sum of $100,000 to be used to rehabilitate the Civic ball field. The Town’s matching funds of $152,858 were allocated under the 2016 Capital budget as part of the Civic event hub project.

Open Closed

R E P O R T TO C O U N C I L Meeting Date: 8/16/2016 Report Date: 3/30/2016

Decision Requested:

Yes

No

Direction Only

Priority:

Type of Meeting:

Presented by: Mark Williams Department: Director of Physical Services

Report Title

Waste Management – Cart Implementation Update & Fall Tipping Fee Week

Recommendations

Fall free tipping week – proposed for last week in September (September 26 to October 2)

Budget Implications

There would be a reduction in revenues at the landfill site.

Background

In April of 2016, Council directed staff to proceed with purchasing waste carts with the intent to distribute carts to each property during the summer months of 2016. Waste carts were received at the Department of Physical Services during the week of August 1st, 2016. Both 65 and 32 gallon options were purchased.

Staff began distribution of the carts on Wednesday August 10th, 2016, in Swastika, and will continue as depicted on Schedule “C”. The large apartment buildings on McCamus and McKelvie, along with the downtown core will be receiving their carts last. We believe the distribution will continue for the next few weeks with the intent for full implementation by October 3rd.

Currently we are running an advertising campaign informing residents of the distribution of waste carts. Staff also have made available 95 gallon recycling carts and large blue bins for residential properties.

Staff have been working with the waste committee to sort out the distribution of carts and we have been working with local large groups, such as DTSSAB and KL Non-Profit Housing Corporation to determine the amount of carts required along with the best solution for collection.

High Low

Options / Discussions

We are also proposing to provide fall free tipping fee week at the landfill site during the last week of September.

Staff are therefore requesting from Council to designate September 26th to October 2nd as Fall Free Tipping Week at the landfill.

Other Departments Consulted and Affected

Planning Building Supervisor – Mike Aldred

Landfill Foreman – Richard Charbonneau

Recycling Coordinator – Jenna McNaughton

Attachments

Schedule “A”: Rolling out the carts notice

Schedule “B”: Rolling out the carts radio ad

Schedule “C”: Distribution map

CAO Comments

Schedule “A”

Waste Management Notice

“ROLLING OUT THE CARTS”

The Town of Kirkland Lake wishes to advise that they have begun delivering the

new waste carts to each property.

Over the next few weeks, each property will receive a 65 gallon waste cart, which

will be registered to the property in the following manner. If the owner is present

during delivery, they can sign off, indicating they received their cart. If no one is

present, the cart will be left by the front door and a photo of the cart and property

will be taken. The photo will indicate the registered cart number and should show

the address of the property. Properties which appear vacant or abandoned may not

receive a waste cart. For those wishing smaller, lighter carts a 32 gallon unit will

be made available, please contact the Department of Physical Services.

Residents may begin using their waste carts as soon as the cart has been received.

*If you have not received your waste cart by September 19th

, please contact the

Department of Physical Services to make arrangements for a waste cart.

How to Use Carts:

Fill waste cart – lid must be closed

Roll cart to curbside

Collection staff picks up cart

Collection staff roll cart back to curbside

It is the intent to fully implement the cart system beginning October 3rd

, 2016.

Only approved waste carts will be collected and any loose bags outside of the cart

will not be picked up.

We encourage all residential properties to make full use of the curbside recycling

collection program to reduce waste.

We wish to thank all the residents of Kirkland Lake for their patience during the

implementation process. For further information, please contact The Department of

Physical Services at (705)567-9365 and ask for the Waste Management Division.

Schedule “B”

Radio Ad

The Town of Kirkland Lake wishes to advise that they have begun delivering the

new waste carts.

Over the next few weeks, each property will receive a 65 gallon waste cart, which

will be registered in the following manner. If the owner is present during delivery,

they can sign off indicating they received their cart. If no one is present, the cart

will be left by the front door and a photo of the cart and property will be taken.

Properties which appear vacant or abandoned may not receive a waste cart. For

those wishing smaller, lighter carts a 32 gallon unit can be exchanged. Residents

may begin using their waste carts as soon as the cart has been received.

Residential properties are encouraged to make full use of the curbside recycling

collection program to reduce waste.

We wish to thank all the residents of Kirkland Lake for their patience during the

implementation process. For further information or an exchange, please contact

The Department of Physical Services and ask for the Waste Management Division.

Schedule “C”

Area 1: Swastika

Area 2: Chaput Hughes

Area 3: Federal

Area 4: Numbered streets

Area 5: Calbeck to Prospect

Area 6: Queen to Taylor

Area 7: McKelvie, McCamus and Downtown core

AREA 1

AREA 2

AREA 3

AREA 4

AREA 5 AREA 6

AREA 7

The Corporation of the Town of Kirkland Lake

By-Law 16-057

Being a By-law to Authorize Mayor and Clerk to

Execute a Site Plan Control Agreement

With Miller Paving Limited at 485 Archer Drive

NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE TOWN OF KIRKLAND LAKE

ENACTS AS FOLLOWS:

1) That the Mayor and Clerk are hereby authorized to execute a Site Plan Control Agreement with

Miller Paving Limited, a copy of which Agreement is attached and marked as Schedule “A” to this

By-law.

READ a first, second and third time, enacted and passed, this 16

th day of August 2016.

Tony Antoniazzi, Mayor

Jo Ann Ducharme, Clerk

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minutes - klonlineservices.com · 16/08/2016 · that council approves the support of the save the...

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