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September 17, 2002 Minutes COUNTY OF ELGIN Tuesday, September 17,2002 The Elgin County Council met this day at the Administration Building at 10:00 AM., in accordance with adjournment, with all members in attendance except Councillor Rock. Mr. Fred Galloway, Consultant, and the Deputy Clerk were also in attendance. Warden Wilson in the Chair. DISCLOSURE OF PECUNIARY INTEREST AND THE GENERAL NATURE THEREOF- None. Moved by Councillor Stewart Seconded by Councillor Faulds THAT we do now move into Committee Of The Whole Council. - Carried. 2003 Comprehensive Insurance ProQram - Deputy Clerk The Deputy Clerk requested clarification on whether or not Council wished to proceed with an RFP for its insurance requirements for 2003. Council discussed the exemplary service and performance provided by our present provider and the unknowns with changing to another firm. Consensus was reached to remain with the Frank Cowan Company for 2003, providing premiums are competitive, and staff would communicate that the County expects the best possible rates for its insurance needs. Moved by Councillor VanBrenk Seconded by Councillor Crevits THAT the Frank Cowan Company be requested to provide a quote for the County of Elgin's 2003 comprehensive insurance program - Carried. Moved by Councillor VanBrenk Seconded by Councillor Mcintyre THAT we do now proceed In-Camera to discuss Human Resources planning matters. - Carried. The Deputy Clerk was excused at 10: 11 AM. The Deputy Clerk re-entered Chambers at 2:30 P.M. The Director of Homes and Seniors Services and the Director of Financial Services entered Chambers at 2:47 P.M. Warden Wilson left at 2:56 P.M. for an appointment and asked Councillor McPhail to sit in the Chair in his absence. Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT we do now rise and report. - Carried. County Council 2 September 17, 2002 Moved by Councillor Habkirk Seconded by Councillor Van Brenk THAT Elgin County Council approve the following five recommendations regarding the County's Homes for the Aged: 1. A focused effort is required to respond to the following key initiatives: a) To ensure improved service delivery, compliance and leadership capacity in order to respond to emerging compliance and related issues; b) An assessment of staff roles, capacities and related considerations in response to the stability issues within the facilities resulting from recent leadership changes and related transitions is required; c) An increased presence of departmental staff in the Homes is required. 2. A concerted effort is required to improve the organizational culture and morale of the Homes involving: a) An effective response to staffing level concerns and workloads; b) The development of part-time and temporary staffing pools that are able to respond to staffing variability, changes and coverage requirements; c) A less complex, more integrated and strengthened staff scheduling process must be developed; d) An enhanced purchasing procedure that is more effective in ensuring food supplies are onsite according to the menu plan is needed; e) A significantly improved communication program and process at multiple levels within and external to the department should be undertaken; f) An increased visibility and presence of management staff on the floors to see what is occurring on a regular basis and improved contact and communications with service delivery staff is a must; g) Effective decision-making models as close to the point of service and needs as possible within the organizational culture that supports innovation, problem resolution, and team-oriented strategies should be developed; and, h) A staff recognition system that honours both effective and substantive work of staff on an ongoing basis should be implemented. 3. All operating policies and procedures require redevelopment and updating to meet contemporary regulatory and statutory requirements and provide clear direction to staff in the development and delivery of services. 4. A review and potential redesign of the organizational structure of the department is required to reflect increased onsite co-ordination and integration capacity and effectiveness; clarity of roles that result in supervisors supervising and having clearly identifiable accountabilities is required. 5. The development of a departmental strategic plan is necessary to establish a foundation related to a vision, mission and principles and values that will effectively ground the planning, development and delivery of Seniors' Services in the County. THAT the Warden and the Chief Administrative Officer be instructed to communicate and articulate Council's intent to all interested staff at the County's Homes for the Aged regarding the five part recommendation above; and, THAT the Chief Administrative Officer and the Director of Homes and Seniors Services be authorized and directed to prepare a workplan, in conjunction with other staff members, which will address tasks, timelines and costs and other matters related to the implementation of the recommendation for consideration at a special meeting of Council to be held on October 15, 2002 at 1 :00 p.m.; and, THAT the Chief Administrative Officer be authorized to engage external resources as required to move the process along. - Carried. County Council 3 September 17, 2002 Moved by Councillor Habkirk Seconded by Councillor Mcintyre THAT the confidential report entitled "Ministry Compliance Reports" dated September 12, 2002 from the Director of Homes and Seniors Services be received and filed. - Carried. Moved by Councillor Habkirk Seconded by Councillor VanBrenk THAT the confidential report entitled "Staffing at the Homes", dated September 13, 2002 from the Director of Homes and Seniors Services, be approved; and, THAT the Director of Homes and Seniors Services and the Director of Human Resources be authorized to recruit into the positions without further delay. - Carried. Moved by Councillor Stewart Seconded by Councillor Habkirk THAT we do adopt the recommendations of the Committee Of The Whole Council. - Carried. BY-LAWS Moved by Councillor Faulds Seconded by Councillor Crevits THAT By-Law No. 02-23 "A By-Law to Confirm Proceedings of the Municipal Council of the Corporation of the County of Elgin at the September 1 ih, 2002 Meeting" be read a first and second time. - Carried. Moved by Councillor Mcintyre Seconded by Councillor Stewart THAT By-Law No. 02-23 be read a third time and finally passed. - Carried. Moved by Councillor Stewart Seconded by Councillor Crevits THAT we do now adjourn at 3:00 P.M. to meet again on September 24th, 2002 at 9:00 AM. - Carried. Mark G. McDonald, Chief Administrative Officer. John R. Wilson, Warden.