Body: Committee of the Whole Type: Agenda Meeting: Committee of the Whole Date: March 14, 2023 Collection: Council Agendas Municipality: South Frontenac
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TOWNSHIP OF SOUTH FRONTENAC Committee of the Whole Meeting Agenda
TIME: DATE: PLACE:
7:00 PM, Tuesday, March 14, 2023 Council Chamber/Virtual.
Call to Order and Roll Call
(a)
Resolution
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda
(a)
Resolution
Scheduled Closed Session
Public Meeting
Delegations
(a)
Mr. Tofflemire will be present to speak to Council regarding the Heritage Advisory Committee appointment process as well as Truth and Reconciliation.
(b)
Representatives from the Frontenac Arch Biosphere Network will be present to speak to Council regarding projects occurring in the Township of South Frontenac as well as sustainability planning.
Reports Requiring Direction
(a)
2022 Capital Budget Summary & Cancellation of Projects
3 - 21
22 - 30
Recommendation: ThatCouncil approve the cancellation/closure of projects as listed in the staff report. 8.
Reports for Information
(a)
2022 Statement of remuneration and expenses paid to Council Members • The report provides a summary of 2022 Council remuneration and expenses paid by the Township, or any other body, while representing the Township as a member of Council.
31 - 32
(b)
Investment update to December 31, 2022 • This report provides a summary and update on Township Investments for 2022.
33 - 35
(c)
Public Services Department Quarterly Update • The purpose of this report is to provide Council with the Public Services Department first quarter update.
36 - 38
Rise and Report regarding County Council and External Boards
Page 2 of 38
(a)
County Council
(b)
Frontenac Community Arena Board
(c)
Police Services Board
(d)
Conservation Authority Boards
Information Items
Notice of Motions
Announcements/Statements by Councillors
Question of Clarity (from the public on outcome of agenda items)
Closed Session (if requested)
(a)
Resolution: That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items:
(b)
Approval of the March 7, 2023 Committee of the Whole “Closed Meeting” Minutes
(c)
Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board
(d)
Resolution: That Council rise from the Committee of the Whole “Closed Meeting” without reporting.
Adjournment
(a)
Resolution Natural, Vibrant and Growing - A Progressive Rural Leader
Page 3 of 38
ABOUT FAB Staff 5 Full time 26 Part time 76 Volunteers In-kind donations 4,614 Volunteer Hours $3757 in supplies Partnerships 7 municipalities 12 Conservation Groups 39 Collaborations Physical Features 2,700 sq km of bio reserve & ecosystems 100km of rare granite habitat 60 Species at Risk 5 five great forest regions 2 major migratory paths
WHAT WE DO FOR YOU • Environment
We perform crucial Environmental Research and Conservation Mapping that can assist with your municipal planning, ensuring protection and conservation of important natural features
• Youth Programming
We offer Nature Camps and Forest School programs focused on connecting children with their natural environments and encouraging climate connections with the local environment
• Community Sustainability
We provide real-world strategies that municipalities can use to achieve their sustainability goals to make our communities better
• Sustainable Tourism
We bring a powerhouse of resources to any municipal sustainable tourism program, including trail monitoring and surveys
Located on the traditional lands of the Anishinaabe (Algonquin) and Haudenosaunee (Mohawk) First Nations, the biosphere extends from Gananoque to Rideau Lakes, and Sydenham to Westport and Rideau Lakes.
Page 4 of 38
#FAB WAYS WE SUPPORT SOUTH FRONTENAC
FABN Expenses
The Frontenac Arch Biosphere Network helps improve relationships between people and their environments. We do this through a variety of projects that have a direct impact on South Frontenac:
Core 5.9%
Sustainability 30.5%
Education 44.9%
Conservation 18.8%
Core 9.9%
Partnerships 1.5%
Grants 69.3%
South Frontenac represents 24% of the population of FABN. We are asking for a contribution of $22,900. PROGRAM PARTICIPANTS
6,313
FAB Experiences - Our webinars and workshops benefit the local tourism industry and community, help businesses their sustainability pledges, support trails and the rapidly growing eco-tourism sector in our region. Conservation - Our ecological mapping and Indigenous-led conservation projects help protect biodiversity and restore ecosystems in our natural spaces, facilitate collaboration among cutting edge experts and researchers.
FABN Income Revenue 19.3%
Nature Programming - Climate change education for local youth that results in real, tangible action plans that have direct impact on the community. Supports local youth and fosters future responsible land stewardship.
How can FAB help South Frontenac? Let us help you protect municipal parks and trail systems, contribute to provincial, national, and international biodiversity conservation targets, curb wildlife declines, and maintain healthy ecosystems. Your municipality’s contributions to conservation will be recognized on national and international stages. FABN offers support to municipalities that are willing to assess their conservation lands. We can bring conservation measures up to reporting standards and thereby enhance and strengthen your conservation work. We hold ourselves accountable regarding stewardship, transparency, and financial responsibility. One of the most valued gifts our funders give us is their trust. PEOPLE IMPACTED
84,000
For more information please contact info@fabn.ca
FUNDING BROUGHT TO THE REGION
$1.1M
frontenacarchbiosphere.ca
FRONTENAC ARCH BIOSPHERE NETWORK
FRONTENAC ARCH BIOSPHERE Presented by Julie Servant
Page 5 of 38
The Frontenac Arch Biosphere Region is located on Haudenosaunee and Algonquin Anishinaabek territory. We acknowledge the past and present contribution of Indigenous relationships with this land. In the spirit of truth and reconciliation, we also strive to recognize and work to remedy the injustices and Indigenous erasure resulting from colonization. We endorse the United Nations Declaration on the Rights of Indigenous Peoples and we strive to honour Indigenous kinship and relationship to the land, always with harmony.
Page 6 of 38
We recognize that there are many languages spoken in the FAB Region, including French, English, Anishinaabemowin, and Kanien’kéha. We recognize the predominance of english in the region, and FABN will actively seek out opportunities to support language revitalization.
Page 7 of 38
FRONTENAC ARCH BIOSPHERE NETWORK WHAT IS A BIOSPHERE RESERVE? “Biosphere Reserves” are UNESCO designations for special places. Nominated by the community Worldwide there are over 700 in 134 countries. 19 in Canada and 4 in Ontario, all in the Great Lakes basin.
Page 8 of 38
FRONTENAC ARCH BIOSPHERE NETWORK WHAT IS A BIOSPHERE RESERVE? “Biosphere Regions” are ecologically unique areas that act as learning places for sustainable development — It all starts with the rocks!
Page 9 of 38
FRONTENAC ARCH BIOSPHERE NETWORK
Photo by Simon Lunn
221,000 ha in area 220 named lakes and numurous unnamed
rivers) Four different tertiary watersheds (Cataraqui, Rideau, Napanee, and Upper St. Lawrence)
Page 10 of 38
water bodies
2 major rivers (the Cataraqui and Gananoque
FRONTENAC ARCH BIOSPHERE NETWORK
Page 11 of 38
FRONTENAC ARCH BIOSPHERE NETWORK
Page 12 of 38
FRONTENAC ARCH BIOSPHERE NETWORK IT IS FOR ALL OF US! Biospheres are not just about plants and animals, they are about people too! population 9 municipalities 3 National and Provincial Parks Long history of human settlement and use
Page 13 of 38
FRONTENAC ARCH BIOSPHERE NETWORK FABN PROGRAMS - NATURE CAMP Biospheres are about people too! Nature Camp summer day program PA Days and March Break camps Forest School CBC4Kids Revenue generated supports the next year
Page 14 of 38
FRONTENAC ARCH BIOSPHERE NETWORK FABN PROGRAMS - STORYWALK
“We make connections with things we’ve seen in nature and also look around us more to see things that are in the story.”
Exercise
Leaning about the
Connection to
environment
nature
Page 15 of 38
Literacy
FRONTENAC ARCH BIOSPHERE NETWORK FABN PROGRAMS - YOUTH CLIMATE ACTION SUMMIT
Page 16 of 38
FRONTENAC ARCH BIOSPHERE NETWORK FABN PROGRAMS -SUSTAINABLE TOURISM Biospheres are about people too! Promote Sustainable Tourism Help small businesses on their sustainability journey Promote Indigenous Tourism Promote Trails, Cultural, and Heritage sites
Page 17 of 38
FRONTENAC ARCH BIOSPHERE NETWORK FABN PROGRAMS - CONSERVATION National program to support conservation initiatives in Canadian Biospheres.
INTERNATIONALLY
LOCALLY Contribute to landscape level
Contribute to international
conservation
conservation targets:
Maps to make more informed
25% conserved lands by 2025
land management decisions
30% conserved lands by 2030
conserve cultural and natural basis of our local economy Page 18 of 38
Budget 2022 Income Revenue 19.3%
Core 10.1%
Expenses Core 5.9% Municipal 1.5%
Sustainability 30.4%
Education 44.8%
Page 19 of 38
Grants 69.1%
Conservation 18.9%
Budget 2023 Income
Expenses
Core 4.2%
Core 7.9%
Sustainability 28.9%
Revenue 44.9%
Education 29.5%
Grants 50.9%
Page 20 of 38
Conservation 33.6%
QUESTIONS?
Thank you for listening www.fabn.ca info@fabn.ca Facebook: @FrontenacArchBiosphere
Page 21 of 38
Page 22 of 38
To: Council Prepared by: Corporate Services Department Date of Meeting: March 14, 2023 Subject: 2022 Capital Budget Summary & Cancellation of Projects
Summary This report provides a financial summary of the 2022 Capital Budget as well as projected year end project statuses. Based on this information, select projects are requested to be cancelled/closed.
Recommendation That Council approve the cancellation/closure of projects as listed in the staff report.
Background Attached is the 2022 Capital budget listing of all projects including any prior year carryovers. The report provides updated actuals to December 31st, 2022 and any budget variances. A year-end status column is also included to provide an update on the project and whether it is anticipated to be completed or carried over, or in some circumstances, proposed to be cancelled. This status is based on the physical work being completed regardless of the timing of receiving invoices on the project.
Discussion/Analysis Below is the listing of projects identified to be cancelled from the 2022 budget year including prior year carryovers. Project
Project Name
Budget Amount
Budget Remaining 2022 $38,242
19-R13
Perth Road Intersection
$50,000
20-R07
Perth Road at Buck Lake Design
$50,000
Cancellation Reason
Project to be reassessed Project to be $42,994 reassessed
www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Page 23 of 38 Township of South Frontenac Staff Report - 2022 Capital Budget Summary & Cancellation of Projects
Project
20-23 20-25
Project Name Mechanical, instrumentation and electrical upgrades Green Bay WDS Additional Monitoring Wells
Budget Remaining 2022
Budget Amount
Utilities Kingston $50,000 alternative in long range plan. Project to be $20,000 reassessed Project to be $10,000 reassessed Not identified with a $167,825 specific project.
$50,000 $20,000
22-37
Inverary Cemetery Fencing
$10,000
22-31
Deferred Linear Capital Works
$167,825
Cancellation Reason
Financial Implications The total unspent budget amount of the requested projects to be cancelled/closed is $329,061. Funding for these projects were funded from the following reserves: 19-R13 – Working Funds Reserve - $38,242 20-R07 – Working Funds Reserve - $42,994 20-23 – Water Reserve - $50,000 20-25 – Infrastructure Reserve - $20,000 22-37 – Infrastructure Reserve - $10,000 22-31 – Asset Investment Reserve - $167,825 The unused funds will remain in the respective reserves. On the attached Capital Budget Update report, the following were results of each of the various Departmental Capital works projects that were completed:
Department
Corporate Services Protective Services - Building Protective Services - Fire Transportation – Fleet Transportation – Linear Infrastructure Corporate - Facilities
Unspent Capital Funds from Completed Projects – TO REMAIN IN RESPECTIVE RESERVES $27,335 $94,536 $493,043 $31,194
Balance to be funded from Reserve
Reserve to Fund additional costs
$13,941 Working Fund $3,129 Building Fund
www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Page 24 of 38 Township of South Frontenac Staff Report - 2022 Capital Budget Summary & Cancellation of Projects
Department
Environmental Services - Water Recreation
Unspent Capital Funds from Completed Projects – TO REMAIN IN RESPECTIVE RESERVES $3,548 $34,710
Balance to be funded from Reserve
Reserve to Fund additional costs
Relationship to Strategic Plans ☒ Not applicable to this report. ☐ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •
Priority: Choose an item.
Attachments •
2022 Capital Budget Update
Approvals Prepared By: Kyle Griese, Financial Analyst Submitted By:
Shelley Stedall, AMCT Director of Corporate Services & Treasurer Approved By:
Louise Fragnito, CPA, CGA Chief Administrative Officer
www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
2022 South Frontenac Capital Budget with Carryovers
GENERAL GOVERNMENT Corporate Services Carryovers Server Upgrade Asset Management Software & Document Update
Project
TOTAL
2022
2022
Number
PROJECT
BUDGET (REVISED WITH CARRYOVERS)
ACTUALS TO Dec 31, 2022
VARIANCE
Cancel / Carryover / Complete
19-04 19-06
48,000 72,500
46,819 50,479
51,233 0
4,415 Completed -50,479 Carryover
Budgeting software incl reporting, self serve and metrics
20-02
50,000
5,830
0
-5,830 Carryover
Council Chambers Furniture Upgrades
21-35
25,000
25,000
26,335
1,335 Completed
Verona Master Plan Gateway Signage Electronic Portable Sign LiDar Imagery
21-36 22-02 22-03 22-04
25,000 60,000 10,000 16,000
2,111 60,000 10,000 16,000
10,302 0 0 0
8,191 Completed -60,000 Carryover -10,000 Carryover -16,000 Carryover
Digital Modernization & Workflow Improvements
22-05
75,000
75,000
60,697
-14,303 Carryover
Senior & Affordable Housing - Project Design & Management
22-06
175,000
175,000
0
-175,000 Carryover
22-47 22-59
50,000 85,000 691,500
50,000 85,000 601,238
Payroll Digitization Wayfinding Strategy & Signage Total - Corporate Services
7,132 17,304 173,003 -
-42,868 Carryover -67,696 Carryover 428,236
Page 25 of 38
2022 South Frontenac Capital Budget with Carryovers
PROTECTIVE SERVICES Building Carryovers Building/Planning Software & Support Sub-total Fire Carryovers Firehall Study Tanker - Station 4 Rapid Response Unit x 5 -2021(2) & 2022(3) Extractor/Dryer - Station 4 Hartington Wildland Firefighting Suits (100) 16ft 40HP Aluminum - Marine Unit Bunker Gear - 10 Sets Hoses & Appliances Hydraulic Pump - Extrication Tools - Replacement x4 Floater Pumps - Wildland FF x4 Thermal Imaging Camera Station 8 Compressor - SCBA Bottle Filling Station x2 Electric / Battery Blower Fans Volunteer Recruitment (24) Tanker Replacement (2024) Sub-total
TOTAL
2022
2022
Number
PROJECT
BUDGET
ACTUALS
VARIANCE
Cancel / Carryover / Complete
20-07
354,617 354,617
0 0
3,129 3,129
3,129 Completed 3,129
19-12 21-02 21-03 21-07 21-10 22-07 22-08 22-09 22-10 22-11 22-12 22-13 22-14 23-01 23-02
46,428 432,477 375,000 55,000 38,000 75,000 25,000 18,000 8,000 19,200 18,000 35,000 13,000 137,000 575,000 1,870,105
46,428 432,477 373,286 9,454 38,000 75,000 25,000 18,000 8,000 19,200 18,000 35,000 13,000 137,000 575,000 1,822,846
46,428 432,299 333,365 2,071 33,010 0 24,467 10,827 6,223 18,760 16,269 34,393 10,476 3,637 0 972,226
0 Completed -178 Completed -39,922 Carryover -7,383 Completed -4,990 Completed -75,000 Carryover -533 Completed -7,173 Completed -1,777 Completed -440 Completed -1,731 Completed -607 Completed -2,524 Completed -133,363 Carryover -575,000 Carryover -850,620
2,224,722
1,822,846
975,355
-847,491
300,000 40,000 460,000 400,000 600,000 42,500 69,000 120,000 2,031,500
300,000 40,000 460,000 400,000 600,000 42,500 69,000 120,000 2,031,500
158,374 0 454,664 159,371 302,687 0 0 30,801 1,105,897
21-18 21-19 21-35A 21-36A 22-01 22-15 22-16 22-45
-141,626 Carryover -40,000 Carryover -5,336 Completed -240,629 Carryover -297,313 Carryover -42,500 Carryover -69,000 Carryover -89,199 Completed -925,603
Page 26 of 38
Total - Protection Services TRANSPORTATION DEPARTMENT Carryovers Tandem Dump Truck Half Ton Truck Tractors - Mowers x 2 (for 2022 delivery) Tri-axle Preorder Two Tandems (2023 delivery) Half Ton Truck 3/4 Ton Truck 2 Ton Truck Subtotal
Project
2022 South Frontenac Capital Budget with Carryovers TOTAL
2022
2022
Number
PROJECT
BUDGET
ACTUALS
19-R13 20-R01 19-R05 20-R05 20-R07 17-R02/20-R10 18-R14 18-R15/20-R03/20-R02 20-R04 21-R10 21-R01 21-R03 21-R06 21-R07 21-R08 21-R09 22-17 22-18 22-19 22-20 22-21 22-22 22-23 22-24 22-25 22-26 22-27 22-28 22-29 22-30 22-31 22-50 22-58
50,000 818,900 1,550,000 202,678 50,000 705,800 1,392,470 1,432,113 1,862,025 249,000 3,584,675 379,400 100,000 100,000 370,000 1,650,000 50,000 50,000 50,000 78,000 22,500 150,000 22,500 350,000 970,000 1,000,000 742,813 822,000 27,000 18,500 167,825 150,000 0 19,168,199 21,199,699
38,242 818,900 1,502,297 1,018 49,562 59,343 16,000 193,686 110,150 176,371 3,553,610 361,141 100,000 66,307 113,184 550,000 50,000 50,000 50,000 78,000 22,500 150,000 22,500 350,000 970,000 1,000,000 742,813 822,000 27,000 18,500 167,825 150,000 0 12,380,948 14,412,448
0 688,754 7,008 1,018 6,569 37,065 16,000 253,580 323,793 163,198 163,120 307,391 4,620 57,332 15,231 550,000 0 17,261 16,839 6,487 24,216 131,159 52,936 316,597 781,089 772,783 651,582 782,500 13,254 17,275 0 49,773 14,016 6,242,445 7,348,343
VARIANCE
Cancel / Carryover / Complete
-38,242 Cancelled -130,146 Carryover -1,495,288 Carryover 0 Completed -42,994 Cancelled -22,278 Completed 0 Completed 59,894 Completed 213,643 Completed -13,173 Completed -3,390,489 Carryover -53,750 Completed -95,380 Carryover -8,976 Completed -97,953 Carryover 0 Completed -50,000 Carryover -32,739 Carryover -33,161 Carryover -71,513 Carryover 1,716 Completed -18,841 Completed 30,436 Completed -33,403 Completed -188,911 Completed -227,217 Completed -91,232 Completed -39,500 Completed -13,746 Carryover -1,225 Completed -167,825 Cancelled -100,227 Completed 14,016 Carryover -6,138,503 -7,064,105
Page 27 of 38
Linear Asset Construction Schedule Perth Road Intersection Buck Bay Road Bridge Fish Creek Road Bridge Hinchinbrooke Road North Culvert Perth Road at Buck Lake - Design Stars Corner/Yarker Road and Wilton Road Intersection Carrying Place Road Bunker Hill/Deyos Road/Bunker Hill Road Bridge Hinchinbrooke Road Hinchinbrooke Emergency Repairs Battersea Road North Shore Road Culvert Battersea - New Sidewalks Guiderail Upgrades Streetlights (includes 18-17/19-14/20-20) Arterial Reserve (Road 38) 12th Con Bridge (B32) Repair Eagle Creek Culvert (B31) Design Opinicon Road Culvert (C12) Design Burego Lane Culverts (B6) Replacement Culvert Replacement - Westport Rd Culvert (Burridge) Culvert Replacement - Westport Rd Culvert (Burts Creek) Culvert Replacement - Bellrock Rd Culvert (East of Church) Microsurfacing - Perth Road Bellrock Rd Reconstruction Westport Road Reconstruction Hard Surfacing Preservation Lower Round Lake Rd Reconstruction Alton Road West (Design - Local Rds) Intersection Traffic Counts Deferred Linear Capital Works Roads Needs Study Buck Lake Accident Subtotal Total
Project
2022 South Frontenac Capital Budget with Carryovers
TOWNSHIP FACILITIES MANAGEMENT Carryovers Energy Retrofits Town Hall - Main Floor washroom upgrades
Project
TOTAL
2022
2022
Number
PROJECT
BUDGET
ACTUALS
VARIANCE
Cancel / Carryover / Complete
75,000 5,000
10,036 5,000
9,695 2,870
-341 Completed -2,130 Completed
Sydenham - Station 5 - Front Eavesthrough/ asbestos tile removal and replacement
19-40
8,500
8,500
6,243
-2,257 Completed
Verona Medical Clinic - Design 2nd floor accessible entrance
20-29
5,000
5,000
2,404
-2,596 Completed
Keeley Road Garage - Communications Tower Relocation & Emergency Repairs
19-29
250,000
79,135
98,403
19,267 Completed
Town Hall - Accessible Entrance Ramp & Front Step
20-27
300,000
298,735
233,119
-65,617 Carryover
New Firehall - replacing Station 8
21-01
3,583,547
3,466,917
2,686,609
-780,308 Carryover
Burridge Fire Hall - Siteworks
21-27
20,000
20,000
2,196
-17,804 Completed
Portland Garage - Door Operators
21-28
20,000
20,000
11,347
-8,653 Completed
OPP Building - HVAC/Garage Doors Bedford Sand Dome Bradshaw Fire Hall - Lighting Retrofit/ Interior Wall
21-29 21-30 21-31
27,000 63,000 15,000
27,000 63,000 9,738
29,567 61,624 0
2,567 Completed -1,376 Completed -9,738 Completed
Storrington Fire Hall - Lighting Retrofit Admin Office Location Expansion Feasibility Study Petworth Mill Improvements* Bellrock Mill Improvements New Monitoring Wells & Land / Water Rights Purchase Storrington Yard - Fabric Replacement on Sand Dome Princess Anne Bldg - Oil Tank Replacement New Docks - Battersea Village Inverary Cemetery Fencing Portable Soccer Nets Cen SW Fence Repairs Fabric Roof Panel - Keeley Road Sand/Salt Dome Total
21-32 21-33 21-37 22-35 22-32 22-33 22-34 22-36 22-37 22-48 22-49 22-51
6,000 68,528 70,000 70,000 150,000 35,000 5,000 20,000 10,000 12,600 18,000 35,000 4,872,175
2,046 68,528 69,247 65,003 150,000 35,000 5,000 20,000 10,000 12,600 18,000 35,000 4,503,486
1,847 34,263 6,530 6,707 42,529 10,972 3,548 4,715 0 11,341 15,717 32,060 3,314,305
-200 Completed -34,266 Carryover -62,717 Carryover -58,296 Carryover -107,471 Carryover -24,028 Carryover -1,452 Completed -15,285 Carryover -10,000 Cancelled -1,259 Completed -2,283 Completed -2,940 Completed -1,189,182
Page 28 of 38
18-23 19-34
2022 South Frontenac Capital Budget with Carryovers Project
TOTAL
2022
2022
Number
PROJECT
BUDGET
ACTUALS
VARIANCE
Cancel / Carryover / Complete
SYDENHAM WATER Carryovers Water Hauling Station & Mill Pond Drinking Station
18-18
95,000
13,708
0
-13,708 Carryover
Mechanical, instrumentation and electrical upgrades
20-23
50,000
50,000
0
-50,000 Cancelled
Pneumatic Actuated Valves
22-52
20,000
20,000
16,452
-3,548 Completed
SCADA & PLC
22-53
275,000
275,000
0
-275,000 Carryover
Serpentine Piping
22-54
700,000
700,000
0
-700,000 Carryover
1,140,000
1,058,708
16,452
-1,042,256
20,000 20,000 1,160,000
20,000 20,000.00 1,078,708
0.0 0.00 16,452
-20,000 Cancelled -20,000.00 -1,062,256
Total ENVIRONMENTAL SERVICES Carryovers Green Bay WDS - Additional Monitoring Wells Sub-total Total
20-25
Page 29 of 38
2022 South Frontenac Capital Budget with Carryovers
RECREATION Carryovers Davidson Beach - Access Road to swim area Boat Launch Upgrades - Shipyards Recreation Master Plan Wilmer Park Pumphouse Repairs
Project
TOTAL
2022
2022
Number
PROJECT
BUDGET
ACTUALS
VARIANCE
Cancel / Carryover / Complete
20-41 20-46 20-47 19-49
50,000 25,000 58,545 46,000
50,000 8,272 700 43,176
0 0 6,289 45,159
-50,000 Carryover -8,272 Completed 5,589 Completed 1,983 Completed
Storrington Centre Upgrades
19-54
822,309
773,836
670,571
-103,265 Carryover
Playground Rubberized Surfaces Bowes Park - Accessible Washrooms
20-43 20-44
80,000 50,000
64,741 47,380
49,272 47,880
-15,469 Completed 500 Completed
Bowes/Centennial/Inverary/Point Ball Diamonds
20-45
35,000
23,803
4,761
-19,041 Completed
Battersea Park Gates
21-25
10,000
10,000
0
-10,000 Carryover
McMullen - Verona Court Project
22-38
350,000
350,000
4,729
-345,271 Carryover
Centennial Multipurpose Facility Two Cover / Roof
22-39
364,878
364,878
90,173
-274,705
Consulting Fee - User Fee & Facility Allocation Policy Recreation Software Total - Recreation
22-43 22-44
25,000 25,000 1,941,732
25,000 25,000 1,786,785
0 16,208 935,042
-25,000 Carryover -8,792 Carryover -851,742
19-60 21-16 21-17 22-60
176,000 15,000 100,000 79,900 370,900
93,508.36 15,000.00 100,000.00 79,900.00 288,408
54,060.15 0.00 0.00 0.00 54,060
-39,448 Carryover -15,000 Carryover -100,000 Carryover -79,900 Carryover -234,348
32,460,728
24,493,920
12,816,560
Carryover
DEVELOPMENT SERVICES - PLANNING Carryovers Official Plan Development of Subdivision /Condo Standards Servicing Options Study Napanee River Lakes Study Updated Floodplain Mapping Total - Planning TOTALS
-11,677,360
Page 30 of 38
Page 31 of 38
To: Council Prepared by: Corporate Services Department Date of Meeting: March 14, 2023 Subject:
2022 Statement of remuneration and expenses paid to Council Members
Summary The report provides a summary of 2022 Council remuneration and expenses paid by the Township, or any other body, while representing the Township as a member of Council.
Recommendation This report is for information.
Background The Municipal Act, 284 (1), states that the treasurer of a municipality shall in each year on or before March 31 provide to the council of the municipality an itemized statement of remuneration and expenses paid in the previous year to “each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council”. The Municipal Act also states that the statement will identify the by-law under which the remuneration or expenses were authorized to be paid and that, despite the Municipal Freedom of Information and Protection of Privacy Act, this statement is a public record. Remuneration is paid based on by-law 2007-15, “A By-Law to Provide for the Remuneration for Members of Council”. Council remuneration was reviewed and updated under resolution 2018-18-06 and 2019-18-17.
Discussion/Analysis The breakdown of Remuneration and Expenses paid to Council Members for the Year Ended December 31, 2022 is provided below. Payments under “Other” consist primarily of communication and travel expenses. The communication allowance is paid at the same time as the honorarium at a rate of $100 per month. Per diems and mileage paid by the Conservation Authorities are included in the amounts below.
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Page 32 of 38 Township of South Frontenac Staff Report - 2022 Statement of remuneration and expenses paid to Council Members
Relationship to Strategic Plans ☒ Not applicable to this report. ☐ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •
Priority: Choose an item.
Approvals Submitted By:
Shelley Stedall, AMCT Director of Corporate Services & Treasurer Approved By:
Louise Fragnito, CPA, CGA Chief Administrative Officer
www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Page 33 of 38
To: Council Prepared by: Corporate Services Department Date of Meeting: March 14, 2023 Subject: Investment update to December 31, 2022
Summary This report provides a summary and update on Township Investments for 2022.
Recommendation This report is for information.
Background Legislative Requirements Ontario Regulation 373/11 requires a municipality to report to Council at least annually if it has invested in securities prescribed under the Regulation. The main requirements of the annual report are outlined below: • A statement of performance of the portfolio in the period covered in the report •
Details of the proportion of total investments held in the municipality’s own securities
A statement by the Treasurer that investments made were consistent with the Township’s investment policy. Under the Township’s policy, we have established reporting to Council twice a year. •
Investment Policy The Township’s Investment Policy specifies the types of investments the Township can make to achieve the optimal utilization of cash resources while balancing the need to maintain liquidity and reduce risk. The basic objectives of the investment policy are, in order of priority, as follows: a) Security of principal; b) Liquidity requirements; c) Rate of return;
Discussion/Analysis
To December 31st, the net change in the Township investment value for 2022 was accumulated to $590,190.59. www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Page 34 of 38 Township of South Frontenac Staff Report - Investment update to December 31, 2022
Overall, from December 31, 2021 to December 31, 2022, the market value of the investments is down. The potential interest that could have been earned at the Bank, based on interest rates increase, could have been higher in the short term. However, over the longer term, during which the Township invests, it is anticipated that the investment earnings will increase as most of the investments are within guaranteed products. When the funds are required to pay for future expenditures, both the equity investment and the bond investments are expected to be higher than the initial investments as reflected in the life to date summary. The attached report shows a market loss on investments, but this is not a realized loss. As long as the bonds are held until maturity, 2.0-3.6% interest will be earned, at a minimum. Our year-end reports from CIBC and One Fund confirms that our investments remain consistent with our investment policy and municipal investment regulations.
Relationship to Strategic Plans ☒ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •
Priority: 3. Ensure the organizational capacity to deliver cost-effective services in a changing world.
Attachments
Investment summary 2022
Approvals Prepared By: Kyle Griese, Financial Analyst Submitted By:
Shelley Stedall, AMCT Director of Corporate Services & Treasurer Approved By:
Louise Fragnito, CPA, CGA Chief Administrative Officer
www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Township of South Frontenac Year End Investment Report To December 31, 2022
Year 2022 only
Equity HISA JJM Total
Deposit Amended Jan-19 893,750.00 5,000,000.00 4,764,250.00 10,658,000.00
Deposit Deposit Deposit Amended Amended Amended May-20 Jun-21 Aug-22 893,750.00 893,750.00 893,750.00 0.00 0.00 0.00 14,044,700.00 13,135,471.49 13,127,906.29 14,938,450.00 14,029,221.49 14,021,656.29
Interest 0.00 16.32 448,949.31 448,965.63
Market Value Adj -122,055.78 0.00 -585,231.11 -707,286.89
Redemption/ Purchase 0.00 0.00 -7,565.20 -7,565.20
Net of Deposit/Purchase
Net Balance % Change Dec 31/2022 -122,055.78 1,415,462.05 -13.66% 16.32 797.83 0.00% -143,847.00 13,195,587.00 -1.04% -265,886.46 14,611,846.88 -1.84%
258,321.26
Life- to-date August 2016 to December 31 2022
Bond UCB Equity HISA JJM Total
Deposit Amended Jan-19 0.00 0.00 893,750.00 5,000,000.00 4,764,250.00 10,658,000.00
Net of Deposit/Purchase
Deposit Deposit Deposit Amended Amended Amended May-20 Jun-21 Aug-22 0.00 0.00 0.00 0.00 0.00 0.00 893,750.00 893,750.00 893,750.00 0.00 0.00 0.00 13,764,250.00 13,135,471.49 13,127,906.29 14,658,000.00 14,029,221.49 14,021,656.29
Interest 135,171.03 53,121.56 862.34 162,132.46 1,002,511.78 1,353,799.17
Market Value Adj -156,868.89 -71,706.82 539,658.44 0.00 -544,597.00 -233,514.27
Redemption/ Purchase -3,373,102.14 -1,239,264.74 -130,408.73 -161,334.63 12,737,672.22 8,752,454.65
Net Balance Change Dec 31/2022 -3,394,800.00 0.00 -1,257,850.00 0.00 410,112.05 1,415,462.05 797.83 797.83 13,195,587.00 13,195,587.00 9,872,739.55 14,611,846.88
% -0.64% -1.48% 60.48% 0.00% 3.49% 7.99%
590,190.59
Page 35 of 38
Page 36 of 38
s
To: Committee of the Whole Prepared by: Public Services Department Date of Meeting: March 14, 2023 Subject: Public Services Department Quarterly Update
Summary The purpose of this report is to provide Council with the Public Services Department first quarter update.
Recommendation This report is for information only.
Background The Public Services Department will be providing quarterly updates to Council on department items that pertain to Council initiatives, the strategic plan and capital & operating projects.
Discussion/Analysis Engineering & Capital Projects •
The department is working on the five-year capital plan for hard surfaces and is scheduled to present the plan at the May 2nd Council meeting. The plan will include asphalt and surface treated roads and OSIM structures (Bridges and culverts larger than 3m). A newly created capital gravel roads program has been created for the 2023 season and there was a resolution from the February 14th roads needs study report to develop a five-year plan for gravel roads. The 2023 gravel roads program will be finalized for the May 2nd Council meeting, and we will use this year’s performance to develop the five year plan. The five-year gravel roads plan will be finalized by fall 2023.
•
Winter construction on Battersea Road (Burnt Hills Road to Bradden Road) is well underway and works are progressing well despite the heavy snowfalls. Site operations have been focused on blasting, rock removals, entrance culverts and www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
Page 37 of 38 Township of South Frontenac Staff Report - Public Services Department Quarterly Update
construction of the new road re-alignment at 6429 Battersea Road. Rock excavation, which is one of the more costly components of the work is nearing 90% completion. The overall project is advancing within budget, on schedule, and works are being regularly inspected by the design consultant (Greer Galloway Group). Operations & Fleet •
As of the March 5th snowfall event, Public Services has had the snowplows out 48 days and snow removal has been done four times this winter season. We had a two week stretch in February that presented some challenges on the gravel roads due to rain and mild temperatures creating ice and drainage problems. The seasonal load restrictions (half loads) are in place on the local roads until April 30th but may be lifted earlier depending on weather and road conditions.
•
The department is developing a roadside mowing plan to be implemented this spring. The plan will establish a level of service for the roadside mowing operation that will now be done inhouse with the two new tractors. The plan will establish routes based on road classification, width of cut, and number of passes per year. The plan will be reviewed at the end of the season to determine how much mowing can be done per season with two tractors, identify challenges, and budget for 2024.
•
With the 2023 budget approved on March 7, 2023, the light duty vehicle procurements will be a priority this month for Fleet. There are carryover vehicles from the 2021 and 2022 budgets that will be bundled with the 2023 approved units to help attract competitive bids. There are three SUVs, three ½ Tons, and two ¾ Tons to tender and hybrid options will be considered for the SUVs.
Recreation & Facilities •
The inaugural Snow Social event held on January 21, 2023 was a huge success with an estimated 800-1,000 people in attendance. The event had strong community and business contributions with six local organizations participating in the event and eight local businesses that sponsored the event financially. The vendors market hosted 19 local vendors and the high pedestrian traffic around the local businesses indicates a strong economic benefit from the event. Community feedback has been extremely positive with several calls to make this an annual event.
•
The annual Family Day event at the Frontenac Community Area was held on February 20, 2023. It appeared to be one of the busiest Family Day events to date with an estimated 700 people attending. The event included participation from four local organizations and groups but it was noted that getting enough volunteers to staff all the stations was a challenge. The community feedback was extremely positive from the event but parking was identified as an issue as there were cars parked on Arena Boundary Rd.
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Page 38 of 38 Township of South Frontenac Staff Report - Public Services Department Quarterly Update
The success of both the Snow Social and Family Day events is dependant on the weather and they could be impacted in the future if the weather doesn’t cooperate. Volunteer recruitment was an issue for both events and will need to be addressed for future events to ensure Township events can be efficiently and safely.
Relationship to Strategic Plans ☒ Not applicable to this report. ☐ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •
Priority: Choose an item.
Climate Considerations ☒ Not applicable to this report.
Notice/Consultation • • •
Brian Kirk, Manager of Operations & Fleet Tim Laprade, Manager of Recreation & Facilities Troy Dunlop, Manager of Engineering & Capital Projects
Attachments None.
Approvals Submitted By:
Kyle Bolton, C.E.T. Director of Public Services Approved By:
Louise Fragnito, CPA, CGA Chief Administrative Officer www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.
