The City Manager recommends that:

1.         City Council approve the Policy contained in Attachment 1 titled 'Kilometrage Reimbursement for use of Personal Vehicles for City Business' to be implemented on December 31, 2011 for all non-union employees.

2.         City Council direct the Human Resources Division to negotiate similar provisions with each union/association, when appropriate.

This report recommends the implementation of a revised policy with regard to kilometrage reimbursement for the use of personal vehicles for City business for all non-union employees, effective December 31, 2011.

The recommended policy outlines the rules, oversight and administration required for non-union employees who receive kilometrage reimbursement for the use of personal vehicles for business related purposes.  This policy incorporates best practices which include limiting reimbursement to the current maximums outlined through the Canada Revenue Agency (CRA).

Implementation of the Policy contained in Attachment 1 titled 'Kilometrage Reimbursement for use of Personal Vehicles for City Business' for non-union employees will result in a savings of approximately $20,000 annually, based on 2009 usage.  The revised policy will reduce the current rate of $0.52 per kilometre to $0.46 per kilometre after the first 5,000 kilometres.  If negotiated to include all unionized employees, the savings would grow to approximately $60,000 annually. 

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The City Manager recommends that:

1.         The Occupational Health and Safety Report, First Quarter 2010 be forwarded to City Council.

This report provides information on the status of the City’s health and safety system, specifically on activities, priorities and performance during the first quarter of 2010. There was a large increase in lost time incidents (LTIs) as a result of infectious disease outbreaks: employees in long-term care homes and shelters reported symptoms consistent with those experienced by residents. Although there was a decrease in other types of injury, the overall result due to the infectious disease outbreaks was an increase in the number of LTIs (10.2%) relative to the same period in 2009.There was a decrease in medical aid only injuries (7.5%) and increase in recurrence injuries (18.1%) in the first quarter of 2010 relative to the same time period in 2009.  Excluding the increase in infectious disease outbreaks, LTIs for remaining injury types saw a decrease of 12.3%. WSIB invoiced costs were $456,275 lower during the first quarter in 2010 than in 2009. This reflects the decrease in types of injuries that have longer recovery periods.

Information is provided where there have been significant changes in accident experience and costs within divisions, as well as actions being taken to improve health and safety performance.

Bill 168, the Occupational Health and Safety Amendment Act (Violence and Harassment in the Workplace) comes into effect on June 15th, 2010.  A working group of the Occupational Health and Safety Coordinating Committee (OHSCC) continues to work on tools and communications to facilitate compliance with the resulting Occupational Health and Safety Act amendments. City divisions have been advised to implement the current policy and program as soon as possible if they have not already done so.

The City’s Musculoskeletal Disorder Prevention Policy was introduced in July 2007 with a three year implementation period. The OHSCC has distributed a questionnaire to all City divisions to ascertain the status of policy implementation and any remaining implementation needs.

There are no financial impacts to this report beyond what have already been approved in the current year’s budget.

This report provides information on the implementation of the new Illness or Injury Plan (IIP) for TCEU Local 416 and CUPE Local 79 as provided for in the new collective agreements ratified in July 2009.

The Special Payouts of a one-time payout expenditure of approximately $20.0 million
were processed for the pay date of February 18, 2010, with some additional payouts processed on March 4, 2010.  The Special Payouts were funded through the Employee Benefits Reserve.

The net reduction in current and future sick leave liabilities as a result of the implementation of the new IIP and one time payout is approximately $174.1 million.  This amount is broken down as follows:

Illness Plan – Reduction in Liability

The sick leave liability for the City of Toronto (excluding its ABCs) is $243 million as at December 31, 2009.  This reflects a reduction of $36 million from the sick leave liability as at December 31, 2008, which was $279 million.  Details regarding the City of Toronto’s benefit liabilities will be reported to the Audit Committee through the City of Toronto’s consolidated financial statements in June.

Buck Consultants, the City of Toronto’s benefit actuaries, have determined all liability and savings figures reflected above.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

The Executive Director of Human Resources recommends that:

1.         The Quarterly Report: Grievance and Arbitration Activity, be received for information.

The purpose of this report is to provide the quarterly grievance and arbitration activity from April 1 to June 30, 2010.

There are no immediate financial implications in relation to this report.

The Executive Director, Human Resources, and General Manager, Shelter, Support and Housing Administration, recommend that:

1.         The General Manager, Shelter, Support and Housing Administration, and/or his designate, implement a process of pre-employment Police Reference Checks for all qualified, external applicants selected for employment with the Division; and all selected applicants for volunteer or student placements whose work involves unsupervised contact with, or proximity to, vulnerable clients.

2.         The General Manager, Shelter, Support and Housing Administration, and/or his designate, develop and implement the Police Reference Checks process, including policies and procedures, no later than March 2011, in conjunction with Human Resources Division and Legal Services Division.

3.         The Executive Director, Human Resources notify Toronto Police Services that Shelter, Support and Housing Administration has City Council approval to be included in the existing memorandum of understanding to conduct Police Reference Checks for qualified, external employee and volunteer candidates at no cost.

4.         The appropriate City officials be authorized and directed to take the necessary action to give effect thereto.

This report seeks approval to conduct Police Reference Checks on prospective new Shelter, Support and Housing Administration Division (SSHA) staff, volunteers and students whose work may involve unsupervised contact with, or close proximity to, vulnerable clients, as one part of the applicant screening process.

SSHA’s primary client group are under-housed or homeless youth, adults, and families with children who rely on the various forms of shelter and support services that are administered by the Division.  Some homeless clients have severe mental illness, health issues, addiction issues, or have been victims of violence and can be considered to be ‘vulnerable’ adults.   

In order to safeguard the health and safety of under-housed or homeless clients, SSHA seeks to amend its hiring process to include Police Reference Checks for qualified, external applicants who are selected for any paid, voluntary or student placement positions who work within homeless shelters, clients’ homes, or other locations where clients are located, including on the street.  SSHA recognizes the importance of balancing the need to safeguard the health and safety of clients, with the need to ensure that opportunities for employment within the Toronto Public Service are not inadvertently limited as an unintended consequence. 

Police Reference Checks of qualified, external applicants who are selected for such positions will introduce an extra measure of security with respect to the suitability of the applicant to work in a position of trust with vulnerable populations.

Staff anticipate no additional annual cost to obtaining Police Reference Checks on qualified, external staff, volunteer, and student placement applicants.  Therefore, no net impact to SSHA’s approved budget is anticipated. Should there be additional costs arising from the pre-employment Police Reference Checks, SSHA will absorb these costs within its 2011 Approved Operating Budget.

The Deputy City Manager and Chief Financial Officer has reviewed this report and agrees with the financial impact information.

Verbal update from the Executive Director, Human Resources Division.

No written material available.