1.         STRATEGIC FOOD SAFETY REPORT

 

Rapport stratégique sur la salubrité des aliments

 

 

 

Committee RecommendationS AS AMENDED

 

That Council:

 

1.         Receive Ottawa Public Health’s Food Safety Strategy as outlined in this report.

 

2.         Approve the Public Health Inspection Internship Program, as outlined in this report, including an incentive payment to cover the cost of tuition and books to a maximum of $8,000 for a participating student’s last year of study in an Environmental Health Degree Program, recognizing that the student may not honour the terms of repayment of the incentive payment in the event that the student does not secure employment with the City and that the Public Health Internship Program actively search out candidates who qualify for future employment under the City of Ottawa Bilingualism Policy to undertake the Public Health Inspection Internship Program and that the candidates be offered practical, field based training during the summer of each year’s term.

 

3.         Approve the Food Handler Course and Certification fee increase to $40 per person (plus GST) and the $10 (plus GST) fee for certificate re-issue in order to improve cost recovery efforts.

 

4.         Direct staff to provide the Strategic Food Safety Report to the Ministry of Health and Long Term Care following Council approval.

 

 

RECOMMANDATIONS MODIFIÉES DU COMITÉ

 

Que le Conseil :

 

1.                  prend connaissance de la Stratégie sur la salubrité des aliments de Santé publique Ottawa, décrite dans le présent rapport;

 

2.                  approuve le Programme de stages d’inspection en santé publique décrit dans le présent rapport, y compris le versement d’un montant incitatif pouvant atteindre 8 000 $ pour couvrir les frais de scolarité et le matériel durant la dernière année d’études d’un étudiant inscrit à un programme de diplôme en hygiène du milieu, tout en reconnaissant qu’un étudiant risque de ne pas respecter les modalités de remboursement de cette somme s’il n’obtient pas un emploi à la Ville et que les responsables du Programme de stages en santé publique recherchent activement des candidats qui se qualifieraient pour un emploi en vertu de la politique de bilinguisme de la Ville d’Ottawa dans le cadre du Programme de stages d’inspection en santé publique et que les candidats se voient offrir une formation pratique sur le terrain au cours de l’été de chaque année du programme;

 

3.                  approuve l’augmentation des frais de la formation et de l’agrément des préposés à la manipulation des aliments à 40 $ par personne (TPS en sus) et l’augmentation à 10 $ des frais de renouvellement de l’agrément afin de favoriser le recouvrement des coûts;

 

4.         donne instruction au personnel de transmettre le Rapport stratégique sur la salubrité des aliments au ministère de la Santé et des Soins de longue durée après l’avoir avalisé auprès du Conseil.

 

 

Documentation

 

1.      Deputy City Manager's report, City Operations dated 1 April 2009 (ACS2009-COS-OPH-0002).

 

2.      Extract of Draft Minutes, 16 April 2009.


Report to/Rapport au :

 

Community and Protective Services Committee

Comité des services communautaires et de protection

 

and Council / et au Conseil

 

1 April 2009 / le 1 avril 2009

 

Submitted by/Soumis par :

 Steve Kanellakos, Deputy City Manager/Directeur municipal adjoint,

City Operations/Opérations municipales 

 

Contact Person/Personne ressource : Dr. Isra Levy, Medical Officer of Health

Ottawa Public Health/Santé publique Ottawa

(613) 580-2424 x, 23681

 

City Wide / à l’échelle de la Ville

Ref N°: ACS2009-COS-OPH-0002

 

 

SUBJECT:

Strategic Food safety report

 

 

OBJET :

Rapport stratégique sur la salubrité des aliments

 

 

REPORT RECOMMENDATIONS

 

That the Community and Protective Services Committee recommend that Council: 

 

1.      Receive Ottawa Public Health’s Food Safety Strategy as outlined in this report.

 

2.      Approve the Public Health Inspection Internship Program, as outlined in this report, including an incentive payment to cover the cost of tuition and books to a maximum of $8,000 for a participating student’s last year of study in an Environmental Health Degree Program, recognizing that the student may not honour the terms of repayment of the incentive payment in the event that the student does not secure employment with the City.

 

3.      Approve the Food Handler Course and Certification fee increase to $40 per person (plus GST) and the $10 (plus GST) fee for certificate re-issue in order to improve cost recovery efforts.

 

4.      Direct staff to provide the Strategic Food Safety Report to the Ministry of Health and Long Term Care following Council approval.

 


RECOMMANDATIONS DU RAPPORT

RECOMMANDATIONS DU RAPPORT

 

Que le Comité des services communautaires et de protection recommande au Conseil :

 

1.                  De prendre connaissance de la Stratégie sur la salubrité des aliments de Santé publique Ottawa, décrite dans le présent rapport;

 

2.                  D’approuver le programme de stages d’inspection en santé publique décrit dans le présent rapport, y compris le versement d’un montant incitatif pouvant atteindre 8 000 $ pour couvrir les frais de scolarité et le matériel durant la dernière année d’études d’un étudiant inscrit à un programme de diplôme en hygiène du milieu, tout en reconnaissant qu’un étudiant risque de ne pas respecter les modalités de remboursement de cette somme s’il n’obtient pas un emploi à la Ville;

 

3.                  D’approuver l’augmentation des frais de la formation et de l’agrément des préposés à la manipulation des aliments à 40 $ par personne (plus la TPS) et l’augmentation à 10 $ des frais de renouvellement de l’agrément afin de favoriser le recouvrement des coûts;

 

4.                  De donner instruction au personnel de transmettre le Rapport stratégique sur la salubrité des aliments au ministère de la Santé et des Soins de longue durée après l’avoir avalisé.

 

EXECUTIVE SUMMARY

 

A number of 2007 audits prepared by the Office of the Auditor General (AG), including the audit of the Food Safety Program, were tabled at the Council meeting of June 11, 2008 and referred to applicable Standing Committees to receive public delegations.  The Food and Safety audit was subsequently received by the Community and Protective Services Committee at its meeting of June 19, 2008 and was referred back to Council for final disposition. 

 

At its meeting of August 28, 2008 Council approved the audit of the Food Safety Program.  The Food Safety audit included 17 recommendations.  Management agreed with 15 of the 17 recommendations.  Direction on the two management disagrees were referred to the Council Audit Working Group (CAWG) for clarification.  Five motions (attached in Document 2) respecting the Food Safety audit were also approved at the August 28 meeting.

 

As part of its management response to the AG’s report, Ottawa Public Health (OPH) indicated that it would be reporting back to Committee and Council with a Strategic Food Safety report intended to identify the future strategic directions for OPH’s Food Safety Program and to respond to the AG’s recommendations.

 

The objective of the Food Safety Program Strategy is to achieve service excellence by building staff capacity, improving inspection consistency and efficiency as well as increasing information exchange.

This strategy provides a roadmap towards optimal food safety programming, prevention of food borne illnesses and increased public confidence. In addition, this strategic report addresses key findings in the in the AG’s report and fulfills City Council motions.

 

A key finding of the audit was that Provincial targets for Food Safety are not being met by the City of Ottawa with completion rates of annual inspections below prescribed levels. This shortfall has been largely attributable to a general shortage of qualified Public Health Inspectors (PHIs) compounded by non-competitive salaries, but has also been due to antiquated systems and tools which have contributed to inefficiencies associated with the inspection process.

 

Accordingly, the Auditor General’s report highlighted the need to address current limitations and better utilize available resources.   The AG’s report indicated key components required for the City to more effectively and efficiently deliver the Food Safety Program:

 

·        An Environmental Health Information System (EHIS) with a module designed specifically for Food Safety inspections as a fundamental tool to enhance efficiency and to provide for better management information to facilitate decision-making and management of resources.

·        Online Disclosure of inspection results to provide a more responsive, user-friendly, and efficient approach to providing public access to information as well as serving as an effective mechanism to enhance compliance.

·        Quality Assurance (QA) strategies such as file audits, accompanied in-field visits, periodic training on policies, procedures and consistency issues, and PHI rotation

·        A comprehensive human resource strategy to implement a more competitive salary level for PHIs, improve recruitment of new PHIs and ensure retention of existing resources.

 

Significant progress on implementation of the OPH Food Safety Strategy and AG recommendations has already been made including:

 

·        Adopting a Quality Assurance (QA) model to promote consistent, efficient, and quality inspections as well as the standardization enforcement activities.

·        Implementing the Environmental Health Information System (EHIS) by migrating from hand-written inspection form and manual file searches to handheld technologies with centralized, searchable electronic databases to improve efficiency and facilitate reporting and analysis of data.

·        Developing a website to provide online disclosure of food premise inspection results to improve public access, raise consumer awareness regarding food safety and assist the public with making informed choices.

·        Enhancing recruitment and retention by increasing Public Health Inspector compensation from 23rd percentile to the 75th percentile among comparative Ontario municipalities

·        Reinstituting the Public health Inspection Internship Program to attract students presently enrolled in an Environmental Health Degree programs to work in the Ottawa community

·        Organizational realignment to ensure more equitable division of work

·        Exploring the development of a re-inspection fee by-law.

·        Implementing modest increases to fees for the food handler course and certification to enhance cost recovery without discouraging participation in such courses.

 

In 2008, the Food Safety Program completed a total of 13,201 inspections, 8.5% more than in 2007 with the percentage of mandatory of high-risk food premises inspections increasing to 69%. This includes the necessary diversion of inspection resources to manage the local aspects of the national Listeriosis outbreak and the training of PHIs in the use of new technology.

Results are expected to improve as OPH fulfills its goal of service excellence in the delivery of the Food Safety Program and as the AG recommendations are implemented and operationalized.  Details of the Ottawa Public Health’s Food Safety Strategy are contained in the following report.

 

RÉSUMÉ

 

Un certain nombre de vérifications de 2007 issues du Bureau du vérificateur général (BVG), dont une sur le Programme de salubrité alimentaire, ont été présentées au Conseil le 11 juin 2008 et soumises aux comités permanents compétents pour recevoir des délégations publiques. La vérification sur la salubrité des aliments a ensuite été reçue par le Comité des services communautaires et de protection à de sa réunion du 19 juin 2008 et a été renvoyée au Conseil pour la prise d’une décision finale.

 

À sa réunion du 28 août 2008, le Conseil a approuvé la vérification du Programme de salubrité des aliments, qui contenait 17 recommandations. Les deux recommandations avec lesquelles la direction était en désaccord ont été renvoyées au Groupe de travail du Conseil sur la vérification (GTCV) afin que celui-ci apporte des éclaircissements. Cinq propositions (voir annexe 3) portant sur la vérification du Programme de salubrité des aliments ont également été approuvées à la réunion du 28 août.

 

Dans la réponse de la direction au rapport du BVG, Santé publique Ottawa (SPO) a annoncé qu’elle produirait un rapport stratégique visant à déterminer l’orientation stratégique du Programme de salubrité des aliments de SPO et à répondre aux recommandations du BVG.

 

L’objectif de la stratégie du Programme de salubrité des aliments est l’excellence du service par le développement des compétences du personnel, l’amélioration du caractère systématique et de l’efficacité des inspections, ainsi que l’accroissement de l’échange d’information. Cette stratégie est une voie vers l’optimisation du Programme de salubrité des aliments, la prévention des maladies d’origine alimentaire et l’amélioration de la confiance de la population. De plus, ce rapport stratégique traite des principales conclusions du rapport du BVG et concrétise les propositions du Conseil municipal.

 

La vérification a permis de conclure que la Ville d’Ottawa n’atteint pas les objectifs provinciaux en matière de salubrité des aliments, le nombre d’inspections annuelles se trouvant en dessous du taux prescrit. Cette lacune est grandement attribuable à la pénurie générale d’inspecteurs de la santé publique (ISP) combinée aux salaires non concurrentiels, mais aussi à la caducité des systèmes et des outils.

 

Ainsi, le rapport du VG souligne la nécessité de combler ces lacunes et de mieux tirer profit des ressources disponibles. Le rapport du VG énumère les moyens qui permettront à la Ville d’exécuter le Programme de salubrité des aliments de manière plus efficace et économique :

 

·        l’implantation d’un système d’information sur l’hygiène du milieu (SIHM) comprenant un module conçu spécialement pour les inspections de la salubrité alimentaire, en tant qu’outil essentiel permettant d’améliorer l’efficacité et de mieux gérer l’information pour faciliter la prise de décisions et la gestion des ressources;

·        la divulgation en ligne des résultats des inspections, afin de rendre l’accès à l’information par la population plus adapté, plus facile et plus économique, à titre de mécanisme efficace d’amélioration de la conformité;

·        le recours à des stratégies d’assurance de la qualité comme la vérification des dossiers, des visites sur place accompagnées, une formation périodique sur les politiques, les procédures et la périodicité, ainsi que la rotation des ISP;

·        le recours à une stratégie exhaustive de ressources humaines pour offrir un salaire plus concurrentiel aux ISP, améliorer le recrutement et fidéliser les employés actuels.

 

On observe d’importants progrès dans la mise en œuvre de la stratégie de SPO en matière de salubrité des aliments, et certaines recommandations du VG ont déjà été suivies, notamment les suivantes :

 

·        adopter un modèle d’assurance de la qualité favorisant le caractère systématique, l’efficience et la qualité des inspections et des mesures d’application des normes;

·        mettre en place un SIHM en délaissant les formulaires d’inspection sur papier et les recherches manuelles au profit d’appareils portatifs et de bases de données centralisées pour accroître l’efficience et faciliter la présentation et l’analyse des données;

·        créer un site Web pour la divulgation en ligne des résultats des inspections des dépôts d’aliments, afin d’améliorer l’accès à l’information par la population, de sensibiliser les consommateurs à la salubrité alimentaire et d’aider la population à faire des choix éclairés;

·        améliorer le recrutement et la fidélisation en faisant passer la rémunération des ISP du 23e percentile au 75e percentile des municipalités ontariennes;

·        relancer le Programme de stage d’inspection en santé publique pour inciter les étudiants actuellement inscrits à un programme de salubrité de l’environnement à travailler pour la Ville d’Ottawa;

·        procéder à une réorganisation assurant une division du travail plus équitable;

·        envisager l’adoption d’un règlement sur des frais de réinspection;

·        instituer une légère augmentation des frais de formation et d’agrément des préposés à la manipulation des aliments pour faciliter le recouvrement des coûts sans faire diminuer les inscriptions.

 

En 2008, dans le cadre du Programme de salubrité des aliments, ont eu lieu au total 13 201 inspections, soit 8,5 % de plus qu’en 2007, le pourcentage d’inspection obligatoire des dépôts d’aliments à haut risque ayant augmenté à 69 %. On prévoit une amélioration des résultats après l’atteinte de l’excellence de l’exécution du Programme et la mise en œuvre des recommandations du VG. Le présent rapport expose en détail la stratégie en matière de salubrité des aliments de SPO.


BACKGROUND

 

The objective of the Food Safety Program Strategy is to achieve service excellence by building staff capacity, improving inspection consistency and efficiency as well as increasing information exchange. This strategy provides a roadmap towards optimal food safety programming, prevention of food borne illnesses and increased public confidence. In addition, this strategic report addresses recommendations in the City of Ottawa’s Auditor General’s 2007 Audit of the Food Safety Program and fulfills City Council motions. The 2008 Food Safety Program statistics are also included in this report.

 

DISCUSSION

 

Staff Capacity

 

The Health Protection and Promotion Act (HPPA), 1990 mandates the inspection of “food premises and any food or equipment therein or thereon for the purpose of preventing, eliminating, and decreasing the effects of health hazards”. Food premises are inspected by Public Health Inspectors (PHIs) under the authority of the HPPA and the Provincial Food Premises Regulation 562.  The frequency of inspection per premise is determined by assessing the risk of food-borne illness. According to Provincial targets, high-risk premises require a minimum of three inspections per year and they include: restaurants, caterers, nursing and retirement homes, hospitals, full-menu daycares and premises previously implicated or confirmed as a source of food borne illness. Medium-risk premises require a minimum of two inspections per year and they include: bakeries, butcheries, delicatessens, fishmongers, fast food establishments, and submarine and pizza shops. Low-risk premises require a minimum of one inspection per year and they include stores that display and sell pre-packaged foods involving no food preparation.

 

Each year, OPH reports to the Ministry of Health and Long Term Care (MOHLTC) regarding completed inspections and compliance with the Provincially-mandated annual inspection frequencies. Although there has been no indication of associated health impacts, and because available resources are targeted at professionally determined areas of maximum need, currently, OPH is not meeting the Provincial targets for Food Safety inspection frequencies.  In addition to continuing a rigorous risk assessment process that ensures inspections are performed at premises posing the greatest risk to public health, compliance with the Provincial standards remains a principal priority of the Food Safety Program.

 

Organizational re-alignment

 

The review and re-alignment of management and supervisory positions within the Food Safety Program was completed in March 2009.

 

Prior to the re-alignment, Supervisors were assigned small food inspection districts and served as the first point of contact for inspection staff.


Following the recent review, the role of the Supervisor has been updated to improve compliance with the Provincial inspection targets, reflect the strategic direction of the Food Safety Program and to fulfill recommendations from the Auditor General. Supervisors are no longer assigned small inspection districts and are now responsible for:

·        Maintaining specific assigned dossiers of technical and scientific reference materials relevant to public health and ensuring that their peer supervisor colleagues are operationally exposed to each portfolio sufficiently in order to efficiently locate and search relevant information rapidly and effectively in their absence;

·        Ensuring Food Safety Program consistency through the Quality Assurance Program and the Environmental Health Information System (EHIS);

·        Supervising and supporting staff in administrative and field related matters; and

·        Welcoming, assigning and training all public health inspection students.

 

Program Managers have also re-aligned their respective programs to ensure a more equitable division of work and staff.

 

More equitable distribution of workload for inspection staff was another concern raised in the 2007 Audit of the Food Safety Program.  Recommendation 4, of the Audit directs OPH to institute a more evenly distributed staff to premise ratio. For years, the Food Safety districts were created based on the number of food premises. Districts are being reworked and will be more closely associated with workload and frequency of inspections. A more even distribution of workload is a critical strategy to achieve compliance with  Provincial inspection frequency targets. PHIs will be deployed into the new districts throughout 2009.

 

Recruitment and Retention

 

Recommendation 7 of the City of Ottawa’s Auditor General’s review of the Food Safety Program directed OPH to pursue a market rate assessment (MRA) of PHI salary levels. At the time of the audit, PHI salaries in Ottawa were in the 23rd percentile when compared with other health units in the province. The Council motion No. 41/4 passed August 28, 2008 also supported an adjustment of PHI salaries and recruitment efforts: “Therefore be it resolved that market rate adjustment assessment be accelerated to ensure that competitive salary and benefits packages are available as a key part of Ottawa Public Health’s Public Health Inspectors’ recruitment and retention strategy”.

 

The MRA is now complete and the allocation of funds was approved in the 2009 budget. The health units of Durham, Halton, Hamilton, Niagara, Peel, Toronto and York were deemed suitable comparators to Ottawa in terms of geographical size and population served. Public Health Inspector salaries were adjusted in Q1 2009, bringing salary levels to the 75th percentile.

 

In addition to providing competitive salaries, OPH is in the process of re-instituting the Public Health Inspection Internship Program in order to effectively attract inspectors to Ottawa. A similar program existed in the former Regional Public Health Department and the importance of its renewal was highlighted in the AG’s report.


This program will provide students currently enrolled in an Environmental Health Degree Program with the opportunity to earn practical, field-based experience with OPH during one summer term and will guarantee the student employment after the student completes his or her studies, subject to successful negotiation with the Canadian Public Employees Union, Local 503 on the employment guarantee. To provide further incentive for a job term commitment, OPH is seeking Council’s approval for authority to provide an incentive payment to cover the cost of books and tuition during the student’s last year of study in an Environmental Health Degree Program to a maximum of $8,000.00.  This incentive payment of $8,000 could be absorbed within existing resources but again, would be subject to successful negotiation with the Canadian Public Employees Union, Local 503 on combining the payment with an employment guarantee. Under the previous Public Health Inspection Internship Program, the Regional Public Health Department offered a similar incentive payment to participating students. In reinstituting this program staff acknowledge that there is a strong possibility that a student may not honour the terms of repayment of the incentive in the event that the student does not secure employment with the City. The incentive payment and a guarantee of employment with the City will be subject to consultations between the City and Canadian Union of Public Employees, Local 503. The incentive payment provisions may be circumscribed, depending on the outcome of negotiation with Canadian Public Employees Union, Local 503 on the issue of combining the incentive payment with an employment guarantee.

 

As health units across Ontario are struggling to adequately staff their public health inspection programs and given the fact that the number of students graduating from Environmental Health Programs is not sufficient to replace retiring inspectors nor to meet the needs of a growing population, OPH believes a strong cases exists to provide financial incentives to attract new inspectors to Ottawa. Subject to Council approval, the first student could enter the re-instituted internship program in May 2009. It is anticipated that one student will be enrolled in the Public Health Internship Program each year for the next five years or until all PHI vacancies are filled

 

Filling PHI vacancies remains a priority of the Food Safety Program and was acknowledged by the Council motion No.41/5: “Therefore be it resolved that Management allocate the necessary resources to the extent possible within the remaining budget year, and within the draft budget of 2009, to fully staff the Food Safety Program as soon as possible.”

 

Since tabling of the AG’s report in August 2008, three certified PHIs have been hired and two trainees are completing practical training with the expectation that they will be certified in April 2009. OPH has also attended career fairs to recruit new graduates and has posted a recruitment notices via the Canadian Institute of Public Health Inspectors website.

 

Inspection Consistency and Efficiency

 

Quality Assurance Program

 

Implementation of a Quality Assurance (QA) Program is a priority of OPH’s Food Safety Program strategy in order to achieve service excellence. Components of recommendations 3, 4 and 6 of the City of Ottawa’s Auditor General’s review of the Food Safety Program proposed elements of a Quality Assurance (QA) program. In addition, the Council motion No. 41/7 passed August 28, 2008 also supports implementation of a QA program: “Therefore be it resolved that Ottawa Public Health undertake a report to Council of a national and international best practice analysis of quality assurance and continuing professional development practices and procedures with the first report due no later than March 2009, with subsequent reports to be brought forward on an annual basis.”

 

Review of National and International Quality Assurance Programs

 

An extensive review of National and International QA programs was conducted in 2008. The different models of quality assurance programs in North America can be grouped into three categories: telephone follow-up by the supervisor; joint visit of supervisor and staff inspector; and supervisory solo visit following staff inspection. All models include regular file reviews by supervisors.

 

QA programs that include telephone follow-up involve the supervisor discussing with the food premise operator the details of an inspection that has been recently completed. The supervisor may ask questions about the inspection report left with the operator and invites comment on the inspector’s style, behaviour or judgement.  This is a method employed by some agencies, mainly for staff performance appraisals rather than an evaluation of how consistently a food safety program is meeting its expectations and requirements. Toronto, Regina, Vancouver, Atlanta and Los Angeles use this approach in a performance appraisal capacity.

 

A joint visit of supervisors and staff inspectors is a commonly used QA model. This method allows the supervisor and staff inspector to see precisely the same circumstances at the same time, making assessments contiguous in time. Upon leaving the food premise, the supervisor can share thoughts and review the file with the inspector immediately. York, Edmonton, Hamilton, Halifax (part of Nova Scotia provincial program), Middlesex-London, Montreal, Vancouver, Waterloo, Winnipeg, Atlanta, Los Angeles, New York City and San Francisco employ this model.

 

In the supervisory solo visit following the inspection model, the supervisor conducts a repeat inspection without the staff inspector. Toronto, Regina, Vancouver, Atlanta and Los Angeles infrequently use this method for staff performance appraisal. While this method is more hands-on than the telephone follow-up, it essentially duplicates a service. This is not a desirable format for OPH as the Food Safety Program remains under-staffed. It is more advantageous from an efficiency perspective to carry out joint inspections, enabling OPH to fulfill its required annual inspection frequencies while pursuing quality assurance.

 

Ottawa’s Food Safety QA Program

 

The overall goal of the QA Program is to confirm that food safety programming is being applied in the community in a manner that is health-relevant, consistent and efficient. QA is a mode of ensuring service excellence and fostering public confidence as the expectations of the Food Safety Program are confirmed with every inspection.

 

The joint visit of a supervisor and staff inspector model (as described above) forms the basis of the new QA Program. The outcomes of each QA visit will be documented in a QA report and will include assessments to determine if: policies are applicable and appropriate in the circumstances of the inspection; policies were consistently applied; and that the food premise operator received an adequate report on the findings of the inspection. All inspectors will receive at least one joint visit in 2009 for QA purposes.

 

While staff performance is not the main focus of QA, the reality is that inspection staff are delivering a service that is being assessed. Should program delivery elements be seriously lacking in the opinion of the supervisor, these observations are shared and discussed with the inspector privately immediately following the visit. If professional failings are consistently noted in program delivery, the supervisor will review the matter with management. The matter then falls to management to oversee activities such as education, training or disciplinary action.  

 

The Auditor, as an additional QA measure, recommended the rotation of PHIs.  Rotation of staff is practiced in other health units and is cited as a tool that minimizes the potential for food premise operators to unduly influence inspectors.  The benefits of this QA measure will be weighed against the benefits of keeping some PHIs in their districts.  OPH has pragmatically selected linguistic balance of talent in its geographical areas, as we presently have francophone and Cantonese speaking inspectors. This capacity to serve food premises owners in their native language would be adversely affected if staff were routinely moved out of their district into another for no other reason than a mandatory rotation policy. Supervisors will be reviewing rotation every 18 to 24 months.

 

Several tools are in development to enhance and bring QA to the forefront of food safety inspections. Supervisors are completing a comprehensive review of policy and procedures with the goal of ensuring that legislation standards and best practices are reflected in field-based policies and procedures. As supervisors are the stewards of QA, they have completed organizational excellence and quality assurance training as well as taken the lead on the newly implemented Environmental Health information System, which has quality assurance features.

 

Inspection and re-inspection fees

 

Recommendation 10 of the 2007 Audit of the Food Safety Program states “That management, once a more strategic approach to managing the Food Safety Program has been established, pursue the feasibility of inspection fees or specifically a surcharge fine for repeat offenders (i.e., charge for extra visits required to ensure compliance, beyond the Provincially-mandated annual inspection frequency).” Management has undertaken research into the best practices regarding inspection fees and has determined that inspection fees are not best practice. The only health unit in Ontario charging inspection fees is Hamilton Public Health, and they have experienced numerous implementation problems.  Like Ottawa, Hamilton does not meet 100 percent of the required food premises inspections, thus there are a number of premises that presently pay the inspection fee but do not get full service.


Approximately 30% of food premise operators in Ottawa fail to comply with the Food Premises Regulation and a subset of these operators repeatedly fail to comply. Re-inspections that are required to address deficiencies, violations and complaints take up a relatively large proportion of staff time, compromising staff’s ability to meet Provincial inspection frequency targets.

 

OPH is currently exploring the work-up of a re-inspection fine by-law as well as other options to reduce monopolization of staff time by chronic re-inspections. A re-inspection by-law would impart revenue and provide a financial deterrent to non-compliance, however there are some considerations to bear in mind:

·        The QA program re-enforces consistency and efficiency with every inspection. OPH is committed to consistently applying enforcement strategies presently available and letting these strategies serve as meaningful deterrents to non-compliance. Clear policy and procedure standards for re-inspections and enforcement are being set through the QA process;

·        Clear and consistent criteria for a re-inspection worthy of a surcharge fine need to be defined; and

·        The by-law may remove professional judgment, discretionary abilities and nuanced enforcement, thereby compelling punitive action.

 

Re-inspection consistency and efficiency will be addressed by the QA Program and OPH will continue to explore the feasibility of a re-inspection fine by-law. OPH is seeking a legal opinion on this issue and will report back once the information is available.

 

 

Information Exchange

 

Food Handler Certification Program

 

Ottawa Public Health strives to reduce the incidence of food-borne illness by providing voluntary food handler training and certification. It is an excellent opportunity for food handlers from restaurants, take-out operations, catering businesses or mobile food premises to learn safe ways of preparing food. Premises with certified food handlers are less likely to require re-inspections as staff are trained to reduce risks and infractions.

 

Recommended changes to the Food Handler Certification Program by the Auditor General, focussed on increasing the competitiveness of the course and certification fees as well as implementing a Mandatory Food Handler Training by-law (Recommendations 3, 6, 11 of the Food Safety Audit). The Council motion No. 41/8 passed August 28, 2008, also supports changes to the Program: “ Therefore be it resolved that Ottawa Public Health explore ways to increase awareness of and expand the uptake in the food handlers training program, as well as review the current fees structure for the program; and that Ottawa Public Health provide a status update to Council no later than March 2009, which includes an update on any movement towards possible legislation that would make it mandatory for food handlers to take the training program.”

 

Food Handler Course and Certification Fees

 

Currently, OPH charges $25.00 (plus GST) per person for the course, manual and certification examination. Examination-only sessions are available for a fee of $10.00 (plus GST) per person. This represents a partial cost-recovery fee structure. OPH conducted research of other Public Health Units in Ontario to compare fees and inclusions. As illustrated in Table 1, classroom-based course fees charged by OPH are less expensive than all sampled health units. The charge for the examination-only session is also among the lowest fees charged (Table 2) but is the same as two other health units. Inclusions provided by OPH, such as manuals and certificates, are also provided by comparator health units.

 

 

Table 1 – Food handler course and certification fees for classroom-based sessions

Health Unit

Format

Cost per person

Inclusions

Durham

One day session

$40.00

Manual, course, probe thermometer, exam, certificate and laminated wallet card

Halton

One day session

$45.00

Manual, course, exam, certificate and wallet card

Hamilton

One day session

$35.00

Manual, course, exam and certificate

Niagara

Nine hour course taught in three sessions

$35.00

Manual, course, exam and certificate

Peel

One day session

$35.00

Manual, course, exam and certificate

Half day session

$35.00

Manual, course, exam and certificate

Toronto

One day session

$73.50

Manual, course, exam and certificate

York

One day session

$41.00

Manual, course, exam and certificate

Ottawa

One day session

$25.00

Manual, course, exam and certificate

 

Table 2 – Food handler certification fees for self-study and examination-only sessions

Health Unit

Format

Cost per person

Inclusions

Durham

Self-study and exam-only session

$25.00

Manual, exam and certificate

Halton

Self-study and exam-only session

$25.00

Manual, exam and certificate

Hamilton

Self-study and exam-only session

$25.00

Hard-copy manual, exam and certificate

Self-study and exam-only session

$10.00

Exam and certificate (manual downloaded for free)

Niagara

Not available

-------

-------

Peel

Self-study and exam-only session

$35.00

Manual, exam and certificate

Self-study and exam-only session

$10.00

Exam and certificate

Toronto

Self-study and exam-only session

$63.00

Hard-copy manual, exam and certificate

Self-study and exam-only session

$31.50

Exam and certificate (manual downloaded for free)

York

Self-study and exam-only session

$20.50

Manual, exam and certificate

Ottawa

Self-study and exam-only session

$10.00

Exam and certificate

 

Subject to Council approval, by September 2009, OPH will increase the fees to $40 (plus GST) per person for the course, manual and certification examination and a $10 (plus GST) fee will be charged for certificate re-issue. These fee increases will improve partial cost-recovery and charging a fee for certificate re-issue will help cover administrative costs associated with re-printing and distributing duplicate certificates. Examination-only sessions will continue to be available for a fee of $10 (plus GST) per person. It is worth noting that course and examination fees are reduced or waived in some circumstances. For example, food handlers on financial assistance can apply for a reduction in course fees.

 

Mandatory Food Handler Certification

 

The 2008 Ontario Public Health Standards (OPHS) mandates health units to ensure that private and public food providers have access to training in safe food handling practices and principles in accordance with the provincial Food Safety Protocol, 2008 (or as current). It is not currently required by the Ministry of Health and Long Term Care (MOHLTC) that health units implement mandatory food handler training.

 

There are advantages to mandatory food handler training, such as ensuring that all food handlers have the same level of training and the same knowledge of safe food handling practices. And as previously stated, premises with certified food handlers are less likely to incur violations during inspections, therefore less likely to require re-inspection. Consequently, theses advantages also translate to public health benefits, such as reduction in incidence of food-borne illnesses and improved ability of OPH to meet Provincially mandated annual inspection frequencies.

 

Despite the cited benefits, there are drawbacks to this form of legislation and issues to consider. It is worth noting that not all food handlers require the same level of training because there are different levels of risk associated with different food premises. These differing levels of risk are acknowledged in the mandated annual inspection frequencies as the frequency of establishment inspection is based on the risk of food-borne illness. Food handlers in high-risk establishments, such as restaurants, are directly involved in food preparation and cooking, while operators of low-risk premises sell pre-packaged foods involving no food preparation.

 

In addition, certified food handler training is but one educational strategy employed by OPH to prevent food safety infractions and food-borne illnesses. On-site safety training is an approach used by Public Health Inspectors to educate food handlers and operators in food premises on specific food safety issues that arise during inspections. This is a practical, hands-on approach that works very well, particularly with food handlers that learn better via demonstration than in a structured classroom setting.  Another strategy is Critical Control Point (CCP) monitoring.

This process involves identifying specific points in the food processing cycle where action must be taken to ensure ongoing food safety. An example would be the monitoring of a cooling temperature of a hazardous food to verify that the time/temperature relationship does not encourage bacterial growth. HACCP (Hazard Analysis Critical Control Point) audit is yet another educational approach. This process involves an in depth analysis of several steps in a food preparation process where there is considerable potential for food borne illness. During this process, the inspector provides direction to the operator and his or her staff on the remediation of potentially hazardous practices in the processing of a particular food item that could cause food poisoning. Public Health Inspectors are also available for consultations, which are used to address a specific issue generated by either the operator or the inspector.

 

Currently, the cities of Hamilton and Toronto have implemented mandatory food handler certification by-laws. The City of Hamilton by-law requires that during all hours of operation, high- and medium-risk premises must have at least one certified person on site working in a supervisory capacity. Low-risk premises are exempt from the by-law, which came into full effect January 1, 2008.

 

The City of Toronto’s by-law requires that at all times at least one certified food handler be working in a supervisory capacity in each area of the premises where food is prepared, processed, served, packaged or stored. In addition, each licensed refreshment vehicle owner, operator, driver or assistant must obtain a food handler certificate if such person sells or handles refreshments or is working in a refreshment vehicle from which ice cream, ice cream cones, frozen desserts and other frozen confections are sold. The City of Toronto phased in its by-law implementation, requiring that all high-risk food premises meet compliance by end of 2007.  Medium-risk premises are required to be in compliance by end of 2009. Phasing in of the by-law was critical to helping accommodate the increase in demand for certification. In 2006, when the by-law was introduced, the program had 7,700 participants. In 2007, which was the first full year of implementation, more than 10,000 participants were enrolled. In addition, Toronto Public Health accredited a third party for certification to accommodate some of the increase in demand. Should a mandatory food handler certification by-law be implemented in Ottawa, it is anticipated that an additional three FTEs would be required to manage and deliver the courses to accommodate the increase in demand for food handler certification.

 

Given that mandatory food handler certification is not mandated in the 2008 Ontario Public Health Standards, that OPH does not have the staffing resources to implement mandatory food handler certification, and that the comprehensive QA program will solidify the significance of multiple educational approaches during inspections, OPH will not pursue the development of a mandatory food handler certification by-law at present. Currently, Ottawa Public Health has the second highest food handler course enrolment in Ontario with a voluntary certification program. OPH is committed to increasing access to food handler certification via other means, including ensuring the course and examination fees provide partial cost recovery and do not act as a financial barrier for participants. In addition, OPH will continue to pursue opportunities for offering food handler certification in different languages in an effort to reach out to Ottawa’s multicultural communities. Two courses have recently been given in Cantonese. These sessions were well attended and the pass rates were higher than the average food handler course pass rate. In addition, more sessions will be given in Cantonese in 2009 and a course in Arabic is also scheduled.

 

Environmental Health Information System

 

Several recommendations in the 2007 Audit of the Food Safety Program directed OPH to upgrade its information technology and to develop and implement an Environmental Health Information System (EHIS). Hand-written inspection forms and manual file searches are being replaced with handheld technology and a more sophisticated electronic database. The new system enables entry of inspection results onto electronic forms that are uploaded to a centralized database for easy retrieval. The new technology is integral to improving the speed at which staff and management can access records on inspection compliance rates and also provides food operators with inspection reports that have consistent messaging, further solidifying the Food Safety QA Program.  The EHIS is currently being piloted with the majority of PHIs using the technology. Full implementation of the EHIS will occur in Q2 2009.

 

The EHIS will make data entry more consistent and easily retrievable, thus contributing to quality assurance efforts and allowing Management to monitor compliance rates more efficiently. In addition, the EHIS may assist with attracting new Public Health Inspectors to OPH as it provides employees with the opportunity to work with leading edge technology.

 

On-line disclosure of inspection reports

 

OPH will be providing online disclosures of the results of food premises inspection reports via ottawa.ca, beginning in Fall 2009. OPH has been working closely with I.T. to develop the website as well as with Corporate Communications to facilitate focus groups to test the usability of the proposed web design as well as conducting consultations with food operators.  The new website will help improve public access to inspection results, raise consumer awareness regarding food safety and assist the public with making informed choices.

 

2008 Food Safety Program Statistics

 

The Auditor General recommended, in his 2007 Audit of the Food Safety Program, that OPH monitor and report regularly on meaningful trends or indicators of the Program’s successes and results achieved to Council. Beginning in 2010, Food Safety Program statistics will be presented as a stand-alone report to Council and will serve to demonstrate progress OPH is making towards achieving compliance with Provincial inspection frequency targets.

 

Compliance

 

In 2008, the Food Safety Program completed 13,201 inspections. Of those inspections, 9,744 were compliance inspections 1,922 were re-inspections and 1,051 were inspections conducted during the listeriosis recall (Table 3). 1,038 more inspections were conducted in 2008 than in 2007.  In addition, Public Health Inspectors inspected large public events, such as the Tulip Festival, Jazz Fest, Blues Fest, Super X, Winterlude, Canada Day, Ottawa Children's Festival, the Glebe garage sale and the Franco Ontario festival. 29 full-time equivalent (FTE) Public Health Inspectors operated the Food Safety program in 2008. Currently, there are 29.5 Public Health Inspector FTEs in the Food Safety Program.

 

Table 3 –Food Safety inspections, investigations and program activities

 

2007

2008

Food premises

5,815

5,767

Total inspections

12,163

13,201

Compliance inspections

9,826

9,744

Re-inspections

1,953

1,922

Risk assessments

6,128

6,130

Complaint investigations (reports of illness, adulteration, sanitation, etc…)

524

500

Consultations

4,628

5,550

Hazard Analysis Critical Control Points (HACCP) audit

801

570

Critical Control Point (CCP) monitoring

6,502

6,709

On-site safety training

2,769

2,790

Certified food handlers

1,496

995

Tickets

33

9

Closure orders

12

1

Full-time equivalents (FTEs)

29

29

 

Since 2005, the Food Safety Program has improved compliance with Provincially-mandated inspections of high-risk premises (Table 4). A priority of the Program has been to concentrate resources and staff efforts in premises that carry the highest risk of food borne illness. In 2008, 37% of high-risk premises received more than the Provincially-prescribed annual inspections (Table 5).

 

Table 4 – Compliance with Provincial inspection frequency targets

Type of food premise

Inspection frequency meets or exceeds Provincial requirements (%)

2005

2006

2007

2008

High-risk

56

63

68

69

Medium-risk

80

87

70

65

Low-risk

71

79

74

75

 

 

Table 5 - Inspection frequency exceeds Provincial targets

Type of food premise

Inspection frequency exceeds Provincial requirements (%)

2005

2006

2007

2008

High-risk

31

33

35

37

Medium-risk

13

13

26

28

Low-risk

14

14

17

16

 


 

During inspections, PHIs use several strategies depending on the circumstances to achieve long-term compliance through a collaborative educational approach with the food premise operator. Theses strategies include safety training, critical control point (CCP) monitoring, hazard analysis critical control point (HACCP) audits and consultations.

 

The two strategies used to correct deficiencies and continuing non-compliance are re-inspection and legal action. Of these two options, the re-inspection process is more cost effective and frequently used. Critical deficiencies, (those if left uncorrected could contribute to food borne illness), are followed up within 24 hours unless the operator is able to correct them immediately. For non-critical deficiencies, a compliance timeline is set with the operator and a follow-up inspection is made to ensure correction. Should this strategy not result in compliance, legal action will follow. 1,922 re-inspections were conducted in 2008 (Table 3).

 

Legal Action refers to a number of legal procedures, which can be used when the above strategies have not resulted in compliance. The issuance of Provincial Offences Notices (Tickets or Summons), the seizure and disposal of food potentially unfit for consumption, and the issuing of legal orders under the Health Protection and Promotion Act are the most common forms of legal action used. If any deficiencies noted are not corrected within the time specified, as verified by re-inspection, a Provincial Offence Notice (ticket or summons) can be issued.  Tickets are submitted to the Provincial Court for processing and a conviction is registered if the operator pleads guilty, fails to appear, or is found guilty by a judge. All deficiencies are pursued until they are corrected.  Failure to comply following the issuance of a ticket will result in further action such as a summons, an order, or in severe cases, closure. 9 tickets and 1 closure order were issued in 2008 (Table 3).

 

Food recalls, outbreaks and surge capacity planning

 

Pursuant to the Ontario Public Health Standards (OPHS), OPH is mandated to ensure that “the medical officer of health or designate is available on a 24/7 basis to receive reports and respond to…unsafe food-handling practices, food recalls, adulteration and consumer complaints” (OPHS, 2008). OPH is also mandated to provide assistance to the Canadian Food Inspection Agency (CFIA) and the Chief Medical Officer of Health in removing products that may represent a health hazard to consumers. Generally, OPH is deployed to assist in food recalls that pose imminent health hazard and carry high probability illness and/or death. Regardless of the level of involvement in a food recall, OPH continually monitors food recall notices to safeguard public health.

 

In 2008, OPH was deployed once by its Federal and Provincial partners to assist in the large-scale recall of food products contaminated with Listeria monocytogenes. Over the course of 39 days, 1,051 inspections were conducted and 51 premises were found to contain products involved in the recall. Approximately 350 priority phone calls were made by Public Health Inspectors at the outset of the recall to Long Term Care and Child Care Facilities to ensure that they were aware of the implicated products and had removed them from circulation. 2 cases of listeriosis associated with the recalled products were confirmed in Ottawa.

 

Table 6 – Food Safety Program recall and outbreak investigation activities

 

2007

2008

Food recall investigations

0

1,051

Food recall priority phone calls

0

350

Cases of listeriosis associated with recalled products

N/A

2

Food poisoning investigations

86

77

Confirmed cases of food poisoning associated with Ottawa area food premises

5

0

 

77 food poisoning investigations were conducted in 2008, 9 fewer than in 2007. Food poisoning investigations in 2008 confirmed no cases of food poisoning associated with Ottawa area food premises. In 2007, investigations confirmed food poisoning in 5 cases. A surge capacity plan to deal with large-scale outbreaks and emergencies is under development and will be created in conjunction with the OPH branch-wide all-hazard Continuity of Operations Plan.

 

 

Conclusion

 

Ottawa Public Health is committed to improving the Food Safety Program in the areas of staff capacity, inspection consistency and efficiency as well as information exchange. Providing easy public access to food inspection reports, introducing measures to improve consistency as well as compliance with annual inspection requirements, and monitoring trends and successes of the Food Safety Program are strategies that OPH is pursuing to achieve service excellence and public health protection.

 

CONSULTATION

 

There was no public consultation undertaken during the development of this information report.

 

LEGAL/RISK MANAGEMENT IMPLICATIONS

 

As indicated under the “Staff Capacity, Recruitment and Retention” section of this report, the ability of staff to offer an incentive payment combined with an employment guarantee under the Public Health Inspection Internship Program will be subject to successful negotiations with the Union of Public Employees, Local 503. Labour relations related issues may prevent the City from implementing this incentive payment combined with and an employment guarantee. The incentive payment provisions may be circumscribed, depending on the outcome of negotiation with Canadian Public Employees Union, Local 503. Subject to these comments, there are no legal/risk management impediments to implementing any of the recommendations in this report.

 

FINANCIAL IMPLICATIONS

 

Funds are available for transfer to the Inspection Internship Program within the Ottawa Public Health budget.

 

SUPPORTING DOCUMENTATION

 

Document 1 – Council Motions re: the Food Safety Audit  – August 28, 2008.

Document 2 - Summary checklist of audit recommendations addressed via Strategic Food Safety report

 

DISPOSITION

 

Ottawa Public Health will action any direction received as part of consideration of this report. 


Document 1

 

OTTAWA CITY COUNCIL

28 August 2008

ANDREW S. HAYDON HALL

10:00 a.m.

 

MINUTES 41

 

 Food Safety Program

 

MOTION NO. 41/4

 

Moved by Councillor J. Harder

Seconded by Councillor S. Qadri

 

WHEREAS there currently exists a national shortage of Public Health Inspectors; and

 

WHEREAS the Auditor General noted, in his 2007 Audit of the Food Safety Program, that a recent market survey by Employee Services has concluded that Public Health Inspector salaries in Ottawa are in the 23rd percentile compared to other Health Departments; and

 

WHEREAS recruitment efforts have been met with frustration, given non-competitive salaries and out-of-date technologies;

 

THEREFORE BE IT RESOLVED THAT the market adjustment assessment be accelerated to ensure that competitive salary and benefits packages are available as a key part of Ottawa Public Health’s Public Health Inspectors’ recruitment and retention strategy; and

 

THAT Ottawa Public Health provide a status update to Council no later than March 2009.

 

                        CARRIED

 

MOTION NO. 41/5

 

Moved by Councillor M. Bellemare

Seconded by Councillor J. Harder

 

WHEREAS according to the 2007 Audit of the Food Safety Program by the Office of the Auditor General, the City of Ottawa is not in compliance with Provincial Mandatory Guidelines for Food Safety;

 

AND WHEREAS according to Management, “in order to be able to ensure 100 percent compliance, Ottawa Public Health (OPH) requires seven additional/new FTEs to be assigned to the Food Safety Program”;

 

THEREFORE BE IT RESOLVED THAT Management allocate the necessary resources to the extent possible within the remaining budget year, and within the draft budget of 2009, to fully staff the Food Safety Program as soon as possible.

 

                        CARRIED

 

 

MOTION NO. 41/6

 

Moved by Councillor S. Desroches

Seconded by Councillor P. Feltmate

 

That the Strategic Food Safety Report to be prepared by staff include a report on the City’s participation in the federal-provincial food recall system.

 

                        CARRIED

 

 

MOTION NO. 41/7

 

Moved by Councillor S. Qadri

Seconded by Councillor E. El-Chantiry

 

WHEREAS quality assurance strategies are critical given the dangers posed by food borne illness and the fact that public health inspectors work so independently in the field; and

 

WHEREAS other public health units have effective and efficient quality assurance features, such as file audits, accompanied in-field visits, policy training and public health inspector rotation; and

 

WHEREAS continuing professional development practices and procedures, such as the interpretation and application of new legislation, are essential to preventing food borne illness;

 

THEREFORE BE IT RESOLVED THAT Ottawa Public Health undertake a report to Council of a national and international best practice analysis of quality assurance and continuing professional development practices and procedures with the first report due no later than March, 2009, with subsequent reports to be brought forward on an annual basis.

 

                        CARRIED

 

 

MOTION NO. 41/8

Moved by Councillor E. El-Chantiry

Seconded by Councillor D. Deans

 

WHEREAS food handler training is a proactive strategy for promoting effective and safe food handling practices; and

 

WHEREAS food handler training has been shown to increase operator compliance rates and reduce the need for re-inspections, thereby allowing public health inspectors to visit a greater number of food premises; and

 

WHEREAS the Auditor General noted, in his 2007 Audit of the Food Safety Program, that fees for food handler training are low in comparison to other cities across the Province; 

 

THEREFORE BE IT RESOLVED THAT Ottawa Public Health explore ways to increase awareness of and expand uptake in the food handlers training program, as well as review the current fees structure for the program; and

 

THAT Ottawa Public Health provide a status update to Council no later than March 2009, which includes an update on any movement towards possible legislation that would make it mandatory for food handlers to take the training program.

 

                        CARRIED


 

Document 2

 

Summary Checklist

2007 Food Safety Audit Recommendations Addressed in Strategic Food Safety Report

 

2007 Food Safety Audit Recommendation

Addressed in report or completed

1. That management formally report to Council outside of the budget process on the various factors effecting non-compliance with Provincial requirements and reduced food safety standards and present to Council a comprehensive strategy to achieve compliance, incorporating the key components outlined under Recommendation 3 below.

 

 

P

2. That management inform the Province of non- compliance concerns and planned corrective action.

P

 

3. That management develop a comprehensive strategy to improve the performance of the Food Safety Program and achieve Provincial requirements, including the following components:

a) An Environmental Health Information System, beginning with a Food Safety Module designed and geared specifically for public health inspections;

b) Online Disclosure;

c) Quality Assurance; including:

• EHIS management reports,

• Sample file audits,

• Accompanied in-field visits,

• Periodic re- training for PHIs on policies, procedures and consistency issues, and

• PHI rotation; and,

d) Mandatory Food Handler Training.

 

 

 

 

 

 

 

P

4. That management assess funding requirements to implement this strategy, both for the short and long-term, including:

a) Phasing in key components, beginning with new information technology as the first step;

b) Implementing the new information system on a pilot basis (i.e., starting with one district in the City in year one) to phase in design and equipment costs as well as staff training and associated operational adjustments;

c) Technical/systems and other specialist position requirements (e.g., QA, training, administration) to support implementation and ongoing maintenance stages;

d) Projecting PHI staff numbers required, drawing on industry research (conducted as part of this audit) to develop PHI staff-to-premise ratios for high, medium and low-risk premises and factoring in other workload;

e) Contingency plans to provide surge capacity to deal with a large-scale outbreak or other emergency; and,

f) Investigating cost-sharing arrangements with the Province regarding improved Environmental Health information technology.

P

5. That management liaise with By-Law Services to ensure adequate coordination of the business licensing process for Food Premises with EHP as follows:

a) Include EHP in the distribution of all food premise license applications;

b) Consider the feasibility of on-line access by EHP to the status of food premise applications to facilitate tracking and follow-through;

c) Ensure that all parties responsible for sign-off prior to licensing have a

coordinated response with operators (i.e., Zoning, Building Services, Licensing, EHP); and,

d) Do not issue business licenses for food premises without EHP approval.

P

6. That management review and realign the respective roles and responsibilities of the Program Manager and Supervisor positions within the broader context of strategic plans for the Food Safety Program as well as other Environmental Health programs, including:

a) Creating and staffing any new positions only after the rationale has been completely formulated and incorporated into the EHP Division’s comprehensive strategy;

b) The introduction of new technology;

c) The implications of any other planned changes (i.e., on-line Disclosure and Mandatory Food Handler Training);

d) Implementing a Quality Assurance Program; and,

e) Revising and clarifying policies and procedures.

P

7. That management implement a comprehensive recruitment strategy to attract and retain qualified PHIs, including:

a) Requesting that Employee Services proceed with market value research on PHI salary levels; and,

b) Resurrecting the Trainee program to assist in recruiting students, offering tuition and certification in exchange for a job term commitment.

P

8. That management prepare annual budgets for the Environmental & Health Protection Division based on clear strategic objectives and priorities for the Food Safety Program and other Environmental Health programs (i.e., develop the comprehensive strategy for the Food Safety Program as a first step).

P

9. That management, before requesting any additional resources as part of the 2009 budget submissions, explore options for funding from any surplus Food Safety budget, from within the Public Health Branch budget and from within the Community & Protective Services Department budget.

P

10. That management, once a more strategic approach to managing the Food Safety Program has been established, pursue the feasibility of inspection fees or especially a surcharge for repeat offenders (i.e., charge for extra visits required to ensure compliance, beyond the Provincially-mandated annual inspection frequency).

P

11. That management examine the potential cost/benefits of increasing fees for the delivery of Food Handler Training, comparing Ottawa rates to other cities in Ontario.

P

12. That management ensure the appropriate segregation of duties associated with the collection and processing of all revenues.

P

13. That management request that Financial Services review revenue collection procedures within the EHP Division.

P


 

2007 Food Safety Audit Recommendation

Addressed in report or completed

14. That management improve communications within and between districts by:

a) Clarifying expectations/standards and priorities regarding inspection frequencies for the interim until Provincial requirements can be met;

b) Establishing consistent practices between districts;

c) Establishing regular section meetings for each working group (i.e., west, central and east districts) to review plans, standards and guidelines, work progress, strategies, access to information, tools/materials, and in-field security measures;

d) Refocusing Division-wide meetings to deal with broader educational issues of legislation, professional practice and legal considerations;

e) Restructuring ‘Info-Share’ sessions to ensure they provide a productive opportunity for the exchange of ideas; and,

f) Addressing any individual performance issues with staff members one-on-one as required.

P

15. That management monitor and report regularly to the Council on:

a) Proposed strategies to improve Program performance (now and in the future);

b) Progress in implementing improvements; and,

c) Meaningful trends or indicators of the Program’s success and the results achieved, working toward reporting on the evolution of community compliance rates (i.e., with legislated safe Food Handling practices).

P

16. That management implement procedural enhancements and ensure consistent practices across the Division as appropriate on an ongoing basis, including:

a) The application of enforcement policies and procedures;

b) Documentation of HACCP assessments; and,

c) Updates/upgrades to the inspection form.

P

17. That management establish a formal Orientation Program for new and rotating inspection staff.

P

 

Note: Recommendations 8, 9 12, 13, 14, 15, 16 & 17 have been completed.


STRATEGIC FOOD SAFETY REPORT

Rapport stratégique sur la salubrité des aliments

ACS2009-COS-OPH-0002            CITY WIDE / À L'ÉCHELLE DE LA VILLE

 

Dr. Isra Levy, Medical Officer of Health introduced Siobhan Kearns, Manager, Environment and Health Protection who would be assisting him with the presentation.

 

Dr. Levy stated that last year Ottawa Public Health committed to Council to outline the future strategic direction of the Food Safety Program.  He thanked the staff that have assisted with this report and complex program: Krista Kreling, Andree Hill, Eve Elman, Sherry Beadle, Andy Roche and the entire Public Health Inspection staff. The presentation will highlight some of the aspects of the report and staff was present to answer any questions.  The program is to protect the citizens of Ottawa from any food borne illness.  This is done through the Food Inspection Program.  There were more than 13,000 inspections in 2008 which was 8.5% higher than 2007.  Dr. Levy and Ms. Kearns gave a PowerPoint presentation and a copy of their presentation is held on file with the City Clerk’s office.

 

Ms. Kearns invited Michael Patch, Senior Systems Developer and Chris Fulton, Project Manager, Business Application Management to come forward and demonstrate the City’s website “EatSafe Ottawa” http://ottawa.ca/residents/health/inspections/index_en.html which is the new online food premises inspection reports site.  The new online inspection reports remain in the pilot stage while Ottawa Public Health transitions from hardcopy reporting to the new electronic versions. Inspections conducted after January 1, 2009 using the new technology are posted on the website. Inspections conducted prior to January 2009 are not available online.  Approximately 20% of the establishments have data on them at present time.  Dr. Levy stated that Ottawa Public Health has received tremendous support from the IT services group.  All inspectors are now using the handheld technology.  

 

There was one public delegation.

 

Ms. Linda Lalonde, citizen, voiced concern that students who receive a loan from the City of Ottawa to study as health inspectors would not have to repay the grant should they decide not to return and work for the City.  She feels that some onus should be put on them to return to work for the City or if not, pay the loan back.  She also suggested that the City approach universities to set up a co-op program and finally bring students in every summer during their courses and not just one summer.

 

Councillor Bédard thanked staff for their presentation and was encouraged by the report in particular the public health inspectors internship program.  He did express a fear however that the students would not return to Ottawa after graduation. 

Dr. Levy responded by stating that OPH wants to provide an incentive to individuals and but there are certain constraints.  The intent is that there will be a return of service commitment by the student.  However, because of the length of time that it takes to train there is always the possibility in reality that by the time they finish the program the City may not be in a position to offer employment because of constraints of budgets, etc… and vice versa. It is hoped that the City would build and maintain a relationship with the student through their training and provide incentives to ensure that they stay with OPH.  Ms. Kearns commented that they are really looking for homegrown talent.  She stated that there is now a 3rd year student from Ottawa at Ryerson and OPH is hoping to provide this internship program to her, have her work for the summer, complete her 4th year and return to work for the City of Ottawa.  She noted that there are two other students in the pipeline.

 

In response to Councillor Bédard’s question asking if Ryerson was the only school, Ms. Kearns stated that there are four schools in Canada, one in British Columbia, one in Alberta, one in Nova Scotia and then Ryerson in Toronto.  She noted that the Province of Québec has a different system and uses science degree students not certified public health inspectors.

 

Councillor Bédard asked how the City was going to get bilingual public health inspectors?  Ms. Kearns commented said that it should be part of their recruitment strategy, focusing on getting local bilingual talent and speaking to the science students at the University of Ottawa and at Carleton.  The Councillor would like to use another approach as well as the one proposed by OPH, which would actively seek out bilingual candidates for the internship program and would be a parallel program.  He stated he would present a motion on this matter and asked if staff had any problem with that approach.  Dr. Levy said he would welcome that and OPH tries very hard to provide the services in the language of the food operator.

 

In response to Chair Deans’ question on sponsoring one student per year Dr. Levy stated that is their proposal but it is an arbitrary figure that can be adjusted at the will of Council.  He said that Councillor Bédard’s motion might step that up to two per year, which would not be a bad thing.

 

Councillor Bédard stated that at present time the City does not have enough public health inspectors and certainly not enough bilingual inspectors as per the City’s bilingualism policy and more should be hired.  Dr. Levy responded that on balance about 35% of his staff is bilingual but has no numbers based on disciplines but he OPH is committed to meeting the bilingualism policy and there are many ways to achieve that including training. 

 

Councillor Qadri thanked Dr. Levy and staff for their presentation.  He asked if grocery stores who serve hot food or if school cafeterias would be listed on the website?  Michael Patch pointed out in a further demonstration that grocery stores are on the site and are broken down by specific departments such as bakery or butcher. As well he did demonstrate a few school cafeterias.  Ms. Kearns pointed out that the inspectors monitor the entire store including produce.

 

Councillor Qadri asked if the name of the site “EatSafe” could cause problems for the City if someone were to read the name and feel that the establishment is safe and yet they develop an illness.  Dr. Levy responded by saying that the connotation in the name itself does not add any particular liability.  The goal of OPH of course is that people not get ill.  Cathy Crosby, Legal Counsel commented that legal staff are working with OPH on a disclaimer for the website.

 

Councillor Bellemare congratulated Dr. Levy on the website and thinks it will be a valuable source of information.  He is disappointed however in reading the report that it will take five years to fulfil the requirements of the program.  For clarification he mentioned that at the present time there are 29.5 full time equivalents in the program. What is the total number of vacancies?  Dr. Levy pointed out that the 29.5 number in the report was at the end of December 2008 and at present time it stands at 33.5 FTE’s and will soon be 35.5 FTE’s within the next 3 weeks.  There are two people writing exams and Council had approved an additional five positions in the 2009 budget with the eventual target to be about 40 but also dependant on the number of food establishments opening and closing. 

The shortage is worldwide and the Federal government just announced an intention to hire 500 food inspectors, which makes it more difficult for the City to recruit.

 

Councillor Bellemare wondered if the City has brought the situation upon itself with low salaries.  Dr. Levy stated that as a staff person he of course would like to see more pay and a better retention strategy but realizes budgetary restraints.

 

Councillor Bellemare expressed concern regarding the City meeting provincial targets for high-risk food establishments of which there are about 1,700 and the City does 3 inspections for 69% of those as required by the province. What about the one-third for which we are not doing so?  Ms. Kearns stated that all high-risk establishments get at least one inspection.  However, the reporting may look a little skewed since some establishments may only open in November yet count for the entire year.  She clarified that a high-risk establishment is one where there is a high number of people served such as a hospital.

 

In response to Councillor Bellemare’s question as to when the website would be fully operational, Michael Patch stated the fall of 2009.

 

Councillor Holmes found the report very interesting but very timid since she feels Council will not provide the funding to hire the inspectors needed now.  Her ward requires inspectors who speak Vietnamese, Chinese and Korean.  She also inquired if OPH will look at the health of those people working at the establishments.  Dr. Levy stated that the answer is that the overarching objective is to keep the population safe.  One of the challenges is to enforce and educate the establishment’s workers.

 

Councillor Holmes noticed on page 14 of the report that a fair amount of staff time was spent on repeat offenders yet there was only one closure and 9 tickets issued.  Dr. Levy responded by saying that much is achieved through reinspection and that tickets and closures are at the end of the spectrum.

 

Moved by G. Bédard

 

That the Public Health Internship Program also include actively searching out candidates who qualify for future employment under the City of Ottawa Bilingualism Policy to undertake the Public Health Inspectors Program and that the candidates be offered practical, field based training during each summer of each year’s term.

 

            CARRIED

 

 

That the Community and Protective Services Committee recommend that Council:

 

1. Receive Ottawa Public Health’s Food Safety Strategy as outlined in this report.

 

2. Approve the Public Health Inspection Internship Program, as outlined in this report, including an incentive payment to cover the cost of tuition and books to a maximum of $8,000 for a participating student’s last year of study in an Environmental Health Degree Program, recognizing that the student may not honour the terms of repayment of the incentive payment in the event that the student does not secure employment with the City and that the Public Health Internship Program actively search out candidates who qualify for future employment under the City of Ottawa Bilingualism Policy to undertake the Public Health Inspection Internship Program and that the candidates be offered practical, field based training during the summer of each year’s term.

 

 

3. Approve the Food Handler Course and Certification fee increase to $40 per person (plus GST) and the $10 (plus GST) fee for certificate re-issue in order to improve cost recovery efforts.

 

4. Direct staff to provide the Strategic Food Safety Report to the Ministry of Health and Long Term Care following Council approval.

 

            CARRIED as amended