Published January 20, 2021

Word Count 34952 words

Reading Time 165 min read

Body: Council Type: Agenda Meeting: Regular Date: January 20, 2021 Collection: Council Agendas Municipality: Frontenac County

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Frontenac County Council Meeting Wednesday, January 20, 2021 – 9:00 a.m. Council will resolve into Closed Meeting and will reconvene as regular Council at 9:30 a.m. Meeting to be held in Virtual Electronic Format, and live streamed on the County of Frontenac’s YouTube Channel https://youtu.be/sMjbL72N5aI

Agenda Page Call to Order Closed Session a) Resolved That Council resolve itself into Committee of the Whole closed session as authorized under Section 239 of The Municipal Act, to consider:

Adoption of Closed Minutes of Meetings held December 16, 2020
A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - as it relates to negotiations with MTO and the Township of Frontenac Islands regarding the operation of the Howe Island Ferry
A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - as it relates to Ontario Health Teams Resolved That Council rise from Committee of the Whole closed session with/without reporting Approval of Addendum Disclosure of Pecuniary Interest and General Nature Thereof

12 - 26

Adoption of Minutes a) Minutes of Meeting held December 16, 2020 Resolved That the minutes of the regular Council meeting held December 16, 2020 be adopted. Deputations and/or Presentations

Page a)

Mr. Tom Zsolnay, University Hospitals Kingston Foundation will brief County Council with an Update on Kingston Health Science Centre and Providence Care’s COVID-19 Response and Plans for Clearing the Backlog of Surgeries Delayed by the Pandemic. [See Communications w)]

Ms. Bonita McCourt, Salvation Army will brief County Council on the Rural Housing Services Provided by the Salvation Army as Contracted by the City of Kingston

Mr. Mitch Grange and Ms. Joanne Borris, City of Kingston Housing & Social Services Department, will update County Council on the homelessness system review.

Proclamations Move into Committee of the Whole a) That Council adjourn and meet as Committee of the Whole Council, with the Deputy Warden in the Chair. Briefings a) Mr. Kelly Pender, Chief Administrative Officer, will provide Council with his monthly CAO briefing. Unfinished Business Recommend Reports from the Chief Administrative Officer

Page 2 of 131

Page 27 - 51

2021-001 Corporate Services Setting of the 2022 County Budget Deliberations and Solicitation of Public Input Recommendation Resolved That the Council of the County of Frontenac receive the Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input report for information; And Further That Council hold a public meeting on September 15, 2021, to permit members of the public to make presentations and/or funding requests to County Council for consideration in the 2022 budget. And Further That the Council of the County of Frontenac confirm the following dates for the 2022 Budget Deliberations: Wednesday, September 15, 2021 Public Meeting – Presentations and/or funding requests for consideration in 2022 budget Tuesday, October 26, 2021 – Full Day Council Presentation –2022 Business Plans & Project Proposals Detailed Budget Presentation Wednesday, October 27, 2021 – Full Day Council Presentation – 2022 Business Plans & Project Proposals Detailed Budget Presentation

52 - 63

2021-002 Corporate Services 2021 User Fees and Charges By-Law Recommendation Resolved That County Council receive the Corporate Services – 2021 User Fees and Charges By-Law report; And Further That Council pass a by-law later in the meeting to Impose User Fees and Charges for Services and rescind By-law 2020-0001 being a By-law to Impose User Fees and Charges for Services.

Page 3 of 131

Page 64 - 70

2021-004 Corporate Services Amendments to Investment Policy Recommendation Be It Resolved That County Council receive the Corporate Services – Amendment to Investment Policy report; And Further That the Clerk be directed to bring forward a by-law to establish an Investment Policy attached to this report as Appendix A; And Further That By-law 2016-0001 be hereby repealed.

71 - 74

2021-005 Office of the Chief Administrative Officer Vaccination Roll Out of Long Term Care Home Employees Recommendation Be It Resolved That the Council of the County of Frontenac receive the Office of the Chief Administrative Officer – Vaccination Roll Out of Long Term Care Home Employees report for information; And Further That the County of Frontenac requests that Kingston Health Sciences Centre and KFL&A Public Health work with local municipalities to implement local options for the delivery of vaccinations to front line workers and the community. And Further That the County of Frontenac express our sincere thanks to KHSC and KFL&A Public Health for their leadership on COVID-19 vaccinations delivery and pledge our support for the program.

75 - 79

2021-006 Planning & Economic Development Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002 Recommendation Resolved That the Council of the County of Frontenac receive the Planning & Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002; And Further That the Council of the County of Frontenac extend the draft approval for the plan of subdivision for 2292 Sands Road, Battersea, to January 29, 2022.

Page 4 of 131

Page 80 - 83

2021-007 Planning & Economic Development Extension of Approval of Draft Plan of Condominium –Township of South Frontenac (Johnson Point) – County File #10CD-2014/001 Recommendation Resolved That the Council of the County of Frontenac receive the report titled Planning and Economic Development – Extension of Approval of Draft Plan of Condominium – Johnston Point – County File 10CD-2014/001; And Further That the Council of the County of Frontenac extend the draft approval for the plan of condominium for Johnston Point for a period of six (6) months, to July 30, 2021.

84 - 88

2021-010 Planning and Economic Development Sharbot Lake Downtown Revitalization Update Recommendation Be It Resolved That the Council of the County of Frontenac support the Township of Central Frontenac in the completion of an application to the Rural Economic Development (RED) Program for the purpose of implementing the forthcoming Downtown Revitalization Program in the Village of Sharbot Lake; And Further That the Council of the County of Frontenac agree to serve as co-applicant for the project, sharing responsibility for project implementation; And Further That Council allocate $2,000 from the Community Development Reserve towards the implementation project should the said application be successful; And Further That the Warden and the Clerk be authorized to enter into an agreement with the Province of Ontario should the said application be successful.

89 - 94

Information Reports from the Chief Administrative Officer a) 2021-003 Corporate Services Annual Report on Delegation of Authority

Page 5 of 131

Page 95 - 98

2021-008 Planning & Economic Development Final Approval – Cranberry Cove Vacant Land Condominium – County File 10CD-2012/002

99 - 101

2020-009 Corporate Services 2019 Accessibility for Ontarians with Disabilities (AODA) Compliance Audit Update

Reports from Council Liaison Appointees a) Emergency and Transportation Services - Councillor Higgs b)

Long Term Care (Fairmount Home) - Councillor Martin

Corporate Services - Councillor MacDonald

Planning and Economic Development - Councillor Revill

Reports from External Boards and Committees a) Kingston Frontenac Library Board Update - Councillor Revill b)

KFL&A Public Health Board Update - Councillor Doyle

Housing and Homelessness Committee Update - Warden Smith

Food Policy Council of Kingston, Frontenac, Lennox and Addington Councillor Higgs

Reports from Advisory Committees of County Council

Page 6 of 131

Page 102 - 106

Report of the Community Development Advisory Committee That the Report received from the Community Development Advisory Committee be received and adopted. Report of the Community Development Advisory Committee The Community Development Advisory Committee reports and recommends as follows: 2020-107 Community Development Advisory Committee Open Farms in Frontenac 2020 Be It Resolved ThatCouncil direct staff to pursue formalized partnerships with the Township of South Frontenac, the City of Kingston, the National Farmers’ Union Local 316, the Frontenac Federation of Agriculture, and regional Farmers Markets in order to ensure the continued execution of the annual event as a highquality regional local food celebration.

107 - 111

Report of the Communal Service Governance/Operation Model Review Committee That the Report received from the Communal Service Governance/Operation Model Review Committee be received and adopted. Report of the Communal Service Governance/Operation Model Review Committee The Communal Service Governance/Operation Model Review Committee reports and recommends as follows: Be It Resolved That the Communal Service Governance/Operation Model Review Committee form a working group which includes Wayne Robinson, Joe Gallivan, Kelly Pender, Councillor Doyle as well as additional staff required to examine the financial model.

Return to Council

Page 7 of 131

Page a)

That Council revert from Committee of the Whole Council, to Council.

Adoption of the Report of the Committee of the Whole Council a) That the report of the Committee of the Whole Council be adopted and that the necessary actions or by-laws be enacted. Motions, Notice of Which has Been Given Giving Notice of Motion Communications That Council consent to the following communications of interest to Council listed below be received and filed: a) From Dufferin County providing resolution regarding Aggregate Resource Property Valuation Assessment Criteria [Distributed to Members of County Council December 18, 2020] b)

From the City of Port Colborne providing resolution regarding Proposed Regulation under the Ontario Heritage Act (Bill 108) [Distributed to Members of County Council December 18, 2020]

From the Municipality of Chatham-Kent providing resolution in opposition of Bill 229, Schedule 6 [Distributed to Members of County Council December 18, 2020]

From the Municipality of Chatham-Kent to SCRCA providing resolution in opposition of Bill 229, Schedule 6 [Distributed to Members of County Council December 18, 2020]

From the Municipality of Marmora and Lake providing resolution in opposition of Bill 229, Schedule 6 [Distributed to Members of County Council December 18, 2020]

From the Town of Carleton Place providing resolution regarding prioritize COVID 19 Childcare Funding [Distributed to Members of County Council December 18, 2020]

From the Township of Matachewan regarding resolution asking for longer turnaround time for grant applications [Distributed to Members of County Council December 18, 2020]

Letter to Town of Amherstburg from Lake of Bays regarding AODA Website Compliance Extension Request [Distributed to Members of County Council December 18, 2020]

Page 8 of 131

Page i)

Letter to Essa Township from the Lake of Bays regarding Bill 229 [Distributed to Members of County Council December 18, 2020]

From Southwest Middlesex regarding resolution CN Drainage matters [Distributed to Members of County Council December 18, 2020]

Letter to Southwest Middlesex from the Township of Perth regarding support for its Drainage resolution [Distributed to Members of County Council December 18, 2020]

From the Township of North Frontenac regarding motion to support Conservation Authorities LiDAR Partnership [Distributed to Members of County Council December 24, 2020]

From the Town of Lincoln supporting the City of Belleville resolution regarding Accessibility for Ontarians with Disabilities Act [Distributed to Members of County Council December 24, 2020]

From the Town of Lincoln supporting Loyalist Township funding for community groups, service clubs affected by pandemic [Distributed to Members of County Council December 24, 2020]

From the Town of Lincoln regarding supporting the Town of Plympton Wyoming funding for community groups affected by pandemic [Distributed to Members of County Council December 24, 2020]

From the Town of Kingsville regarding letter to Premier Ford in support for Small Businesses [Distributed to Members of County Council December 24, 2020]

From the Southern Frontenac Community Services providing its Newsletter Dec 2020-Jan 2021 [Distributed to Members of County Council December 24, 2020]

From Town of Amhertsburg Regarding Development Approval Requirements for Landfills (Bill 197) [Distributed to Members of County Council January 8, 2021]

From the Region of Peel Regarding Property Tax Exemption for Veteran Clubs [Distributed to Members of County Council January 8, 2021]

From the Township of Huron-Kinloss providing Letter of Support for Property Tax Exemptions for Veteran Clubs [Distributed to Members of County Council January 8, 2021]

From the Municipality of Charlton and Dack regarding Insurance Premiums [Distributed to Members of County Council January 8, 2021]

From the Township of Central Frontenac providing resolution of support for AODA correspondence [Distributed to Members of County Council January 15, 2021]

Page 9 of 131

Page w)

Letter from the University Hospitals Kingstoin Foundation Regarding Kingston Health Science Centre and Providence Care’s COVID-19 [Distributed to Members of County Council January 15, 2021]

Letter of Support from the Township of Larder Lake Regarding the Province of Ontario Municipal Insurance Costs [Distributed to Members of County Council January 15, 2021]

Letter from Inverary Youth Activities Inc. Regarding Accessibility Award 2020 [Distributed to Members of County Council January 15, 2021]

From West Grey resolution re Schedule 8 of the Provincial Budget Bill

229, Protect, Support and Recover from COVID-19 Act [Distributed to Members of County Council January 15, 2021] Other Business Public Question Period By-Laws – General By-laws and Confirmatory By-law a) First and Second Reading Resolved That leave be given the mover to introduce by-laws a) through d) that have been circulated to all Members of County Council and that by-laws a) through d) be read a first and second time. b)

Third Reading Resolved That by-laws a) through d) be read a third time, signed, sealed and finally passed. By-Laws

112 - 121

To Impose User Fees and Charges for Services [Proposed By-law No. 2021-0001]

122 - 128

To Adopt An Investment Policy [Proposed By-law No. 2021-0002]

129

To authorize the execution of an Agreement with Province of Ontario should the application to the Rural Economic Development (RED) Program for the purpose of conducting a Downtown Revitalization Program in the Village of Sharbot Lake be successful. [Proposed By-law No. 2021-0003]

130 - 131

To Confirm all Actions and Proceedings of County Council on January 20, 2021 [Proposed By-law No. 2021-0004]

Page 10 of 131

Page

Adjournment

Page 11 of 131

AGENDA ITEM #a)

Minutes of the Regular Meeting of Council December 16, 2020 A regular meeting of the Council of the County of Frontenac was held in virtual electronic format, hosted at the County Administrative Office, 2069 Battersea Road, Glenburnie on Wednesday, December 16, 2020 and was called to order at 9:00 a.m. Regular business commenced at 9:30 a.m. There was a “Closed Meeting” of the Committee of the Whole from 9:03 am to 9:19 am. Present Electronically:

Warden Ron Vandewal, Deputy Warden Denis Doyle, Councillors Fran Smith, Ron Higgins, Bruce Higgs, Bill MacDonald, Gerry Martin and Alan Revill

Also Present Electronically:

County: Kelly Pender, Chief Administrative Officer Susan Brant, Administrator-Fairmount Home Gale Chevalier, Chief/Director of Emergency & Transportation Services Joe Gallivan, Director of Planning and Economic Development Alex Lemieux, Director of Corporate Services/Treasurer Barb McCulloch, Director of Human Resources Richard Allen, Manager of Economic Development Jannette Amini, Manager of Legislative Services/Clerk Kevin Farrell, Acting Director of Transportation/Manager of Continuous Improvement

Closed Session Motion #: 173-20

Moved By: Seconded By:

Councillor MacDonald Councillor Higgs

Resolved That Council resolve itself into Committee of the Whole closed session as authorized under Section 239 of The Municipal Act, to consider:

Adoption of Closed Minutes of Meetings held November 18, 2020
A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board, as it relates to Ontario Health Teams
A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board, as it relates to negotiations with MTO regarding the Howe Island Ferry Carried

Page 12 of 131 Minutes of Meeting held December 16, 2020

AGENDA ITEM #a)

Motion #: 174-20

Moved By: Seconded By:

Councillor Martin Councillor Revill

Resolved That Council rise from Committee of the Whole closed session, that Procedural By-law 2013-0020 be waived and that the Council report. Carried Motion #: 175-20

Moved By: Seconded By:

Councillor Higgins Councillor Martin

Whereas at its September 18, 2019 regular meeting, County Council passed a resolution to provide formal notice to the Ministry of Transportation (MTO) that it will be terminating the agreement for the operation of the Howe Island Ferry; And Whereas the County of Frontenac has been in negotiations with MTO as well as the Township of Frontenac Islands since that time to either develop a more equitable agreement for the operation of the Howe Island Ferry or a new service provider for the Howe Island Ferry; And Whereas these negotiations with the Ministry of Transportation (MTO) and the Township of Frontenac Islands may result in a more equitable solution for the County of Frontenac to continue the operation of the Howe Island Ferry; And Whereas the County of Frontenac, based on these negotiations now wishes to continue with the agreement with the Ministry of Transportation (MTO) for the operation of the Howe Island Ferry; Therefore Be It Resolved That the County of Frontenac rescind Motion 142-19, that the County of Frontenac provide formal notice to the Ministry of Transportation (MTO) that it will be terminating the agreement for the operation of the Howe Island Ferry; Carried Election of Warden and Deputy Warden The Clerk called for nominations for the Office and was confirmed Warden. a)

Election of Warden

Motion #: 176-20

Moved By: Seconded By:

Councillor Smith Councillor Revill

Resolved That Councillor Ron Vandewal be nominated for the position of Warden for the County of Frontenac for the term ending December 15, 2021. Carried

Regular Meeting of Council Minutes December 16, 2020

Page 13 of 131 Minutes of Meeting held December 16, 2020

Page 2 of 15

AGENDA ITEM #a)

Motion #: 177-20

Moved By: Seconded By:

Councillor MacDonald Councillor Higgins

Resolved That nominations for the Warden of the County of Frontenac are hereby closed. Carried Councillor Vandewal accepted the nomination of Warden. The Clerk called for nominations for the Deputy Warden. b)

Election of Deputy Warden

Motion #: 178-20

Moved By: Seconded By:

Councillor Higgins Councillor Revill

Resolved That Councillor Denis Doyle be nominated for the position of Deputy Warden for the County of Frontenac for the term ending December 15, 2021. Carried Motion #: 179-20

Moved By: Seconded By:

Councillor Smith Councillor MacDonald

Resolved That nominations for the Deputy Warden of the County of Frontenac are hereby closed. Carried Councillor Doyle accepted the nomination and was confirmed as Deputy Warden Declaration of Office of Warden and Deputy Warden The Township of Frontenac Islands CAO/Clerk/Treasurer Darlene Plumley administered the Declaration of Office to Deputy Warden elect Doyle. Township of South Frontenac Clerk Angela Maddock administered the Declaration of Office to Warden elect Vandewal. Township of South Frontenac Clerk Angela Maddock dressed Warden Vandewal with the Chain of Office. Warden’s Inaugural Address Warden Vandewal thanked Council for the support of being appointed Warden. He also thanked former Warden Frances Smith and Chief Administrative Officer Kelly Pender for their leadership during this past challenging year. Recognizing that former Warden Smith laid out plans in her inaugural speech but was unable to accomplish them given

Regular Meeting of Council Minutes December 16, 2020

Page 14 of 131 Minutes of Meeting held December 16, 2020

Page 3 of 15

AGENDA ITEM #a)

the challenges faced this past year, Warden Vandewal advised that he will not plan for the coming year but hoped that he and Council will do its best moving forward. Thank you. Approval of Addendum None Disclosure of Pecuniary Interest and General Nature Thereof None. Adoption of Minutes a)

Minutes of Meeting held November 18, 2020

Motion #: 181-20

Moved By: Seconded By:

Councillor Smith Councillor Higgins

Resolved That the minutes of the regular Council meeting held November 18, 2020 be adopted. Carried Deputations and/or Presentations a)

Former Warden Frances Smith provided her 2020 Year in Review; however due to technically difficulties, the video will be emailed to Council and posted to the County’s website and social media channels. Proclamations

None Move into Committee of the Whole Motion #: 182-20

Moved By: Seconded By:

Councillor Higgs Councillor Martin

That Council adjourn and meet as Committee of the Whole Council, with the Deputy Warden in the Chair. Carried

Regular Meeting of Council Minutes December 16, 2020

Page 15 of 131 Minutes of Meeting held December 16, 2020

Page 4 of 15

AGENDA ITEM #a)

Briefings None Unfinished Business None Recommend Reports from the Chief Administrative Officer a)

Consultant Briefing: Mr. Ian Shelley of Blacklines Consulting briefed County Council on the Service Delivery Review of the Economic Development Unit. [See Recommend Reports from the Chief Administrative Officer, clause b)]

2020-117 Planning and Economic Development Economic Development Service Review

Motion #: 183-20

Moved By: Seconded By:

Councillor Revill Councillor MacDonald

Be It Resolved That the Council of the County of Frontenac receive the Economic Development Service Review Report And Further That staff be directed to return to Council with a plan for implementation and next steps in Q2 2021. Carried c)

2020-109 Corporate Services 2021 Tax Rate Motion #: 184-20 Moved By: Seconded By:

Councillor Higgins Councillor Smith

Resolved That Council of the County of Frontenac accept this Corporate Services 2021 Tax Rate report; And Further That Council consider a by-law, introduced later in the meeting, to establish the 2021 tax rates. Carried Councillor Smith lost connectivity at 10:14 a.m. d)

2020-110 Corporate Services 2020 Draft Budget Revision Motion #: 185-20 Moved By: Councillor Higgs Seconded By: Councillor Martin Resolved That the Council of the County of Frontenac receive the Corporate Services 2021 Draft Budget Revision Report, Regular Meeting of Council Minutes December 16, 2020

Page 16 of 131 Minutes of Meeting held December 16, 2020

Page 5 of 15

AGENDA ITEM #a)

And Further That Council amend the budget to reflect the adjustments outlined in the report. And Finally That the Council of the County of Frontenac pass a by-law later in the meeting approving the 2021 Budget. Carried e)

2020-111 Corporate Services 2020 Federal Gas Tax Allocation Motion #: 186-20 Moved By: Councillor MacDonald Seconded By: Councillor Revill Resolved That the Council of the County of Frontenac accept the Corporate Services – 2020 Federal Gas Tax Distribution By-law report; And Further That the Clerk be directed to bring forward a by-law to authorize the distribution of Federal Gas Tax to the Townships for 2020. Carried Councillor Smith re-connected via telephone at 10:17 a.m. f)

2020-112 Corporate Services 2021 Tax Ratios and Tax Rate Reductions Motion #: 187-20 Moved By: Councillor Higgins Seconded By: Councillor Martin Resolved That the Council of the County of Frontenac accept this Corporate Services – 2021 Tax Ratios and Tax Rate Reductions report; And Further That Council consider a by-law, introduced later in the meeting, to confirm 2021 the tax ratios and tax rate. Carried g)

2020-113 Corporate Services 2020 Fairmount Home Accounts Receivables Write-Offs Motion #: 188-20 Moved By: Councillor Revill Seconded By: Councillor MacDonald Resolved That the Council of the County of Frontenac receive this Corporate Services – 2020 Fairmount Home Accounts Receivable Write-Offs report; And Further That Council authorize the Treasurer to write off accounts totalling $16,774.48. Carried Regular Meeting of Council Minutes December 16, 2020

Page 17 of 131 Minutes of Meeting held December 16, 2020

Page 6 of 15

AGENDA ITEM #a)

2020-114 Corporate Services Establishment of a Committee to undertake Comprehensive Review of Procedural By-law 2013-0020 Motion #: 189-20 Moved By: Councillor Higgs Seconded By: Councillor Smith Be It Resolved That a committee be established to conduct a comprehensive review of the County of Frontenac Procedure By-law; And Further That the Terms of Reference for the Procedure By-law Review Committee as outlined in Appendix A to the Corporate Services – Establishment of a Committee to undertake Comprehensive Review of Procedural By-law 2013-0020 report be approved; And Further That Procedural By-law 2013-0020, as amended, be further amended to add a new Schedule B-8 – Procedural By-law Review Committee attached to this report as Appendix A, And Further That Council appoint the following members of County Council to the Procedural By-law Review Committee:

Councillor MacDonald
Councillor Martin
Councillor Higgs
Councillor Revill Carried i)

2020-115 Office of the Chief Administrative Officer Options for Frontenac County regarding Conservation Authorities request for Support regarding Upcoming Stimulus Funding Opportunities Motion #: 190-20 Moved By: Councillor Martin Seconded By: Councillor Higgs Be It Resolved That the County of Frontenac support, in principle, the Conservation Authorities application for stimulus funding for the acquisition of LiDAR Elevation Data Project and the Rehabilitate K&P Bridge Project; And Further That the County of Frontenac include, as part of the 2022 budget deliberations, a project proposal and funding formula for support for the acquisition of LiDAR Elevation Data Project. Carried

Regular Meeting of Council Minutes December 16, 2020

Page 18 of 131 Minutes of Meeting held December 16, 2020

Page 7 of 15

AGENDA ITEM #a)

2020-116 Office of the Chief Administrative Officer Authorization to submit an Application to the COVID-19 Resilience Infrastructure Stream Funding – Long-Term Care Motion #: 191-20 Moved By: Councillor Higgins Seconded By: Councillor Revill Be It Resolved That the Council of the County of Frontenac authorize staff to submit a grant application to the COVID-19 Resilience Infrastructure Stream Funding; And Further That staff report back to Council on any successful application for Councils final decisions prior to the execution of any funding agreements. Carried Information Reports from the Chief Administrative Officer None Reports from Council Liaison Appointees a)

Emergency and Transportation Services - Councillor Higgs

Councillor Higgs provided an overview of the Emergency and Transportation Services liaison activities since the last Council meeting. b)

Long Term Care (Fairmount Home) - Councillor Martin

Councillor Martin provided an overview of the Long Term Care (Fairmount Home) liaison activities since the last Council meeting. c)

Corporate Services - Councillor MacDonald

Councillor MacDonald provided an overview of the Corporate Services liaison activities since the last Council meeting. d)

Planning and Economic Development - Councillor Revill

Councillor Revill provided an overview of the Planning and Economic Development liaison activities since the last Council meeting. Reports from External Boards and Committees a) Kingston Frontenac Library Board Update - Councillor Revill Councillor Revill provided an overview of the Kingston Frontenac Library Board activities since the last Council meeting. b)

KFL&A Public Health Board Update – Deputy Warden Doyle

Deputy Warden Doyle provided an overview of the KFL&A Public Health Board activities since the last Council meeting.

Regular Meeting of Council Minutes December 16, 2020

Page 19 of 131 Minutes of Meeting held December 16, 2020

Page 8 of 15

AGENDA ITEM #a)

Housing and Homelessness Committee Update - Councillor Smith

No Report. d)

Food Policy Council of Kingston, Frontenac, Lennox and Addington Councillor Higgs

Councillor Higgs provided an overview of the Food Policy Council of Kingston, Frontenac, Lennox and Addington activities since the last Council meeting. Reports from Advisory Committees of County Council None Return to Council Motion #: 192-20

Moved By: Seconded By:

Councillor MacDonald Councillor Smith

That Council revert from Committee of the Whole Council, to Council. Carried Adoption of the Report of the Committee of the Whole Council Motion #: 193-20

Moved By: Seconded By:

Deputy Warden Doyle Councillor Higgins

That the report of the Committee of the Whole Council be adopted and that the necessary actions or by-laws be enacted. Carried Motions, Notice of Which has Been Given a)

Food Literacy for Students Act Bill 216

Motion #: 194-20

Moved By: Seconded By:

Councillor Higgs Councillor Doyle

Whereas food literacy has been in decline over the past few decades, resulting in food deskilling and an increase of pre-prepared packaged foods and a higher consumption of processed foods by society, including children and youth, which led the KFL&A Food Policy Council to initiate the first draft of Bill 216 which was put forward in the Provincial Legislature by Daryl Kramp, M.P.P., Hastings-Lennox and Addington; And Whereas Bill 216 aims to ensure that food literacy and skills education be embedded in the school curriculum throughout Grades 1 to 12;

Regular Meeting of Council Minutes December 16, 2020

Page 20 of 131 Minutes of Meeting held December 16, 2020

Page 9 of 15

AGENDA ITEM #a)

And Whereas Bill 216 received First Reading on October 19, 2020 and Second Reading on October 20,2020; And Whereas Bill 216 has now been sent to Standing Committee for review prior to Third Reading, expected in January 2021; And Whereas Bill 216, the Food Literacy for Students Act, would be the first of its kind in Canada to mandate food education in schools; And Whereas the Ontario Dietitians in Public Health, the independent and official voice of Registered Dietitians working in Ontario’s public health system, whose mission is to advance public health nutrition through member and partner collaboration in order to improve population health and health equity locally and provincially, and, the Community Schools Alliance, who believes that a better system is needed to address the educational facility needs in Ontario’s communities, have offered their support for Bill 216 in a letters dated November 24, 2020 and December 2, 2020 respectively to MPP Daryl Kramp; Now Therefore Be It Resolved That the Council of the County of Frontenac offer its support for the passage of Bill 216, the Food Literacy for Students Act, 2020; And Further That a copy of this resolution be forwarded to the Honourable Doug Ford, Premiere of Ontario, the Honourable Stephen Lecce, Minister of Education, the Honourable Christine Elliot, Minister of Health, the Honourable Ernie Hardeman, Minister of Agriculture Food and Rural Affairs, Daryl Dramp, M.P.P. Hastings-Lennox and Addington, Ian Arthur, M.P.P., Kingston and the Islands, Randy Hillier, M.P.P., Lanark—Frontenac—Kingston, the KFL&A Food Policy Council, the City of Kingston, and the County of Lennox and Addington. Carried b)

Communication from Councillor Higgins Strategy Corp. Modernization Report

Motion #: 195-20

Moved By: Seconded By:

Councillor Higgins Councillor Martin

Be It Resolved That County Council open discussions on the correspondence received from Councillor Higgins regarding working towards a Single Tier municipality for Frontenac. Withdrawn Giving Notice of Motion None

Regular Meeting of Council Minutes December 16, 2020

Page 21 of 131 Minutes of Meeting held December 16, 2020

Page 10 of 15

AGENDA ITEM #a)

Communications That Council consent to the following communications of interest to Council listed below be received and filed: a) b) c) d) e) f) g) h) i) j) k) l) m) n)

From the Town of Ford Erie regarding resolution supporting the Town of Asphodel-Norwood resolution and the Cannabis Act [Distributed to Members of County Council November 20, 2020] From the Town of Fort Erie regarding resolution supporting the Towns of Grimsby resolution opposing amendments to LPAT [Distributed to Members of County Council November 20, 2020] From the Town of Lincoln regarding Resolution in support of Norfolk County correspondence regarding Illicit Cannabis Operations [Distributed to Members of County Council November 20, 2020] From the Township of Howick regarding resolution requesting OMAFRA to lower interest rates on Tile Drain Loans [Distributed to Members of County Council November 20, 2020] Letter of Support from Clarence-Rockland Regarding Cannabis Production Facilities, The Cannabis Act and Health Canada Guidelines [Distributed to Members of County Council November 20, 2020] Letter of Support from Norfolk County Regarding Cannabis Production Facilities, The Cannabis Act and Health Canada Guidelines [Distributed to Members of County Council November 20, 2020] Letter of Support from Norfolk County Regarding Cannabis Production Facilities, The Cannabis Act and Health Canada Guidelines [Distributed to Members of County Council November 20, 2020] Letter of Support from the Town of Lincoln Regarding Cannabis Production Facilities, The Cannabis Act and Health Canada Guidelines [Distributed to Members of County Council November 20, 2020] Letter from the Town of Essa Regarding Bill 229 Protect, Support and Recover from COVID19 Act - Schedule 6 [Distributed to Members of County Council November 20, 2020] Letter of Support from the Township of Huron-Kinloss Regarding Cannabis Retail Stores [Distributed to Members of County Council November 20, 2020] Letter of Support from the Township of Huron-Kinloss Regarding the Unauthorized Car Rallies and Participants [Distributed to Members of County Council November 20, 2020] Letter of Support from the Township of Larder Lake Regarding Support and Training for O.Reg. 191-11 [Distributed to Members of County Council November 20, 2020] Letter of Support from the Township of Huron-Kinloss Regarding the amendment to Bill 124 [Distributed to Members of County Council November 20, 2020] Letter of Support from the Township of Huron-Kinloss Regarding Cannabis Production and land use regulation [Distributed to Members of County Council November 20, 2020]

Regular Meeting of Council Minutes December 16, 2020

Page 22 of 131 Minutes of Meeting held December 16, 2020

Page 11 of 15

AGENDA ITEM #a)

o) p) q) r) s) t) u) v) w) x) y) z) aa) ab) ac) ad)

From Councillor Higgins regarding discussions with Gord Taylor, Tri Board Transportation Services [Distributed to Members of County Council November 20, 2020] From the Municipality of Marmora and Lake regarding resolution requesting the Province extend the AODA compliance deadline [Distributed to Members of County Council November 20, 2020] From the Township of North Frontenac regarding Resolution asking the Tri Board Transportation to not proceed with RFP [Distributed to Members of County Council November 20, 2020] Letter from the Town of Essa Regarding Bill 229 Protect, Support and Recover from COVID19 Act - Schedule 6 [Distributed to Members of County Council November 27, 2020] Letter of Support from the Township of Huron-Kinloss Regarding Cannabis Retail Stores [Distributed to Members of County Council November 27, 2020] Letter of Support from the Township of Huron-Kinloss Regarding the Unauthorized Car Rallies and Participants [Distributed to Members of County Council November 27, 2020] Letter of Support from the Township of Larder Lake Regarding Support and Training for O.Reg. 191-11 [Distributed to Members of County Council November 27, 2020] Letter of Support from the Township of Huron-Kinloss Regarding the amendment to Bill 124 [Distributed to Members of County Council November 27, 2020] Letter of Support from the Township of Huron-Kinloss Regarding Cannabis Production and land use regulation [Distributed to Members of County Council November 27, 2020] From Councillor Higgins regarding discussions with Gord Taylor, Tri Board Transportation Services [Distributed to Members of County Council November 27, 2020] From the Municipality of Marmora and Lake regarding resolution requesting the Province extend the AODA compliance deadline [Distributed to Members of County Council November 27, 2020] From the Township of North Frontenac regarding Resolution asking the Tri Board Transportation to not proceed with RFP [Distributed to Members of County Council November 27, 2020] Letter from KFL&A Public Health to Minister of Education regarding Bill 216 Food Literacy for Students Act [Distributed to Members of County Council November 27, 2020] Letter from Ontario Dietitians in Public Health to MPP Daryl Kramp regarding Bill 216 Food Literacy for Students Act [Distributed to Members of County Council November 27, 2020] From the Kingston Frontenac Housing Corporation providing November 30, 2020 Board Package [Distributed to Members of County Council December 4, 2020] From Frontenac Transportation Services providing its 3rd Quarter Report 2020 [Distributed to Members of County Council December 4, 2020]

Regular Meeting of Council Minutes December 16, 2020

Page 23 of 131 Minutes of Meeting held December 16, 2020

Page 12 of 15

AGENDA ITEM #a)

ae) af) ag) ah) ai) aj) ak) al) am) an) ao) ap) aq) ar) as) at) au)

From the City of Greater Sudbury Regarding Notice to withdraw from Schedule 6 from Bill 229 [Distributed to Members of County Council December 4, 2020] From the Community Schools Alliance providing a letter of endorsement for Bill 216 Food Literacy for Students Act [Distributed to Members of County Council December 4, 2020] From the Southern Frontenac Community Services providing its calendar of events for December 2020 [Distributed to Members of County Council December 4, 2020] From the Township of Howick providing background information regarding request for amendments to the Tile Drain Installation Act [Distributed to Members of County Council December 4, 2020] From the Township of Howick to OMAFRA regard resolution asking for amendments to the Tile Drainage Installation Act [Distributed to Members of County Council December 4, 2020] From the Township of North Frontenac regarding resolution requesting TriBoard Student Transportation not issue RFP [Distributed to Members of County Council December 4, 2020] From the Township of Puslinch Regarding Changes to the Conservation Authorities Act Schedule 6 of Bill 229 [Distributed to Members of County Council December 4, 2020] From the City of Hamilton Regarding Cap on Gas Plant and Greenhouse Gas Pollution [Distributed to Members of County Council December 11, 2020] From the City of Hamilton Regarding Cap on Gas Plant and Greenhouse Gas Pollution [Distributed to Members of County Council December 11, 2020] From the Municipality of Southwest Middlesex Regarding Drainage Matters CN Rail [Distributed to Members of County Council December 11, 2020] From Peel Region Regarding COVID-19 [Distributed to Members of County Council December 11, 2020] From Peel Region Regarding Eliminating Violence Against Paramedics [Distributed to Members of County Council December 11, 2020] Motion from Peel Region Regarding Eliminating Violence Against Paramedics [Distributed to Members of County Council December 11, 2020] From the Municipality of Orangeville Regarding Bill 229, Support and Recover from COVID 19 Act - Schedule 6 [Distributed to Members of County Council December 11, 2020] From the Limestone District School Board in response to Council resolution regarding Tri-Board RFP for Bus Services [Distributed to Members of County Council December 11, 2020] From the Township of Georgian Bluffs regarding opposition of Bill 218 amendments to the MEA [Distributed to Members of County Council December 11, 2020] Letter of Support from the Municipality of Leamington Regarding Cannabis Production Facilities

Regular Meeting of Council Minutes December 16, 2020

Page 24 of 131 Minutes of Meeting held December 16, 2020

Page 13 of 15

AGENDA ITEM #a)

av)

[Distributed to Members of County Council December 11, 2020] From the Greater Bobs and Crow Lakes Association in response to Bill 299 [Distributed to Members of County Council December 11, 2020]

Other Business None Public Question Period None By-Laws – General By-laws and Confirmatory By-law a)

First and Second Reading

Motion #: 196-20

Moved By: Seconded By:

Councillor Higgs Councillor MacDonald

Resolved That leave be given the mover to introduce by-laws a) through f) that have been circulated to all Members of County Council and that by-laws a) through f) be read a first and second time. Carried b)

Third Reading

Motion #: 197-20

Moved By: Seconded By:

Councillor Higgs Councillor MacDonald

Resolved That by-laws a) through f) be read a third time, signed, sealed and finally passed. Carried By-Laws a) b)

To authorize the Corporation of the County of Frontenac to distribute the Federal Gas Tax amongst its four lower-tier municipalities [Proposed By-law No. 2020-0045] To set tax ratios and tax rate reductions for prescribed property sub-classes for County of Frontenac purposes and Local Municipal purposes for the taxation year 2021 [Proposed By-law No. 2020-0046] To establish Tax Rates for the year 2021 for the purposes of the County of Frontenac and to establish rates to be levied for same against the Townships of Frontenac Islands, South Frontenac, Central Frontenac and North Frontenac

Regular Meeting of Council Minutes December 16, 2020

Page 25 of 131 Minutes of Meeting held December 16, 2020

Page 14 of 15

AGENDA ITEM #a)

e) f)

[Proposed By-law No. 2020-0047] To amend By-law No. 2013-0020 (to govern the proceedings of the Council and its Committees, the Conduct of Members and the Calling of Meetings) as it relates to the establishment of the Procedure By-law Review Committee [Proposed By-law No. 2020-0048] To adopt the estimates for the sums required during the year 2021 for the purposes of the County of Frontenac. [Proposed By-law No. 2020-0049] To confirm all actions and proceedings of County Council December 16, 2020 [Proposed By-law No. 2020-0050] Adjournment

Motion #: 198-20

Moved By: Seconded By:

Councillor Revill Councillor Smith

That the meeting hereby adjourn at 11:01 a.m. Carried

Ron Vandewal, Warden

Regular Meeting of Council Minutes December 16, 2020

Page 26 of 131 Minutes of Meeting held December 16, 2020

Jannette Amini, Clerk

Page 15 of 15

AGENDA ITEM #a)

Report 2021-001 Recommend Report to Council To:

Warden and Members of County Council

From:

Kelly J. Pender, Chief Administrative Officer

Prepared by:

Alex Lemieux, Director of Corporate Services/Treasurer

Date of meeting:

January 20, 2021

Re:

Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input

Recommendation Resolved That the Council of the County of Frontenac receive the Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input report for information; And Further That Council hold a public meeting on September 15, 2021, to permit members of the public to make presentations and/or funding requests to County Council for consideration in the 2022 budget. And Further That the Council of the County of Frontenac confirm the following dates for the 2022 Budget Deliberations: Wednesday, September 15, 2021

Public Meeting – Presentations and/or funding requests for consideration in 2022 budget

Tuesday, October 26, 2021 – Full Day

Council Presentation –2022 Business Plans & Project Proposals Detailed Budget Presentation

Wednesday, October 27, 2021 – Full Day Council Presentation – 2022 Business Plans & Project Proposals Detailed Budget Presentation

2021-001 Corporate Services Setting Page 27 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Background Under the Municipal Act, 2001, as amended, Section 289(1) states an upper-tier municipality shall in each year prepare and adopt a budget including estimates of all sums required during the year for the purposes of the upper-tier municipality. Comment The Financial Services unit annually sets a budget schedule early in the year for the following year’s budget. This schedule sets out both staff meeting dates and timelines with respect to departmental budget submissions as well as meeting dates for presentation to Council. The budget process schedule begins in September of the year prior to the budget year with a public meeting to solicit public input. The full budget deliberations are done at a Committee of the Whole meeting with the passage of the budget taking place at either the November or December Council meeting. With respect to budget deliberations in an election year, Section 289(1.1) states: Exception (1.1) Despite subsection (1), a budget for a year immediately following a year in which a regular election is held, may only be adopted in the year to which the budget applies. 2006, c. 32, Sched. A, s. 119 (2). This recommendation aligns with the County of Frontenac budget policy which is attached to this report as Appendix A. Strategic Priorities Implications Good governance and legislative compliance falls under Other Important and Continuing County Priorities, specifically:  Continually improve customer and financial services Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Jannette Amini, Manager of Legislative Services/Clerk

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 28 of 131 of the 2022 County Budget Deliberati…

Page 2 of 12

AGENDA ITEM #a)

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 29 of 131 of the 2022 County Budget Deliberati…

Page 3 of 12

AGENDA ITEM #a)

Policy Statement The development of a budget is the financial expression of the priorities of the organization. As a public entity the County of Frontenac has also recognized that “respect for the taxpayer” is of paramount importance. In order to provide Council with the tools to make informed financial decisions, the County of Frontenac has adopted a Long Range Financial Planning (LRFP) framework. The LRFP builds upon recommendations received as part of our service delivery review, municipal best practice and the advice of our auditor. Objective: The intent of this budget policy is to: 

Enhance the quality of decisions by promoting consistency;



Establish a timeline for the budget process;



Ensure that Council has adequate information to exercise its due diligence in assessing the budget; and



Integrate with other long term planning, financial and management objectives of the County

The guiding principles in the preparation of the 2015 budget may be summarized as follows: •

Maintain existing service levels

•

Identify and incorporate efficiencies

•

Recognize the challenges presented from previous budget decisions

•

Providing for long term sustainability of current infrastructure

•

Keep tax rates reasonable.

Principles It is recommended that the County of Frontenac budget process be developed based upon the following principles: 

Transparency: Business plans, budget planning and budgets will be discussed and approved in open meetings of County Council except as permitted by the Municipal Act.

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 30 of 131 of the 2022 County Budget Deliberati…

Page 4 of 12

AGENDA ITEM #a)



Fiduciary Responsibility: It is the fiduciary responsibility of Council and staff to develop and approve budgets that balance both the short term and long term needs of the County and our citizens. This difficult balance requires that we use best estimates, likely scenarios, and evaluate risk. Where a risk is known to staff, that risk will be identified to Council in a factual manner for Council consideration. In this regard, staff will use the following terminology in communicating to Council and taxpayers:

Risk: an imminent or likely scenario requiring a strong change in course or a dramatic action.
Caution: a known fact or recommended change of direction that may or will have future impact on budget or future decisions.
Advisement: a minor change in direction or scope.



Accountability: Within legislative limits, Council is ultimately accountable for the approval of business plans, budget policy and budgets, in particular the establishment and evaluation of service levels. Staff are accountable for providing technical advice to Council, presenting options, identifying risk and ultimately implementing the decisions of Council. As an overall strategy, the staff member responsible for making procurement decisions will be responsible for developing the budget, for review by their director. At the staff level, staff responsibilities are as follows:

Chief Administrative Officer and Treasurer: 

Establishing the tone and direction of budget and reflecting the wishes of Council



Recommending financial policy and overall oversight of the budget process



Conducting a line by line review of all budgets and only allowing realistic budgets to be presented to Council

Senior Leadership Team (Directors): 

Reviewing all service level change requests and establishing priorities



Providing guidance and direction to managers



Conducting in-depth reviews of budgets

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 31 of 131 of the 2022 County Budget Deliberati…

Page 5 of 12

AGENDA ITEM #a)



Nominating budgets for review by the CAO/Treasurer



Reviewing quarterly reports and budget variances and developing mitigation strategies

Managers: 

Developing budgets that are reflective of best practices, carefully considered options and in alignment with the policy direction provided by Council



Presenting budgets to the senior leadership team and Council



Continuous review of budgets and procurement to ensure they are completed within the budget and in accordance with procurement policies



Reporting budget variances as they are identified



Alignment: Projects that support and align with the Strategic priorities of Council or as required by legislation will receive the highest priority for Council consideration.



Citizen Input and Customer Satisfaction: Citizen input will be welcome throughout the budget process, including but not limited to, strategic planning, business planning, budget development and service level changes. Consultation will include input from member municipalities. Council will be the primary conduit for such consultations. Support will be provided by the CAO and Treasurer where appropriate. Customer satisfaction will be measured and reported regularly. Surveys of customer satisfaction will be implemented by an objective third party in the second year of Council’s four year term.



Timing: An annual budget will be passed by December 31st of the year proceeding, with staff providing a prediction of a four (4) years beyond the budget year.

In an election year, the budget will be passed by February 28th of the budget year.



Target Levy Increase: The target operational levy increase is Ontario CPI as calculated in August of the year prior to the budget

The rate use for predicted years will be Bank of Canada’s target inflation, but will adjusted annually

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 32 of 131 of the 2022 County Budget Deliberati…

Page 6 of 12

AGENDA ITEM #a)

While the target levy is Ontario CPI, it is important to recognize that many parts of a municipal budget are composed of items that may fluctuate above or below CPI (e.g., fuel). 

Business Planning: Business plans will be developed and approved by Council. The planning horizon will generally be five years. At a minimum, the business plans will identify anticipated changes in service level, funding considerations, key performance indicators and customer service objectives.



Total Cost of Ownership: Proper stewardship of scarce resources requires that Council and staff evaluate budget and procurement decisions based upon the total cost of ownership concept.



Sustainability and Resilience: Sustainability and resilience principles will be considered by Council and staff in budget and procurement decisions.



Unit Cost: Budgets will be developed based upon unit costs wherever possible. It is understood that, in the absence of a legislative requirement, the number of units is reflective of Council’s service level decision, while the unit cost will be developed by staff based upon a careful analysis of the following factors:

Historical costs
Economic and market conditions
Costs incurred by others
Professional estimates prepared by a competent professional (e.g., Engineer)



Budget Presentation: The budget will be presented to Council at a departmental level in a manner that reflects the Provincial Financial Information Return (FIR) categories, namely:

Salaries
Materials and Supplies
Contracted Services
Rents and Financial
Capital
Reserves Notes appended to the budget will focus on service level changes, inflationary increases above the CPI target and identified risks. More detailed information is available at the request of Council.



Status Quo Budget: The status quo budget is defined as last year’s service at this year’s price – Last year’s one time commitments + Previous year’s commitments +

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 33 of 131 of the 2022 County Budget Deliberati…

Page 7 of 12

AGENDA ITEM #a)

mandatory service level changes + Council directed changes spanning more than one year. 

Service Level Changes: In non-election years, service level changes (SLC) (both positive and negative) will be presented prior to the formal budget process for Council consideration.

It is recognized that service level changes (except where mandated by legislation) are the sole prerogative of County Council.
Ranking of SLCs will be completed by the senior leadership team based upon the following factors:





Safety to persons or property



Legislative requirements



Policy strategic direction



Operational efficiency

Capital: Capital sustainability will be achieved by an additional amount being added to the budget in each year for ten years from 2015 to 2024.1

As assets are added, sold or re-furbished staff will report on the impact to sustainability projection as part of the budget requisition process.



Deviation from Target (Above): Where the operating levy projection is above the inflation target, the County will consider the following in order:

Assessment growth where available;
The stabilization reserve where available;
A levy increase above the target.



Deviation from Target (Below): Where the operating levy projection is below the inflation target, the County will consider the following in order:

Levy for the inflation target with the excess targeted for capital sustainability if sustainability has not been achieved;

This amount was set by Council in 2014 at 0.65% and is subject to regular review.

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 34 of 131 of the 2022 County Budget Deliberati…

Page 8 of 12

AGENDA ITEM #a)

Levy for the inflation target with the excess targeted for the stabilization reserve if the reserve is less than its target balance;
Other projects of priority to the community and/or Council;
A levy amount below the target. 

Levy Stabilization (One Time Items): One time operational items should be considered for funding from reserves where available.



Levy Stabilization (Periodic Large Items): In order to minimize levy fluctuation, large periodic operating items should be budgeted based upon the total cost/frequency. (e.g., expensive HVAC duct cleaning required every five years)



Services Provided by Others and Reconciliation: Budgets for services provided to County residents by the City of Kingston and other agencies (i.e., Social Services, POA, Health Unit, MPAC and Library) are presented as estimates based upon submissions provided by the delivery organization and are subject to final reconciliation after the budget is approved. Council (including Council representatives) will annually communicate to outside agencies their expectations with respect to budget targets.



Assessment: In Ontario taxes are calculated based upon the assessed value of a property as calculated by the Municipal Property Assessment Corporation (MPAC) on behalf of each municipality. For the County portion of the tax bill it is important to remember that every dollar of assessment in each of the four member municipalities pays exactly the same amount in tax.

Assessment Growth/Decline: the year-over-year change in assessment. While generally positive due to new construction, in periods of economic downturn assessment may be a negative.



Supplementals and Omits: During the year MPAC will make adjustments based upon assessment appeals and commercial/industrial vacancy. These items are difficult to predict but do have an impact on the amount of levy collected.



Grants: It is the policy of the County to maximize funding from grants from senior levels of government and other granting agencies. It is recognized that in order to maximize the likelihood of receiving grants that partnerships and pre-planning are necessary.



Budget Reporting: Budget reporting will be provided on a quarterly basis. In the event of an unexpected expenditure or revenue shortfall, Council will be advised at the earliest possible meeting.

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 35 of 131 of the 2022 County Budget Deliberati…

Page 9 of 12

AGENDA ITEM #a)

Budget reporting will align with the budget presentation. In assessing budget performance Council and staff will consider the following in order:

The effective delivery of services
The overall bottom line for the municipality a. Bottom line for budgets within the control of the municipality b. Bottom line for budgets controlled by external delivery agencies
The performance of divisions
The performance of departments
Unit cost – budget to actual
The performance of departments within the FIR categories. 

Key Performance Indicators: key performance indicators will be developed for business units and reported to Council along with quarterly reports. KPIs will also be developed based upon measuring outcomes anticipated from County strategic plan and the departmental business plans.



Operational Surplus/Deficits: It is recognized that in Ontario municipalities are required to have a balanced budget. As such, County staff will make every effort to manage budgets within the Council approved allocations. However, within a multimillion dollar budget it is inevitable that unforeseen circumstances will arise, or that decisions made by others (e.g., City or MPAC) will affect the bottom line. Best practice would suggest that planning for budget surpluses/deficits is a prudent fiscal management. For the purpose of budget policy it is important to distinguish between budget lines within our control and those beyond our control. In all instances variances will be reported at the earliest opportunity to Council.



Where an operational deficit occurs that is less than 1% (+/-) of the total operational budget, staff will recommend the following in order:

A withdrawal from the levy stabilization reserve if the withdrawal leaves the reserve within its target balance;
A withdrawal from another reserve that may be in a surplus position;
A tax levy above the levy target in the following year/or years.

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 36 of 131 of the 2022 County Budget Deliberati…

Page 10 of 12

AGENDA ITEM #a)



Where an operational surplus occurs that is less than 1% (+/-) of the total operational budget, staff will recommend the following in order:

Transferred to the levy stabilization reserve where the reserve balance is below the target;
Transferred to the capital replacement reserve where the reserve is below the target level;
Transferred to another reserve that is that is below the target level;
Transferred to the capital replacement reserve with the intent of reducing future borrowing;
A levy in a future year(s) below the levy target.



Where an operational surplus/deficit occurs above the 1%+/- tolerance level a full report will be provided to Council with an evaluation of the above options presented and a recommendation provided.



Carried Over Projects: While it is the intention of the County to complete projects within the year they are budgeted, in some circumstances it may be necessary to carry over a project to a future year.

Where levy dollars are being used for a capital project, unexpended capital levy dollars will be temporarily transferred to the capital replacement reserve for use in the subsequent year. This will avoid levying the taxpayer again for an approved project.
Where reserve dollars are being used for the capital project, dollars will be transferred from the reserve that were not expended in the calendar year.
Where levy dollars are being used for an incomplete operating project, unexpended levy dollars will be temporarily transferred to the working fund reserve for use in the subsequent year. This will avoid levying the taxpayer again for an approved expense.

Capital Sustainability: The capital sustainability of the assets of the County is integral to maintaining our commitment to taxpayers as well as a requirement of public sector accounting. Capital sustainability must be viewed in the context of proper capital asset planning, levy planning, as well as our debt and reserve policies. Council established a target of an additional 0.65% tax for the 10 year period from 2015 to 2024. This amount will be reviewed annually and presented to Council at the time of budget. Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 37 of 131 of the 2022 County Budget Deliberati…

Page 11 of 12

AGENDA ITEM #a)

The County will not be a slave to replacement schedules, rather will maintain accurate maintenance logs and condition assessment to ensure that replacement decisions are made at the most appropriate time.

Recommend Report to Council Corporate Services – Setting of the 2022 County Budget Deliberations and Solicitation of Public Input January 20, 2021

2021-001 Corporate Services Setting Page 38 of 131 of the 2022 County Budget Deliberati…

Page 12 of 12

AGENDA ITEM #a)

2021-001 Corporate Services Setting Page 39 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 2 of 13

Approved:

Effective:

Enhance the quality of decisions by promoting consistency;



Establish a timeline for the budget process;



Ensure that Council has adequate information to exercise its due diligence in assessing the budget; and



Integrate with other long term planning, financial and management objectives of the County

The guiding principles in the preparation of the 2015 budget may be summarized as follows: •

Maintain existing service levels

•

Identify and incorporate efficiencies

•

Recognize the challenges presented from previous budget decisions

2021-001 Corporate Services Setting Page 40 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 3 of 13

Approved: •

Providing for long term sustainability of current infrastructure

•

Keep tax rates reasonable.

Effective:

Principles It is recommended that the County of Frontenac budget process be developed based upon the following principles: 

Transparency: Business plans, budget planning and budgets will be discussed and approved in open meetings of County Council except as permitted by the Municipal Act.



Risk: an imminent or likely scenario requiring a strong change in course or a dramatic action.
Caution: a known fact or recommended change of direction that may or will have future impact on budget or future decisions.
Advisement: a minor change in direction or scope.



2021-001 Corporate Services Setting Page 41 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 4 of 13

Approved:

Effective:

Staff are accountable for providing technical advice to Council, presenting options, identifying risk and ultimately implementing the decisions of Council. As an overall strategy, the staff member responsible for making procurement decisions will be responsible for developing the budget, for review by their director. At the staff level, staff responsibilities are as follows:

Chief Administrative Officer and Treasurer: 

Establishing the tone and direction of budget and reflecting the wishes of Council



Recommending financial policy and overall oversight of the budget process



Conducting a line by line review of all budgets and only allowing realistic budgets to be presented to Council

Senior Leadership Team (Directors): 

Reviewing all service level change requests and establishing priorities



Providing guidance and direction to managers



Conducting in-depth reviews of budgets



Nominating budgets for review by the CAO/Treasurer



Reviewing quarterly reports and budget variances and developing mitigation strategies

2021-001 Corporate Services Setting Page 42 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 5 of 13

Approved:

Effective:

Managers: 

Developing budgets that are reflective of best practices, carefully considered options and in alignment with the policy direction provided by Council



Presenting budgets to the senior leadership team and Council



Continuous review of budgets and procurement to ensure they are completed within the budget and in accordance with procurement policies



Reporting budget variances as they are identified



Alignment: Projects that support and align with the Strategic priorities of Council or as required by legislation will receive the highest priority for Council consideration.



2021-001 Corporate Services Setting Page 43 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 6 of 13

Approved: 

Effective:

Timing: An annual budget will be passed by December 31st of the year proceeding, with staff providing a prediction of a four (4) years beyond the budget year.

In an election year, the budget will be passed by February 28th of the budget year.



Target Levy Increase: The target operational levy increase is Ontario CPI as calculated in August of the year prior to the budget

The rate use for predicted years will be Bank of Canada’s target inflation, but will adjusted annually
While the target levy is Ontario CPI, it is important to recognize that many parts of a municipal budget are composed of items that may fluctuate above or below CPI (e.g., fuel).



Total Cost of Ownership: Proper stewardship of scarce resources requires that Council and staff evaluate budget and procurement decisions based upon the total cost of ownership concept.



Sustainability and Resilience: Sustainability and resilience principles will be considered by Council and staff in budget and procurement decisions.



Unit Cost: Budgets will be developed based upon unit costs wherever possible. It is understood that, in the absence of a legislative requirement, the number of

2021-001 Corporate Services Setting Page 44 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 7 of 13

Approved:

Effective:

units is reflective of Council’s service level decision, while the unit cost will be developed by staff based upon a careful analysis of the following factors:

Historical costs
Economic and market conditions
Costs incurred by others
Professional estimates prepared by a competent professional (e.g., Engineer) 

Budget Presentation: The budget will be presented to Council at a departmental level in a manner that reflects the Provincial Financial Information Return (FIR) categories, namely:

Salaries
Materials and Supplies
Contracted Services
Rents and Financial
Capital
Reserves Notes appended to the budget will focus on service level changes, inflationary increases above the CPI target and identified risks. More detailed information is available at the request of Council.



Status Quo Budget: The status quo budget is defined as last year’s service at this year’s price – Last year’s one time commitments + Previous year’s commitments + mandatory service level changes + Council directed changes spanning more than one year.

2021-001 Corporate Services Setting Page 45 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 8 of 13

Approved: 

Effective:

Service Level Changes: In non-election years, service level changes (SLC) (both positive and negative) will be presented prior to the formal budget process for Council consideration.

It is recognized that service level changes (except where mandated by legislation) are the sole prerogative of County Council.
Ranking of SLCs will be completed by the senior leadership team based upon the following factors:





Safety to persons or property



Legislative requirements



Policy strategic direction



Operational efficiency

Capital: Capital sustainability will be achieved by an additional amount being added to the budget in each year for ten years from 2015 to 2024.1

As assets are added, sold or re-furbished staff will report on the impact to sustainability projection as part of the budget requisition process.



Deviation from Target (Above): Where the operating levy projection is above the inflation target, the County will consider the following in order:

Assessment growth where available;
The stabilization reserve where available;

This amount was set by Council in 2014 at 0.65% and is subject to regular review.

2021-001 Corporate Services Setting Page 46 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 9 of 13

Approved:

Effective:

A levy increase above the target. 

Deviation from Target (Below): Where the operating levy projection is below the inflation target, the County will consider the following in order:

Levy for the inflation target with the excess targeted for capital sustainability if sustainability has not been achieved;
Levy for the inflation target with the excess targeted for the stabilization reserve if the reserve is less than its target balance;
Other projects of priority to the community and/or Council;
A levy amount below the target.



Levy Stabilization (One Time Items): One time operational items should be considered for funding from reserves where available.



Assessment: In Ontario taxes are calculated based upon the assessed value of a property as calculated by the Municipal Property Assessment Corporation

2021-001 Corporate Services Setting Page 47 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 10 of 13

Approved:

Effective:

(MPAC) on behalf of each municipality. For the County portion of the tax bill it is important to remember that every dollar of assessment in each of the four member municipalities pays exactly the same amount in tax.

Assessment Growth/Decline: the year-over-year change in assessment. While generally positive due to new construction, in periods of economic downturn assessment may be a negative. 



Budget Reporting: Budget reporting will be provided on a quarterly basis. In the event of an unexpected expenditure or revenue shortfall, Council will be advised at the earliest possible meeting. Budget reporting will align with the budget presentation. In assessing budget performance Council and staff will consider the following in order:

The effective delivery of services
The overall bottom line for the municipality a. Bottom line for budgets within the control of the municipality b. Bottom line for budgets controlled by external delivery agencies

2021-001 Corporate Services Setting Page 48 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 11 of 13

Approved:

Effective:

The performance of divisions
The performance of departments
Unit cost – budget to actual
The performance of departments within the FIR categories. 



Operational Surplus/Deficits: It is recognized that in Ontario municipalities are required to have a balanced budget. As such, County staff will make every effort to manage budgets within the Council approved allocations. However, within a multi-million dollar budget it is inevitable that unforeseen circumstances will arise, or that decisions made by others (e.g., City or MPAC) will affect the bottom line. Best practice would suggest that planning for budget surpluses/deficits is a prudent fiscal management. For the purpose of budget policy it is important to distinguish between budget lines within our control and those beyond our control. In all instances variances will be reported at the earliest opportunity to Council.



Where an operational deficit occurs that is less than 1% (+/-) of the total operational budget, staff will recommend the following in order:

A withdrawal from the levy stabilization reserve if the withdrawal leaves the reserve within its target balance;
A withdrawal from another reserve that may be in a surplus position;

2021-001 Corporate Services Setting Page 49 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 12 of 13

Approved:

Effective:

A tax levy above the levy target in the following year/or years. 

Where an operational surplus occurs that is less than 1% (+/-) of the total operational budget, staff will recommend the following in order:

Transferred to the levy stabilization reserve where the reserve balance is below the target;
Transferred to the capital replacement reserve where the reserve is below the target level;
Transferred to another reserve that is that is below the target level;
Transferred to the capital replacement reserve with the intent of reducing future borrowing;
A levy in a future year(s) below the levy target.



Where an operational surplus/deficit occurs above the 1%+/- tolerance level a full report will be provided to Council with an evaluation of the above options presented and a recommendation provided.



Where levy dollars are being used for a capital project, unexpended capital levy dollars will be temporarily transferred to the capital replacement reserve for use in the subsequent year. This will avoid levying the taxpayer again for an approved project.
Where reserve dollars are being used for the capital project, dollars will be transferred from the reserve that were not expended in the calendar year.

2021-001 Corporate Services Setting Page 50 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #a)

Finance Policy & Procedure Manual

Subject: Budget Policy

Index Number: FIN-1-01 Page 13 of 13

Approved:

Effective:

Where levy dollars are being used for an incomplete operating project, unexpended levy dollars will be temporarily transferred to the working fund reserve for use in the subsequent year. This will avoid levying the taxpayer again for an approved expense. Capital Sustainability: The capital sustainability of the assets of the County is integral to maintaining our commitment to taxpayers as well as a requirement of public sector accounting. Capital sustainability must be viewed in the context of proper capital asset planning, levy planning, as well as our debt and reserve policies. Council established a target of an additional 0.65% tax for the 10 year period from 2015 to 2024. This amount will be reviewed annually and presented to Council at the time of budget. The County will not be a slave to replacement schedules, rather will maintain accurate maintenance logs and condition assessment to ensure that replacement decisions are made at the most appropriate time.

2021-001 Corporate Services Setting Page 51 of 131 of the 2022 County Budget Deliberati…

AGENDA ITEM #b)

Report 2021-002 Recommend Report To:

Warden and Council Members of the County of Frontenac

From:

Kelly J. Pender, Chief Administrative Officer

Prepared by:

Alex Lemieux Director of Corporate Services/Treasurer

Date of meeting:

January 20, 2021

Re:

Corporate Services – 2021 User Fees and Charges By-Law

Recommendation: Resolved That County Council receive the Corporate Services – 2021 User Fees and Charges By-Law report; And Further That Council pass a by-law later in the meeting to Impose User Fees and Charges for Services and rescind By-law 2020-0001 being a By-law to Impose User Fees and Charges for Services. Background Subsections 391 (1) and (3) of the Municipal Act, 2001 S.O. 2001, c. 25, as amended authorize a municipality to impose fees or charges including costs incurred by the municipality related to administration, enforcement and the establishment, acquisition and replacement of capital assets. Subsection 394 (1) outlines restrictions on the imposition of user fees or charges. Comment Administration:

Fees are charged for photocopying, faxing, document research and provision of GIS documents. No change is proposed to the current fees; however fees charged with respect to requests made under the Municipal Freedom of Information and Protection of Privacy Act are found in Ontario Regulation 460/823 and are identified as a separate fee. (Schedule A)

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AGENDA ITEM #b)

The County will also require a Facility fee for use of the Bud Clayton Memorial Room, the Frontenac Room and the Kingston Frontenac Rotary Auditorium (Schedule B) Land Use Planning: The approval of the User Fee by-law in January of 2018, Report 2018-023 identified that a comprehensive review of land use planning fees (including review of comparator municipalities) should be completed every two years to ensure that the fee meets only the anticipated costs of processing the application and that the County remains competitive with neighbouring municipalities. Planning fees were revised in 2020 with no changes proposed for 2021. Land Use Policy:

At the September 17, 2014 Council Meeting, Council adopted a County Land Use Policy in response to citizen land use requests on County owned property. Fees for certain types of land use were added to the Fees and Fares by-law noted below as Schedule F. These fees are for the application and inspection process which is based upon 4 to 8 hours for pre and post inspection and administration by County staff. These types of land use agreements are required to be registered with the Land Registry Office which is done by the County solicitor, with the cost being borne by the requester.

Fairmount Home:

Charges are applied for catering activities. The County also provides telephone, satellite television service and Wi-Fi to the residents of Fairmount Home. (Schedule D)

Frontenac Paramedic Services are requested occasionally to provide services at community events. The rate for cost recovery on these services has been reviewed and changes are recommended to Schedule E based on changes in wage rates and the increased cost of vehicles and equipment. Frontenac-Howe Islander Ferry: The rates are set annually prior to year-end for the next calendar year by separate County By-law. Strategic Priorities Implications Good governance and legislative compliance falls under Other Important and Continuing County Priorities, specifically:  Continually improve customer and financial services Financial Implications The user fees and charges for services rates have been reflected in the 2021 Budget to the extent these could be estimated. All fees, other than for exempt services, are subject to the applicable taxes.

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021

532021 of 131 2021-002 Corporate Page Services User Fees and Charges By-Law

Page 2 of 12

AGENDA ITEM #b)

Organizations, Departments and Individuals Consulted and/or Affected Gale Chevalier, Chief/Director of Emergency and Transportation Services Susan Brant, Administrator, Fairmount Home Joe Gallivan, Director of Planning and Economic Development

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021

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Page 3 of 12

AGENDA ITEM #b)

Schedule A Fees for Services for County Administration and Geographic Information System (GIS) Mapping Administration Photocopying (per copy)

$0.25

Faxing (per page)

$1.00

Archival Material Search – Hourly Rate

$35.00

Document Searches (pursuant to MFIPPA)1 per hour

$30.00

Geographic Information System (GIS) And Map-Related Products Digital True Colour Ortho-Photography for 2008, 2014 and 2019 (1km x 1km tiles MrSID, JPEG2000, GeoTIFF); $50.00 per tile Printed Map Products Small Basic Map (8½” x 11”; no customization) Black and white

$6.00

Colour

$8.00

Medium Basic Map (11” x 17”; no customization) Black and white

$10.00

Colour

$12.00

Large Basic Map (no customization, exceeds 11” x 17” and up to 42” wide; requires the use of large scale GIS plotter) $30.00 Custom Map Products Hourly Rate (includes mapping/ analysis/ consultation; does not include printed final product or shipping charges; minimum fee of 1 hour $50.00 Note:

These fees are not applicable to services provided to the Townships within the County of Frontenac. 1 – Municipal Freedom of Information and Protection of Privacy Act

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021

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Page 4 of 12

562021 of 131 2021-002 Corporate Page Services User Fees and Charges By-Law

Schedule B Fees for Facility Rentals

County Use (includes member Townships) (Must have staff sponsor or assigned designate who will be present for the meeting and will be responsible for clean-up/close down procedures) County Affiliate or Not For Profit (Must have affiliate/association sponsor who will be present for the meeting and will be responsible for clean-up/close down procedures)

Frontenac Room



No Charge



No Charge



50% Deposit Required (Non Refundable if cancelled within 48 hours) $30/half day (4 hours) $50/day (8 hours) After hours charge ($40/hr.) Stand-by Tech Support charge is ($40/hr.) Damage Deposit ($250) 50% Deposit Required (Non Refundable if cancelled within 48 hours) Proof of insurance required $45/half day (4 hours) $75/day (8 hours) After hours charge ($40/hr) Stand-by Tech Support charge is ($40/hr.) Damage Deposit ($250)



50% Deposit Required (Non Refundable if cancelled within 48 hours) $60/half day (4 hours) $100/day (8 hours) After hours charge ($40/hr.) Stand-by Tech Support charge is ($40/hr.) Damage Deposit ($250) 50% Deposit Required (Non Refundable if cancelled within 48 hours) Proof of insurance required $$90/half day (4 hours) $150/day (8 hours) After hours charge ($40/hr) Stand-by Tech Support charge is ($40/hr) Damage Deposit ($250)

     

For Profit Company

     

           

Kingston Frontenac Rotary Auditorium 

No Charge Including Fairmount Home sponsored residents/family events



50% Deposit Required (Non Refundable if cancelled within 48 hours) $120/half day (4 hours) $200/day (8 hours) After hours charge ($40/hr.) Stand-by Tech Support charge is ($40/hr.) Damage Deposit ($250) 50% Deposit Required (Non Refundable if cancelled within 48 hours) Proof of insurance required $150/half day (4 hours) $250/day (8 hours) After hours charge ($40/hr) Stand-by Tech Support charge is ($40/hr) Damage Deposit ($250)

           

Notes: After hour charges are applicable outside of normal County hours of operation (8:30 am to 4:00 pm, Monday to Friday) Multiple day rates may be discounted up to 30% depending upon availability and set up/break down requirements. No onsite catering is available. A list of recommended local caterers is available upon request. Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021

Page 5 of 12

AGENDA ITEM #b)

The Bud Clayton Memorial Room

572021 of 131 2021-002 Corporate Page Services User Fees and Charges By-Law

No charge to the City of Kingston for the Kingston Frontenac Rotary Auditorium.

Page 6 of 12

AGENDA ITEM #b)

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021

AGENDA ITEM #b)

Schedule C Tariff of Fees for Land Use Planning

Plan of Subdivision or Plan of Condominium Initial Application Fee For any proposed plan of subdivision submitted to the County of Frontenac for approval: Up to 20 developable lots/blocks/units

$3,250

21 to 50 developable lots/blocks/units

$4,750

More than 50 developable lots/blocks/units

$6,250

Deposit In addition to the Initial Application Fee, the applicant shall provide to the County of Frontenac a $5,000 deposit against which the County may, from time to time, charge any professional fees and expenses incurred related to peer review. Any remaining balance of the deposit will be refunded at the time of registration. Refund Sixty per cent (60%) of the Initial Application Fee shall be returned if an application is rejected by the County of Frontenac as being deemed incomplete or is withdrawn prior to circulation. Major Plan Revision (re-circulation) Minor Plan Revision (no recirculation required)

$1,500 $500

Draft Approval Extension For each one (1) year extension beyond the usual three (3) years

$600

Final Plan for Registration

$600

Public Meeting held by Planning Advisory Committee Outside of Major Plan Revision (re-circulation)

$750

Condominium Exemption Application Fee

582021 of 131 2021-002 Corporate Page Services User Fees and Charges By-Law

$1,000

AGENDA ITEM #b)

For any plan of condominium submitted to the County of Frontenac for exemption under Section 50 of The Condominium Act, R.S.O. 1990, C26, as amended. 3. Part Lot Control Final Approval

$300

Payable prior to the by-law being given final approval by the Council of the County of Frontenac. 4. Official Plan Amendment County Official Plan Amendment

$1,750

No fee $750

Other Charges The applicant shall provide the County of Frontenac, upon request, a deposit against which the County may, from time to time, charge any professional fees and expenses incurred related to peer review. If such fees and expenses exceed the deposit, the Applicant shall pay the difference upon being billed by the County with interest at a rate of 1.25% per month on accounts overdue more than thirty (30) days. Municipal Planning Services Fees Preparation of all planning reports associated with a private application. Director of Planning and Economic Development

$115.00/hour

Manager of Community Planning

$86.00/hour

Community Planner

$55.00/hour

Recommend Report to Council Corporate Services – 2021 User Fees & Charges By-Law January 20, 2021

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Page 8 of 12

AGENDA ITEM #b)

Schedule D Fees for Services for Fairmount Home Other Charges Satellite Television for Residents Telephone for Residents

$5.00/month $7.00/month plus long distance charges

WiFi for Residents

$12.00/month $5.00 one-time set up fee

External Catering See attached External Catering Form

Recommend Report to Council Corporate Services – 2021 User Fees & Charges By-Law January 20, 2021

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Page 9 of 12

AGENDA ITEM #b)

CATERING ORDER FORM County of Frontenac

Name of event: Time of Delivery

Date of event: Requested by:

Telephone: Department:

Location

Number of staff Cost Centre

Number of residents

Number of invitees

External billing:

ITEMS REQUESTED Beverages

Servings Unit Cost

8 Coffee, smallServes pot $ 8.00 30-40 Percolator/Urn 35.00 Thermal container, lrg 70.00 Coffee, decaffeinated 0.65 Tea bag and hot water 1.00 Juice, bottle 1.85 Pop, can 1.00 Punch bowl, 35-40 small 8.00 Punch bowl, large 50 12.00 Bottled water, 330 ML 1.50 Milk, 250 ML 2% 1.00 Subtotal Beverages $ Bakeshop Muffins 1.20 Baked cookies 0.60 Croissants 1.00 Squares, 2 Each 0.80 Cake, slab 60-80 44.00 Cake, ½ slab 22.00 Serves 8 Pie, fruit 12.00 Serves 8 Pie, cream………. 10.00 Subtotal Bakeshop $ 1 Yogurt 2.95 Pickle bowl 1.5 Soup of the day, bowl 0.5 Fruit, each $ Subtotal ** Indicate special requirements

ITEMS REQUESTED Servings Unit Cost Buffet Trays Caesar, Garden, Greek 15 Fruit Tray small 30 Fruit Tray, medium 45 Fruit Tray, large 30 Cheese and crackers, sm 52 Cheese and crackers, med 70 Cheese and crackers, lrg 15 Veg & Dip, small 30 Veg & Dip, medium 45 Veg & dip, large 2.95 Sandwiches, tea cut, each 3.25 Sandwiches, gourmet, each Subtotal Buffet Trays $ Paper Products* Paper Products* Plates, small, 6” 0.10 Plates, large, 9” 0.05 Knives 0.03 Forks 0.03 Spoons 0.03 Napkins 0.03 Styrofoam cups 0.02 Straws 0.02 Subtotal Paper Products

0 Applicable Labour 0 24.77 Combined subtotals………………………………………… Goods and Services Tax 5%

Provincial Sales Tax

GRAND TOTAL…………………………………………….…

Recommend Report to Council Corporate Services – 2021 User Fees & Charges By-Law January 20, 2021

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Page 10 of 12

AGENDA ITEM #b)

Schedule E Fees for Services for Frontenac Paramedic Services Special Events Attendance of one (1) Ambulance and Paramedic crew at Special Events Basic Charge: 4 hours coverage minimum charge

$840.00

Additional Charges: For each hour or portion thereof

$210.00

The deposit amount is due prior to the event and any adjustment/refund will be resolved after the special event. Retrieving an Ambulance Call Report Per report

Recommend Report to Council Corporate Services – 2021 User Fees & Charges By-Law January 20, 2021

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$35.00

Page 11 of 12

AGENDA ITEM #b)

Schedule F Fees for Citizen Land Use on County Owned Property

Certificate of Permission Application and Inspection Fee ……………………………………………………………………………..$250* (Based upon 4 to 8 hours for pre and post inspection and administration) License of Occupation Application and Inspection Fee ……………………………………………………………………………..$250* for the duration of the agreement ………………………………………………………………….+ $100/year (Based upon 4 to 8 hours for pre and post inspection and administration) Encroachment Agreement Application Fee……………………………………………………………………………………………………$250* (Based upon 4 to 8 hours for pre and post inspection and administration) Right of Way (RoW) Application Fee……………………………………………………………………………………………………$250* (Based upon 4 to 8 hours for pre and post inspection and administration) Sale Application Fee……………………………………………………………………………………………………$250* (Based upon 4 to 8 hours for pre and post inspection and administration) All sales in must be in accordance with the County’s Sale of Real Property By-law.

Plus related disbursements.

Recommend Report to Council Corporate Services – 2021 User Fees & Charges By-Law January 20, 2021

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AGENDA ITEM #c)

Report 2021-004 Council Recommend Report To:

Warden and Council

From:

Kelly Pender, Chief Administrative Officer

Prepared by:

Alex Lemieux, Director of Corporate Services/Treasurer

Date of meeting:

January 20, 2021

Re:

Corporate Services – Amendments to Investment Policy

Recommendation Be It Resolved That County Council receive the Corporate Services – Amendment to Investment Policy report; And Further That the Clerk be directed to bring forward a by-law to establish an Investment Policy attached to this report as Appendix A; And Further That By-law 2016-0001 be hereby repealed. Background The Municipal Act 2001, as amended, section 418 provides that a municipality may invest in prescribed securities, in accordance with the prescribed rules, money that it does not require immediately including; (a) money in a sinking, retirement or reserve fund; (b) money raised or received for the payment of a debt of the municipality or interest on the debt; and (c) proceeds from the sale, loan or investment of any debentures. 2001, c. 25, s. 418 (1).

64Amendments of 131 2021-004 Corporate Page Services to Investment Policy

AGENDA ITEM #c)

Ontario Regulation 438/97 outlines eligible investments and further prescribes that; (1) Before a municipality invests in a security prescribed under this Regulation, the council of the municipality shall, if it has not already done so, adopt a statement of the municipality’s investment policies and goals. O. Reg. 438/97, s. 7; (2) In preparing the statement of the municipality’s investment policies and goals under subsection (1), the council of the municipality shall consider; a. the municipality’s risk tolerance and the preservation of its capital; b. the municipality’s need for a diversified portfolio of investments; and c. obtaining legal advice and financial advice with respect to the proposed investments. O. Reg. 265/02, s. 4. The County of Frontenac has met these requirements and County Council approved its previous Investment Policy on January 20, 2016. Comment The Investment Policy, attached as Appendix A, has been revised to more clearly articulate the intent of the investment policy. The intent of the previous policy was to “maximize the rate of return while minimizing the degree of risk”. The objective of the policy has been revised to elaborate on the framework to meet the County’s long-term financial goals by prioritizing: a) Principal-protection and the safety of capital b) Matching maturities to ensure cash flow requirements are met c) Investing in liquid investments with active secondary markets or possibilities of redemption d) Maximizing rate of return The remainder of the policy is largely unchanged with only minor modifications to reflect the change in objectives above. Strategic Priority Implications Respect the taxpayer and keep status quo component of the budget and the related tax increases close to the rate of inflation – The investment policy is a part of the County’s long-range financial plan to help with financial sustainability and to keep levy increases stable. Financial Implications Investing in safe, marketable assets with maturities which match our future cash flow requirements can help reduce the reliance on future lending requirements and mitigate future levy increases. Organizations, Departments and Individuals Consulted and/or Affected Recommend Report to Council 2021-004 Corporate Services – Amendments to Investment Policy January 20, 2021

65Amendments of 131 2021-004 Corporate Page Services to Investment Policy

Page 2 of 7

AGENDA ITEM #c)

Appendix A

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 3 of 7

Approved:

Effective: January 20, 2021

e) Principal-protection and the safety of capital f) Matching maturities to ensure cash flow requirements are met g) Investing in liquid investments with active secondary markets or possibilities of redemption h) Maximizing rate of return The strategies of this objective involve: a) Portfolio distribution that achieves stability of income through the maintenance of a substantial portion of near risk-free investments; b) Credit analysis of the issuer or guarantor of securities which involves analyzing the credit quality for each issuer deemed eligible under Ontario Regulation 438/97; and c) Portfolio distribution that achieves diversification to the extent that it maximizes the safety of principal through limitation of exposure to any one investment vehicle.

Recommend Report to Council 2021-004 Corporate Services – Amendments to Investment Policy January 20, 2021

66Amendments of 131 2021-004 Corporate Page Services to Investment Policy

Page 3 of 7

AGENDA ITEM #c)

To abide by the regulatory framework, all investment activities shall be governed by the Municipal Act as amended. The Treasurer shall only invest surplus monies in investments deemed eligible under Ontario Regulation 438/97 or as authorized by subsequent provincial regulations, unless limited further by Council.

The Treasurer shall maintain sufficient liquidity to meet all operating or cash flow requirements that may be reasonably anticipated. This shall be done where possible by structuring the portfolio so that securities mature concurrent with anticipated cash demands. The portfolio should consist largely of securities with active secondary or resale markets since all possible cash demands cannot be anticipated. A portion of the portfolio may also be place in local government investment pools that offer liquidity for short-term funds.

To maintain an accountability framework, the Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials as required. The Treasurer shall determine the amount of funds and terms for which placements can be arranged. The Treasurer shall contact the Investment Manager and purchase or sell the appropriate investments. Those investments governed by the provisions of the “ONE – The Public Sector Group of Funds” agreement shall be deemed delegated to that Agent. No person may engage in an investment transaction except as provided under the terms of this policy.

Standards of Care 5.

Prudence: Investments shall be made with judgement and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of capital as well as the probable income to be derived. When investing surplus monies, the Treasurer shall do so in a prudent manner that ensures the preservation of capital and maintains the liquidity of the Corporation. To this end, portfolio diversification shall be employed when possible. Safety of principal is the foremost objective of the investment program. The Treasurer shall obtain legal and financial advice on an investment when the Treasurer, or Council, deems it to be appropriate.

Recommend Report to Council 2021-004 Corporate Services – Amendments to Investment Policy January 20, 2021

67Amendments of 131 2021-004 Corporate Page Services to Investment Policy

Page 4 of 7

AGENDA ITEM #c)

If a staff member of the Finance Department is party to, or has a direct or indirect beneficial interest in an investment transaction of the County of Frontenac, he or she must provide full disclosure of that interest to the Treasurer. The Treasurer will determine whether the County of Frontenac’s investment is to continue to be retained or sold forthwith. 7.

Competitive selection: The purchase and sale of securities shall be transacted through a competitive process only with financial institutions approved by the Treasurer. The County will accept the offer which maximizes the investment objectives of the portfolio as listed in (1). Where the County does not ask for competitive quotations, it shall obtain some evidence, verbal or written, that the rate of return agreed is fair and reasonable. Note that this guideline does not apply to ONE Funds or to bank account balances.

Safekeeping and Custody: All securities shall be held for safekeeping at a financial institution approved by the Municipality. Individual accounts shall be maintained for each portfolio. All securities shall be held in the name of the municipality. The investment organization shall issue a confirmation receipt to the County of Frontenac listing specific instrument, rate, maturity and other pertinent information. On a monthly basis, the Investment firm will also provide reports which provide reports which list all securities held for the County of Frontenac, the book value of holdings and the market value as of month-end.

Delegation of Authority 9.

The Treasurer has overall responsibility for prudent investment of the County of Frontenac’s portfolio. In the absence of that individual, staff approval may be given by the Deputy Treasurer or CAO. Authority to manage and implement the investment program may be granted for all or a portion of the municipality’s overall investment portfolio, to an external investment Agent, to act as an Investment Manager on behalf of the municipality, as determined through an independent and competitive bidding process. That Agent shall act in accordance with the established procedures and internal controls consistent with this investment policy and under the direction of the Treasurer. Those investments governed by the provisions of the “ONE – The Public Sector Group of Funds” agreement shall be deemed delegated to that Agent.

Investment Parameters 10.

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d) Investing in mainly liquid, marketable securities which have an active secondary market to ensure that appropriate liquidity is maintained in order to meet ongoing obligations Diversification, as well as ensuring safety of principal by limiting exposure to credit, sector or term risks, also provides opportunities to enhance the investment returns of the County of Frontenac’s portfolio by means of prudent and timely adjustments to the asset mix. 11.

Competitive rate of return: Without compromising other objectives, the County of Frontenac shall maximize the rate of return earned on its portfolio. Trends in economic variables will be monitored including interest rates and inflation.

Maximum Maturities 12.

To the extent possible, the municipality shall attempt to match investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the municipality will not directly invest in securities maturing more than ten (10) years from the date of purchase. Reserve and Trust funds with longer-term horizons may be invested in securities exceeding ten (10) years if the maturities of such investments are made to coincide as nearly as practicable with the expected use of the funds.

Performance Benchmarks 13.

The investment portfolio will be managed in accordance with the parameters specified within this policy. The portfolio should obtain a market average rate of return throughout budgetary and economic cycles that is commensurate with the investment risk constraints and cash flow needs of the municipality. Market yields should be higher than the rate given by the County’s bank for the various bank accounts.

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Internal Controls 14.

Record keeping: It will be the responsibility of the staff involved with each purchase/sale to produce and retain written records of each transaction including the name of the financial institutions solicited, rate quoted, description of the security, investment selected, and any special considerations that had an impact on the decision

Reporting: The Treasurer shall report annually to council on investment activities as per the requirements of Ontario Regulation 438/97 as amended.

Review: The Treasurer shall establish an annual process of independent review by the municipality’s auditor. This review will provide assurance of compliance with governing legislation, this investment policy and procedures established by the Treasurer.

Amendments: This policy shall be reviewed on a regular basis. Amendments may be made at any time at the recommendation of the Treasurer and approved by Council.

Exemption 18.

Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of the policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy.

Recommend Report to Council 2021-004 Corporate Services – Amendments to Investment Policy January 20, 2021

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Report 2021-005 Recommend Report to Council To:

Warden and Members of County Council

From:

Kelly Pender, Chief Administrative Officer

Prepared by:

Kelly Pender, Chief Administrative Officer

Date of meeting:

January 20, 2021

Re:

Office of the Chief Administrative Officer – Vaccination Roll Out of Long Term Care Home Employees

Recommendation Be It Resolved That the Council of the County of Frontenac receive the Office of the Chief Administrative Officer – Vaccination Roll Out of Long Term Care Home Employees report for information; And Further That the County of Frontenac requests that Kingston Health Sciences Centre and KFL&A Public Health work with local municipalities to implement local options for the delivery of vaccinations to front line workers and the community. And Further That the County of Frontenac express our sincere thanks to KHSC and KFL&A Public Health for their leadership on COVID-19 vaccinations delivery and pledge our support for the program. Background Health Canada approved the Pfizer-BioNTech COVID-19 vaccine on December 9, 2020, and the Moderna COVID-19 vaccine on December 23, 2020. There are other potential vaccines expected to follow, including vaccine candidates from Janssen, AstraZeneca and Novavax, among others. The Public Health Agency of Canada has announced that the federal government has negotiated agreements with seven vaccine manufacturers that would provide access to COVID-19 vaccines to everyone living in Canada by September 2021. Both the Pfizer-BioNTech and Moderna vaccines require two doses. On January 6, 2021, KFL&A Public Health provided notice to Long-Term Care Homes and Higher Risk Retirement Home Staff that this group would be among the first group

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of people in the southeastern Ontario area to be protected with a Health Canadaapproved COVID-19 vaccine. Kingston Health Sciences Centre (KHSC), with support from KFL&A Public Health (KFLAPH), Hastings Prince Edward Public Health (HPEPH), and Leeds, Grenville and Lanark District Health Unit (LGLDHU) and under the guidance of the Ministry of Health (MOH) will be providing COVID-19 vaccinations urgently to staff working in long-term care (LTC) and higher risk retirement homes (RH) as a small supply of vaccine will be arriving in the southeast area very soon. Given that COVID-19 has had a disproportionate effect on people working in LTC homes and their residents, and understanding that staff are at higher risk due to the nature of their work, COVID-19 vaccinations are being prioritized for people working in LTC settings and higher risk Retirement Homes. Comment The heads of Council and the CAO’s within the jurisdiction of KFL&A meet weekly via teleconference with Dr. Moore and KFL&A Public Health to receive updates on the COVID-19 pandemic and are continually apprised of matters as they unfold. During the Monday, January 11, 2021 call, the group was advised that Kingston Health Sciences Centre, is moving forward with a plan to vaccinate LTC staff onsite at KHSC. It is anticipated that with the first round, vaccination rates will be below expectations as a result of this decision. While Paramedics have been included in the first phase of vaccine roll out, it was also noted on the call by Councillor Higgins that similarly volunteer fire fighters should be considered for early vaccination and that local delivery would be the preferred model. It should be noted that a community based testing model has proven to be very effective. As a follow up to the teleconference on Monday, the CAO reached out to Dr. Pichora, noting that while we appreciate the logic behind this decision, particularly with the more logistically challenging Pfizer vaccine, we would respectfully submit that a more efficient and effective model would be for the vaccinations to be delivered in the home in a manner similar to our regular flu immunization. Some points made for his consideration included: 



Fairmount Home regularly attains over 90% coverage for flu shots, by incorporating it into daily routines for staff. The needles are administered by trusted and friendly faces with little resistance. To illustrate further, our weekly COVID testing regime is now incorporated into our regular morning screening and has become an accepted part of the work routine. Many of our workers travel from north of the City and to travel down to KHSC places a barrier to many who are already stressed, are already working full weeks and in many instances mandatory overtime. As well, many of our employees come from single car families and face transportation barriers. Given current staffing challenges, we cannot provide time off during regular shifts for staff to attend to an offsite clinic. We would be leaving our vulnerable residents in an untenable situation. As you can appreciate, under the best possible

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circumstance, attendance at the clinic would require a minimum of 1 hour away from work for a Fairmount Home employee. We have consistently advised our LTC employees to avoid any contact outside of their trusted bubble and work. This goes against messaging what has largely been heeded to date. Frankly, at this point, there is resistance to attending a hospital site under any circumstance, despite our assurances that all necessary safety measures are in place. We have sufficient staffing in place at Fairmount (including a medical director, nurse practitioners, nurses, occupational health nurse and paramedics) to effectively deal with any adverse reactions issues.

As part of this communication, it was noted that the County was concerned that the challenges listed above would result in lower vaccination rates and place our community, residents, families and staff at risk and as such, that the County is prepared to work with Dr. Pichora and Dr. Moore to address this issue for the next round of vaccinations, including establishing proper protocols and ensure that vaccinations for our front line workers can be delivered in the home. In response, Dr. Pichora noted that similar messaging was being heard from the Greater Toronto Area (GTA) and that once the clinic is up and running at KGH, that it would also be going mobile as soon as possible, noting the following points:  This process will be a partnership between KHSC and the PHUs. We know that there is excellent experience and expertise with PHUs administering many vaccines on site at LTCs and will be taking advantage of that.  Pfizer vaccine has complexities related to the ultracold cold chain, the ‘clinic in a box’ IT requirements, the security (our allocations come with an OPP escort), and the fact that the hospital CEO has accountability for quality, security, delivery, and wastage right to the recipient.  Our first allocations are small and will not cover all of our needs for LTC and RHs as KHSC is the distribution center for the 3 PHUs in Southeastern Ontario covering from Bancroft and Trenton over to Brockville and Almonte.  We anticipate that the KGH clinic will be a very efficient model that does not require transporting the vaccine, handling it at a variety of sites, or worries about IT connectivity.  In our initial pilots we will be seeking the balance between KGH clinic and mobile delivery, however we will very likely be giving priority for mobile administration to the more remote locations.  The KGH clinic will have a dedicated entrance and subject to all of our screening and IPAC practices. KHSC is a very safe environment for patients, families and staff.  But, as you suggest, we know that in Peel the uptake has been better when administered in the LTC facility. The biggest challenge in the short term is going to be quantities received as there is no indication if/when we might see more Pfizer or any Moderna. As vaccination roll outs are unpredictable on both arrivals and numbers for the area, and that turn around to administer vaccines is coming quickly and may come with little warning, staff want to ensure we are prepared and able to meet quick turnaround times Recommend Report to Council Office of the Chief Administrative Officer – Vaccination roll out of Long Term Care Home Employees January 20, 2021

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and as such, are looking to Council for authorization to work with Kingston Health Sciences Centre and KFL&A Public Health, along with our local municipalities in KFL&A to implement local options for the delivery of vaccinations to front line workers and the community. As community leaders, it is important to clearly express to KHSC and KFL&A Public Health that vaccinations take place as close as possible to our citizens and offer our support in ensuring its efficient delivery. The availability of a vaccine is a turning point in the pandemic. It is important that we support KHSC and KFL&A in their efforts and ensure that the vaccine is delivered in the most expeditious manner possible. Strategic Priorities Implications Priority 3 Champion and coordinate collaborative efforts with partners to resolve complex problems otherwise beyond the reach of individual mandates and jurisdictions. 3.3 Continue to pursue collaborative opportunities to achieve service and cost efficiencies and other economies through cost-sharing and shared services. Other Important and Continuing County Priorities:  Implement strategic plans for Fairmount Home and Frontenac Paramedics.  Continually improve customer and financial services.  Maintain a strong organization and positive work culture through leadership, human resources, training and development, physical and IT infrastructure, and partnerships. Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Barb McCulloch, Director of Human Resources Gale Chevalier, Chief/Director of Emergency and Transportation Services Susan Brant, Administrator, Fairmount Home

Recommend Report to Council Office of the Chief Administrative Officer – Vaccination roll out of Long Term Care Home Employees January 20, 2021

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Report 2021-006 Recommend Report to Council To:

Warden and Council Members of the County of Frontenac

From:

Kelly J. Pender, Chief Administrative Officer

Prepared by:

Joe Gallivan, Director, Planning & Economic Development

Date of meeting:

January 20, 2021

Re:

Planning & Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002

Recommendation Resolved That the Council of the County of Frontenac receive the Planning & Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002; And Further That the Council of the County of Frontenac extend the draft approval for the plan of subdivision for 2292 Sands Road, Battersea, to January 29, 2022. Background At its regular meeting held July 17, 2013, Council passed the following resolution: b)

2013-136 Sustainability – 2292 Sands Road, Battersea Draft Plan of Subdivision – County File 10T-2011/002

Motion #: 308-13

Moved By: Councillor Doyle Seconded By: Councillor Jones

Resolved That the Council of the County of Frontenac approve the plan of subdivision submitted by FoTenn Consultants Inc on behalf of Roger and Roberta Ouellette, being Parts 9 & 10, Concession 9, Geographic Township of Pittsburgh, Township of South Frontenac, County of Frontenac, County File No. 10T-2011/002: subject to the Conditions of Draft Approval contained in the County Planning Report dated July 10, 2013 noted as Exhibit A to this report;

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And Finally That the Clerk be authorized to issue draft approval by signing the required documents and making any technical corrections to the conditions as needed. Carried At a special meeting held April 8, 2020, Council extended the draft approval passed via the following resolution: e)

2020-043 Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision and Draft Plans of Condominium – (1) 2292 Sands Road; (2) Cranberry Cove; and (3) Johnston Point

Motion #: 65-20

Moved By: Councillor Martin Seconded By: Councillor Revill

Resolved That the Council of the County of Frontenac receive the Planning and Economic Development - Extension of Approval of Draft Plan of Subdivision and Draft Plans of Condominium report; And Further That the Council of the County of Frontenac extend draft plan approval to January 29th, 2021 for the following:

Draft Plan of Subdivision - 2292 Sands Road, Township of South Frontenac – County File #10T-2011/002;
Draft Plan of Condominium - Cranberry Cove, Township of South Frontenac – County File #10CD-2012/002; and
Draft Plan of Condominium - Johnston Point, Township of South Frontenac – County File #10CD-2014/001. Carried Comment The subject property is 23 hectares (56.8 acres) in size and is located in the Township of South Frontenac on Sands Road, in the southern portion of the hamlet of Battersea. The lands are currently occupied with an existing single detached dwelling. A large wooded ridge dominates the northern and western portions of the property, with the lands generally rural in character sloping toward nearby wetlands. The surrounding area contains mostly rural single detached lots, wooded areas and farmland, and a wetland is located just north of the property. It is legally described as Parts 9 & 10, Concession 9, Geographic Township of Pittsburgh, Township of South Frontenac, County of Frontenac. A map of the subject site is attached to this report. The plan of subdivision would see the creation of a residential subdivision consisting of 15 single detached lots, two stormwater blocks, a public roadway, a road allowance that Recommend Report to Council Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002 January 20, 2021 Page 2 of 5

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would allow a possible future connection to the existing hamlet of Battersea, and a block for the existing home. Section 50.1 of the Planning Act States: Lapse of approval (32) In giving approval to a draft plan of subdivision, the approval authority may provide that the approval lapses at the expiration of the time period specified by the approval authority, being not less than three years, and the approval shall lapse at the expiration of the time period, but if there is an appeal under subsection (39) the time period specified for the lapsing of approval does not begin until the date the Municipal Board’s decision is issued in respect of the appeal or from the date of a notice issued by the Board under subsection (51). 1994, c. 23, s. 30; 2006, c. 23, s. 22 (6). Extension (33) The approval authority may extend the approval for a time period specified by the approval authority and may further extend it but no extension is permissible if the approval lapses before the extension is given. 1994, c. 23, s. 30. The approval for this draft plan of subdivision expires on January 29, 2021. In April, 2020, County Council approved extension of draft approval for this subdivision reflecting the negative impact of processing planning applications as a result of the COVID-19 pandemic. The County of Frontenac is in receipt of a request from Fotenn Consulting on behalf of the applicant for an extension of draft for an additional one (1) year. Since obtaining draft subdivision approval in 2013, one of the two owners, Roger Ouellette, regrettably passed away. His wife, Roberta Ouellette, has not been in a position to satisfy the draft conditions and has been attempting to sell the lands. This is the fifth request for a one year extension for this planning application. An additional one year extension is being requested to allow the owner to sell the lands before draft approval expires. According to the correspondence the existing owner has been successful in securing a buyer. The buyer is a building company that has made a commitment to fulfil the draft conditions of approval, achieve final approval, and start construction within the next year. County staff have not been contacted or been involved in any discussion involving this builder. Since the original draft planning approval in 2013 the planning policy environment in Frontenac has evolved. The County Official Plan was approved in 2016 and now provides regional policies that support and sustain the vitality of villages and hamlets in all four Townships. Also, the Provincial Policy Statement (PPS) has been updated twice since 2013, most recently in May, 2020. The new PPS contains policies to support rural settlement areas and specifically recognizes the use of communal servicing to support new development. In 2021 it is expected that the County and Townships will come to a decision point on creating a utility or governance model to support development on communal services, Recommend Report to Council Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002 January 20, 2021 Page 3 of 5

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particularly in settlement areas. Also in 2021 South Frontenac Township will continue its work on creating a new Official Plan; preliminary open houses have indicated that the community would like to see new residential development be located within existing settlement areas. Under these situations it is possible that new residential development will be expected to be built at a higher density than this proposed subdivision, with a mix of housing units and allow for affordable housing options. This draft subdivision does not reflect the future potential of mixed housing development near settlement areas and it is unlikely that this form of development will be encouraged in the future if communal services becomes the preferred form of servicing in villages and hamlets. Based on FoTenn’s correspondence it is the opinion of staff that Council should consider one further one year extension of draft approval to provide the opportunity for the builder to meet its assurances to begin construction of housing on this site over the next year. The County has the full responsibility/authority to make the decision regarding an extension of draft plan approval. The Township of South Frontenac Council received a report from the Director of Development Services at its January 12, 2021 meeting. Township Council passed the following resolution, a copy of which is attached as Appendix A: Moved by Councillor Ruttan Seconded by Councillor Revill That South Frontenac Council has no objection to the County of Frontenac extending draft plan approval for a period of one year for application 10T2011/002, subject to the conditions approved by County Council on July 17, 2013 and directs the Clerk to forward this resolution to the County Clerk. Carried”. Public Comments Under the Planning Act, there are no requirements for public notification for an extension of draft plan approval. Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Claire Dodds, Director of Development Services, Township of South Frontenac Jannette Amini, Manager of Legislative Services/Clerk John Pyke, Malroz Engineering (County Peer review for hydrogeological studies)

Recommend Report to Council Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision – 2292 Sands Road Township of South Frontenac – County File #10T-2011/002 January 20, 2021 Page 4 of 5

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AGENDA ITEM #f)

Report 2021-007 Recommend Report to Council To:

Warden and Council Members of the County of Frontenac

From:

Kelly J. Pender, Chief Administrative Officer

Prepared by:

Joe Gallivan, Director, Planning & Economic Development

Date of meeting:

January 20, 2021

Re:

Planning & Economic Development – Extension of Approval of Draft Plan of Condominium –Township of South Frontenac (Johnston Point) – County File #10CD-2014/001

Recommendation Resolved That the Council of the County of Frontenac receive the report titled Planning and Economic Development – Extension of Approval of Draft Plan of Condominium – Johnston Point – County File 10CD-2014/001; And Further That the Council of the County of Frontenac extend the draft approval for the plan of condominium for Johnston Point for a period of six (6) months, to July 30, 2021. Background The application of Magenta Waterfront Development Corporation for draft approval of the plan of vacant land condominium together with an implementing zoning bylaw was appealed to the Ontario Municipal Board (OMB) for hearing. A public hearing before the OMB was held in April 2016. The OMB issued its formal Order dated June 28, 2016 which approved South Frontenac Zoning Bylaw, #2016-23. At a special meeting held April 8, 2020, Council extended the draft approval passed via the following resolution: e)

2020-043 Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision and Draft Plans of Condominium – (1) 2292 Sands Road; (2) Cranberry Cove; and (3) Johnston Point

Motion #: 65-20

Moved By: Councillor Martin Seconded By: Councillor Revill

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Draft Plan of Subdivision - 2292 Sands Road, Township of South Frontenac – County File #10T-2011/002;
Draft Plan of Condominium - Cranberry Cove, Township of South Frontenac – County File #10CD-2012/002; and
Draft Plan of Condominium - Johnston Point, Township of South Frontenac – County File #10CD-2014/001. Carried Comment The subject property is approximately 91 acres in area (37 hectares) and is located on a peninsula along the north shore of the east basin on Loughborough Lake. The development is accessed by Hinterland Lane from North Shore Road in the Township of South Frontenac. The application is for the creation of a residential vacant land condominium consisting of 15 residential units with 4 blocks, including access to communal docking. A map of the subject property is attached. Section 50.1 of the Planning Act States: Lapse of approval (32) In giving approval to a draft plan of subdivision, the approval authority may provide that the approval lapses at the expiration of the time period specified by the approval authority, being not less than three years, and the approval shall lapse at the expiration of the time period, but if there is an appeal under subsection (39) the time period specified for the lapsing of approval does not begin until the date the Municipal Board’s decision is issued in respect of the appeal or from the date of a notice issued by the Board under subsection (51). 1994, c. 23, s. 30; 2006, c. 23, s. 22 (6). Extension (33) The approval authority may extend the approval for a time period specified by the approval authority and may further extend it but no extension is permissible if the approval lapses before the extension is given. 1994, c. 23, s. 30. The approval for this draft plan of subdivision expires on January 29, 2021. In April, 2020, County Council approved extension of draft approval for this vacant land condominium reflecting the negative impact of processing planning applications as a result of the COVID-19 pandemic. The County of Frontenac is in receipt correspondence dated January 4, 2021, from Nelligan Law on behalf of the applicant (Magenta Waterfront Development Corporation) requesting an extension of draft approval. Recommend Report to Council Planning and Economic Development – Extension of Approval of Draft Plan of Condominium – Johnston Point Township of South Frontenac – County File #10CD-2014/001 January 20, 2021 Page 2 of 4

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The application to extend draft plan approval for Johnston Point lists the reasons for why an extension is requested: “The applicant confirms the satisfaction of all (draft plan) conditions . . . with respect to final approval . . . and shall be providing copies of the last required clearance letters shortly. Satisfaction of each condition has been the subject of consultation with County staff . . . All parties, including the County and the land registry office may be impacted by the current provincial shut down as a result of COVID-19. In the circumstances we are seeking an extension to draft plan approval.” The application also notes that Magenta is the co-owner of the Johnston Point lands and as of December 15, 2020, are seeking a court order to confirm its authority to sign all documents on behalf of both registered owners. If this order is granted then Magenta will be able to enter the condominium agreement with the Township of South Frontenac, and this agreement is necessary in part to meet the conditions of draft approval. With most of the work completed to fulfil draft conditions, the applicant is requesting one further extension for a period of six (6) months. The County has the full responsibility/authority to make the decision regarding an extension of draft plan approval. The Township of South Frontenac Council received a report from the Director of Development Services at its January 12, 2021 meeting and had no comments. The applicant’s project manager has been working attentively with both Township and County staff over the past eight months to meet all conditions of draft approval. Approximately 90 per cent of the work has been completed. On this basis, staff agree with the applicant that the additional extension for draft approval is reasonable. Public Comments Under the Planning Act, there are no requirements for public notification for an extension of draft plan approval. Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Claire Dodds, Director of Development Services, Township of South Frontenac Jannette Amini, Manager of Legislative Services, County of Frontenac

Recommend Report to Council Planning and Economic Development – Extension of Approval of Draft Plan of Condominium – Johnston Point Township of South Frontenac – County File #10CD-2014/001 January 20, 2021 Page 3 of 4

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Report 2021-010 Council Recommend Report To:

Warden and Council

From:

Kelly Pender, Chief Administrative Officer

Prepared by:

Richard Allen, Manager of Economic Development

Date of meeting:

January 20, 2021

Re:

Planning and Economic Development – Sharbot Lake Downtown Revitalization Update

Recommendation Be It Resolved That the Council of the County of Frontenac support the Township of Central Frontenac in the completion of an application to the Rural Economic Development (RED) Program for the purpose of implementing the forthcoming Downtown Revitalization Program in the Village of Sharbot Lake; And Further That the Council of the County of Frontenac agree to serve as coapplicant for the project, sharing responsibility for project implementation; And Further That Council allocate $2,000 from the Community Development Reserve towards the implementation project should the said application be successful; And Further That the Warden and the Clerk be authorized to enter into an agreement with the Province of Ontario should the said application be successful. Background In 2020, the Township of Central Frontenac, with support from the County of Frontenac, received funding from the Rural Economic Development Program to complete a Downtown Revitalization Program in the village of Sharbot Lake. This program was undertaken to leverage the attention associated with the now completed reconstruction of Elizabeth Street in the downtown area of Sharbot Lake. Details of this application are outlined in report 2020-023.

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Downtown Revitalization is a long-term process of improving the economic, physical and social well-being of a community’s traditional town centre. Downtowns thrive and bustle when there is a dynamic interchange between public space, civic/social uses and commercial activity. This makes for interesting places that residents and visitors will come to experience. The Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) has developed a comprehensive approach to Downtown Revitalization, and ministry staff have been providing support and guidance to the management committee as the program moves forward. As such, the Downtown Revitalization program follows a comprehensive “four point approach” which focuses on balancing:

Economic Development: objectives such as helping existing merchants target specific market segments in their trade area or identify possible new businesses that complement the existing business mix;
Leadership and Management: activities to include various organizations to ensure the process continues and volunteers are celebrated and renewed;
Marketing and Promotions: to ensure that the identity and positive image of the downtown is communicated and that events and activities animate the area; and,
Physical Improvements: such as restoring historic façades, streetscaping, parking, and creating safe, walkable environments. OMAFRA has developed a Four-Stage Process, and the Township is currently completing Stage II, and soon entering Stage III.  

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Stage I: Organizing and Scoping phase (2-4 months) - Reviewing existing documentation and studies, relationship building and baseline information gathering internally and externally. Stage II: Collecting and Assessing (4-6 months) – Executing an array of surveys and focus groups (with measure for social distancing) with business & property owners, visitors/customers, hosting of a community design workshop, and streetscape design consulting. Stage III: Action Planning and Prioritization (2-3 months) – Developing goals, and objectives, articulating target market, reporting and presenting findings, setting priorities, drafting Action Plan with real and approximate costs and timelines for short, mid and long term activities. Stage IV: Implementing (2 years+) – Endorsement of Action Plan by Council, Committee, and Organizations. Establishing and collecting benchmark measures, celebrating ‘wins’ to date, developing and presenting of Annual Report (‘Phase 1 Report”)

Despite the challenges of the COVID-19 Pandemic, the Downtown Revitalization Program was launched and a program coordinator was hired and management committee was created, consisting of County, Township, community and business representatives. The Coordinator, Adriana Barbary is under the management of this committee with the Central Frontenac Public Works Manager as staff supervisor. Recent activities include hosting a virtual kick-off presentation and launching the program with business owners, residents and the greater community. The 50-minute presentation introduced and educated attendees on the Downtown Revitalization program, its priorities, and the process. In the presentation Adriana Barbary introduced some new marketing and Recommend Report to Council Planning and Economic Development –Sharbot Lake Downtown Revitalization Update January 20, 2021

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promotions elements, and gave a snap shot of how and when the program will be active in the community with surveys. The kick-off presentation was a combination of live and pre-recorded video, hosted by Downtown Coordinator. The full video is available on the township website: www.centralfrontenac.com/downtownsl The Community Survey took place between October 31 and December 1, 2020 and was open to full-time residents, seasonal, and non-residents. The survey is a critical market analysis tool for understanding the extent to which people visit Sharbot Lake, and why they do, or do not, visit downtown, in addition to learning where people shop for goods and services and gathering ideas and suggestions on future priorities. The data will be shared with in the form of a Summary Report and Trade Area Analysis Presentation. The survey was promoted on the Central Frontenac Township website, social media, and e-Newsletters, as well as in the Frontenac News, and with posters/ sign boards throughout the Township. 431 responses were collected. In addition to the Community Survey, volunteers and staff were positioned at 3 high traffic locations over 8 days to conduct a quick 3 question Customer Origin Survey, speaking with 403 individuals in the process. The findings of this survey will inform a Trade Area Analysis report, to be co-developed with support from OMAFRA. The goal of this survey was to talk to visitors and residents in the downtown, as they are shopping or using services, to understand where they come from, why they are in the downtown at that time, and 3 new things they’d like to see (businesses, services, amenities, other features) in the future. A summary of the above survey results will be presented to Township Council on January 26th, highlighted key trends, themes and leading perspectives on downtown businesses, services and amenities. This data will be supported by a Trade Area report that will be provided by OMAFRA. Upcoming activities include:    

Business and Building Inventory, Mix & Analysis In depth Business Owner Interviews Posting RFP for Streetscape and Design Consultants Planning and hosting of a virtual Community Design Workshop

Discussion As the Downtown Revitalization process gains momentum in Sharbot Lake, the management committee has determined that it is advantageous to move immediately from planning to action, and the township is proactively seeking support from the RED funding program to launch the implementation of the Downtown Revitalization Plan shortly after it is completed. As such, The Township of Central Frontenac is seeking to continue its partnership as a co-applicant for the implementation phase of this project. Recommend Report to Council Planning and Economic Development –Sharbot Lake Downtown Revitalization Update January 20, 2021

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This request would fund an Implementation Coordinator on a contract basis, who will be responsible for carrying out the tasks identified in the forthcoming Action Plan. This position would be responsible for mobilizing the community and stakeholders in areas of economic development, physical improvements, marketing, and activities to attract visitors and investment to the area. The Action Plan will be finalized, approved, and endorsed by Council and the Management Group of the Downtown Revitalization Program by August 2021. If this application for RED funding is successfully approved by OMAFRA (Ontario Ministry of Agriculture, Food and Rural Affairs), this funding would allow for a seamless transition between planning and successful implementation of the Sharbot Lake Downtown Revitalization program. The Central Frontenac Township Economic Development Committee held a special meeting held Wednesday January 13th and passed the following motion. Moved by Sara Carpenter, Seconded by Alison Robinson: That the Economic Development Committee receive the verbal report from the Downtown Revitalization Co-ordinator on behalf of the Downtown Revitalization Management Group (DRMG); And That the Economic Development Committee hereby supports the request of the DRMG to move forward with the project by applying for a Rural Economic Development grant (February 1, 2021 intake) for the next stage funding, being funding for implementing the goals and activities identified in the Downtown Revitalization Action Plan for Sharbot Lake. And Further That this motion be forwarded to both Central Frontenac Council at its meeting January 26 and County Council at its meeting January 20th to seek approval to submit an application with the Township as lead and County as coapplicant. Carried A draft report will be presented to Township Council on January 26th. Strategic Priority Implications Priority 2.1: To meet the needs of future capital projects, explore new sources of funding support (current and future programs), cost-sharing options and other potential economies. Priority 3.1: Work with the townships, other municipalities and levels of government on broad infrastructure issues — ranging from environmental concerns to regional transportation strategies for residential, social and economic purposes, and access to funding.

Recommend Report to Council Planning and Economic Development –Sharbot Lake Downtown Revitalization Update January 20, 2021

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Financial Implications As with the plan development phase of this project in 2020, staff recommend that $2,000 from the Community Development Reserve be dedicated to support the implementation phase. Organizations, Departments and Individuals Consulted and/or Affected Frontenac County Planning and Economic Development Department Township of Central Frontenac Ontario Ministry of Agriculture, Food and Rural Affairs (OMAFRA) Central Frontenac Township Economic Development Committee Sharbot Lake Business Group Businesses located in the Village of Sharbot Lake

Recommend Report to Council Planning and Economic Development –Sharbot Lake Downtown Revitalization Update January 20, 2021

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Report 2021-003 Information Report to Council To:

Warden and Members of County Council

From:

Kelly Pender, Chief Administrative Officer

Prepared by:

Jannette Amini, Manager of Legislative Services/Clerk

Date of meeting:

January 20, 2021

Re:

Corporate Services – Annual Report on Delegation of Authority

Recommendation This report is for information purposes only. Background On February 20, 2019, Council, through the passage of By-law 2019-004 amended Bylaw 2016-0006, to establish a Delegation of Authority Policy and authorized the delegation of certain powers and duties under the Municipal Act, 2001, the Planning Act and other Acts with respect to the delegation of Council’s legislative and administrative authority. The purpose of the policy is to set out the scope of the powers and duties which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy was developed in accordance with the Municipal Act in order to comply with its other applicable sections, including Section 270. This policy applies to all committees of Council, departments and staff. As per schedule B of the Policy, the following are the duties which Council has delegated: Warden Head of the Municipality for the Purposes of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) and the Ombudsman Act Clerk Delegated the power or duty granted or vested in the head pursuant to Section 49(1) of the Municipal Freedom of Information and Protection of Privacy Act;

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Designated as the Contact Person of the Municipality for the Purposes of the Personal Health Information Protection Act (PHIPA) and the Ombudsman Act; Director of Planning and Economic Development Delegated the authority to authorize Final Approval of Plans of Subdivision and Plans of Condominium; Delegated the authority to authorize Applications for Part-Lot Control – Approval Integrity Commissioner Delegation of authority of Council’s powers to impose penalties for a contravention of the Code of Conduct Chief Administrative Officer, or their delegate a. approve any expenditures, enter into any agreements and/or other legal documents and incur any other liabilities which were part of the 2020 Budget; b. approve any expenditures, enter into any agreements and/or other legal documents, and incur any other liability for unbudgeted emergency expenditures related to COVID-19; c. Make changes to Human Resources and Procurement policies and procedures as they pertain to staffing and operations d. amend due dates for requisition from Townships of Tax levy in consultation with member municipalities and e. implement matters that Council has approved subject to modification as deemed necessary to address circumstances related to COVID-19; Upon the termination of this delegation of authority, the Chief Administrative Officer shall report to Council of any exercise of a power or duty delegated under this By-Law; These delegation of powers and authority will only take effect and be limited to the time that County Council is unable to hold its regular or special meetings of Council or to address time sensitive matters as a result of the COVID-19 outbreak. Due to the cancellation of the March 18, 2020 regular Council meeting, that this delegation of authority be retroactive to March 30, 2020 Comment The purpose of this report is to provide Council an update of how these delegated authorities were used in 2020. Municipal Freedom of Information and Protection of Privacy Act The Clerk is delegated the power or duty granted or vested in the head pursuant to Section 49(1) of the MFIPPA. In addition, Section 26 requires that the head shall make an annual report regarding the institutions public access to information under its custody and control, in accordance with this section, to the Commissioner. In 2020, the Clerk received two full requests for access to information pursuant to MFIPPA. One request was made by an individual member of the public and one request was made by a business. One request was completed within 30 days or less Information Report to Council Corporate Services –Annual Report on Delegation of Authority January 20, 2021

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as required under the Act, and one request required an extension due to the requirement of having issued a Notice to Affected Persons. Of the two requests, full disclosure of information was provided. No fees were collected for these requests other than the $5 application fee. The County had two instances where it used and disclosed personal information in a way that differs from the way the information is normally used or disclosed (an inconsistent use). A Notice of the inconsistent use and disclosure was issued to the affected individuals including actions taken by the County to ensure confidentiality is maintained and that future incidences do not occur. Personal Health Information and Protection of Privacy Act The Clerk is delegated as the Contact Person of the Municipality for the Purposes of the Personal Health Information Protection Act (PHIPA) and the Ombudsman Act; In addition, Section 26 of MFIPPA requires that the head shall make an annual report, in accordance with this section, to the Commissioner and that the report specify the number of requests under MFIPPA or the Personal Health Information Protection Act (PHIPA) for access to records made to the institution or to a health information custodian within the meaning of the Personal Health Information Protection Act. If an institution has more than one type of health information custodian, it must submit a separate report for each type. The County of Frontenac is a health information custodian for the follow types:

A municipality that operates an ambulance service within the meaning of the Ambulance Act
A person who operates a long-term care home within the meaning of the LongTerm Care Homes Act, 2007 or a care home within the meaning of the Residential Tenancies Act, 2006 i.

Frontenac Paramedics

In 2020, Frontenac Paramedics received a total of 18 requests for personal health information. All requests were completed within 30 days or less as required under the Act. Of the 18 requests, 2 were not Frontenac Paramedic calls, 2 were either cancelled or abandoned and 14 were granted full access. The total of fees collected was $553.70. i.

Fairmount Home

In 2020, Fairmount Home received 3 requests for personal health information, one of which was abandoned. The other two requests were completed within 30 days or less as required under the Act. Of the 2 requests, full access was granted for both. The total of fees collected was $87.60. Section 54(12) of PHIPA permits that a health information custodian may waive the payment of all or any part of the fee that an individual is required to pay under that subsection if, in the custodian’s opinion, it is fair and equitable to do so. A total of $18.50 was waived. Information Report to Council Corporate Services –Annual Report on Delegation of Authority January 20, 2021

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Final Approval of Plans of Subdivision and Plans of Condominium No delegation of authority to authorize Final Approval of Plans of Subdivision and Plans of Condominium was used in 2020. Authorization of Applications for Part-Lot Control – Approval The Director of Planning and Economic Development approved By-law No. 53-20 for the Municipality of the Township of North Frontenac for the purpose of exempting certain lands described as Lot 1 and Lot 2 on Registered Plan 1882, from Part Lot Control pursuant to Section 50(7) of the Planning Act in August 2020. To impose penalties for a contravention of the Code of Conduct No delegation of authority was used in 2020 to impose penalties for a contravention of the Code of Conduct. Delegated Authority in absence of Council Authorization due to COVID-19 The Delegation of Authority By-law was further amended on April 8, 2020 to delegate certain authority to the Chief Administrative Officer (that would normally require Council approval), in the event Council meetings are cancelled due to COVID-19. The By-law only takes effect and is limited to the time that Frontenac County Council is unable to hold its regular or special meetings of Council as a result of the COVID-19 outbreak. In addition, due to the cancellation of the March 18, 2020 Council meeting, this delegation of authority was retroactive to March 30, 2020 to provide the necessary authorization for the execution of funding agreements with the Province. The following are the specific provisions for the delegated authority, as well as if or how they were used: a. approve any expenditures, enter into any agreements and/or other legal documents and incur any other liabilities which were part of the 2020 Budget; No purchases were made under this Delegation of Authority. Only purchases over $50,000 would have required Warden authorization and there were no unbudgeted purchases in excess of this amount in 2020. Under this delegated authority, two agreements were executed March 30th with the Ministry of Municipal Affairs and Housing to: a) Complete a third party review of the Frontenac County Economic Development program; and b) Review the possible cost savings in creating a One-Window Permitting System for Freight Movement in the County of Frontenac, the United Counties of Leeds and Grenville, the County of Lanark, the United Counties of Prescott and Russell, United Counties of Stormont, Dundas and Glengarry, the City of Cornwall, and the Town of Smith Falls, (“the Municipalities”) Both of these agreements were previously reported to Council at its special meeting held April 8, 2020.

Information Report to Council Corporate Services –Annual Report on Delegation of Authority January 20, 2021

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AGENDA ITEM #a)

b. approve any expenditures, enter into any agreements and/or other legal documents, and incur any other liability for unbudgeted emergency expenditures related to COVID-19; Unbudgeted expenditures were incurred in 2020 as a result of COVID-19, due to the requirement for additional PPE; however these costs were offset by additional funding from the Province. c. Make changes to Human Resources and Procurement policies and procedures as they pertain to staffing and operations On March 21, 2020, the Provincial Government made an order which made wideranging changes to how health service providers deal with their employees, overriding both employment legislation and collective agreements. This order grants health services providers with the power to take, with respect to work deployment and staffing, any reasonably necessary measures to respond to, prevent and alleviate the outbreak of COVID-19 for patients. The order goes on to provide a non-exhaustive list of specific measures that health services providers may take, notwithstanding any other statute, regulation, order, policy, arrangement or agreement – including collective agreements. On March 23, 2020 a similar order was issued targeting long-term care homes. As with the hospital order, the long-term care home order directs service providers take any reasonably necessary measures related to staffing to respond to, prevent and alleviate the COVID-19 outbreak. To that end, providers are directed and empowered to develop, modify and implement redeployment plans that may override collective agreement terms. The non-exhaustive list of things that may be done under such plans are identical to those set out in the hospital order with some exceptions. On March 27, 2020, a second order was issued at the long-term care home sector authorizing it to engage in a range of practices that would otherwise be unlawful under the Long-Term Care Homes Act, 2007 and its regulations. The order authorizes licensed long-term care home operators to take any reasonably necessary measures in accordance with the order to respond to, prevent and alleviate the outbreak of COVID19 in a long-term care home, so long as they are consistent with ensuring a safe and secure environment for residents. The order then authorizes operators of long-term care homes to do or refrain from doing things, notwithstanding their normal legislative, regulatory and policy obligations. As a result of these provincial emergency orders, no delegation of authority was required to make changes to Human Resources and Procurement policies and procedures as they pertain to staffing and operations during 2020 resulting from the COVID-19 pandemic. d. amend due dates for requisition from Townships of Tax levy in consultation with member municipalities The County of Frontenac amended the due dates for requisition from Townships of tax levy. Following consultation with the Townships, the payment deferral for the Information Report to Council Corporate Services –Annual Report on Delegation of Authority January 20, 2021

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Townships was based upon the due date deferral that each Township opted for as follows: a) North Frontenac: April*, June, September, December b) Central Frontenac: March, August, October, December c) South Frontenac: March, August, October, December d) Frontenac Islands: April, June, September, December *North Frontenac – Since the March payment was already completed as scheduled before any relief on the due date was discussed, the County extended that the June payment could be made in July. e. implement matters that Council has approved subject to modification as deemed necessary to address circumstances related to COVID-19; Additional labour resources were brought in to address the pandemic both at Fairmount Home and Frontenac Paramedics; however these positions were offset by additional funding from the Province. Strategic Priorities Implications As part of the Vision for the County of Frontenac in its 2019-2022 Strategic Plan, it identifies accountability and states: As a framework for strategic planning, this future vision incorporate goals related to: • Building the County’s organizational capacity in line with its mandate and accountabilities. Additionally, Other Important and Continuing County Priorities, identifies:  Continually improve customer and financial services.  Maintain a strong organization and positive work culture through leadership, human resources, training and development, physical and IT infrastructure, and partnerships. Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Joe Gallivan, Director of Planning and Economic Development Gale Chevalier, Chief/Director of Emergency and Transportation Services Susan Brant, Administrator, Fairmount Home

Information Report to Council Corporate Services –Annual Report on Delegation of Authority January 20, 2021

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Page 6 of 6

AGENDA ITEM #b)

Report 2021-008 Information Report to Council To:

Warden and Council Members of the County of Frontenac

From:

Kelly J. Pender, Chief Administrative Officer

Prepared by:

Joe Gallivan, Director of Planning & Economic Development

Date of meeting:

January 20, 2021

Re:

Planning & Economic Development – Final Approval – Cranberry Cove Vacant Land Condominium – County File 10CD-2012/002

Purpose This report is for information purposes only. This report is to inform Council and the public that final approval of the Cranberry Cove vacant land condominium development was granted final approval on January 8, 2021. The formal Notice of Decision is attached to this report. Background At a special meeting held April 8, 2020, Council extended the draft approval passed via the following resolution: e)

2020-043 Planning and Economic Development – Extension of Approval of Draft Plan of Subdivision and Draft Plans of Condominium – (1) 2292 Sands Road; (2) Cranberry Cove; and (3) Johnston Point

Motion #: 65-20

Moved By: Councillor Martin Seconded By: Councillor Revill

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AGENDA ITEM #b)

Draft Plan of Subdivision - 2292 Sands Road, Township of South Frontenac – County File #10T-2011/002;
Draft Plan of Condominium - Cranberry Cove, Township of South Frontenac – County File #10CD-2012/002; and
Draft Plan of Condominium - Johnston Point, Township of South Frontenac – County File #10CD-2014/001. Carried Comment The subject property is 25.5 hectares (63 acres) and is located at Carrying Place Road and Cranberry Cove Lane, with water frontage on Cranberry Lake, northeast of the hamlet of Battersea in the Township of South Frontenac. The application is for the creation of a residential vacant land condominium consisting of 13 single detached units, one storage garage unit, one parking area unit, three common element private condominium roads, one private open space block, one lake access easement block and two 30 centimetre reserve blocks. A map of the development is attached to this report. Since County Council granted extension of draft approval in April, 2020, the applicant has been working on meeting all conditions of draft approval. On December 18, 2020, the Township of South Frontenac provided the County with a clearance letter with respect to the Cranberry Cove development. The letter confirmed that all conditions of draft approval that require endorsement by the Township had been fulfilled, and that Township staff were supportive of the County issuing final approval. All additional conditions of draft approval have been fulfilled including those required by KFLA Health Unit (septic), and Cataraqui Conservation (stormwater, environmental impacts). Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Ms. Claire Dodds, Director of Development Services, Township of South Frontenac Ms. Jannette Amini, Manager of Legislative Services/Clerk

Information Report to Council Planning and Economic Development – Final Approval – Plan of Condominium – Cranberry Cove – County File 10CD-2012/002 January 20, 2021 Page 2 of 4

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AGENDA ITEM #b)

Information Report to Council Planning and Economic Development – Final Approval – Plan of Condominium – Cranberry Cove – County File 10CD-2012/002 January 20, 2021 Page 3 of 4

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AGENDA ITEM #b)

Applicant: Magenta Waterfront Development Corporation

Date of Decision: January 8, 2021

Date of Notice: January 8, 2021

File No.: 10CD-2012-002

Municipality: Township of South Frontenac in the County of Frontenac

Subject Lands: Parts 1, 6 & 7 Plan 13R-8978, Except Parts 1-5, Plan 13R-18799, and Part 1, Plan 13R19396, Part of Lot, Concession 10, Geographic Township of Pittsburgh, Township of South Frontenac, County of Frontenac

Notice of Decision The Corporation of the County of Frontenac on Application for Approval of Final Plan of Condominium Subsection 51(58) of The Planning Act Approval of the Final Plan of Condominium for the application in respect of the subject lands noted above was granted by the Director of Planning and Economic Development on January 8, 2021, as authorized by County of Frontenac By-law 2016-0006 being a by-law to delegate authority under Section 51.2 (1) of the Planning Act to the Director of Planning and Economic Development (Delegated the authority to authorize Final Approval of Plans of Subdivision and Plans of Condominium) passed on the 16th day of March, 2016. Jannette Amini, County Clerk Corporation of the County of Frontenac 2069 Battersea Road Glenburnie, ON K0H 1S0 Telephone: (613)-548-9400, ext. 302 Email: jamini@frontenaccounty.ca

Information Report to Council Planning and Economic Development – Final Approval – Plan of Condominium – Cranberry Cove – County File 10CD-2012/002 January 20, 2021 Page 4 of 4

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AGENDA ITEM #c)

Report 2021-009 Council Information Report To:

Warden and Council

From:

Kelly Pender, Chief Administrative Officer

Prepared by:

Jannette Amini, Manager of Legislative Services/Clerk

Date of meeting:

January 20, 2021

Re:

Corporate Services – 2019 Accessibility for Ontarians with Disabilities (AODA) Compliance Audit Update

Recommendation This report is for information purposes only. Background As a broader public sector organization with one or more employees, the County of Frontenac was legally required to file a 2019 accessibility compliance report by December 31, 2019. The Accessibility Directorate of Ontario recommends and the minister decides what must be in the report and how to present the information. These reports tell how the person or organization is complying with the standard. The report is a series of Yes or No questions, and organizations can provide additional information regarding their compliance status in a text field below each question. As per Part III, section 15(1) of the Act, someone who is in an official position of authority in the organization must “certify” that the report is accurate. The Manager of Legislative Services/Clerk completed the County’s Compliance report on December 6, 2019. The Compliance Report determines if organizations are compliant under the AODA and its 5 Standards, those being:

Customer Service Standard;
Information and Communication Standard;
Employment Standard;
Transportation Standard; and,
Design of Public Spaces Standard

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AGENDA ITEM #c)

For the most part, the County of Frontenac was in compliance with all five Standards with the exception of a portion of the Information and Communication Standard. The County was not in compliance with all of the applicable requirements for the Information and Communications Standard in effect under the Integrated Accessibility Standards Regulation due both the County website and the County’s Civic Web Portal containing PDF documents that were not fully accessible. As reported to Council in November 2020, the County signed an agreement with Equidox which has developed a fast and easy-to-use web-based software solution that converts inaccessible PDF documents into WCAG 2.0 AA-compliant HTML and accessible PDF and EPUB 2 content. The County has two staff who are trained and take documents through the program to bring them into compliance, however the process can take anywhere from 15 minutes to a number of days, depending on the complexity of the document. Due to the number of documents still requiring remediation and the time required to remediate comprehensive documents, the County advised the Ministry and Council that the County would be pulling all documents that have not yet been made accessible off of its website by year end. The removed documents will gradually be added back to the website as they are put through Equidox. This course of action would bring the County into compliance with the following process taken in determining a queue line for remediating remaining documents: 1. 2. 3. 4. 5.

The Communications Officer will advise of the most popular documents viewed; The most popular documents will be remediated by staff as their time permits; A brief description will be added to the website for the most popular views advising that the document is available by request. If the request requires that the document be in an accessible format, that document will be set as a priority in the cue list; Only “in-demand” documents will be added back to the County’s website; All new documents being uploaded to the County’s website will be required to comply with the regulations.

Comment Staff can confirm that as of December 31, 2020, all inaccessible PDF documents were removed from the County of Frontenac website and all public access is now restricted on the County’s Civic Web portal to all Council and Committee agendas/minutes prior to 2020. All 2020 Council and Committee agendas were re-published, uploading reports in their original plain text Word format only. Any pdf attachments to those reports were not re-uploaded. As a result, on January 11, 2021, the Manager of Legislative Services resubmitted the County of Frontenac’s 2019 AODA Compliance Audit and can confirm that the County is now fully AODA Compliant. Public Notice With the removal of all inaccessible documents from the website, the following notice is automatically generated once a user navigates onto the County’s website. The notice is embedded with links for user ease completing the document request form.

Information Report to Council Corporate Services – 2019 Accessibility for Ontarians with Disabilities (AODA) Compliance Audit Update January 20, 2021 Page 2 of 3

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AGENDA ITEM #c)

AODA and changes to Frontenac County websites The Accessibility for Ontarians with Disabilities Act (AODA) helps reduce and remove barriers faced by persons living with disabilities by establishing standards for accessibility. AODA requires that our websites be fully accessible before 1 January 2021. Some documents originally hosted on the sites, those downloadable in PDF format, were removed in order to meet those requirements. Accessible versions of the documents are available at your request by completing our document request form. With the restriction of public access to all Council and Committee agendas and minutes prior to 2020 on the County’s Civic Web Portal, the following notice is provided on the landing page of the Portal As of January 1, 2021, the County of Frontenac will have removed all documents from its Civic Web Portal dated 2019 and prior. This move is necessary in order for the County to be in compliance with Section 14 of the Integrated Accessibility Standards under the Accessibility for Ontarians with Disabilities Act. We regret that this will create an unintended barrier to accessing these documents. These documents will remain available to the public upon request and will be provided in an accessible format upon request. Can’t find something you are looking for? Please visit www.frontenaccounty.ca or contact the Clerk at 613 548-9400 ext 302 or by email Both of these notices provide assurance to the public that County records remain accessible to the public and are available in an accessible format upon request. Strategic Priorities Priority 1: Get behind plans that build community vitality and resilience in times of growth and change. This priority responds to high interest as well as concern shared broadly across the County that communities in the Frontenacs be well supported with infrastructure and services essential to vitality and sustainability in today’s world. Financial Implications There are no financial implications associated with this report. Organizations, Departments and Individuals Consulted and/or Affected Alex Lemieux, Director of Corporate Services/Treasurer Joint Frontenac Accessibility Advisory Committee Accessibility Directorate of Ontario

Information Report to Council Corporate Services – 2019 Accessibility for Ontarians with Disabilities (AODA) Compliance Audit Update January 20, 2021 Page 3 of 3

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AGENDA ITEM #a)

Committee Report To:

Warden and Council Members of the County of Frontenac

From:

Brieanna McEathron, Administrative Clerk

Date of meeting:

January 20, 2021

Re:

Community Development Advisory Committee – Report to Council

All items listed on the Community Development Advisory Committee Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Community Development Advisory Committee Report to be separated from that motion and considered separately, whereupon the Community Development Advisory Committee Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. The Community Development Advisory Committee reports and recommends as follows: 2020-107 Community Development Advisory Committee Open Farms in Frontenac 2020 Be It Resolved That Council direct staff to pursue formalized partnerships with the Township of South Frontenac, the City of Kingston, the National Farmers’ Union Local 316, the Frontenac Federation of Agriculture, and regional Farmers Markets in order to ensure the continued execution of the annual event as a highquality regional local food celebration.

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AGENDA ITEM #a)

Minutes of the Community Development Advisory Committee Meeting December 10, 2020 Unconfirmed

A regular meeting of the Community Development Advisory Committee was held in virtual electronic format, hosted at the County Administrative Office, 2069 Battersea Road, Glenburnie on Thursday, December 10, 2020 at 10:00 AM Present Electronically: Betty Hunter, Chair Barrie Gilbert Councillor Alan Revill, Council Liaison Lisa Henderson Mary Kloosterman Councillor Denis Doyle Greg Rodgers Absent: Wilma Kenny, Vice Chair Staff Present Electronically: Richard Allen, Manager of Economic Development Jannette Amini, Manager of Legislative Services/Clerk Brieanna McEathron, Administrative Clerk (Recording Secretary) Alison Vandervelde, Community Development Officer 1.

Call to Order

The Chair called the meeting to order at 10:04 a.m. 2.

Adoption of the Agenda

Moved By: Seconded By:

Councillor Alan Revill Barrie Gilbert

That the agenda for the December 10, 2020 meeting of the Community Development Advisory Committee be adopted. Carried

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AGENDA ITEM #a)

Disclosure of Pecuniary Interest and General Nature Thereof

There were none. 4.

Adoption of Minutes a)

Minutes of Meeting held October 8, 2020

Moved By: Seconded By:

Barrie Gilbert Mary Kloosterman

That the minutes of the Community Development Advisory Committee meeting held October 8, 2020 be adopted. Carried 5.

Deputations and/or Presentations 

Reports to the Community Development Advisory a)

2020-106 Community Development Advisory Committee December Update on COVID-19 Response Initiatives

This report is for information only. Richard Allen, Manager of Economic Development provided an overview of this report. Ms. Hunter noted that members of public have had a positive response. Mr. Allen noted that this is the reason we will continue to pursue this avenue. b)

2020-107 Community Development Advisory Committee Open Farms in Frontenac 2020 Moved By: Councillor Denis Doyle Seconded By: Councillor Alan Revill Be It Resolved That Council direct staff to pursue formalized partnerships with the Township of South Frontenac, the City of Kingston, the National Farmers’ Union Local 316, the Frontenac Federation of Agriculture, and regional Farmers Markets in order to ensure the continued execution of the annual event as a high-quality regional local food celebration. Carried Councillor Denis Doyle entered at 10:08 a.m. Community Development Advisory Committee Meeting Minutes December 10, 2020

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Page 2 of 4

AGENDA ITEM #a)

Ms. Vandervelde, Community Development Officer provided an overview of the report. Ms. Kloosterman asked what the actual expenditure was from this year compared to last year. Ms. Vandervelde answered that it was approximately $8,000 last year and $14,000 this year. She noted that we the County have received grants. Ms. Henderson asked if it is worth doing a hybrid event next year. Ms. Vandervelde indicated that there will be some virtual components going forward. Councillor Revill asked if the County has looked at the possibility of participant farms to contribute to Open Farms. Ms. Vandervelde answered that going forward there is a possibility to ask for a nominal fee. Ms. Kloosterman asked if Open Farms will continue next year. Ms. Vandervelde answered that the Economic Development department has received support from County Council in 2019 to continue with Open Farms as an annual event. c)

2020-108 Community Development Advisory Committee Review of motorized access to the Verona Corridor of the Frontenac K&P Trail.

This report is for information only. It is being provided to the committee in order to support the committee’s efforts to provide advice to County Council with respect only to the issue of motorized use on the K&P Trail between Bellrock Road and Craig Road (“Verona Corridor”). Richard Allen, Manager of Economic Development provided an overview of this report. In regards to the meeting of the working group it was the consensus that the meeting would take place in January and the working group would provide information at the following CDAC meeting in February. Mr. Gilbert asked if Mr. Allen could add a question to the survey to ask if the locals are against motorized vehicle use. Ms. Hunter noted that this survey has already concluded and the questions cannot be added. Mr. Allen said he can provide a more detailed outline of the survey and the answereds provided. 7.

Communications a)

Funding Agreement with Trans Canada Trails [Distributed to Community Development Advisory Committee November 18, 2020] Other Business 

Community Development Advisory Committee Meeting Minutes December 10, 2020

PageDevelopment 105 of 131Advisory Committee That the Report r… Report of the Community

Page 3 of 4

AGENDA ITEM #a)

Next Meeting

The next regular meeting of the Community Development Advisory Committee is scheduled for Thursday, February 11, 2021 at 10:00 a.m. 10.

Adjournment

Moved By: Seconded By:

Councillor Denis Doyle Mr. Barrie Gilbert

That the meeting hereby adjourn at 10:42 a.m. Carried

Community Development Advisory Committee Meeting Minutes December 10, 2020

PageDevelopment 106 of 131Advisory Committee That the Report r… Report of the Community

Page 4 of 4

AGENDA ITEM #b)

Committee Report To:

Warden and Council Members of the County of Frontenac

From:

Brieanna McEathron, Administrative Clerk

Date of meeting:

January 20, 2021

Re:

Communal Service Governance/Operation Model Review Committee – Report to Council

All items listed on the Communal Service Governance/Operation Model Review Committee Report shall be the subject of one motion. Any member of County Council may ask for any item(s) included in the Communal Service Governance/Operation Model Review Committee Report to be separated from that motion and considered separately, whereupon the Communal Service Governance/Operation Model Review Committee Report without the separated item(s) shall be put to the vote and the separated item(s) shall be considered immediately thereafter. The Communal Service Governance/Operation Model Review Committee reports and recommends as follows: Be It Resolved That the Communal Service Governance/Operation Model Review Committee form a working group which includes Wayne Robinson, Joe Gallivan, Kelly Pender, Councillor Doyle as well as additional staff required to examine the financial model.

Page 107 of 131 Report of the Communal Service Governance/Operation Model Review Committ…

AGENDA ITEM #b)

Minutes of the Communal Service Governance/Operational Model Review Committee December 15, 2020 Unconfirmed

A meeting of the Community Development Advisory Committee was held in Electronic format, hosted by County Administrative Office, 2069 Battersea Road, Glenburnie on Tuesday, December 15, 2020 at 9:00 AM Present Electronically: Councillor Denis Doyle, Chair Mike Keene, Vice-Chair Gwen Glover Jim McIntosh Deputy Warden Ron Vandewal Warden Fran Smith Wayne Robinson Councillor Ron Higgins Absent: Gwen Glover Staff Present Electronically: Joe Gallivan, Director of Planning and Economic Development Megan Rueckwald, Manager of Community Planning Kelly Pender, Chief Administrative Officer Brieanna McEathron (Recording Secretary) 1.

Call to Order

Chair called the meeting to order at 9:02 a.m. 2.

Adoption of the Agenda

Moved By: Seconded By:

Warden Smith Councillor Higgins

That the agenda for the December 10, 2020 meeting of the Communal Service Governance/Operation Model Review Committee be adopted. Carried

Page 108 of 131 Report of the Communal Service Governance/Operation Model Review Committ…

AGENDA ITEM #b)

Disclosure of Pecuniary Interest and General Nature Thereof

There were none. 4.

Adoption of Minutes a)

Minutes of Meeting held November 10, 2020

Moved By: Seconded By:

Mr. Robinson Mr. McIntosh

That the minutes of the Communal Service Governance/Operation Model Review Committee meeting held November 10, 2020 be adopted. Carried 5.

Deputations and/or Presentations a)

Mr. Alec Knowles and team, WSP Canada Group Limited, will present to Communal Service Governance/Operation Model Review Committee, highlights on County-Level Governance Model, Municipal Service Corporations, and Joint Municipal Services Board

Mr. Alec Knowles and the WSP Consulting team, provided the Committee with a presentation on the highlights of County-Level Model, Municipal Service Corporations, and Joint Municipal Services Board, a copy of which is attached to the record in the Clerk’s Office. Mr. Keene asked if you would need to transfer power for every current communal system. Mr. Knowles answered that at this stage the committee is only at the governance level and would not typically get into individual communal systems. In regards to a Municipal Service Corporation Asset Transfer policy it was asked if it is mandatory to transfer all existing assets. Mr. Knowles answered that it is not necessarily the case and it would depend on what the governing authorities decide. Councillor Higgins asked if we implement any one of these governance options, would existing systems that are privately owned be grandfathered in to their current agreements. Mr. Knowles indicate that it is up to the municipalities and the governance authorities to decide on the specifics of each agreement. Deputy Warden Vandewal asked if an MSC agreement would cover water and septic. Mr. Knowles answered yes.

Communal Service Governance/Operation Model Review Committee Meeting Minutes December 15, 2020

Page 109 of 131 Report of the Communal Service Governance/Operation Model Review Committ…

Page 2 of 4

AGENDA ITEM #b)

Deputy Warden Vandewal noted that for existing private systems there would need to be a thorough investigation of their systems before the municipalities would take them over. Mr. McIntosh asked if it is possible to start the governance model at the county level and transfer power to the County until it’s up and running and at that time hand it over to the lower tiers. Mr. Knowles answered that this is a possibility and you could potentially set up and MSC and have it initially staffed with a skeleton crew that could be current public staff until it’s up and running. He noted that there are different ways to approach this scenario while also respecting policy restrictions. Deputy Warden Vandewal noted that if you are going to set up and MSC, either way it’s going to take staff and costs and that when comparing the other types of governance models, the consultants will need to include annual costs for other models as well, not just the MSC Model. He noted that all three option will in the end hold the municipalities liable in case of default. Moved By: Seconded By:

Mr. Robinson Deputy Warden Vandewal

That the Communal Service Governance/Operation Model Review Committee provide WSP Canada Ltd. the permission to proceed to investigate the Municipal Services Corporation. Carried Moved By: Seconded By:

Warden Smith Councillor Higgins

Be It Resolved That the Communal Service Governance/Operation Model Review Committee form a working group which includes Wayne Robinson, Joe Gallivan, Kelly Pender, Councillor Doyle as well as additional staff required to examine the financial model. Carried 6.

Reports to the Community Development Advisory 

Communications a)

Meetings notes from November 10, 2020 Provided by WSP Canada Group Limited [Distributed to Members of Communal Service Governance/ Operation Model Review Committee December 2, 2020] Summary Engagement Table Provided by WSP Canada Group Limited [Distributed to Members of Communal Service Governance/ Operation Model

Communal Service Governance/Operation Model Review Committee Meeting Minutes December 15, 2020

Page 110 of 131 Report of the Communal Service Governance/Operation Model Review Committ…

Page 3 of 4

AGENDA ITEM #b)

Review Committee December 2, 2020] Progress Report as of November 2020 Provided by WSP Canada Group Limited [Distributed to Members of Communal Service Governance/ Operation Model Review Committee December 2, 2020] Other Business 

Next Meeting 

Adjournment Moved By: Seconded By:

Councillor Higgins Warden Smith

That the meeting hereby adjourn at 10:45 a.m. Carried

Communal Service Governance/Operation Model Review Committee Meeting Minutes December 15, 2020

Page 111 ofGovernance/Operation 131 Report of the Communal Service Model Review Committ…

Page 4 of 4

AGENDA ITEM #a)

By-Law No. 2021-0001 of The Corporation of the County of Frontenac being a By-law to Impose User Fees and Charges for Services

Whereas Sections 391 (1) and (3) of the Municipal Act, 2001 S.O. 2001, c. 25, as amended authorize a municipality to impose fees or charges including costs incurred by the municipality related to administration, enforcement and the establishment, acquisition and replacement of capital assets, on persons, (a)

for services or activities provided or done by or on behalf of it;

(b)

for costs payable by it for services or activities provided or done by or on behalf of any other municipality or local board; and

(c)

for the use of its property including property under its control.

And Whereas Section 69 of the Planning Act, R.S.O. 1990, c.P.13, as amended, authorizes that the council of a municipality, by by-law, may establish a tariff of fees for the processing of applications made in respect of planning matters, which tariff shall be designed to meet only the anticipated cost to the municipality in respect of the processing of each type of application provided for in the tariff: Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac enacts as follows: 1.

That Schedule A attached hereto and forming part of this by-law represents Fees for Services for County Administration and Geographic Information System (GIS) Mapping.

That Schedule B attached hereto and forming part of this by-law represents Fees for Services for Facility Rentals.

That Schedule C attached hereto and forming part of this by-law represents the Tariff of Fees for Land Use Planning.

That Schedule D attached hereto and forming part of this by-law represents the Fees for Services for Fairmount Home.

That Schedule E attached hereto and forming part of this by-law represents Fees for Services for Frontenac Paramedic Services.

That Schedule F attached hereto and forming part of this by-law represents Fees for Citizen Land Use on County Owned Property

That all fees, other than for exempt services, are subject to the applicable taxes.

That the fees for services outlined in the schedules to this by-law shall be reviewed annually.

112 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

AGENDA ITEM #a)

That By-law No. 2020-0001 is hereby repealed.

That this By-law shall come into force and take effect upon the date of final passing. Read a First and Second Time this 20th day of January, 2021. Read a Third Time, Signed, Sealed and Finally Passed this 20th day of January, 2021.

The Corporation of the County of Frontenac

Ron Vandewal, Warden

Jannette Amini, Clerk

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021 Page 2 of 10

113 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

AGENDA ITEM #a)

Schedule A Fees for Services for County Administration and Geographic Information System (GIS) Mapping Administration Photocopying (per copy)

$0.25

Faxing (per page)

$1.00

Archival Material Search – Hourly Rate

$35.00

Document Searches (pursuant to MFIPPA)1 per hour

$30.00

$6.00

Colour

$8.00

Medium Basic Map (11” x 17”; no customization) Black and white

$10.00

Colour

$12.00

These fees are not applicable to services provided to the Townships within the County of Frontenac. 1 – Municipal Freedom of Information and Protection of Privacy Act

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021 Page 3 of 10

114 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

115 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

Schedule B Fees for Facility Rentals

The Bud Clayton Memorial Room

Frontenac Room



No Charge



No Charge



     

For Profit Company

     

           

Kingston Frontenac Rotary Auditorium 

No Charge Including Fairmount Home sponsored residents/family events



           

Recommend Report Corporate Services – 2021 User Fees and Charges By-law January 20, 2021 Page 4 of 10

AGENDA ITEM #a)

Notes: After hour charges are applicable outside of normal County hours of operation (8:30 am to 4:00 pm, Monday to Friday) Multiple day rates may be discounted up to 30% depending upon availability and set up/break down requirements. No onsite catering is available. A list of recommended local caterers is available upon request. No charge to the City of Kingston for the Kingston Frontenac Rotary Auditorium.

AGENDA ITEM #a)

Schedule C Tariff of Fees for Land Use Planning

Plan of Subdivision or Plan of Condominium Initial Application Fee For any proposed plan of subdivision submitted to the County of Frontenac for approval: Up to 20 developable lots/blocks/units

$3,250

21 to 50 developable lots/blocks/units

$4,750

More than 50 developable lots/blocks/units

$6,250

$1,500

Minor Plan Revision (no recirculation required)

$500

Draft Approval Extension For each one (1) year extension beyond the usual three (3) years

$600

Final Plan for Registration

$600

Public Meeting held by Planning Advisory Committee Outside of Major Plan Revision (re-circulation)

$750

Condominium Exemption Application Fee

$1,000

For any plan of condominium submitted to the County of Frontenac for exemption under Section 50 of The Condominium Act, R.S.O. 1990, C26, as amended. 3. Part Lot Control Final Approval

$300

116 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

AGENDA ITEM #a)

Payable prior to the by-law being given final approval by the Council of the County of Frontenac. 4. Official Plan Amendment County Official Plan Amendment

$1,750

No fee $750

Other Charges The applicant shall provide the County of Frontenac, upon request, a deposit against which the County may, from time to time, charge any professional fees and expenses incurred related to peer review. If such fees and expenses exceed the deposit, the Applicant shall pay the difference upon being billed by the County with interest at a rate of 1.25% per month on accounts overdue more than thirty (30) days. Municipal Planning Services Fees Preparation of all planning reports associated with a private application. Director of Planning and Economic Development

$115.00/hour

Manager of Community Planning

$86.00/hour

Community Planner

$55.00/hour

By-law 2021-0001 – to Impose User Fees and Charges for Services January 20, 2021

Page 6 of 10

117 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

Commented [AL1]: AL Updated for 2021 – Dec 18, 2020

AGENDA ITEM #a)

Schedule D Fees for Services for Fairmount Home Other Charges Satellite Television for Residents Telephone for Residents

$5.00/month $7.00/month plus long distance charges

WiFi for Residents

$12.00/month $5.00 one-time set up fee

External Catering See attached External Catering Form

By-law 2021-0001 – to Impose User Fees and Charges for Services January 20, 2021

Page 7 of 10

118 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

AGENDA ITEM #a)

CATERING ORDER FORM County of Frontenac

Name of event: Time of Delivery

Date of event: Requested by:

Telephone: Department:

Location

Number of staff Cost Centre

Number of residents

Number of invitees

External billing:

ITEMS REQUESTED Beverages

Servings Unit Cost

0 Applicable Labour 0 24.77 Combined subtotals………………………………………… Goods and Services Tax 5%

Provincial Sales Tax

GRAND TOTAL…………………………………………….…

By-law 2021-0001 – to Impose User Fees and Charges for Services January 20, 2021

Page 8 of 10

119 of 131 To Impose User FeesPage and Charges for Services [Proposed By-law No. 2021-0…

AGENDA ITEM #a)

Schedule E Fees for Services for Frontenac Paramedic Services Special Events Attendance of one (1) Ambulance and Paramedic crew at Special Events Basic Charge: 4 hours coverage minimum charge

$840.00

Additional Charges: For each hour or portion thereof

$210.00

The deposit amount is due prior to the event and any adjustment/refund will be resolved after the special event. Retrieving an Ambulance Call Report Per report

By-law 2021-0001 – to Impose User Fees and Charges for Services January 20, 2021

$35.00

Page 9 of 10

120 of for 131Services [Proposed By-law No. 2021-0… To Impose User FeesPage and Charges

AGENDA ITEM #a)

Schedule F Fees for Citizen Land Use on County Owned Property

Plus related disbursements.

By-law 2021-0001 – to Impose User Fees and Charges for Services January 20, 2021

Page 10 of 10

121 of for 131Services [Proposed By-law No. 2021-0… To Impose User FeesPage and Charges

AGENDA ITEM #b)

By-Law No. 2021-0002 of The Corporation of the County of Frontenac Being a By-Law to Adopt an Investment Policy Whereas the County of Frontenac has supported the development of a long range financial plan; And Whereas an Investment policy is important to the implementation of a long range financial strategy; And Whereas the Council of the County of Frontenac deems it expedient to pass an Investment policy; Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac authorizes the following:

That Council herby adopts the Investment Policy for the County of Frontenac attached hereto as Schedule “A” to this by-law;
That By-law 2016-0001 be hereby repealed;
That this By-law shall come into force and take effect upon the date of final passing. Read a First and Second Time this 20th day of January, 2021. Read a Third Time, Signed, Sealed and Finally Passed this 20th day of January, 2021.

The Corporation of the County Of Frontenac

Ron Vandewal, Warden

Page 122[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

Jannette Amini, Clerk

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 2 of 7

Approved:

Effective: January 20, 2021

Policy: The purpose of this investment policy is to establish and maintain practices and procedures to invest public funds with the highest return on investment with the maximum security and appropriate liquidity while meeting daily cash flow demands and conforming to all legislation governing the investment of public funds. This policy applies to the investment activities of the Operating, Capital, Trust, Reserves and Reserve Funds. Objective: The intent of the investment policy is to invest all available funds of the Municipality in a prudent manner so as to prioritize: a) Principal-protection and the safety of capital b) Matching maturities to ensure cash flow requirements are met c) Investing in liquid investments with active secondary markets or possibilities of redemption d) Maximizing rate of return The strategies of this objective involve: a) Portfolio distribution that achieves stability of income through the maintenance of a substantial portion of near risk-free investments; b) Credit analysis of the issuer or guarantor of securities which involves analyzing the credit quality for each issuer deemed eligible under Ontario Regulation 438/97; and c) Portfolio distribution that achieves diversification to the extent that it maximizes the safety of principal through limitation of exposure to any one investment vehicle. 2.

To abide by the regulatory framework, all investment activities shall be governed by the Municipal Act as amended. The Treasurer shall only invest

Page 123[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 3 of 7

Approved:

Effective: January 20, 2021

surplus monies in investments deemed eligible under Ontario Regulation 438/97 or as authorized by subsequent provincial regulations, unless limited further by Council. 3.

Standards of Care 5.

Page 124[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 4 of 7

Approved: 6.

Effective: January 20, 2021

Ethics and conflicts of interest: Officers and employees involved in the investment process shall refrain from personal business activity that could conflict with the proper execution and management of the investment program or that could impair their ability to make impartial decisions. Material interests in financial institutions with which they conduct business should be disclosed. Further, any personal financial/investment positions that could be related to the performance of the investment portfolio shall be disclosed. Officers and employees shall not undertake personal investment transactions with the same individual with whom business in conducted on behalf of the County. If a staff member of the Finance Department is party to, or has a direct or indirect beneficial interest in an investment transaction of the County of Frontenac, he or she must provide full disclosure of that interest to the Treasurer. The Treasurer will determine whether the County of Frontenac’s investment is to continue to be retained or sold forthwith.

Page 125[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 5 of 7

Approved:

Effective: January 20, 2021

Delegation of Authority 9.

Investment Parameters 10.

The investments shall be diversified by; a) Limiting investments to avoid over-concentration in securities from a specific issuer or sector (excluding Government of Canada securities) b) Limiting investment in securities to those that have higher credit ratings c) Investing in securities with varying maturities d) Investing in mainly liquid, marketable securities which have an active secondary market to ensure that appropriate liquidity is maintained in order to meet ongoing obligations Diversification, as well as ensuring safety of principal by limiting exposure to credit, sector or term risks, also provides opportunities to enhance the investment returns of the County of Frontenac’s portfolio by means of prudent and timely adjustments to the asset mix.

Page 126[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 6 of 7

Approved:

Effective: January 20, 2021

Maximum Maturities 12.

Performance Benchmarks 13.

Internal Controls 14.

Reporting: The Treasurer shall report annually to council on investment activities as per the requirements of Ontario Regulation 438/97 as amended.

Page 127[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #b)

Finance Policy & Procedure Manual Subject: Investment Policy

Index Number: FIN-21-01 Page 7 of 7

Approved: 17.

Effective: January 20, 2021

Amendments: This policy shall be reviewed on a regular basis. Amendments may be made at any time at the recommendation of the Treasurer and approved by Council.

Exemption 18.

Page 128[Proposed of 131 By-law No. 2021-0002] To Adopt An Investment Policy

AGENDA ITEM #c)

By-Law Number 2021-0003 of The Corporation of the County of Frontenac being a by-law to authorize the execution of an Agreement with Province of Ontario should the application to the Rural Economic Development (RED) Program for the purpose of conducting a Downtown Revitalization Program in the Village of Sharbot Lake be successful. Whereas Sections 5 of the Municipal Act, 2001, as amended (hereinafter the Act) provides that a municipal power, including a municipality’s capacity, rights, powers and privileges, shall be exercised by its council by by-law, unless the municipality is specifically authorized to do otherwise; and, Whereas the County of Frontenac wishes to enter into an Agreement with the Province of Ontario should the application to the Rural Economic Development (RED) Program for the purpose of conducting a Downtown Revitalization Program in the Village of Sharbot Lake be successful; Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac enacts as follows: 1.

That the Warden and Clerk are hereby authorized to enter into an Agreement with the Province of Ontario should the application to the Rural Economic Development (RED) Program for the purpose of conducting a Downtown Revitalization Program in the Village of Sharbot Lake be successful.

That this By-law shall come into force and take effect upon the date of final passing.

Read a First and Second Time this 20th day of January, 2021. Read a Third Time, Signed, Sealed and Finally Passed this 20th day of January, 2021.

The Corporation of the County of Frontenac

Ron Vandevelde, Warden

To authorize the Page 129 of 131 of Ontario shou… execution of an Agreement with Province

Jannette Amini Clerk

AGENDA ITEM #d)

By-Law No. 2021-0004 of The Corporation of the County OF Frontenac being a by-law to confirm all actions and proceedings of County Council on January 20, 2021

Whereas Section 8 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a municipality has the capacity, rights, powers and privileges of a natural person for the purpose of exercising its authority under the Municipal Act or any other Act; and; Whereas Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto provides that a lower-tier municipality and an upper-tier municipality may pass by-laws respecting matters within the spheres of jurisdiction described in the Table to Subsection 2 subject to certain provisions, and; Whereas Section 5 of the Municipal Act, S.O. 2001, c. 25 and amendments thereto provides that a municipal power, including a municipality’s capacity, rights, powers and privileges under Section 8 shall be exercised by its council and by by-law unless the municipality is specifically authorized to do otherwise; and; Whereas the Council of the County of Frontenac deems it expedient to confirm its actions and proceedings; Now Therefore Be It Resolved That the Council of the Corporation of the County of Frontenac hereby enacts as follows:

That all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 20, 2021 be confirmed as actions for which the municipality has the capacity, rights, powers and privileges of a natural person.
That all actions and proceedings of the Council of the County of Frontenac taken at its regular meeting held on January 20, 2021 be confirmed as being matters within the spheres of jurisdiction described in Subsection 2 of Section 11 of the Municipal Act, S.O. 2001, c.25 and amendments thereto.
That all actions and proceedings of the Council of the Corporation of the County of Frontenac taken at its regular meeting held on January 20, 2021 except those taken by by-law and those required by by-law to be done by resolution are hereby sanctioned, ratified and confirmed as though set out within and forming part of this by-law.

Page 130 of 131of County Council on January 20, … To Confirm all Actions and Proceedings

AGENDA ITEM #d)

That this by-law shall come into force and take effect as of the final passing thereof. Read a First and Second Time this 20th day of January, 2021 Read a Third Time and Finally Passed, Signed and Sealed this 20th day of January, 2021.

The Corporation of the County Of Frontenac

Ron Vandewal, Warden

Jannette Amini, Clerk

By-Law No. 2021-0004 – To Confirm all Actions and Proceedings of County Council January 20, 2021

Page 131 of 131of County Council on January 20, … To Confirm all Actions and Proceedings

Page 2 of 2

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