Council - 01 Sep 2020 - Agenda — North Frontenac News Media

Published September 1, 2020

Word Count 30843 words

Reading Time 145 min read

Body: Council Type: Agenda Meeting: Regular Date: September 1, 2020 Collection: Council Agendas Municipality: South Frontenac

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Page 1 of 137

TOWNSHIP OF SOUTH FRONTENAC COUNCIL MEETING AGENDA

Audio Broadcast on Township’s Facebook Page https://www.facebook.com/SouthFrontenacTwp TIME: DATE: PLACE: Chambers.

6:00 PM, Tuesday, September 1, 2020 Electronic Participation/Council

Call to Order/Roll Call

Recommendation

Declaration of pecuniary interest and the general nature thereof

Approval of Agenda

Recommendation

Scheduled Closed Session

Recommendation - Move into Closed Session - As permitted by the Municipal Act, Section 239.2 to discuss items related to (f) advice that is subject to solicitor-client privilege, including communications necessary for that purpose (Johnston Point Vacant Land Plan of Condominium) and to approve minutes of previous closed session meetings.

Johnston Point Vacant Land Plan of Condominium

Approval of previous Closed Session minutes - July 14 and August 11

Recommendation - Adjourn Closed Session

***Recess - reconvene at 7:00 p.m. for Open Session

Delegations

Howard A. Allan, Allan and Partners, re: 2019 Draft Financial Statements

4 - 57

Jackie Van Houten and Annette Burfoot, re: Buffy Lake/Meredith Lane Culvert

58 - 75

Public Meeting - not applicable

Approval of Minutes

August 11, 2020 Council Meeting

76 - 83

Page 2 of 137

Business Arising from the Minutes

Notice of Motion - Benefit Permit - Johnston Point

84 - 85

South Frontenac Fire and Rescue - Updated Fleet Replacement Schedule (Information Report)

86 - 95

Reports Requiring Action

Garbage & Recycling Collection Contract - Update

Rezoning of Concession 8, Part of Lot 7, 2529 Devil Lake Road Stephen Leone-Ganado and Julie Otis (See By-law 2020-43)

98 100

Site Plan Agreement - Addition to Seasonal Dwelling - Buck Lake, Concession 13, Part Lot 4, 467 MacComish Lane (See By-law 202044)

101 104

Extension of Recreation Committee Appointments

105 107

Committee Meeting Minutes

Public Services Committee meeting held February 20, 2020

108 110

Bellrock Community Hall Committee meeting held July 16, 2020

111

By-laws

By-law 2020-43 - Rezone Concession 8, Part Lot 7, 2529 Devil Lake Road

112 113

By-law 2020-44 - Site Plan Agreement - Andrew Atkinson & Elizabeth Smith - 467 MacComish lane

114 119

Reports for Information

Indoor Municipal Facility Re-opening

120 128

Tender No. PS-2020-19 - High Falls Culvert Replacement

129 130

Work from Home Policy

131 136

Information Items - not applicable

Notice of Motions

Announcements/Statements by Councillors

AMO Award Presentation - Private Lane Assistance Program

Question of Clarity (from the public on outcome of agenda items)

Closed Session (if requested)

96 - 97

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Confirmatory By-law

By-law 2020-45

Adjournment

Recommendation

137

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CONSOLIDATED FINANCIAL STATEMENTS DECEMBER 31, 2019

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CONTENTS

Five Year Financial Review.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 - 2 Management’s Responsibility for the Consolidated Financial Statements. . . . . . . . . . . . . . . . . . . . . . . . 3 Independent Auditor’s Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 - 6 Consolidated Statement of Financial Position. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Consolidated Statement of Operations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Consolidated Statement of Changes in Net Financial Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Consolidated Statement of Remeasurement Gains and Losses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Consolidated Statement of Cash Flows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Notes to the Consolidated Financial Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 - 28 Schedule 1 < Continuity of Reserves. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Schedule 2 < Tangible Capital Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 - 31 Independent Auditor’s Report < Trust Funds. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 - 34 Trust Funds < Statement of Financial Position and Statement of Financial Activities. . . . . . . . . . . . . . . 35 Trust Funds < Notes to the Financial Statements.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Township of South Frontenac Consolidated Financial Statements December 31, 2019

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Township of South Frontenac Five Year Financial Review

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(not subject to audit) December 31

2019

2018

2017

2016

2015

Population (Statistics Canada)

18,646

18,100

Number of Households (MPAC)

10,489

10,425

10,336

10,297

$ 3,325,230 34,207

$ 3,229,448 31,820

$ 3,141,748 31,182

$ 3,130,056 30,995

$ 2,959,495 30,369

3,359,437

3,261,268

3,172,930

3,161,051

2,989,864

1.02%

0.98%

1.02%

0.602546 0.182728 0.161000

0.599794 0.178446 0.170000

0.597198 0.175201 0.179000

0.531548 0.166857 0.188000

0.527039 0.170059 0.195000

0.946274

0.948240

0.951399

0.886405

0.892098

0.946274 2.075274 2.075274

0.948240 2.118240 2.118240

0.951399 2.162399 2.162399

0.886405 2.098405 2.198405

0.892098 2.127098 2.227098

4.05%

5.63%

7.55%

6.71%

6.58%

< County < School Boards

6,037 5,670

5,736 5,807

5,489 5,942

5,216 6,223

5,038 6,072

Revenues (000’s)

$ 19,928 3,309 1,199 2,049 1,009

$ 19,299 2,683 1,231 1,983 1,571

$ 18,733 2,687 1,228 1,740 916

$ 17,933 2,473 1,115 1,747 1,405

$ 16,944 2,726 1,078 1,511 2,293

27,494

26,767

25,304

24,673

24,552

24,067 6,453

23,360 5,924

22,465 5,911

21,397 5,868

21,564 5,572

63.92% 80.13%

53.19% 65.53%

60.02% 73.34%

48.62% 56.72%

36.85% 45.51%

Taxable Assessment (000’s) Residential and farm Commercial and industrial

Total Commercial, industrial as % of assessment

Rates of Taxation < for general municipal purposes < for county purposes < for school board purposes

Total Multi-Residential (total) Commercial (total) Industrial (total)

Tax Arrears < percentage of current levy (‹10%)** Taxes Transferred (000’s)

< Property taxation < Government grants < User charges < Other < Revenues related to capital assets

Total Expenses (000’s) < Operations < Amortization

Net Financial Assets (Net Debt) < % of Operating Revenue (>(20%)) ** < % of Taxation and User Charges (>(50%)) **

** Represents the Provincial Low Risk Indicator. (Note: All dollar amounts are in thousands of dollars.)

Page 18 of 137

Township of South Frontenac Five Year Financial Review

2019

2018

< Long term debt (000’s)

250

< Long term debt charges (000’s)

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(not subject to audit) 2017

2016

2015

270

290

308

326

5,394

5,163

4,873

4,744

4,204

< Long term debt per household

< Debt charges (000’s) < user charges

< Surplus and Reserves

17,191

14,109

15,314

12,000

9,117

< Invested in capital assets

91,957

91,828

86,706

87,189

86,794

< Asset consumption ratio

56.67%

55.45%

55.50%

54.00%

52.74%

< Reserves as % of operating expenses (> 20%) **

83.74%

71.41%

74.11%

62.08%

47.92%

< Sustainability < financial assets to liabilities

2.67

2.45

2.67

2.33

1.82

< financial assets to liabilities excluding long term debt

2.74

2.53

2.76

2.41

1.88

< long term debt to tangible capital assets

0.27%

0.29%

0.33%

0.35%

0.37%

< capital reserves to accumulated amortization

10.63%

9.80%

9.75%

9.35%

9.00%

< Flexibility < Debt charges to total operating revenue (<5%)**

0.14%

0.15%

0.16%

< Total operating revenue to taxable assessment

0.79%

0.78%

0.77%

0.74%

0.74

< Working capital to operating expenses (>10%) **

71.38%

58.75%

66.45%

54.32%

39.54%

< Vulnerability < Operating government transfers < to operating revenue

10.67%

8.65%

8.61%

7.78%

8.91%

< Total government transfers < to total revenues

12.06%

8.14%

9.59%

7.99%

9.78%

December 31

Long Term Debt

< Total annual repayment limit (000’s)

Municipal Equity (000’s)

Financial Indicators

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Management’s Responsibility for the Consolidated Financial Statements

The accompanying consolidated financial statements of the Corporation of the Township of South Frontenac are the responsibility of the Township’s management and have been prepared in compliance with legislation, and in accordance with Canadian Public Sector Accounting Standards. A summary of significant accounting policies are described in note 2 to the consolidated financial statements. The preparation of consolidated financial statements necessarily involves the use of estimates based on management’s judgement, particularly when transactions affecting the current accounting period cannot be finalized with certainty until future periods. The Township’s management maintains a system of internal controls designed to provide reasonable assurance that assets are safeguarded, transactions are properly authorized and recorded in compliance with legislative and regulatory requirements, and reliable financial information is available on a timely basis for preparation of consolidated financial statements. These systems are monitored and evaluated by management. Management meets with the external auditors to review the consolidated financial statements and discuss any significant financial reporting or internal control matters prior to Council approval of the consolidated financial statements. The consolidated financial statements have been audited by Allan and Partners LLP, independent external auditors appointed by the Township. The accompanying Auditor’s Report outlines their responsibilities, the scope of their examination and their opinion on the Township’s consolidated financial statements.

Neil Carbone Chief Administrative Officer / Deputy Clerk

Louise Fragnito, CPA, CGA Director of Corporate Services & Treasurer

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INDEPENDENT AUDITOR’S REPORT

To the Members of Council, Inhabitants and Ratepayers of the Corporation of the Township of South Frontenac: Opinion We have audited the consolidated financial statements of the Corporation of the Township of South Frontenac (the ‘Entity’), which comprise: • • • • •

the consolidated statement of financial position as at December 31, 2019; the consolidated statement of operations and accumulated surplus for the year then ended; the consolidated statement of changes in net financial assets for the year then ended; the consolidated statement of cash flows for the year then ended; and the notes to the consolidated financial statements, including a summary of significant accounting policies;

(Hereinafter referred to as the ‘financial statements’). In our opinion, the accompanying financial statements present fairly, in all material respects, the consolidated financial position of the Entity as at December 31, 2019, and its consolidated results of operations, its consolidated changes in net financial assets and its consolidated cash flows for the year then ended in accordance with Canadian Public Sector Accounting Standards. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the ‘Auditors’ Responsibilities for the Audit of the Financial Statements’ section of our auditor’s report. We are independent of the Entity in accordance with the ethical requirements that are relevant to our audit of the financial statements in Canada and we have fulfilled our other ethical responsibilities in accordance with these requirements We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.

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Responsibilities of Management and Those Charged with Governance for the Financial Statements Management is responsible for the preparation and fair presentation of the financial statements in accordance with Canadian Public Sector Accounting Standards and for such internal control as management determines is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error. In preparing the financial statements, management is responsible for assessing the Entity’s ability to continue as a going concern, disclosing as applicable, matters related to going concern and using the going concern basis of accounting unless management either intends to liquidate the Entity or to cease operations, or has no realistic alternative but to do so. Those charged with governance are responsible for overseeing the Entity’s financial reporting process. Auditor’s Responsibilities for the Audit of the Financial Statements Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor’s report that includes our opinion. Reasonable assurance is a high level of assurance, but is not a guarantee that an audit conducted in accordance with Canadian generally accepted auditing standards will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of the financial statements. As part of an audit in accordance with Canadian generally accepted auditing standards, we exercise professional judgement and maintain professional skepticism throughout the audit. We also: C

Identify and assess the risks of material misstatement of the financial statements, whether due to fraud or error, design and perform audit procedures responsive to those risks, and obtain audit evidence that is sufficient and appropriate to provide a basis of our opinion. The risk of not detecting a material misstatement resulting from fraud is higher than for one resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.

Obtain an understanding of internal control relevant to the audit in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the Entity’s internal control.

Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management.

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Conclude on the appropriateness of management’s use of the going concern basis of accounting and, based on the audit evidence obtained, whether a material uncertainty exists related to events or conditions that may cast significant doubt on the Entity’s ability to continue as a going concern. If we conclude that a material uncertainty exists, we are required to draw attention in our auditors’ report to the related disclosures in the financial statements or, if such disclosures are inadequate, to modify our opinion. Our conclusions are based on the audit evidence obtained up to the date of our auditors’ report. However, future events or conditions may cause the Entity to cease to continue as a going concern.

Evaluate the overall presentation, structure and content of the financial statements, including the disclosures, and whether the financial statements represent the underlying transactions and events in a manner that achieves fair presentation.

Communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and significant audit findings, including any significant deficiencies in internal control that we identify during our audit.

Obtain sufficient appropriate audit evidence regarding the financial information of the entities or business activities within the group Entity to express an opinion on the financial statements. We are responsible for the direction, supervision and performance of the group audit. We remain solely responsible for our audit opinion.

Allan and Partners LLP Chartered Professional Accountants Licensed Public Accountants Perth, Ontario September 1, 2020.

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Township of South Frontenac Consolidated Statement of Financial Position 2019

2018

19,085,553 1,279,834 857,029 5,575,505 249,724 11,465

14,182,631 1,736,336 1,274,569 5,219,796 270,400 21,845

27,059,110

22,705,577

2,410,302 168,325 188,500 4,527,648 249,724 2,586,180

2,400,416 248,791 165,700 3,507,819 270,400 2,658,176

10,130,679

9,251,302

16,928,431

13,454,275

91,956,799 196,007 67,091

91,828,295 170,537 72,108

92,219,897

92,070,940

109,148,328

105,525,215

108,863,217 285,111

105,436,707 88,508

109,148,328

105,525,215

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December 31

ASSETS Financial Assets Cash and short term deposits Taxes receivable (net of allowance $95,928) Accounts receivable Long term investments (note 5) Sydenham Water Works debenture receivable (note 17) Long term receivables (note 6)

LIABILITIES Financial Liabilities Accounts payable and accrued liabilities Other current liabilities Employee future benefit obligations (note 9) Deferred revenues (note 8) Sydenham Water Works debenture payable (note 17) Accrued landfill closure and post closure (note 11)

NET FINANCIAL ASSETS

NON-FINANCIAL ASSETS Tangible capital assets (note 18) Inventories Prepaid expenses

Contingent Liabilities (note 13)

MUNICIPAL EQUITY (note 12)

Municipal Equity Consists of: (note 12) Accumulated Surplus Accumulated Remeasurement Gain

The accompanying notes are an integral part of these consolidated financial statements.

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Township of South Frontenac Consolidated Statement of Operations (Note 20) Budget

2018

19,932,427 1,134,559 868,575 2,258,928 523,537 282,500 372,300 6,500 10,295

19,927,618 1,198,567 1,074,600 2,826,497 482,760 485,110 322,581 69,498 97,250

19,299,273 1,231,082 935,105 2,187,175 496,129 193,453 387,785 60,764 405,857

25,389,621

26,484,481

25,196,623

2,203,677 1,711,894 3,069,022 242,017 610,715 1,550 13,251,592 51,967 540,814 3,114,087 –73,490 1,436,351 528,731

2,005,867 1,663,822 3,110,095 232,053 558,858 864 11,391,762 37,554 406,784 2,948,719 (71,996) 74,304 1,311,535 396,326

1,690,708 1,703,947 2,982,565 230,639 418,827 497 10,486,446 48,023 555,936 2,576,805 1,220,139 62,532 1,143,293 239,330

TOTAL EXPENSES

26,835,907

24,066,547

23,359,687

NET REVENUES (EXPENDITURES) FROM OPERATIONS

(1,446,286)

2,417,934

1,836,936

1,785,483

1,008,576

1,597,477 (26,097)

1,785,483

1,008,576

1,571,380

339,197

3,426,510

3,408,316

MUNICIPAL EQUITY, BEGINNING OF YEAR

105,436,707

102,028,391

MUNICIPAL EQUITY, END OF YEAR

105,775,904

108,863,217

105,436,707

$ REVENUES Property taxation User charges Licences, permits and rents Government grants Grants from other municipalities Investment income Penalties and interest on taxes Donations Other

TOTAL REVENUES

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2019

For the year ended December 31

EXPENSES General government Fire Police Conservation authority Protective inspections and control Emergency measures Roadways and winter control Street lighting Waterworks Garbage collection and disposal Landfill closure and post-closure costs Cemeteries Parks, recreation and cultural services Planning and development

OTHER Grants and transfers related to capital Deferred revenues earned (note 8) Write down of tangible capital assets

ANNUAL SURPLUS

The accompanying notes are an integral part of these consolidated financial statements.

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Township of South Frontenac Consolidated Statement of Changes in Net Financial Assets (Note 20) Budget

2018

339,197

3,426,510

3,408,316

7,119,319 (9,207,619)

6,453,470 (6,654,510) 72,536 5,017 (25,470) 196,603

5,923,515 (10,645,004) 26,097 7,485 (1,317) 96,604

(2,088,300)

47,646

(4,592,620)

INCREASE (DECREASE) IN NET FINANCIAL ASSETS

(1,749,103)

3,474,156

(1,184,304)

NET FINANCIAL ASSETS, BEGINNING OF YEAR

13,454,275

14,638,579

NET FINANCIAL ASSETS, END OF YEAR

11,705,172

16,928,431

13,454,275

$ ANNUAL SURPLUS Amortization of tangible capital assets Acquisition of tangible capital assets Disposal of tangible capital assets Acquisition of prepaid expenses Increase of supplies inventories Change in accumulated remeasurement gains

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2019

For the year ended December 31

Consolidated Statement of Remeasurement Gains and Losses 2019

2018

88,508

(8,096)

Unrealized gains attributable to investments

196,603

96,604

Change in accumulated remeasurement gains

285,111

88,508

Accumulated Remeasurement Gains End of Year

285,111

88,508

285,111

88,508

For the year ended December 31

Accumulated Remeasurement Gains (Losses) Beginning of Year

Accumulated Remeasurement Gains Comprised of: Investments

The accompanying notes are an integral part of these consolidated financial statements.

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Township of South Frontenac Consolidated Statement of Cash Flows 2019

2018

3,426,510 6,453,470 –(71,996) 22,800

3,408,316 5,923,515 26,097 1,220,139 22,100

9,830,784

10,600,167

456,502 417,540 9,886 (80,466) 1,019,829 5,017 (25,470)

541,106 (254,922) (403,131) 52,144 (404,436) 7,485 (1,317)

1,802,838

(463,701)

11,633,622

10,137,096

Acquisition of tangible capital assets Proceeds from disposal of capital assets

(6,654,510) 72,536

(10,645,004)

Net investment in tangible capital assets

(6,581,974)

(10,645,004)

(Increase) decrease in long term investments Decrease (increase) in long term receivables

(159,106) 10,380

99,535 (4,840)

Net (increase) decrease in cash from investing activities

(148,726)

94,695

NET INCREASE (DECREASE) IN CASH

4,902,922

(413,213)

CASH, BEGINNING OF YEAR

14,182,631

14,595,844

CASH, END OF YEAR

19,085,553

14,182,631

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For the year ended December 31

OPERATING ACTIVITIES Annual surplus for the year Amortization Loss on sale of tangible capital assets Change in landfill liability Change in employee benefit obligations

Net Change in Non-Cash Working Capital Balances Taxes receivable Accounts receivable Accounts payable and accrued liabilities Other current liabilities Deferred revenues Prepaid expenses Inventory not for resale

Working Capital from Operations CAPITAL ACTIVITIES

INVESTING ACTIVITIES

The accompanying notes are an integral part of these consolidated financial statements.

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Township of South Frontenac Notes to the Consolidated Financial Statements

Status of the Township of South Frontenac

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December 31, 2019

The Township of South Frontenac (the ‘Township’) was incorporated January 1, 1998 (being an amalgamation of the former Township of Bedford, Loughborough, Portland and Storrington) and assumed its responsibilities under the authority of the Ministry of Municipal Affairs and the Municipal Act. The Township operates as a lower tier government in the County of Frontenac, in the Province of Ontario, Canada and provides municipal services such as police, fire, public works, planning, parks and recreation, library and other general government operations.

Significant Accounting Policies The consolidated financial statements of the Corporation of the Township of South Frontenac are the representations of management and have been prepared in all material respects in accordance with Canadian Public Sector Accounting Standards. Significant aspects of the accounting policies by the Township are as follows: Reporting Entity (i)

The consolidated financial statements reflect financial assets, liabilities, operating revenues and Expenses, reserves, reserve funds and changes in investment in tangible capital assets of the Township. The reporting entity is comprised of all organizations, committees and local boards accountable for the administration of their financial affairs and resources to the Township and which are owned or controlled by the Township. Interdepartmental and inter-organizational transactions and balances between these organizations are eliminated. These consolidated financial statements include: < Sydenham Cemetery < Sandhill Cemetery < Portland Cemetery < Frontenac Community Arena (proportionately consolidated) Proportionate consolidation: The Frontenac Community Arena is accounted for using the proportionate consolidation method of accounting and reporting, whereby the municipality’s pro-rata share of each of the assets, liabilities, revenues and expenses is combined on a line-by-line basis in the consolidated financial statements.

(ii)

The charges for long term liabilities assumed by consolidated entities or by individuals in the case of the drainage loans are reflected in the consolidated financial statements.

(iii) The taxation, other revenues, Expenses, assets and liabilities with respect to the operations of the school boards and county are not reflected in the municipal fund balances of these consolidated financial statements.

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Township of South Frontenac Notes to the Consolidated Financial Statements

Significant Accounting Policies / continued Basis of Consolidation

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December 31, 2019

(i)

The consolidated financial statements are prepared using the accrual basis of accounting. The accrual basis of accounting records revenue as it is earned and measurable. Expenses are recognized as they are incurred and measurable based on receipt of goods and services and/or the creation of a legal obligation to pay.

(ii)

Non-financial assets are not available to discharge existing liabilities and are held for use in the provision of services. They have useful lives extending beyond the current year, and are not intended for sale in the ordinary course of operations. The change in non-financial assets during the year, together with the excess of revenues over expenses, provides the change in net financial assets for the year.

(iii) Trust funds and their related operations administered by the Township are not included in these consolidated financial statements but are reported separately on the Trust Funds Statement of Financial Activities and Financial Position. Taxation and Related Revenues Property tax billings are prepared by the Township based on assessment rolls issued by the Municipal Property Assessment Corporation (‘MPAC’). Tax rates are established by the Township Council, incorporating amounts to be raised for local services, amounts to be raised on behalf of County of Frontenac for regional services, and amounts the Township is required to collect on behalf of the Province of Ontario in respect of education taxes. Taxation revenues are recorded at the time tax billings are issued. Adjustments to taxation revenue can occur during the year related to the issuance of supplementary tax billings and/or assessment appeals. These adjustments are recorded when the amount of the adjustments can be quantified. The Township is entitled to collect interest and penalties on overdue taxes. These revenues are recorded in the period in which the interest and penalties are applied. Tangible Capital Assets Tangible capital assets are recorded at cost, which include all amounts that are directly attributable to acquisition, construction, development or betterment of the asset. The cost, less residual value, of the tangible capital assets are amortized on a straight line basis over their estimated useful lives as follows:

Land Land Improvements Buildings and Building Improvements Vehicles, Machinery and Equipment Linear Assets Roads Bridges Sidewalks Water Infrastructure

15 - 20 years 20 - 50 years 3 - 25 years 7 - 50 years 7 - 50 years 20 years 50 - 70 years

Amortization is charged from the year of acquisition. Assets under construction are not amortized until the asset is available for productive use, at which time they are capitalized.

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Township of South Frontenac Notes to the Consolidated Financial Statements

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December 31, 2019

Significant Accounting Policies / continued Tangible Capital Assets / continued

The Township has a capitalization threshold of $5,000 for vehicles and equipment and $10,000 for buildings and $15,000 for linear assets so that individual capital assets of lesser value are expensed, unless they are pooled because, collectively, they have significant value, or for operations reasons. Tangible capital assets received as contributions are recorded at their fair value at the date of receipt, and that fair value is also recorded as revenue. Similarly, transfers of assets to third parties are recorded as an expense equal to the net book value of other asset as of the date of transfer. When tangible capital assets are disposed of, either by way of a sale, destruction or loss, or abandonment of the asset, the asset’s net book value, historical cost less accumulated amortization, is written off. Any resulting gain or loss, equal to the proceeds on disposal less the asset’s net book value, is reported on the consolidated statement of operations in the year of disposal. Transfers of assets to third parties are recorded as an expense equal to the net book value of the asset as of the date of transfer. When conditions indicate that a tangible capital asset no longer contributes to the Township’s ability to provide services or the value of the future economic benefits associated with the tangible capital asset are less than its net book value, and the decline is expected to be permanent, the cost and accumulated amortization of the asset are reduced to reflect the revised estimate of the value of the asset’s remaining service potential. The resulting net adjustment is reported as an expense on the consolidated statement of operations. (i)

Natural Resources Natural resources that have not been purchased are not recognized as assets in the consolidated financial statements.

(ii)

Works of Art and Cultural and Historic Assets Works of art and cultural and historic assets are not recorded as assets in these consolidated financial statements.

Leases Leases are classified as capital or operating leases. Leases which transfer substantially all of the benefits and risks incidental to ownership of property are accounted for as capital leases. All other leases are accounted for as operating leases and the related lease payments are charged to expenses as incurred. Inventories and Prepaid Expenses Inventories and prepaid expenses held for consumption are recorded at the lower of cost or replacement cost. Pension and Employee Benefits The Township accounts for its participation in the Ontario Municipal Employees Retirement System (‘OMERS’), a multi-employer public sector pension fund, as a defined benefit plan. The OMERS plan specifies the retirement benefits to be received by employees based on length of service and pay rates.

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December 31, 2019

Significant Accounting Policies / continued Pension and Employee Benefits / continued

Employee benefits include vacation entitlement and sick leave benefits. Vacation entitlements are accrued as entitlements are earned. Sick leave benefits are accrued in accordance with the Township’s policy. Employee Future Benefit Obligations The Township accrues its obligation for employee benefit plans. The cost of post-retirement benefits earned by employees is actuarially determined using the projected benefit method pro-rated on services and management’s best estimate of salary escalation, retirement ages of employees and expected health care costs. Actual gains (losses) which can arise from changes in the actuarial assumptions used to determine the accrued benefit obligation will be amortized over the average remaining service period of active employees. Cash and Cash Equivalents The Township considers cash and cash equivalents to be highly liquid investments with original maturities of three months or less. Government Transfers Government transfers are recognized in the consolidated financial statements as revenues in the period in which events giving rise to the transfer occur, providing the transfers are authorized, any eligibility criteria have been met, and reasonable estimates of the amounts can be made. Deferred Revenues < Obligatory Reserve Funds The Township defers recognition of user charges and fees which have been collected but for which the related services have yet to be performed. Government transfers of gas taxes, development charges collected under the Development Charges Act, 1997, and recreational land collected under the Planning Act are reported as deferred revenues in the Consolidated Statement of Financial Position. These amounts will be recognized as revenues in the fiscal year the services are performed. The Township receives restricted contributions under the authority of provincial legislation and Township bylaws. These funds by their nature are restricted in their use and until applied to applicable costs are recorded as deferred revenue. Amounts applied to qualifying expenses are recorded as revenue in the fiscal period they are expended. The Township receives restricted contributions under the authority of Federal and Provincial legislation and Township by-laws. These funds by their nature are restricted in their use and until applied to applicable costs are recorded as deferred revenue. Amounts applied to qualifying expenses are recorded as revenue in the fiscal period they are expended. Deferred revenue represents certain user charges and fees which have been collected but for which the related services have yet to be performed. Deferred revenue also represents contributions that the Township has received pursuant to legislation, regulation or agreement that may only be used for certain programs or in the completion of specific work. These amounts are recognized as revenue in the fiscal year the services are performed or related expenses incurred.

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December 31, 2019

Significant Accounting Policies / continued Investments

Short-term and long-term investments are recorded at cost plus accrual interest. If the market value of investments become lower than cost and the decline in value is considered to be other than temporary, the investments are written down to market value. Investment income earned on surplus, current funds, capital funds, reserves and reserve funds (other than obligatory reserve funds) are reported as revenue in the period earned. Investment income earned on development charges and parkland obligatory reserve funds is added to the fund balance and forms part of respective deferred revenue balances. Landfill Closure and Post-Closure Liabilities The Township accrues landfill closure and post-closure care requirements that have been defined in accordance with industry standards and include final covering and landscaping of the landfill, pumping of ground water and leachates from the site, and ongoing environmental monitoring, site inspection and maintenance. The reported liability is based on estimates and assumptions with respect to events extending over a fifty year period using the best information available to management. Future events may result in significant changes to the estimated total Expenses, capacity used or total capacity and the estimated liability, and would be recognized prospectively, as a change in estimate, when applicable. Liability for Contaminated Sites Contaminated sites are a result of contamination being introduced into air, soil, water or sediment of a chemical, organic or radioactive material or live organism that exceeds an environmental standard. The liability is recorded net of any expected recoveries. A liability for remediation of contaminated sites is recognized when a site is not in productive use and all the following criteria are met: (a) (b) (c)

(d) (e)

an environmental standard exists; contamination exceeds the environmental standard; the Township: (i) is directly responsible; or (ii) accepts responsibility it is expected that future economic benefit will be given up; and a reasonable estimate of the amount can be made.

The liability is recognized as management’s estimate of cost of pos-remediation including operation, maintenance and monitoring that are an integral part of the remediation strategy for a contaminated site. Financial Instruments All financial instruments are initially recognized at fair value on the consolidated statement of financial position. The Township has classified each financial instrument into one of the following categories: held-for-trading financial assets and liabilities, loans and receivables, held-to-maturity financial assets and other financial liabilities. Subsequent measurement of financial instruments is based on their classification.

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December 31, 2019

Significant Accounting Policies / continued Financial Instruments / continued The Township’s financial assets and liabilities are measured as follows: (i) (ii) (iii) (iv) (v)

Cash at fair value Portfolio investments as fair value Accounts receivable at amortized cost Accounts payable and accrued liabilities at amortized cost Debt at amortized cost.

Unrealized gains and losses from changes in the fair value of financial instruments are recognized in the consolidated statement of remeasurement gains and losses. When the restricted nature of a financial instrument and any related changes in fair value create a liability, unrealized gains and losses are recognized as deferred revenue. All financial assets are tested annually for impairment. When financial assets are impaired, impairment losses are recorded in the consolidated statement of operations. For financial instruments measured using amortized cost, the effective interest rate method is used to determine interest revenue or expenses. Transaction costs are a component of cost for financial instruments measured using cost or amortized costs. Transaction costs are expensed for financial instruments measured at fair value. Investment management fees are expensed as incurred. The purchase and sale of cash equivalents and portfolio investments are accounted for using trade-date accounting. The Municipality does not use foreign currency contracts or any other type of derivative financial instruments of trading or speculative purposes. Measurement Uncertainty The preparation of consolidated financial statements requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the consolidated financial statements and the reported amounts of revenue and Expenses during the period. Actual results could differ from these estimates. These estimates are reviewed periodically and as adjustments become necessary, they are recorded in the consolidated financial statements in the period in which they become known.

Operations of the School Boards and County of Frontenac During 2019, the Township collected and made property tax transfers including payments in lieu of property taxes, to the County of Frontenac and School Boards as follows:

Amounts requisitioned and paid

School Boards $

County $

5,669,917

6,037,423

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December 31, 2019

Contributions to Consolidated Joint Board The following contributions were made by the Township to the Board:

Frontenac Community Arena

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Township of South Frontenac Notes to the Consolidated Financial Statements

2019

2018

87,958

76,514

The Township is contingently liable for its share, which is approximately 59% of any accumulated deficits as at the end of the year for this Board. The Township’s share of the accumulated surpluses (or deficits) of this joint board are as follows:

Frontenac Community Arena

2019

2018

616,695

649,864

Long Term Investments 2018

2019

For Township Purposes < CIBC Wood Gundy < One Investment < equity portfolio

For Obligatory Reserve Funds < CIBC < One Investment < equity portfolio

Total

Cost

Market

Cost

Market

3,180,517 698,750

3,228,635 935,743

3,106,523 698,750

3,102,978 790,803

3,879,267

4,164,378

3,805,273

3,893,781

1,132,862 195,000

1,150,045 261,082

1,106,565 195,000

1,105,326 220,689

1,327,862

1,411,127

1,301,565

1,326,015

5,207,129

5,575,505

5,106,838

5,219,796

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December 31, 2019

Long Term Investments / continued

All of the above investments are valued as Level 1 investments. The investments are valued based on the degree to which the fair value is observable, as follows: (i) Level 1 (ii) Level 2

(iii) Level 3

Fair value measurements are those derived from quoted prices (in active) Fair value measurements are those derived from inputs other than quoted included with Level 1 that are observable for the assets, either directly (ie: as prices) or indirectly (ie: derived from prices); Fair value measurements are those derived from valuation techniques that include inputs for the asset that are not based on observable data (unobservable inputs).

Long Term Receivables Long term receivables are comprised of:

Community Improvement Loans

2019

2018

11,465

21,845

The Community Improvement loans are repayable over 5 years. Any unpaid loan payments are added to the taxpayer’s property taxes.

Trust Funds Trust funds administered by the Township amounting to $695,690 (2018 $666,509) are presented in a separate financial statement of trust fund balances and operations. As such balances are held in trust by the Township for the benefit of others, they are not presented as part of the Township’s financial position or financial activities.

Deferred Revenues A requirement of the public sector accounting standards of the Chartered Professional Accountants of Canada is that obligatory reserve funds be reported as deferred revenue. This requirement is in place as provincial legislation restricts how these funds may be used and under certain circumstances these funds may possibly be refunded.

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December 31, 2019

Deferred Revenues / continued

The balances in the obligatory reserve funds of the Township are summarized below: 2019

2018

Balance, Beginning of Year Development contributions Subdivider contributions Investment income Federal Gas Tax funding Cannabis legalization funding Grant utilized

3,507,819 689,212 4,500 145,050 1,153,311 36,332 (1,008,576)

3,912,255 568,351 750 47,024 576,916 –(1,597,477)

Balance, End of Year

4,527,648

3,507,819

2019

2018

1,359,796 37,109 2,701,141 248,262 181,340

673,922 –2,412,700 244,376 176,821

4,527,648

3,507,819

Analyzed as follows: Federal Gas Tax funding Cannabis legalization funding Development charges Cash in lieu of parkland Subdivider contributions

Employee Post Employment Benefit Liability Employee non-pension retirement benefits (extended health care for early retirees): Effective January 1, 2008, the Township began to provide extended health care to its employees. Extended health care continues to be available to early retirees up to the age of 65, with the retiree generally being responsible for paying 50% of the benefit premiums. An independent actuarial study of the employee non-pension retirement benefit has been undertaken. The most recent valuation of the employee future benefits was completed for 2018 and will be applied effective January 1, 2018. The accrued benefit obligation relating to the employee non-pension retirement benefits has been actuarially determined using the projected benefit method pro-rated on services. At December 31, 2019, based on an actuarial update, the accrued benefit obligation was $188,500 (2018 $165,700). The significant actuarial assumptions adopted in estimating the Township’s accrued benefit obligation are as follows: Discount Rate Health Benefits Escalation

3.40% per annum 7.63% per annum, scaling down over 15 years to 4.00% thereafter

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Township of South Frontenac Notes to the Consolidated Financial Statements

Employee Post Employment Benefit Liability / continued

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December 31, 2019

Information with respect to the Township’s non-pension retirement obligations are as follows: 2019

2018

Accrued benefit obligation at beginning of year Expense recognized for the year Interest cost Benefits paid for the year

165,700 28,100 7,900 (13,200)

143,600 28,500 6,400 (12,800)

Accrued benefit obligation at end of year

188,500

165,700

The accrued benefit liability at December 31, includes the following components:

2019

2018

Accrued benefit obligation end of year Unamortized actuarial loss

234,000 (45,500)

217,100 (51,400)

Accrued benefit obligation end of year

188,500

165,700

Pension Contributions The Township makes contributions to the Ontario Municipal Employees Retirement System (“OMERS”), which is a multi-employer plan, on behalf of all permanent members of its staff. The plan is a defined benefit plan which specifies the amount of the retirement benefit to be received by the employees based on the length of service and rates of pay. Employers and employees contribute to the plan. Since any surpluses or deficits are a joint responsibility of all Ontario municipalities and their employees, the Village does not recognize any share of the OMERS pension surplus or deficit in these consolidated financial statements. The amount contributed to OMERS was $356,115 (2018 $302,115) for current services and is included as an expenditure on the Consolidated Statement of Operations classified under the appropriate functional expenditure. Contributions by employees were a similar amount.

Landfill Closure and Post Closure Liability The Environmental Protection Act sets out the regulatory requirements to properly close and maintain all active and inactive landfill sites. Closure and post closure cost requirements are to be provided over the estimated remaining life of the landfill sites based on usage.

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Township of South Frontenac Notes to the Consolidated Financial Statements

Landfill Closure and Post Closure Liability / continued

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December 31, 2019

Landfill closure and post-closure care requirements have been defined in accordance with industry standards and include final covering and landscaping of the landfill, pumping of ground water and leachates from the site, and ongoing environmental monitoring, site inspection and maintenance. The reported liabilities are based on estimates and assumptions with respect to events extending over a period of up to fifty years using the best information available to management. Future events may result in significant changes to the estimated total Expenses, capacity used or total capacity and the estimated liability, and would be recognized prospectively, as a change in estimate, when applicable. The Township currently has five active and five inactive landfill sites. The estimated remaining capacity of the active landfill sites ranges from 14% to 44% of the total estimated capacity and the estimated remaining life of the active landfill sites ranges from seven years to twenty-six years. The period for post-closure care for all sites is estimated to be fifteen years. Estimated total expenses represent the sum of the discounted future cash flows for closure and postclosure care activities using an estimated inflation rate of 2.77% and discounted at the Township’s average long term borrowing rate of 2.03% (2018 2.46%). The estimated total landfill closure and postclosure care expense are calculated at approximately $3,541,337 (2018 $3,717,067). For sites that are still active, the estimated liability for these expenses is recognized as the landfill site’s capacity is used. For sites that are inactive, the estimated liability for these expenses is recognized immediately. Included in liabilities at December 31, 2019 is an amount of $2,586,100 (2018 $2,658,176) with respect to landfill closure and post-closure liabilities recognized to date.

Municipal Equity Municipal equity consists of: 2019

2018

91,956,799 (365,621)

91,828,295 (412,370)

91,591,178

91,415,925

(10,626)

86,190

Landfill Closure and Post-Closure To Be Recovered

(2,586,180)

(2,658,176)

Reserves

20,153,956

16,681,276

Total Municipal Equity

109,148,328

105,525,215

Invested in Tangible Capital Assets Tangible capital assets Unfinanced capital expense

Unrestricted Surplus Frontenac Community Arena

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Contingent Liabilities

The nature of municipal activities is such that there may be litigation pending or in prospect at any time. With respect to claims as at December 31, 2019, management believes that the Township has valid defences and appropriate insurance coverages in place. In the event any claims are successful, management believes that such claims are not expected to have a material effect on the Township’s financial position. As a result, no provision has been made in these consolidated financial statements for any settlement which may arise as a result of these claims.

Contractual Obligations (a)

The Township has entered into an agreement with the Ontario Provincial Police for the provision of police services. The term of the agreement is five years, commencing December 2015 at an annual cost of approximately $3.1 million.

(b)

The Township entered into an Agreement with 1425445 Ontario Limited operating as Utilities Kingston for the operation and maintenance of the water system. The term of the Agreement expires December 31, 2021. The annual cost as at December 31, 2019 was $166,863 (2018 $191,137).

(c)

The Township has entered into a road construction contract for Battersea Road in the amount of $1,596,814. Costs incurred during 2019 were approximately $131,355. The project is expected to be completed in 2020 and will be funded from government grants and reserves.

Risk Management In the normal course of operations, the Township is exposed to a variety of financial risks which are actively managed by the Township. The Township’s financial instruments consist of cash, investments, accounts receivable and accounts payable and accrued liabilities. The fair values of cash, accounts receivable, investments and accounts payable and accrued liabilities approximate their carrying values because of their expected short term maturity and treatment on normal trade terms. The Township’s exposure to and management of risk has not changed materially from December 31, 2018. Market Risk Market risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices. Market risk comprises three types of risk: currency risk, interest rate risk and other price risk. The Township is mainly exposed to interest and price risk.

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December 31, 2019

Risk Management Price Risk

Price risk is the risk that the fair value or future cash flows of a financial instrument will fluctuate because of changes in market prices (other than those arising from interest rate risk or currency risk), whether those changes are caused by factors specific to individual financial instrument or its issuer, or factors affecting all similar financial instruments traded in the market. The Township is exposed to price risk through its investment in quoted One Fund investments. The following details the Township’s portfolio sensitivity to a 1.0% increase or decrease in the market prices. At December 31, 2019, if market prices had a 1.0% increase or decrease with all other variables remaining the same the increase or decrease in accumulated remeasurement gains and losses on the investments for the year would have totalled $11,966 (2018 $10,115). Credit Risk Credit risk arises from the possibility that the entities to which the Township provides services to may experience difficulty and be unable to fulfill their obligations. The Township is exposed to financial risk that arises from the credit quality of the entities to which it provides services. The Township does not have a significant exposure to any individual customer or counter party. As a result, the requirement for credit risk related reserves for accounts receivable is minimal. Interest Rate Risk Interest rate risk arises from the possibility that the value of, or cash flows related to, a financial instrument will fluctuate as a result of changes in market interest rates. The Township is exposed to financial risk that arises from the interest rate differentials between the market interest rate and the rates on its cash and cash equivalents and operating loan. Changes in variable interest rates could cause unanticipated fluctuations in the Township’s operating results. Liquidity Risk Liquidity risk is the risk that the Township will not be able to meet its obligations as they fall due. The Township requires working capital to meet day-to-day operating activities. Management expects that the Township’s cash flows from operating activities will be sufficient to meet these requirements.

Fair Value of Financial Assets and Financial Liabilities The carrying value of taxes receivable, accounts receivable and accounts payable approximate their fair values due to the relatively short periods to maturity of these items or because they are receivable or payable on demand. The market value of long term investments is disclosed in note 5.

Page 40 of 137

Township of South Frontenac Notes to the Consolidated Financial Statements

Sydenham Water Works Debenture Receivable and Payable

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December 31, 2019

The debenture was issued on December 1, 2008, bears annual interest at 5.75% and is repayable in forty equal bi-annual instalments of blended principal and interest at $17,966 commencing June 1, 2009. The responsibility of principal and interest for the loan has been assumed by individuals and therefore has been shown in the consolidated financial statements as both a loan receivable and payable.

Tangible Capital Assets

Land Land improvements Buildings and building improvements Vehicles, machinery and equipment Linear Assets Roads Bridges Sidewalks Water infrastructure Construction in progress Frontenac Community Arena

2019

2018

3,194,772 1,474,128 11,206,653 6,704,103

3,194,772 1,587,660 11,145,199 6,834,126

52,558,363 6,813,010 154,603 7,483,569 1,740,278 627,320

53,124,263 6,601,581 158,576 7,462,899 1,155,545 563,674

91,956,799

91,828,295

For additional information, see Schedule 2 < Tangible Capital Assets. Assets under construction having a value of $1,740,278 (2018 $1,155,545) have not been amortized. Amortization of these assets will commence when the asset is put into service.

Segmented Information The Township is a diversified municipal government that provides a wide range of services to its citizens, including police, fire, transportation, recreational and environmental. For management reporting purposes the Township’s operations and activities are organized and reported by department. Funds were created for the purpose of recording specific activities to attain certain objectives in accordance with special regulations, restrictions or limitations. Municipal services are provided by departments and their activities are reported in these funds.

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December 31, 2019

Segmented Information / continued

Certain departments that have been separately disclosed in the segmented information, along with the services they provide are as follows: (a) Administration Includes corporate services and governance of the Township. Administration as a segment includes human resource management, support to Council for policy development, by-law development in compliance with the Municipal Act, tax billing and collection responsibilities, financial management reporting, monitoring and overall budget status as well as frontline reception and customer service. (b) Protection Services Includes policing, fire protection, conservation authority, protective inspection and control and emergency measures. The mandate of the police services contract is to ensure the safety of the lives and property of citizens; preserve peace and good order; prevent crimes from occurring; detect offenders; and enforce the law. Fire protection includes inspection, extinguishing and suppression services; emergency medical first response; and prevention education and training programs. Inspection and control includes building inspection, by-law enforcement and dog control services. (c) Transportation Services This department provides the winter and summer maintenance, the repair and the construction of the municipal roads system including bridges and culverts. (d) Environmental Services Includes the management and maintenance of water treatment and distribution and solid waste management. (e) Cemetery Boards Includes the management and maintenance of municipal cemeteries. (f)

Parks, Recreation and Culture Provides services that contribute to neighbourhood development and sustainability through the provision of recreation and leisure programs and facilities including community halls, libraries, parks, recreation fields and the proportionate share of Frontenac Community Arena.

(g) Planning and Development Manages development for business interest, environmental concerns, heritage matters, local neighbourhoods and community development. It facilitates economic development by providing services for the approval of all land development plans, the application and enforcement of the zoning by-law and official plan, and the provision for geomatics services.

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Segmented Information / continued (g)

Planning and Development / continued

For each segment separately reported, the segment revenue and expense represent both amounts that are directly attributable to the segment and amounts that are allocated on a reasonable basis. Therefore, certain allocation methodologies are employed in the preparation of segmented financial information. These municipal services are funded primarily by property tax revenue. Taxation is apportioned to these services based on the funding requirement. Certain government transfers, transfer from other funds, and other revenue have been apportioned based on a percentage of budgeted expenses. The accounting policies used in these segments are consistent with those followed in the preparation of the consolidated financial statements as disclosed in note 2.

2019

Revenues Taxation Penalties & interest Government Grants < Unconditional < Conditional Other municipalities Licenses, permits & rent User fees & service charges Other

Expenses Salaries, wages & employee benefits Interest on long term debt Materials Contracted services Rents & financial expenses External transfers Amortization

Excess of Revenues Over Expenses

Adminis -tration

Protective Services

Transport -ation Services

Environ -mental Services

Health Services

Parks, Recreation & Culture

Planning & Development

Total

19,927,618 322,581

1,553,400 517,129 10,553 207,596

–34,300 –633,771

–499,738 472,207 96,035

209,680 —-2,400

8,000 4,250 –134,798

1,771,080 1,055,417 482,760 1,074,600

43,441 432,965

55,025 32,309

33,106 676,717

757,081 77,342

87,521 9,848

116,285 395,717

106,109 35,535

1,198,568 1,660,433

23,015,283

755,405

1,777,803

1,046,503

97,369

659,050

141,644

27,493,057

1,177,420 –290,940 250,818 10,730 209,405 66,553

1,075,729 –679,528 3,161,606 –236,441 412,389

2,510,302 –3,409,403 372,815 —-5,136,796

479,235 15,555 483,910 1,722,466 —-582,341

346 –6,962 66,996

269,432 –264,997 521,714 —-255,391

292,862 –31,823 71,642

5,805,326 15,555 5,167,563 6,168,057 10,730 445,846 6,453,470

2,005,866

5,565,693

11,429,316

3,283,507

74,304

1,311,534

396,327

24,066,547

21,009,417

(4,810,288)

(9,651,513)

(2,237,004)

23,065

(652,484)

(254,683)

3,426,510

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Segmented Information / continued

2018

Revenues Taxation Penalties & interest Government Grants < unconditional < conditional Other municipalities Licenses, permits & rents User fees & service charges Other

Expenses Salaries, wages & employee benefits Interest on long term debt Materials Contracted services Rents & financial expenses External transfers Amortization

Excess of Revenues Over Expenses

Adminis -tration

Protective Services

Transport -ation Services

Environmen -tal Services

Health Services

19,299,273 387,785

1,519,500 –5,500

–34,382

–398,125 490,099

212,671

187,823

542,320

56,748

34,948 232,840

63,468 436,360

21,667,669

Parks, Recreation & Culture

Planning & Development

Total

19,299,273 387,785

7,310 15,187 530

1,739,481 447,694 496,129

2,400

145,814

935,105

34,032 640,789

787,078 308,864

57,413 9,872

91,350 602,729

162,793

1,231,082 2,231,454

1,076,530

1,619,793

1,311,013

67,285

862,920

162,793

26,768,003

1,010,474

993,292

2,112,520

647,718

368

247,274

135,650

5,147,296

–294,570 174,818

–1,470,542 2,292,101

–2,669,754 621,407

16,095 427,365 3,071,656

–6,820 55,344

–251,444 441,313

–23,255 80,425

16,095 5,143,750 6,737,064

8,424 147,186 55,236

–236,357 344,183

—-5,130,788

—-190,046

—-203,262

8,424 383,543 5,923,515

1,690,708

5,336,475

10,534,469

4,352,880

62,532

1,143,293

239,330

23,359,687

19,976,961

(4,259,945)

(8,914,676)

(3,041,867)

4,753

(280,373)

(76,537)

3,408,316

Budget Figures The 2019 budget amounts that were approved were not prepared on a basis consistent with that used to report actual results (Public Sector Accounting Board Standards). The budget included capital items such as infrastructure replacements and estimated costs for constructed assets, as program expenses, but the actual expenses have been removed in the Statement of Operations. The revenues attributable to these items continue to be included in the Statement of Operations, resulting in a significant variance.

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Budget Figures

The following analysis is provided to assist readers in their understanding of differences between the approved budget and the audited financial statements: Budget

Actual

Total Revenues Total Expenses

25,389,621 26,835,907

26,484,481 24,066,547

Net (Expenses) Revenues Amortization

(1,446,286) 7,119,319

2,417,934 6,453,470

Adjusted Net Revenues

5,673,033

8,871,404

Capital Revenues

1,785,483

1,008,576

Funds Available

7,458,516

9,879,980

Capital Expenses Disposal of tangible capital assets Unfunded landfill liability Decrease in unfinanced capital Remeasurement gain

(9,207,619)

(6,654,510) 72,536 (71,996) (46,749) 196,603

(Decrease) Increase in Operating Surplus

(1,749,103)

3,375,864

Allocated as follows: Net transfers (to) from reserves Change in Frontenac Community Arena

(1,793,195) 44,092

3,472,680 (96,816)

(1,749,103)

3,375,864

Page 45 of 137

Township of South Frontenac Schedule 1 < Continuity of Reserves and Reserve Funds 2019

2018

3,441,569 (5,234,764)

5,945,372 (2,472,692)

5,104,531 (5,072,366)

Total Net Transfers

(1,793,195)

3,472,680

32,165

Reserves and Reserve Fund Balances, Change in Year

(1,793,195)

3,472,680

32,165

Reserves and Reserve Fund Balances, Beginning of Year

16,681,276

16,649,111

Reserves and Reserve Fund Balances, End of Year

14,888,081

20,153,956

16,681,276

Net Transfers From / (To) Other Funds Transfers from operations Transfers to capital acquisitions

D ra ft

(Note 20) Budget

For the year ended December 31

Composition of Reserves and Reserve Funds For the year ended December 31

2019

2018

6,432,386 31,739 906,863

4,712,258 5,575 763,654

7,370,988

5,481,487

6,132,396 1,190,383 839,249 43,538 1,902,713 426,307 1,026,014 1,222,368

5,475,510 925,262 775,119 43,538 1,237,320 573,430 981,214 1,188,396

12,782,968

11,199,789

20,153,956

16,681,276

Reserves set aside for specific purposes by Council: Fiscal < for working capital < for election < for building inspection

Equipment and Infrastructure < for global < for vertical < for roadways < for linear < for rolling stock < for future landfill closing < for water infrastructure < for stabilization

Total Reserves

The accompany notes are an integral part of these consolidated financial statements.

Page 46 of 137

Township of South Frontenac Schedule 2 < 2019 Tangible Capital Assets Additions

(Disposals)

Cost 31/12/19

Land

3,194,772

Land Improvements

1,968,004

400,358

2,368,362

Buildings & Building Improvements

14,918,547

440,911

15,359,458

Vehicles, Machinery & Equipment

15,355,459

793,238

(562,386)

15,586,311

Linear Assets Roads Bridges Sidewalks Water infrastructure

147,055,151 12,068,375 248,500 9,253,959

3,749,259 400,704 –191,259

150,804,410 12,469,079 248,500 9,445,218

Construction in Progress

1,155,545

584,733

1,740,278

899,184

94,048

993,232

206,117,496

6,654,510

(562,386)

212,209,620

Net Book Value 31/12/19

Frontenac Community Arena

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Cost 01/01/19

Asset Class

Accumulated Amortization 01/01/19

Amortization

(Disposals)

Accumulated Amortization 31/12/19

3,194,772

Land Improvements

380,344

513,890

894,234

1,474,128

Buildings & Building Improvements

3,773,348

379,457

4,152,805

11,206,653

Vehicles, Machinery & Equipment

8,521,333

850,725

(489,850)

8,882,208

6,704,103

Linear Assets Roads Bridges Sidewalks Water infrastructure

93,930,888 5,466,794 89,924 1,791,060

4,315,159 189,275 3,973 170,589

98,246,047 5,656,069 93,897 1,961,649

52,558,363 6,813,010 154,603 7,483,569

1,740,278

335,510

30,402

365,912

627,320

114,289,201

6,453,470

(489,850)

120,252,821

91,956,799

Asset Class

Land

Construction in Progress Frontenac Community Arena

The accompany notes are an integral part of these consolidated financial statements.

Page 47 of 137

Township of South Frontenac Schedule 2 < 2018 Tangible Capital Assets Additions

(Disposals)

Cost 31/12/18

Land

3,163,307

31,465

3,194,772

Land Improvements

1,788,408

179,596

1,968,004

Buildings & Building Improvements

12,829,026

2,093,081

(3,560)

14,918,547

Vehicles, Machinery & Equipment

14,131,665

1,560,718

(336,924)

15,355,459

Linear Assets Roads Bridges Sidewalks Water infrastructure

139,088,122 12,066,804 248,500 9,253,959

7,967,029 1,571

147,055,151 12,068,375 248,500 9,253,959

Construction in Progress

2,390,307

(1,234,762)

1,155,545

852,878

46,306

899,184

195,812,976

10,645,004

(340,484)

206,117,496

Net Book Value 31/12/18

Frontenac Community Arena

D ra ft

Cost 01/01/18

Asset Class

Accumulated Amortization 01/01/18

Amortization

(Disposals)

Accumulated Amortization 31/12/18

3,194,772

Land Improvements

290,702

89,642

380,344

1,587,660

Buildings & Building Improvements

3,470,423

306,485

(3,560)

3,773,348

11,145,199

Vehicles, Machinery & Equipment

7,984,937

847,223

(310,827)

8,521,333

6,834,126

Linear Assets Roads Bridges Sidewalks Water infrastructure

89,637,613 5,277,725 85,951 1,625,637

4,293,275 189,069 3,973 165,423

93,930,888 5,466,794 89,924 1,791,060

53,124,263 6,601,581 158,576 7,462,899

1,155,545

307,085

28,425

335,510

563,674

108,680,073

5,923,515

(314,387)

114,289,201

91,828,295

Asset Class

Land

Construction in Progress Frontenac Community Arena

The accompany notes are an integral part of these consolidated financial statements.

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Page 48 of 137

INDEPENDENT AUDITOR’S REPORT

To the Members of Council, Inhabitants and Ratepayers of the Corporation of the Township of South Frontenac: Opinion We have audited the financial statements of the Corporation of the Township of South Frontenac trust funds (the ‘Entity’), which comprise: • • •

the statement of financial position as at December 31, 2019; the statement of financial activities for the year then ended; and the notes to the financial statements, including a summary of significant accounting policies;

(Hereinafter referred to as the ‘financial statements’). In our opinion, the accompanying financial statements present fairly, in all material respects, the financial position of the Entity as at December 31, 2019, and its financial activities for the year then ended in accordance with Canadian Public Sector Accounting Standards. Basis for Opinion We conducted our audit in accordance with Canadian generally accepted auditing standards. Our responsibilities under those standards are further described in the ‘Auditors’ Responsibilities for the Audit of the Financial Statements’ section of our auditor’s report. We are independent of the Entity in accordance with the ethical requirements that are relevant to our audit of the financial statements in Canada and we have fulfilled our other ethical responsibilities in accordance with these requirements We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.

Page 49 of 137

D ra ft

Evaluate the appropriateness of accounting policies used and the reasonableness of accounting estimates and related disclosures made by management.

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Page 50 of 137

Allan and Partners LLP Chartered Professional Accountants Licensed Public Accountants Perth, Ontario September 1, 2020.

Page 51 of 137

Township of South Frontenac Trust Funds Statement of Financial Position

OHRP

Grant Family Memorial Endowment

2019

2018

11,278 82,635 73

25,000

26,406

106,209 578,267 7,039

87,788 564,736 6,947

4,175

7,038

18,252

512,901

93,986

25,000

4,175

26,406

695,690

666,509

18,252

512,901

93,986

25,000

4,175

26,406

695,690

666,509

Fire

Cemetery Perpetual Care

Monument Perpetual Care

Muriel Burns

8,444 –6,526

18,252

16,829 495,632 440

14,970

D ra ft

December 31

Portland Histor -ical Society

ASSETS Cash Investments Term deposits Long term notes receivable

LIABILITIES Fund Balance

Statement of Financial Activities Portland Histor -ical Society

OHRP

Grant Family Memorial Endowment

2019

2018

1,800 –3,661

—-600

14,800 1,100 26,374

510 12,659

34,412

5,461

600

42,274

27,469

9,867

2,863

13,093

14,280

(56)

1,494

24,545

5,461

(2,863)

600

29,181

13,189

BALANCE AT THE BEGINNING OF THE YEAR

15,026

16,758

488,356

88,525

25,000

7,038

25,806

666,509

653,320

BALANCE AT THE END OF THE YEAR

14,970

18,252

512,901

93,986

25,000

4,175

26,406

695,690

666,509

For the year ended December 31

Fire

Cemetery Perpetual Care

Monument Perpetual Care

Muriel Burns

—-307

–1,100 394

13,000 –21,412

307

1,494

Transfer to Operating Fund

363

NET REVENUES (EXPENSES) FOR THE YEAR

REVENUES Sales of Perpetual Care Donations Interest earned

14,300

EXPENSES

The accompanying notes are an integral part of these financial statements.

Page 52 of 137

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Township of South Frontenac Trust Funds Notes to the Financial Statements December 31, 2019 1.

Significant Accounting Policies

The financial statements of the Corporation of the Township of South Frontenac Trust Funds are prepared by management in accordance with Canadian Public Sector Accounting Standards. Basis of Accounting These statements reflect the assets, liabilities, revenues and expenses of the Trusts. Revenue Recognition

Revenues and expenses are recorded on an accrual basis. The accrual basis recognizes revenue as they become available and measurable; expenses are recognized as they are incurred and measurable as a result of the receipt of goods or services and the creation of a legal obligation to pay. Measurement Uncertainty The preparation of financial statements in conformity with Canadian Public Sector Accounting Standards requires management to make estimates and assumptions that affect the reported amounts of assets and liabilities and disclosure of contingent assets and liabilities at the date of the financial statements and the reported amounts of revenues and expenses during the period. Actual results could differ from those estimates. These estimates are reviewed periodically and as adjustments become necessary, they are recorded in the financial statements in the period in which they become known.

Ontario Home Renewal Program (O.H.R.P.) The Ontario Home Renewal Program was established by the Ontario Ministry of Housing in 1973 to provide grants for municipalities to make loans to assist owner occupants to repair, rehabilitate and improve their homes to local property standards. Individual loans are limited to $7,500 of which the maximum forgivable portion is $4,000. Ontario Home Renewal Program loans receivable at December 31, 2019 are comprised of repayable loans of $4,175 (2018 $7,038) and forgiveable loans of $Nil (2018 $Nil). Loan forgiveness is earned and recorded at a rate of up to $600 per year of continued ownership and occupancy. In the event of the sale or lease of the home or in the event of the homeowner ceasing to occupy the home, the balances of the repayable loan and the unearned forgiveable loan immediately become due and payable by the homeowner. The OHRP program was discontinued by the Ontario Ministry of Housing in July 1993. At that time the Ministry requested the repayment of all trust funds held by the Township. The cash accumulated in the trust fund is being repaid to the Ministry on an annual basis.

Monument Perpetual Care Perpetual care receipts are reported on the cash basis of accounting and interest income is reported on the accrual basis of accounting. The capital balance of monument perpetual care includes the original capital contributions received as well as accumulated unspent income on the capital contributions received. The unspent income of $25,878 (2018 $22,217) is available for future expenses related to monument perpetual care.

Page 53 of 137

Township of South Frontenac Consolidated Statement of Operations (Note 20) Budget

2018

19,932,427 1,134,559 868,575 2,258,928 523,537 282,500 372,300 6,500 10,295

19,927,618 1,198,567 1,074,600 2,826,497 482,760 485,110 322,581 69,498 97,250

19,299,273 1,231,082 935,105 2,187,175 496,129 193,453 387,785 60,764 405,857

25,389,621

26,484,481

25,196,623

2,203,677 1,711,894 3,069,022 242,017 610,715 1,550 13,251,592 51,967 540,814 3,114,087 –73,490 1,436,351 528,731

2,005,867 1,663,822 3,110,095 232,053 558,858 864 11,391,762 37,554 406,784 2,948,719 (71,996) 74,304 1,311,535 396,326

1,690,708 1,703,947 2,982,565 230,639 418,827 497 10,486,446 48,023 555,936 2,576,805 1,220,139 62,532 1,143,293 239,330

TOTAL EXPENSES

26,835,907

24,066,547

23,359,687

NET REVENUES (EXPENDITURES) FROM OPERATIONS

(1,446,286)

2,417,934

1,836,936

1,785,483

1,008,576

1,597,477 (26,097)

1,785,483

1,008,576

1,571,380

339,197

3,426,510

3,408,316

MUNICIPAL EQUITY, BEGINNING OF YEAR

105,436,707

102,028,391

MUNICIPAL EQUITY, END OF YEAR

105,775,904

108,863,217

105,436,707

$ REVENUES Property taxation User charges Licences, permits and rents Government grants Grants from other municipalities Investment income Penalties and interest on taxes Donations Other

TOTAL REVENUES

D ra ft

2019

For the year ended December 31

OTHER Grants and transfers related to capital Deferred revenues earned (note 8) Write down of tangible capital assets

ANNUAL SURPLUS

The accompanying notes are an integral part of these consolidated financial statements.

Page 54 of 137

Township of South Frontenac Consolidated Statement of Changes in Net Financial Assets (Note 20) Budget

2018

339,197

3,426,510

3,408,316

7,119,319 (9,207,619)

6,453,470 (6,654,510) 72,536 5,017 (25,470) 196,603

5,923,515 (10,645,004) 26,097 7,485 (1,317) 96,604

(2,088,300)

47,646

(4,592,620)

INCREASE (DECREASE) IN NET FINANCIAL ASSETS

(1,749,103)

3,474,156

(1,184,304)

NET FINANCIAL ASSETS, BEGINNING OF YEAR

13,454,275

14,638,579

NET FINANCIAL ASSETS, END OF YEAR

11,705,172

16,928,431

13,454,275

D ra ft

2019

For the year ended December 31

Consolidated Statement of Remeasurement Gains and Losses 2019

2018

88,508

(8,096)

Unrealized gains attributable to investments

196,603

96,604

Change in accumulated remeasurement gains

285,111

88,508

Accumulated Remeasurement Gains End of Year

285,111

88,508

285,111

88,508

For the year ended December 31

Accumulated Remeasurement Gains (Losses) Beginning of Year

Accumulated Remeasurement Gains Comprised of: Investments

The accompanying notes are an integral part of these consolidated financial statements.

Page 55 of 137

Township of South Frontenac Consolidated Statement of Financial Position 2019

2018

19,085,553 1,279,834 857,029 5,575,505 249,724 11,465

14,182,631 1,736,336 1,274,569 5,219,796 270,400 21,845

27,059,110

22,705,577

2,410,302 168,325 188,500 4,527,648 249,724 2,586,180

2,400,416 248,791 165,700 3,507,819 270,400 2,658,176

10,130,679

9,251,302

16,928,431

13,454,275

91,956,799 196,007 67,091

91,828,295 170,537 72,108

92,219,897

92,070,940

109,148,328

105,525,215

108,863,217 285,111

105,436,707 88,508

109,148,328

105,525,215

D ra ft

December 31

NET FINANCIAL ASSETS

NON-FINANCIAL ASSETS Tangible capital assets (note 18) Inventories Prepaid expenses

Contingent Liabilities (note 13)

MUNICIPAL EQUITY (note 12)

Municipal Equity Consists of: (note 12) Accumulated Surplus Accumulated Remeasurement Gain

The accompanying notes are an integral part of these consolidated financial statements.

Page 56 of 137

Township of South Frontenac Five Year Financial Review

D ra ft

(not subject to audit) December 31

2019

2018

2017

2016

2015

Population (Statistics Canada)

18,646

18,100

Number of Households (MPAC)

10,489

10,425

10,336

10,297

$ 3,325,230 34,207

$ 3,229,448 31,820

$ 3,141,748 31,182

$ 3,130,056 30,995

$ 2,959,495 30,369

3,359,437

3,261,268

3,172,930

3,161,051

2,989,864

1.02%

0.98%

1.02%

0.602546 0.182728 0.161000

0.599794 0.178446 0.170000

0.597198 0.175201 0.179000

0.531548 0.166857 0.188000

0.527039 0.170059 0.195000

0.946274

0.948240

0.951399

0.886405

0.892098

0.946274 2.075274 2.075274

0.948240 2.118240 2.118240

0.951399 2.162399 2.162399

0.886405 2.098405 2.198405

0.892098 2.127098 2.227098

4.05%

5.63%

7.55%

6.71%

6.58%

< County < School Boards

6,037 5,670

5,736 5,807

5,489 5,942

5,216 6,223

5,038 6,072

Revenues (000’s)

$ 19,928 3,309 1,199 2,049 1,009

$ 19,299 2,683 1,231 1,983 1,571

$ 18,733 2,687 1,228 1,740 916

$ 17,933 2,473 1,115 1,747 1,405

$ 16,944 2,726 1,078 1,511 2,293

27,494

26,767

25,304

24,673

24,552

24,067 6,453

23,360 5,924

22,465 5,911

21,397 5,868

21,564 5,572

63.92% 80.13%

53.19% 65.53%

60.02% 73.34%

48.62% 56.72%

36.85% 45.51%

Taxable Assessment (000’s) Residential and farm Commercial and industrial

Total Commercial, industrial as % of assessment

Rates of Taxation < for general municipal purposes < for county purposes < for school board purposes

Total Multi-Residential (total) Commercial (total) Industrial (total)

Tax Arrears < percentage of current levy (‹10%)** Taxes Transferred (000’s)

< Property taxation < Government grants < User charges < Other < Revenues related to capital assets

Total Expenses (000’s) < Operations < Amortization

Net Financial Assets (Net Debt) < % of Operating Revenue (>(20%)) ** < % of Taxation and User Charges (>(50%)) **

** Represents the Provincial Low Risk Indicator. (Note: All dollar amounts are in thousands of dollars.)

Page 57 of 137

Township of South Frontenac Five Year Financial Review

2019

2018

< Long term debt (000’s)

250

< Long term debt charges (000’s)

D ra ft

(not subject to audit) 2017

2016

2015

270

290

308

326

5,394

5,163

4,873

4,744

4,204

< Long term debt per household

< Debt charges (000’s) < user charges

< Surplus and Reserves

17,191

14,109

15,314

12,000

9,117

< Invested in capital assets

91,957

91,828

86,706

87,189

86,794

< Asset consumption ratio

56.67%

55.45%

55.50%

54.00%

52.74%

< Reserves as % of operating expenses (> 20%) **

83.74%

71.41%

74.11%

62.08%

47.92%

< Sustainability < financial assets to liabilities

2.67

2.45

2.67

2.33

1.82

< financial assets to liabilities excluding long term debt

2.74

2.53

2.76

2.41

1.88

< long term debt to tangible capital assets

0.27%

0.29%

0.33%

0.35%

0.37%

< capital reserves to accumulated amortization

10.63%

9.80%

9.75%

9.35%

9.00%

< Flexibility < Debt charges to total operating revenue (<5%)**

0.14%

0.15%

0.16%

< Total operating revenue to taxable assessment

0.79%

0.78%

0.77%

0.74%

0.74

< Working capital to operating expenses (>10%) **

71.38%

58.75%

66.45%

54.32%

39.54%

< Vulnerability < Operating government transfers < to operating revenue

10.67%

8.65%

8.61%

7.78%

8.91%

< Total government transfers < to total revenues

12.06%

8.14%

9.59%

7.99%

9.78%

December 31

Long Term Debt

< Total annual repayment limit (000’s)

Municipal Equity (000’s)

Financial Indicators

Page 58 of 137

Dear Madam / Sir

Here is a little background story

We are the residents of 1021 Bauder Dr.

2015- 2016 was a year with a lot of precipitation, and due to this Buffy Lake water level became so very high that the culvert on Meridth Lane could not get rid of the water fast enough. To our surprise the committee for Merideth Lane took it upon themselves to permanently lower the overflow level in 2017 without any consultation of others living on the lake. As control of water levels are a

conservation authority matter, we assumed that by contacting Quinte Conservation Authority this issue would be resolved quickly. Quinte acknowledged that the water level had dropped and issued letters to the Township regarding this (letter #1 in your package). After going back and forth, an agreement was reached, and the Quinte Conservation Authority set a Benchmark height for the lake’s outlet (Letter #2) No work had been done by the Township in 2018 to adjust the outlet level even though in (letter #3) Quinte acknowledged that the work was to be done. We gave up as everyone was warned by Mr. Terry Murphy of Quinte Conservation not to touch the culvert again unless a permit was issued by Quinte which would implement the Bench mark height set by Quinte Conservation Authority. We then learned that the signatory to Letter #3, Mr. Brad McNevin, no longer worked at Quinte —

Conservation.

Then in 2019 the Township did an end adjustment on the culvert again without letting anyone know what was going on and did not follow the recommendations limited set by Quinte in 2017. As stated clearly in (letter #2). As a result, we are in our access to the lake: our dock sits in the mud and not because it is an extremely dry year this year as the water level is only 4" below the drain at the culvert. And more importantly, there has been no environmentalimpact

Page 59 of 137

assessment

for spawning beds, turtle habitat, or any other wild life reliant on the

shoreline.

Letter #4 is a letter to John Wise with regard to the benchmark that Quinte set and where it was measured from.

accessed from Meredeth Lane has been impacted by this planned drop; only the 5 properties whose owners and residents access the lake from Bauder Drive and Dessert Lake Road are affected. None of the people on Merideth Lane road committee live on Buffy Lake.

As far as we can tell, no one with property

We have heard all kinds of excuses regarding the need to alter the culvert: from boats pulling it up, to the integrity of the road that travels over it. One of the owners who rely on Merideth Lane to access their property found the water level too high.

Concerning the integrity of the road: all houses built on properties that rely on Merideth Lane for access required very heavy concrete and gravel trucks. Some road packers and graders, plus some transport trucks who did not quite make the hill and corner at the culvert and ended up upside down in the lake. So, we have even had a crane working from over the culvert and the road is still standing.

(Letter #5) is the response from Mr. McNevin who has now returned to the Quinte Conservation Authority. The Authority is calling for an independent engineering report: the Buffy Lake Shore Line Erosion study. We would like to know why this was not done in 2017 or in 2019 when work was done on the culvert and an end adjustment occurred. We would also like to know why there was no environmental impact study done. Also, there is an inconsistency in Mr. McNevin’s letter. He states that the culver was repaired to make it “again” level. The culvert was never level to begin with, and was installed at an angle under the road for proper drainage. This can be confirmed by looking at the lay of the

Page 60 of 137

culvert and also by the property owners who lived nearby and were present when it was originally installed. In the letter Mr. McNevin also stated that the culvert was altered without permission and essentially bent upward impacting the proper function of the culvert and causing structural integrity and leakage. In his letter he never addressed that prior to this the road committee dug under the culvert with no permission or permits, so that they could forcibly lower the culvert. This could also have caused structural integrity issues and leakage.

We are asking that the culvert be adjusted so that the water level can meet the Quinte Conservation Authority’s recommended height. That is, it.

The road has recently had a lot of work done to it and we know the Township is height. An alternative not going to tear it up to readjust the culvert to the proper to this issue would be to put an end reducer or baffle on the culver. This is the least expensive rout and the road does not have to be altered.

We know progress is a part of life. A lot of people have moved into Merideth Lane relatively recently and have made it their permanent residence. We have

resided at 1021 Bauder Drive for 34 years. We have no problem with progress but not at the expense of our lake.

Herman and Jackie Van Houten.

Page 61 of 137

C!)

Quinie October 18, 2017‘

Township of South Frontenac c/o: Mark Segsworth Public Works Manager PO Box 100, Sydenham, Ontario KOH2T0

RE: Meredith Lane road work and impacts on Buffy Lake

To whom it may concern,

As you are aware, there has been recent road work conducted on municipal property by a private road association. Quinte Conservation was not contacted regarding any of this road work prior to it starting id subsequently there have been several complaints and issues associated with how and what was done to the outlet of Buffy Lake. It is g_u_ite_gbvious_t_hat the lake level has been lowered fromthe relatively static elevation that it has had since road work was originally completed in 2012 to replace the culvert. Our of?ce has never received any complaints regarding the lake elevation, prior to 2012 or between 2012 and August 2017. The complaints and concern came directly after the aggciation took it upon themselves to make modifications to the townships culvert. On October 13, 2017 we met with the landowners with property on Buffy Lake. Some of the people that were invited could not attend but provided comments by phone or email. it appears that the road work was completed by an individual under direction from the road association. The road association has claimed that they have an agreement with the Township of South Frontenac to maintain the road. Our office feels that this approach leaves the township at great risk and liable when things go wrong, such as

they have with this recent work.

Without getting into to many details regarding what has happened on your property, it is clear that there is an issue between some of the landowners and the road association. The road association is making decisions regarding Buffy Lake without consulting all of the parties/landowners and the Township. Based on my observations, the lake is approximately 6-8 inches lower than it should be based on the mark on the shoreline. The culvert that controls the lake elevation should be adjusted and/or modified to the same elevation that it was in 2012, which matched the high water mark. Furthermore, I would recommend that the culvert be installed in a manner that it cannot be adjusted by anyone. in the “iture, this office may be forced to lay charges underthe Conservation Authorities act should any further .ork occur on this culvert without approval from Quinte Conservation staff. I recommend that you ?le an application [at no cost] to our regulations staff, so that they can document the repair works. water

Page 62 of 137 TOWNSHIP OF SOUTH FRONTENAC

31¢

4432 George St, Box 100 Sydenham ON, KOH2T0 613-376-3027 Ext 2225 or 1-800-5596862 worr@southfrontenac.net

(nun:

December 14, 2017

Dear Lane and Lake Association members, VIA email Re: Bum Lake A meeting was held on December 12, 2017 with Councillor John McDougal|, Brad McNevinand Teny Murphy of Quinte Conservation and Mark Segsworth and myself to address the issue of historical lake elevations on Buffy Lake. Quinte Conservation(QCA) established a benchmark on the dry hydrant in November of this year and has been monitoring lake levels since then. Based on their observations and measurements it is QCA’s opinion that the normal lake level is 43.5 incl1e_s_ below the benchmark. Z”

South Frontenac Township (SFl’) has agreed to reset the existing culvert to this elevation by July of 2018. QCA willcontinue to monitor the lake levels until at least the culvert has been reset. In addition, SFT willwork in conjunction with QCA to install a relief pipe (at an elevation to be determined in the Spring) to ensure the integrity of the causeway.

I trust that these actions will bring closure to this matter.

Yours truly!

I C

letAdministrative Of?cer

cc. Quinte Conservation

wv.w,so-l.nhfrorienac.r1et

Our strength is our community.

Page 63 of 137

Should you have any questions or comments,

please feel free to Contact me,

Kind regards,

‘/“Km

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Terry Murphy General Manager QuinteConservation Office CC:

—

613-968-3434»

ext. 1103

Carl Turner [gsrlwturnergr?gmai|.mm) Debbie Harris and Garry Stirling (rlliand-rs?swiiiwwgggggj Herman and JackieVan Houten U_Il(Zl(l0 van l1_<mtei1gi’l>l1otmajl.cum] (u!xplorncr.(:a) JohnMcDougall U_Q_l_l_l_1_._m§(l0Llg?l Mike Macdonald (mil<c.mncd ri11ziiti(c:]y|n:a_iLc_rm_1) Norm Roberts [munci1inrilg?7e1‘I’s@uman?n) Peter Bedoukian (petmzhcclou gian§1Dgn1ail.cnn1) Richard Day (rifdaytf?o,rmilcom) Taneda Dawes (l‘a|’iC’(l.’—l(l@n|‘l1Z!ll.C()m) Tim Lloyd (tdllny(l@l:in0st9_ng_L1)

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Page 64 of 137

Re: Illegalwork on BuffyLake Dam/Overflow Jackie Van Houten Sim

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. So with that said e where not happy with this as we would like to see it raised higher then that. But this would bring closure to this issue and we where fine with this. The work would be done in July of 2018 this way to my assumption this would be the best time of the year due to low lake level and with the minimum damage occurring. But lo and behold it Is July and nothing is being done. So this matter is not concluded so do we have to start all over and take matters into our own hands by raising the culvert. Do we have to apply for a permit with Quinte and raised the culvert ourselves because it seems the Township and Quinte can not get it done. —

The water level currently is 11” below the high water mark (July 14, 2018). No matter what you do if the culvert does not get raised and reset, it will never reach 43.5" as per Quinte high water mark. The culvert has to be raised a minimum of 6" to reach the high water mark. If this would have been done the lake level would currently be higher even with the dry summer. Since the road committee took it upon themselves to lower it last year and substantially lower the lake level without any permits and consultation with Quinte. The Meredith Lane road association should have never touched this culvert / dam over?ow since this issue is costing an enormous amount of man hours that could have been spent elsewhere.

Jackie From: Paul McCoy <|>McCov@quinteconservation.ca> Sent: July 13, 2018 10:10:01 AM

To: Janice Maynard; Jackie Van Houten Cc: Christine McClure; tsmith@quinteconservtiomca; John Wise Subject: RE: Illegal work on Buffy Lake Dam/Over?ow

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From: Jackie Van Houten [jackie_van_houten@hotmai|.com] Sent: Ju|y~11-184:27 PM To: Janice Maynard Subject: Fw: lllegal work on BuffyLake Dam/Over?ow

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1/2

Mail Jackie Van Houten

8/18/2020

Outlook

Page 65 of 137

Re: Buffy Lake

Jackie Van Houten jackie_van_houten@hotmail.com l-,nrj.,’li

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W‘ in. i I N: -.i.i

To: John Wise jfhwise@gmail.com

Hi John around and around this Thank you for passing on the email. No matter how we try we seem to be going weather conditions. By subject. Facts we know that the water level is low this year due to the current only two inches below the culvert putting a level on the culvert and measuring down to the water, it is Authority, end. Your bench mark is set at 43.5 inches from the location picked by Quinte conservation inches below your that we have in our paper work from your office. That still sets the culvert 12

benchmark. In short, the culvert should go up 12" to reach the Benchmark that Quinte

set.

Why was this not enforced by Quinte Conservation when they did the end adjustment. by Quinte and There does not need to be a lot of discussion as this height has already been determined to be enforced by the Township has agreed to it (see letter dated December 14, 2017) This needs Quinte, otherwise it opens up the door up to anyone to set their own benchmark. So, in short without going around and around, the end of the culvert should

go up by 12 inches to reach

the proper bench mark height. Jackie From: John Wise jfhwise@gmail.com Sent: July 6, 2020 5:25 AM To: Brad McNevin bmcnevin@quinteconservation.ca Cc: Jackie Van Houten <jackie_van_houten@hotmai|.com> Subject: Fwd: Buffy Lake

Begin forwarded message: From: Jackie Van Houten <;.u l 5., …r

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Subject: Buffy Lake Date: July 6, 2020 at 8:02:01 AM EDT To:"_im..«:

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Good morningJohn getting very Could you please pass this along to Brad as both my husband and myself are frustrated watching what was once a beautiful lake turn into a swamp.

Brad to make a Could you please give us an explanation as to why allegedly a permit was issued who no one Why was height adjustment to the end of the culvert on Merideth Lane. resides on Buffy Lake noti?ed about any end adjustment work done to the culvert. Since

https://outlook‘live.com/maiI/0/inbox/id/AQQkADAwATZiZmYAZC1iNj| wLTUONWltMDACLTAwCgAQAKhiN9RYTz5Mh0H%2FV12fc1s%3D

1/2

Mail Jackie Van Houten

8/18/2020

—

Outlook

Quinte stated that anyone altering the culvert would be ?ned/charged. However, people who do not reside on the lake continue to make adjustments. What gives them the right!

Page 66 of 137

By doing so the high—water mark is now at 57" while Quinte Conservation authority set the benchmark at 43.5" in November 2017. Since this is a dry year the bottom of the culvert is 2" from the top of the water. When you take that into consideration 57" minus 2" equals 55.5". quinte set the benchmark at 43.5", so the culvert end should have gone up 12". Why was this not enforced?

ES. The measurement was taken from a ?xed spot on the shore down to the water. Just to clarify this ?xed spot was chosen by Quinte Conservation Authority to forgo any future foulups.

What is Quinte going to do about this issue, since they allegedly issued the permit to set the benchmark height. Jackie and Herman Van Houten

2/2 https://outlook.live.com/mail/0/inbox/id/AQCIkADAwATZiZmYAZC1iNj|wLTUONW|tMDACLTAwCgAQAKhiN9RYTz5Mh0H% 2FV12fc1s%3D

Mail - Jackie Van Houten

8/18/2020

Outlook

Page 67 of 137

Buffy Lake Brad McNevin bmcnevin@quinteconservationca luv

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To: Jackie Van Houten jackie_van_houten@h0tmail.corn Cc: Paul McCoy PMcCoy@quinteconservation.ca; Mark Segsworth msegsworth@southfrontenac.net

[U]4 Illli“ limriiln (ll l/ll?) Buffy Lake April 2010.jpg; Buffy Lake August 2009.jpg; Buffy Lake August 201 6.Jpg; Buffy Lake September 20‘l5.jpg; ~

—

Good Afternoon Jackie, Quinte Conservation and the Township of South Frontenac have been involved with the Buffy Lake—Merideth Lane culvert since 2012. There has been multiple meetings, discussions and direction provided to try and address concerns from all parties. Quinte Conservation staff were satis?ed with the work completed in 2012 as part of the original permit because South Frontenac staff con?rmed that the culvert was replaced “like for like same size culvert, replaced at the same location, at the same elevation”. The latest changes in 2019 completed by South Frontenac addressed the structural integrity and leakage of the culvert because it was altered without permission and essentially bent upwards impacting the proper function of the culvert. South Frontenac staff again con?rmed with assistance from the road association providing pictures , that the culvert was repaired by making it, once again level so that it could function according to the 2012 elevation. —

Quinte Conservation staff will not be providing any further staff time and/or resources in regards to this issue. If any concerned parties wish to make changes to the currently installed culvert, it is my recommendation that the following be completed:

Independent Engineer Report to determine structural integrity of Merideth Lane at outlet of Buffy Lake Merideth Lane acts like a dam to hold back water that creates Buffy Lake. Ifthe elevation of the culvert through the road is changed, this gl?impact the structural integrity of the road and cause signi?cant risk and liability.
Buffy Lake Shoreline Erosion Study— Property owners of Buffy Lake have expressed concern that higher lake elevations have caused erosion and deterioration of shoreline trees when the culvert was altered between 2012 and 2019, On the other hand, we have also heard from property owners that they would like to see the elevation of Buffy Lake increased. A comprehensive analysis completed by a quali?ed consultant is recommended that would take into account all parties opinions, impacts and bene?ts. —

In addition, I have attached a time series (based on Google Earth Pro) showing some variations of Buffy Lake from 2009 until 2019.

Kind regards,

Brad McNevin Chief Adrniiwistra?ve Officer Quinte Conservation |>.t:I.Vv1.l .b.[Y_I.§,‘J_‘3.(.l!_!@.<.-Il4iI1i§f<—L»1| no.1I ..L.g

of health coi1cei’i’is r(~latucl to the Covid l9 virus, the Q( office will be IMPORTANT COVID-19 NOTICE: In l|[.’_l’Il closed to the |)llbll( until further notice. Events and rrir.-otings will be postponerl until tun ll‘I(‘l not1r.c. RL‘Sl(lL?i’IL: can reach the office by calling 613—968—3/I3/I or by emailing, _|_l][QIglflLIIl_ll‘E(OIj§.(’[yJ’LIOIj.Cd can be Documents dropped off Vlil the mail slot at the main office or by mail at 206]

Old Hwy 2. Bollovillc ON, I<8N 422.

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Page 68 of 137

Page 69 of 137

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Dear Madame / Sir We would like to have these Questions answered during the council meeting of September 1, 2020. A copy of these questions has been sent to every council member and to Angela Maddocks. 1: Why are road committees allowed to break the law and lower lake levels without any consequences? Does this not set a president for others to follow? (As per letter #1) 2: Why was Quinte’s recommendations and agreement with the Township in 2017 not followed? (As per letters #2 and #3) 3: Why in 2019 did the Township of South Frontenac adjust the culvert end and again did not follow Quinte’s recommendations set in 2017? (As per letters #2 and #4) 4: Was the Township of South Frontenac prior to 2017 ever approached by the Merideth Lane Road Association about the integrity of the road on Merideth Lane? And if so, what was the Townships response? 5: Why where all 12 property owners on Buffy Lake not consulted about the lake level adjustments? As this impacts all of us. 6: Why was an Environmental Assessment or a engineering report not done prior to any work being done with regard to the culvert? Since that is Quinte’s recommendation. (As per letter #5) 7: Did the Township of South Frontenac get a permit issued by Quinte in 2019 to do an end adjustment? 8: What is the Township of South Frontenac going to do about this issue? Since the majority of the property owners on Buffy lake have been greatly impacted by

Page 71 of 137

this? As this only effects the property owners on Buffy Lake and not down Merideth Lane. 9: In moving forward can there be an end reducer and/or baffle put in front of the culvert to bring the water level up? And if not Why? Sincerely, Herman and Jackie Van Houten To all Council members please see attached 4 pictures of our shore that has been impacted by this. #1 and #2 are before the work was done #3 and #4 are after the lowering of the culvert on Merideth Lane.

Page 72 of 137

Page 73 of 137

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Page 75 of 137

Page 76 of 137 Minutes of Council August, 11, 2020 Time: 6:00 PM Location: Electronic Participation/Council Chambers

Meeting #19 Present in Council Chambers: Mayor Ron Vandewal, Ray Leonard, Doug Morey, Alan Revill, Norm Roberts, Randy Ruttan, Ron Sleeth, Ross Sutherland Staff Present in Council Chambers: Neil Carbone - Chief Administrative Officer, Angela Maddocks - Clerk, Christine Woods, - Senior Planner, Mark Segsworth, Director of Public Services, Darcy Knott - Director of Fire and Emergency Services, Claire Dodds

Director of Development Services Staff Present via teleconference: Louise Fragnito - Director of Corporate Services

Call to Order & Roll Call

Resolution The Clerk conducted the roll call as noted in the attendance listed above. Resolution No. 2020-19-01 Moved by Councillor Leonard Seconded by Councillor Roberts That the Council meeting of August 11, 2020 be called to order at 6:02 p.m. Carried

Declaration of pecuniary interest and the general nature thereof

Councillor Leonard declared a pecuniary interest with respect to Agenda Item 13 b) Accounts Payable and Payroll Listing.

Approval of Agenda

Resolution Resolution No. 2020-19-02 Moved by Councillor Revill Seconded by Councillor Ruttan That the agenda for the August 11, 2020 Council meeting be adopted as presented. Carried

Scheduled Closed Session

As permitted by the Municipal Act, Section 239.2 (b), Council will move into closed session to discuss personal matters about an identifiable individual, including municipal or local board employees related to the Chief Administrative Officer’s performance appraisal and to discuss applications received for the Lake Ecosystem Advisory Committee, (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed,

Page 77 of 137 Minutes of Council August, 11, 2020 could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization related to the garbage and recycling contracts and to approve minutes of previous Closed Session meetings. Resolution No. 2020-19-03 Moved by Deputy Mayor Sutherland Seconded by Councillor Morey That Council will move into a Closed Session meeting as permitted by the Municipal Act, Section 239.2 (b) to discuss personal matters about an identifiable individual (s), including municipal or local board employees related to the Chief Administrative Officer’s performance appraisal and to review and discuss applications received for the Lake Ecosystem Advisory Committee, (i) a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization related to the garbage and recycling contracts, as well as to approve minutes of previous Closed Session meetings. Carried b)

CAO Performance Review Committee - Verbal Update

Lake Ecosystem Advisory Committee Applications

Garbage and Recycling Contracts - Verbal Update

Minutes of previous Closed Session Meetings

Resolution - Move out of Closed Session Resolution No. 2020-19-06 Moved by Councillor Revill Seconded by Councillor Ruttan That Council move out of closed session. Carried

***Recess - reconvene at 7:00 p.m. for Open Session

Delegations - not applicable

Public Meeting (7:00 pm)

Resolution and Public Meeting Notice of Decision Requirements The Clerk provided direction to the public on how to submit comments regarding the rezoning application, requesting a notice of the decision and the process to appeal the decision with the Local Planing Advisory Tribunal (LPAT). Resolution No. 2020-19-07 Moved by Deputy Mayor Sutherland Seconded by Councillor Morey That a public meeting be held to allow for input into an application for rezoning of a property located in Concession 8, Part of Lot 7, 2529 Devil Lake Road (Bedford District) from Rural (RU) to Waterfront Residential - Special Provision (RW-46). Carried

Z-20-06 - Rezone Concession 8, Part of Lot 7, 2529 Devil Lake Road from

Page 2 of 8

Page 78 of 137 Minutes of Council August, 11, 2020 Rural (RU) to Waterfront Residential- Special Provision (RW-46) Christine Woods, Senior Planner, reviewed the application with Council noting that the subject property was created through consent application S-13-16-B. It is one hectare (2.57 acres) in size, and has frontage on Devil Lake Road and Devil Lake Creek. The subject lands are forested and generally level. There is an existing two-storey garage on the property. The Rural zone permits a single detached dwelling but not a seasonal dwelling. The owners have requested the zoning by-law amendment to permit the construction of a 59 square metre (635.1 square foot) a seasonal dwelling on the subject property. The dwelling would be within the building envelope identified through the 2016 consent process. The amendment is also requested to permit the existing accessory building (garage) between the dwelling and the front lot line. The existing garage is set back 20.7 metres (68 feet) from the front line. This special provision is required because section 5.24.2 of the Zoning By-law requires accessory buildings to be erected to the rear of the projected front wall of the main building. There were no objections received from Cataraqui Conservation or Public Services. Ms. Woods indicated that an adjacent landowner requested further information about the application but at the time of writing her report, no formal comments have been received from the public. The subject lands are separated from Frontenac Provincial Park by Devil Lake Creek. This section of the park contains a significant area of natural and scientific interest (ANSI). Section 1.5.1 of the PPS suggests that provincial parks should be recognized and that negative impacts on these areas should be minimized. Section 2 states that development and site alteration shall not be permitted on adjacent lands to a significant ANSI unless the ecological function of the adjacent lands has been evaluated and it has been demonstrated that there will be no negative impacts on the ANSI or on its ecological functions. Typically, demonstrating no negative impact would occur as part of the consent process. Township staff note that the Preliminary EIA prepared in support of the creation of this lot recommended maintaining the natural forest growth within 30 metres of Devil Lake Creek to the extent possible, and prohibiting the placement of fill beyond the proposed building envelope location (Ontario Lake Assessments, April 4, 2016). Cataraqui Conservation staff are satisfied that an environmental impact assessment (EIA) is not required in support of the proposed seasonal dwelling since it will be located approximately 50 metres from the ANSI. The proposed development is consistent with the direction of the County Official Plan. The zoning by-law amendment would be consistent with the Official Plan policies on environmentally sensitive areas. Specifically, the 59 square metre (635.1 square foot) one-storey seasonal dwelling would be located at least 38 metres from the high water mark of Devil Lake Creek. The septic system would be installed between the dwelling and the road. The owners propose to construct the dwelling on concrete piers in order to retain more trees and to minimize the environmental footprint of the development. The zoning by-law amendment would permit the existing accessory building (garage) between the dwelling and the front lot line. The garage is set back 20.7 metres (68 feet) from the front line. It was constructed out of natural materials that blend in with the surroundings and is visually screened from the road by the forest. Locating the proposed dwelling behind the garage supports the installation of the septic system between the dwelling and the road, maximizing the setback of the septic system from the creek. There were no comments from Council or the public. c)

Resolution to Close Public Meeting

Page 3 of 8

Page 79 of 137 Minutes of Council August, 11, 2020 Resolution No. 2020-19-08 Moved by Councillor Roberts Seconded by Deputy Mayor Sutherland That having provided an opportunity for public input on planning matters, the public meeting be closed. Carried 8.

Approval of Minutes

July 14, 2020 - Committee of the Whole Resolution No. 2020-19-09 Moved by Councillor Morey Seconded by Councillor Sleeth That the minutes of the July 14, 2020 Committee of the Whole meeting be approved. Carried

July 14, 2020 - Council Deputy Mayor Sutherland suggested that when a “declaration of pecuniary interest” is made that the Council member should actually leave the Council Chambers instead of just backing away from their spot at the Council table. Resolution No. 2020-19-10 Moved by Councillor Leonard Seconded by Councillor Roberts That the minutes of the July 14, 2020 Council meeting be approved. Carried

July 21, 2020 - Council Resolution No. 2020-19-11 Moved by Councillor Ruttan Seconded by Councillor Sleeth That the Council meeting minutes of July 21, 2020 be approved. Carried

Business Arising from the Minutes

Continued Closure of Northern Waste Sites The Green Bay Site had been inadvertently included in the recommendation. Council supported a friendly amendment to the motion to remove it. Resolution No. 2020-19-12 Moved by Councillor Revill Seconded by Councillor Morey That Council approve the continued closure of Salem & Bradshaw Waste Disposal Sites for the remainder of 2020, and that these closures will be reviewed again during the 2021 Budget deliberations. Carried

Rezoning from Rural (RU) to Pit “B” (PB), Concession 6, Part of Lot 8 and 9 Harrison See By-law 2020-38.

Rezoning from Rural (RU) to Pit “B” (PB) - Conc 1 and 2, Part of Lots 12 and

Page 4 of 8

Page 80 of 137 Minutes of Council August, 11, 2020 13 - McNichols See By-law 2020-39 10.

Reports Requiring Action

Rezoning of lands associated with Shield Shores Plan of Vacant Land Condominium See By-law 2020-40.

Shield Shores Condominium Private Lane Naming Resolution No. 2020-19-13 Moved by Councillor Roberts Seconded by Councillor Sleeth That pursuant to By-law 2002-92, as amended by By-law 2002-100, Council direct staff to provide public notice of Council’s intention to pass a by-law naming two private lanes and two existing rights-of-way associated with the Shield Shores Plan of Vacant Land Condominium. Carried

Open Air Burning Permits - Proposed Automated System Darcy Knott, Director of Fire and Emergency Services, spoke to his presentation regarding an “Open Air Burning Permit” automated system and changes to the existing burning by-law, costs associated with the system and fees for annual permits. The intention behind the system would be to make it cost neutral. While Council generally supported this, staff were directed to bring this back with a recommendation.

SFFR - Equipment Capital Plan A recorded vote was requested. Councillors Leonard, Morey, Revill, Ruttan and Deputy Mayor Sutherland voted in favour of the motion. Mayor Vandewal, Councillor Roberts and Councillor Sleeth voted against the motion. Resolution No. 2020-19-14 Moved by Councillor Leonard Seconded by Councillor Ruttan That Council support the recommended changes to the SFFR Equipment Capital Plan as presented Carried

Transition of Blue Box to Full Producer Responsibility Resolution No. 2020-19-15 Moved by Councillor Morey Seconded by Councillor Revill That Council support the date for the Township of South Frontenac to transition its Blue Box program to full producer responsibility on September 1, 2023, which has been chosen as a result of current blue box collection contracts expiring on August 30, 2023 and; That this resolution be forwarded to the Association of Municipalities of Ontario. Carried

Water Filling Station

Page 5 of 8

Page 81 of 137 Minutes of Council August, 11, 2020 Resolution No. 2020-19-16 Moved by Councillor Sleeth Seconded by Councillor Morey That Council approve an additional amount of $40,000 from the Water Reserve for the supply and installation of a Water Filling Station at the Township Water Tower and a Water bottle filing station in Mill Pond Park. Carried g)

2021 Budget Schedule Council was concerned about the overall impacts that the COVID pandemic has had on residents in 2020. Council felt that they should still be giving parameters to staff and suggested that this should be part of the September 8 Committee of the Whole meeting. Resolution No. 2020-19-17 Moved by Councillor Roberts Seconded by Deputy Mayor Sutherland That Council adopt the 2021 budget cycle as presented. Carried

Noise By-law Exemption request from Desert Lake Resort The Clerk noted that the resort owners had amended their request (after the agenda was published) for an exemption on September 4 instead as the band they wished to book was not available on September 5. Resolution No. 2020-19-18 Moved by Deputy Mayor Sutherland Seconded by Councillor Revill That Council grant an exemption to the Noise Bylaw for the Desert Lake Resort for September 4, 2020 between the hours of 7:30 pm and 10:30 pm, for the purpose of amplified musical event. Amendment: That a copy of this resolution be circulated to Public Health to ensure that they are aware of this gathering and to have Desert Lake Resort owners coordinate/discuss with Public Health a strategy to meet current COVID regulations to protect public health. Carried (as amended)

Committee Meeting Minutes - not applicable

By-laws

By-law 2020-38 - Rezone from Rural to Pit “B” - Harrison Resolution No. 2020-19-19 Moved by Councillor Morey Seconded by Councillor Sleeth That the following by-laws be given first and second reading: • By-law 2020-38 • By-law 2020-39 • By-law 2020-40 • By-law 2020-41 Carried Resolution No. 2020-19-20 Moved by Councillor Sleeth Seconded by Councillor Roberts

Page 6 of 8

Page 82 of 137 Minutes of Council August, 11, 2020 That By-law 2020-38, being a by-law to amend By-law 2003-75 as amended, to rezone land from Rural to Pit “B” on lands describes as 2499 Washburn Road, Part of Lot 8 and 9, Concession 6, Loughborough District, be given third reading, signed and sealed. Carried b)

By-law 2020-39 - Rezone from Rural to Pit “B” - McNichols Resolution No. 2020-19-21 Moved by Councillor Revill Seconded by Councillor Leonard That By-law 2020-39, being a by-law to amend By-law 2003-75, as amended, to rezone land from Rural to Pit “B on lands described as Part of Lots 12 and 13, Concession 1 and Part of Lots 12 and 13, Concession 2, District of Bedford, be given third reading, signed and sealed. Carried

By-law 2020-40 - Shield Shores Condominium Rezoning Resolution No. 2020-19-22 Moved by Councillor Roberts Seconded by Deputy Mayor Sutherland That By-law 2020-40, being a by-law to amend By-law 2003-75, as amended, to rezone land from Rural (RU) Zone to Limited Service Residential – Special Provisions – Holding Zone (RLS-9-H, 10-H, 11-H, 12-H & 13-H) and Limited Service Residential-Waterfront – Special Provisions – Holding Zone (RLSW-123H, 124-H, 125-H & 126-H), Private Open Space – Special Provisions – Holding Zone (OSP-13-H) and OSP-H, Part of Lots 15, 16 & 17, Concession 9, be given third reading, signed and sealed, and That pursuant to Section 34(17) of the Planning Act, no further notice is determined to be necessary for the changes made to the proposed Zoning Bylaw Amendment. Carried

By-law 2020-41 - Appointments to Lake Ecosystem Advisory Committee Resolution No. 2020-19-23 Moved by Councillor Morey Seconded by Councillor Sleeth That By-law 2020-41, being a by-law to appoint Council members and members of the public to the Lake Ecosystem Advisory Committee, be given third reading, signed and sealed. Carried

Reports for Information

Indoor Municipal Facility Reopening

Accounts Payable and Payroll Listing

2nd Quarter 2020 Update - Fire and Emergency Services

Information Items

South Frontenac Museum Society - Thank you for Community Grant

Notice of Motions

Deputy Mayor Sutherland served a notice of motion regarding Council having the opportunity to examine the unredacted version of the Benefit Permit for the Johnston Point development.

Page 7 of 8

Page 83 of 137 Minutes of Council August, 11, 2020 16.

Announcements/Statements by Councillors

Deputy Mayor Sutherland acknowledged the new “business district” sign for Sydenham as part of the Main Street Revitalization funding.

Question of Clarity (from the public on outcome of agenda items) - not applicable

Closed Session - not applicable

Confirmatory By-law

By-law 2020-42 Resolution No. 2020-19-24 Moved by Deputy Mayor Sutherland Seconded by Councillor Roberts That By-law 2020-42, being a by-law to confirm generally previous actions of the Council of the Township of South Frontenac be given first and second reading this 11 day of August, 2020. Carried Resolution No. 2020-19-25 Moved by Councillor Leonard Seconded by Councillor Ruttan That By-law 2020-42, being the confirmatory by-law be given third reading signed and sealed this 11 day of August, 2020. Carried

Adjournment

Resolution Resolution No. 2020-19-26 Moved by Councillor Revill Seconded by Councillor Leonard That the Council meeting of August 11, 2020 be adjourned at 9:05 p.m. Carried

Ron Vandewal, Mayor

Angela Maddocks, Clerk

Page 8 of 8

Page 84 of 137

REPORT TO COUNCIL CLERKS DEPARTMENT

AGENDA DATE:

September 1, 2020

SUBJECT:

Notice of Motion – Johnston Point Benefit Permit

RECOMMENDATION: WHEREAS the July 19, 2019 order from Justice Hurley in the Ontario Superior Court of Justice authorizes Magenta Waterfront Development Corp. (“Magenta”) to release the unredacted benefit permit to municipal officials of South Frontenac who require it in order to assess the application for the extension of time for draft plan approval or for any other valid reason, but not to the public, AND WHEREAS one of the parties to that decision had concerns about the benefit permit’s disclosure, even though the judge concluded that those concerns were unfounded, AND WHEREAS Section 239 (2)(i) of the Municipal Act provides that: “a trade secret or scientific, technical, commercial, financial or labour relations information, supplied in confidence to the municipality or local board, which, if disclosed, could reasonably be expected to prejudice significantly the competitive position or interfere significantly with the contractual or other negotiations of a person, group of persons, or organization”, AND WHEREAS, in light of the concerns expressed in that decision, even if unfounded, Section 239 (2)(i) permits Council to review a document supplied in confidence from Magenta pursuant to the court restriction restricting access to the permit by the general public, AND WHEREAS South Frontenac Municipal Council has a statutory obligation to vote on the condominium agreement for the Johnson’s Point development which includes incorporating the details of the benefit permit, and AND WHEREAS if the condominium is approved, knowledge of the benefit permit’s contents is important for approval of site plans, also a Council responsibility, AND WHEREAS Township staff and legal counsel possess an unredacted copy of the benefit permit provided by Magenta, AND WHEREAS Council requires access to the unredacted benefit permit in order to fulfil its statutory duties, THEREFORE, BE IT RESOLVED THAT Township Council be provided an unredacted version of the benefit permit for species at risk on Johnson’s Point available to be reviewed in camera before the vote is taken on the Johnson’s Point Condominium Agreement. BACKGROUND: Council’s Procedural By-law 2017-76 establishes the process for Notice of Motion.

Natural, Vibrant and Growing – A Progressive Rural Leader

Page 85 of 137

REPORT TO COUNCIL CLERKS DEPARTMENT

At the Council Meeting of August 11, 2020, Deputy Mayor Sutherland served a notice of motion that Council be provided an unredacted version of the benefit permit for species at risk on Johnson’s Point available to be reviewed in camera before the vote is taken on the Johnson’s Point Condominium Agreement. A notice of motion requires a seconder at the next regular Council meeting. If seconded, the motion is debated and voted on. FINANCIAL/STAFFING IMPLICATIONS: Not at this time. ATTACHMENTS: Not applicable.

Submitted/approved by: Angela Maddocks, Clerk Approved by: Neil Carbone Chief Administrative Officer

Natural, Vibrant and Growing – A Progressive Rural Leader

Page 86 of 137

INFORMATION REPORT TO COUNCIL FIRE DEPARTMENT

AGENDA DATE:

September 1, 2020

SUBJECT:

Fleet Capital Asset Management Plan

RECOMMENDATION: This report is for information. BACKGROUND: On August 11, 2020, the Fire Chief presented an updated Fleet Management Plan concept to Council which involved a reduction in the number of large apparatus and replaced those with five (5) additional Rapid Response Units and one (1) Mechanical/Support Unit. This plan included the surplus and sale of three (3) existing Squad Units. The plan highlighted the operational benefits of the purposed changes (access, efficiency and operational and maintenance cost savings) and suggested the plan would create significant financial savings over the 25 year fleet and equipment asset management plan due to significantly reduced replacement costs. Council passed the following motion but requested additional information regarding the specific financial implications of the revised plan prior to approving changes during the upcoming budget processes. Resolution No. 2020-19-14 Moved by Councillor Leonard Seconded by Councillor Ruttan That Council support the recommended changes to the SFFR Equipment Capital Plan as presented. Carried ANALYSIS/DISCUSSION: The attachments to this report provide an overview of the SFFR Fleet Management Plan, how the Fleet Reserve functions, and highlights the financial implications of the proposed changes. Chief Knott will review the Summary slide presentation with Council during the meeting. While Council supported the principle of the proposed changes on August 11, it will require approval during upcoming budget processes.

STRATEGIC PLAN ALIGNMENT: The updated fleet and equipment asset management plan is a specific action item in Council’s 2019-2022 Strategic Plan: TASK NAME A

10c

Update SFFR asset management plan; medical call considerations

“Natural, Vibrant and Growing – a Progressive Rural Leader”

PRIORITY Increased

Page 87 of 137

INFORMATION REPORT TO COUNCIL FIRE DEPARTMENT

It also aligns with the following strategic priorities, mission statement and values: Strategic Priority #1 “Position South Frontenac as a Regional Leader” Strategic Priority #3 “Ensure the organizational capacity to deliver cost-effective services in a changing world” Mission Statement “Managing our operations and assets in a financially sustainable manner” Our Values • • •

Financial Sustainability Progressive & Flexible Environmental Sustainability

FINANCIAL/STAFFING IMPLICATIONS: Changes to the SFFR Fleet management plan will result in average annual savings of approximately $70,000 per year and $2 million in total over the 25 year life of the plan. These changes remain subject to approval as part of the 2021 Capital Budget process and are anticipated to be phased in over 2021 and 2022. ATTACHMENTS: •

SFFR Fleet Management Plan Summary Slides

Submitted by: Darcy W. Knott Director of Fire and Emergency Services Fire Chief / CEMC Approved by: Neil Carbone Chief Administrative Officer

“Natural, Vibrant and Growing – a Progressive Rural Leader”

South Frontenac Fire & Rescue Updated Fleet Management Plan Page 88 of 137

Updated Fleet Plan – Summary • Squad apparatus get little use and have high replacement costs which impacts the annual transfer to reserves • Replacing Squads with Rapid Response Units (specialized pickup trucks) and a Mechanical Truck which are smaller, more efficient and have much lower replacement costs • The smaller vehicles improve access (especially for medical call responses) and reduce operating costs per incident response Page 89 of 137

• Significantly lower replacement cost saves an average of $70,000/year and $2 million over the 25 year plan

SFFR Fleet Reserve The Principle of the reserve and annual transfers is to: • Stabilize the budget impacts annually • Ensure funding is available when replacements are required • Provide a financial cushion for when multiple apparatus must be replaced • Ensure apparatus remain accredited • Account for apparatus cost increases and other changes well in advance Page 90 of 137

Township transfer increases by 2% for inflation + $15,000 annually

SFFR Fleet Management Financial Plan Tax Requisition $2,500,000

Reserve Balance

Replacement

Building the reserve when replacement needs are low Funding available to offset years when replacement costs are higher

$2,000,000

$1,500,000

$1,000,000 Stable Reserve contributions annually $500,000

2021

2022

2023

2024

2025

2026

2027

2028

2029

2030

Page 91 of 137

Current Plan vs. Proposed Plan Over the next two years (2021/2022): • Three (3) Squad Units sold (Sale proceeds of $75,000) • Five (5) Rapid Response Units acquired ($75,000/ea) • Located at Stations 1, 2, 4, 6, & 7 • Stations 3, 5, & 8 have existing rapid response vehicles

• One (1) Mechanical Unit acquired ($80,000) Page 92 of 137

• Located at Station 6 • SCBA Pos-i-Check, Fit Tester, MSA Gas Detector Calibration, Small Repairs, Winch

Current Plan vs. Proposed Plan Despite up front costs, the reduced replacement costs result in a lower transfer to reserves beginning in 2021 and moving forward: 2021

2022

2023

2024

2025

2026

2027

2028

2029

2030

$433,610

$462,282

$491,528

$521,358

$551,786

$582,821

$614,478

$646,767

$679,703

$713,297

Current Plan Annual Tax Requisition Reserve Balance

$1,386,265 $1,376,287 $1,774,179 $1,781,202 $1,935,194 $2,361,787 $2,084,344 $1,422,582

$808,359 $1,454,133

Proposed Plan Annual Tax Requisition

$428,610

$452,182

$577,306

$603,852

$630,929

Reserve Balance

$810,515

$994,337 $1,425,826 $1,430,461 $1,904,811 $2,299,865 $1,985,250

$907,250

$985,156 $1,576,182

Annual Savings (Real)

$5,000

$42,915

$48,773

$15,302

$500,750

$20,608

$525,765

$26,020

$551,281

$31,541

$37,171

$658,548

$54,749

Page 93 of 137

$10,100

$476,226

Vehicle Complement: Reduced Replacement Cost • Proposed plan reduces the total fleet replacement cost by $545,000

Current Replacement Cost

New Replacement Cost

3/4 ton

$150,000

$50,000

Jeep SUV- Chief

$75,000

Jeep SUV-Dep. Chief

$55,000

Pumper

$5,200,000

Rapid Response Unit

$150,000

$600,000

Squad

$1,950,000

$975,000

Tanker

$3,400,000

SCBA

$705,000

Mechanical Truck

$80,000

Mobile Air Trailer

$150,000

Trailer - Fire Prevention

$5,000

Bunker Gear

$250,000

Fire Boat

$25,000

Trailer

Hose/Appliances

$10,000

$500,000

$10,000 $500,000

$15,000

Mobile Pump

$15,000

Total

$12,655,000

$12,110,000

Page 94 of 137

Lighting unit

Questions?

Page 95 of 137

Page 96 of 137

REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT

AGENDA DATE:

September 1, 2020

SUBJECT:

Garbage and Recycling Collection Contract - Update

RECOMMENDATION: That Council approve a contract extension with Percy Snider Sanitation for Garbage and Recycling Collection at a rate of $62.50/household to collect garbage and $62.50/household to collect recyclables for a three-year term effective September 1, 2020, with a one-year renewal option in accordance with the additional terms outlined in this report. BACKGROUND: At its meeting on July 21st, 2020, Council passed the following motion to enter into agreements with two local contractors for garbage and recycling collection. Resolution No. 2020-18-08 Moved by Councillor Sleeth Seconded by Councillor Morey Motion as Amended That Council approve the extension of contracts with the Township’s current contractors for Garbage and Recycling Collection at a rate of $62.50/household to collect garbage and $62.50/household to collect recyclables for a three year term effective September 1, 2020, with one (1) year renewal options subject to entering into a contract satisfactory for all parties. Carried Following that approval, staff and one of the contractors were unable to agree to terms as outlined by Council in the motion. As a result, alternative service delivery options had to be considered with little time before the new contractors and associated collection scheduling ANALYSIS/DISCUSSION: Staff considered several options for providing service to those areas that had been subject to an agreement with the previous contractor. Due to the amount of notice provided, in-house service delivery was not feasible as an alternative. Instead, staff consulted with the other contractor who agreed to service the additional collection areas under the same terms of their current contract extension as approved by Council. The general terms of that agreement are listed below: • • • •

A three-year term effective September 1, 2020, with a one-year renewal option A price of $62.50 per household for recycling – 10,120 households (September 1, 2020) and $62.50 per household for garbage – 7016 households (September 1, 2020) The number of households will be updated in January of each year and any resulting increase will be incorporated into the monthly payment The contract includes a monthly fuel price index calculation

“Natural, Vibrant and Growing – a Progressive Rural Leader”

Page 97 of 137

REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT

• •

The contract includes an annual CPI increase on September 1st of each year That garbage and recycling is to be collected on the same day, four (4) days per week

Schedules and Collection Areas Instead of simply assigning the previous contractor’s collection areas to the other contractor, the Township will undertake garbage collection in the most populated parts of Storrington District and shift some of the Portland District garbage collection from Township forces to the contractor. As before, all recycling collection will be performed by the contractor. Council’s earlier decision to provide a three-year term for this contract aligns with the anticipated transition to full producer responsibility for recycling and with the preferred timeline for the Township’s transition which was submitted to AMO. FINANCIAL/STAFFING IMPLICATIONS: The price of $125 per household ($62.50 each for garbage and recycling) represents a 15% increase over current costs. This shorter-term contract gives the Township time to properly consider in-house alternatives and allows for better information about the future of recycling collection to be considered. The terms of this proposed contract would include an annual CPI increase on September 1st of each year and a Fuel Price Index, which was included in earlier contracts. In addition, the number of households will be updated in January of each year and any resulting increase will be incorporated into the monthly payment. ATTACHMENTS: N/A

Submitted/approved by: Mark Segsworth, P. Eng. Director of Public Services Approved by: Neil Carbone Chief Administrative Officer

“Natural, Vibrant and Growing – a Progressive Rural Leader”

Page 98 of 137

REPORT TO COUNCIL DEVELOPMENT SERVICES

Zoning By-law Amendment Report Date:

August 26, 2020

Application No: Owners: Location of Property:

Z-20-06 Stephen Leone-Ganado and Julie Otis 2529 Devil Lake Road, Part of Lot 7, Concession 8, District of Bedford, Township of South Frontenac Purpose of Application: Rezone from Rural (RU) to Waterfront Residential – Special Provision (RW-46) Date of Public Meeting: August 11, 2020 (Virtual Public Meeting) Recommendation THAT By-law 2020-43 to amend the zoning for 2529 Devil Lake Road, Part of Lot 7, Concession 8, District of Bedford, Township of South Frontenac be passed. Proposal An application has been submitted to amend the Township of South Frontenac Comprehensive Zoning By-law 2003-75 to rezone the subject property from Rural to Waterfront Residential – Special Provision (RW-46). By-law 2020-43 is listed on the Council agenda under By-laws. Background The subject property was created through consent application S-13-16-B. It is one hectare (2.57 acres) in size, and has frontage on Devil Lake Road and Devil Lake Creek. The subject lands are forested and generally level. There is an existing twostory garage on the property. The owners have requested the Township change the zoning on the property from Rural (RU) to Waterfront Residential-Special Provision (RW-46) to permit a seasonal dwelling on the subject property, as well as to permit the existing accessory building (garage) between the dwelling and the front lot line at a 20.7 metres (68 feet) set back from the front line. Public Meeting A virtual public meeting was held under the Planning Act on August 11, 2020. No comments were received from Council or members of the public. Summary A comprehensive report reviewing this zoning by-law amendment against the policies of the Provincial Policy Statement 2020, the County of Frontenac Official Plan and the South Frontenac Official Plan was provided to Council in advance of the August 11, 2020, public meeting. As this rezoning is consistent and conforms to the Provincial Policy Statement 2020, the County of Frontenac Official Plan, and the South Frontenac Official Plan, and represents good planning for the subject property, it is recommended Council approve this application by passing By-law 2020-43. “Natural, Vibrant and Growing – a Progressive Rural Leader” 1

Page 99 of 137

REPORT TO COUNCIL DEVELOPMENT SERVICES

Date of Site Visit: July 17, 2020 Prepared by: Christine Woods, MCIP, RPP, Senior Planner Submitted/approved: Claire Dodds, MCIP, RPP, Director of Development Services Approved by: Neil Carbone, CAO

“Natural, Vibrant and Growing – a Progressive Rural Leader” 2

Rezone from Rural (RU) to Waterfront Residential Zone Special Exception (RW46) RU

Leone-Ganado & Otis 2529 Devil Lake Rd Z-20-06 Legend Subject Land Existing Buildings

Parcel Fabric Provincially Significant Wetlands

Waterbody Wetland River / Stream Transmission Line Zoning

AGRICULTURAL ZONE (A) COMMUNITY FACILITY ZONE (CF) ENVIRONMENTAL PROTECTION ZONE (EP) MOBILE HOME RESIDENTIAL ZONE (MHR) OPEN SPACE - PUBLIC ZONE (OS) OPEN SPACE - PRIVATE ZONE (OSP) PIT ‘A’ ZONE (PA) PIT ‘B’ ZONE (PB)

REZONE from RU to RW46

QUARRY ‘A’ ZONE (QA) QUARRY ‘B’ ZONE (QB) RESIDENTIAL ZONE (R) RURAL COMMERCIAL ZONE (RC) RURAL INDUSTRIAL ZONE (RI) LIMITED SERVICE RESIDENTIAL ZONE (RLS)

AK LL EVI

O ER

LIMITED SERVICE RESIDENTIAL - ISLAND ZONE (RLSI)

LIMITED SERVICE RESIDENTIAL - WATERFRONT ZONE (RLSW) RECREATIONAL RESORT COMMERCIAL ZONE (RRC) RURAL ZONE (RU) WATERFRONT RESIDENTIAL ZONE (RW) SALVAGE YARD INDUSTRIAL ZONE (SI) TUZ URBAN COMMERCIAL ZONE (UC)

URBAN INDUSTRIAL ZONE (UI) URBAN MULTIPLE RESIDENTIAL ZONE (UMR)

RRC-59

URBAN RESIDENTIAL ZONE - FIRST DENSITY ZONE (UR1)

URBAN RESIDENTIAL ZONE - SECOND DENSITY (UR2) WASTE DISPOSAL ZONE (WD)

RLS

RLSW

Devil Lake

RLSW

Kingsford Lake

CF CF

Page 100 of 137

RLSW

Produced by the Township of South Frontenac under license with the Ontario Ministry of Natural Resources © Queen’s Printer for Ontario, 2015.

While the Township makes every effort to insure that the information presented is accurate for the intended uses of this map, there is an inherent error in all mapping products, and accuracy of the mapping cannot be guaranteed for all possible uses. This map displays basic topographic features only.

Scale 1:3,600 0

15 30

120 Meters

UTM Projection NAD 83

Page 101 of 137

Report to Council Development Services - Planning

Report Date:

August 26, 2020

Agenda Date:

September 1, 2020

Application No:

Site Plan Control Application - SP-03-20-B

Owners:

Andrew Atkinson and Elizabeth Smith

Location of Property:

Part Lot 4, Concession 13, Part 1 13R20032, Geographic Township of Bedford, Township of South Frontenac, municipally known as 467 MacComish Lane Purpose of Application: Review of Application for Site Plan Agreement – Addition to Seasonal Dwelling, Buck Lake

Recommendation That By-law No. 2020-44 to authorize the Mayor and Clerk to enter into the Site Plan Agreement with the owners, Andrew Atkinson and Elizabeth Smith, Part Lot 4, Concession 13, Part 1 13R20032, Geographic Township of Bedford, Township of South Frontenac, municipally known as 467 MacComish Lane be passed.

Proposal An application was submitted for site plan control on the subject property on August 4, 2020. The application is required as Township of South Frontenac Site Plan Control By-law No. 2003-25 applies to lands within 300 meters of a Sensitive Lake Trout Lake. The requirement to enter into a site plan agreement is also required to fulfill a condition of a recent minor variance application approved by the Committee of Adjustment for the subject property (MV-25-19-B). The proposed development includes the construction of a 4.88 metre (16 feet) by 7.3 metre (24 feet) one-storey addition to the west side of the seasonal dwelling. The addition will be at least 15.24 metres from the high water mark of Buck Lake. The existing wrap-around deck and two small additions will be removed from the dwelling. Attachment 1 to this report shows the location of the property. Attachment 2 to this report shows the proposed location of the addition on the property.

Background The subject property is located on MacComish Lane, on the south basin of Buck Lake. The topography of the site is generally level, with a gentle rise at the shoreline. The property is treed except for the area of the cottage, septic system and driveway. The subject lands are zoned Limited Service Residential-Waterfront in Comprehensive Zoning By-law 2003-75. The development will meet the provisions of the By-law, except for the minimum 30 metre setback from the high water mark. The addition will be set back 15.24 metres from the high water mark, as per the Committee of Adjustment decision on minor variance application MV-25-19-B. The conditions included within the site plan agreement address comments provided by Cataraqui Conservation at the time the minor variance was considered, as well as addressing the environmental policies of the Township. The site plan binds current and future owners of the subject property and will be registered on the title of the lands by the Owners’ solicitor.

“Natural, Vibrant and Growing – a Progressive Rural Leader” 1

Page 102 of 137

Report to Council Development Services - Planning Agency Comments and Analysis Comments from agencies are summarized in this section of this report. Public Services – Public Services was not circulated this application as the property is located on a private lane. Cataraqui Conservation – Cataraqui Conservation staff were generally satisfied with the written description and site plan. KFL&A Public Health – KFL&A Public Health was not circulated the site plan since it reflects the septic system approved by the agency in 2018.

Summary Planning staff are satisfied that the site plan drawing and agreement meet the requirements of the Limited Service Residential-Waterfront zone and fulfill conditions of the Committee of Adjustment decision on minor variance application MV-25-19-B. The Owners have reviewed and signed the agreement.

Summary of Recommendation That South Frontenac Council pass a by-law to authorize the Mayor and Clerk to enter into a Site Plan Agreement with Andrew Atkinson and Elizabeth Smith for the development of an addition to a seasonal dwelling at 467 MacComish Lane, Buck Lake.

Attachments:

Location Map
Site Plan Drawing
Site Plan Agreement
Site Plan By-law (under By-law section of agenda) Prepared by: Christine Woods, MCIP, RPP, Senior Planner Approved by: Claire Dodds, MCIP, RPP, Director of Development Services Approved by: Neil Carbone, CAO

“Natural, Vibrant and Growing – a Progressive Rural Leader” 2

Location Map - 467 MacComish Lane

Legend Road Highway Major Road Secondary Road Ferry Route

Assessment Parcels Citations

0.9

0.46

0.9 Kilometers

Notes SP-03-20-B

This map is a user generated static output from an Internet mapping site and is for reference only. Data layers that appear on this map may or may not be accurate, current, or otherwise reliable. THIS MAP IS NOT TO BE USED FOR NAVIGATION

Page 103 of 137

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Page 105 of 137

REPORT TO COUNCIL CLERKS DEPARTMENT

AGENDA DATE:

September 1, 2020

SUBJECT:

Extend Term of Appointments for Community Programming and Events Committee and Recreation and Leisure Facilities Committee (Currently expire September 30, 2020)

RECOMMENDATION: That Council approve the extension to the term of those members of the public and Council that were appointed to the Community Programming and Events committee and the Recreation and Leisure Facilities Committee by By-law 201949 to __________________. BACKGROUND: On August 6, 2019 Council passed By-law 2019-49, appointing Council members and members of the public to the two newly formed recreation committees. The focus of the Recreation and Leisure Facilities Committee is on indoor/outdoor facility/amenity maintenance needs and capital projects and to provide support for community programs and events. The focus of the Community Programming & Events Committee is engaging with the wider community through multiple mediums to ensure that we are meeting programming and event needs. There was a term expiry of September 30, 2020 imposed on these newly created committees in order to determine if these new models worked well for South Frontenac In early 2020, there were three meetings held between the two committees. The municipal offices were closed due to the pandemic which meant that regular committee meetings were not held and the opportunity to get both committees functioning and map out their plans was delayed. Generally it has been determined that all township committees will resume in September, however there is a need for Council to extend the term for the two new recreation committees so that they can move forward with meetings and planning for 2021 and beyond. Despite delays caused by the pandemic, staff and the Rec Committees have started developing Terms of Reference for a Recreation Master Plan for the Township. Reappointment of the Committees will allow them to complete this process, issue an RFP and begin working on the Master Plan. It should also be noted that Amanda Pantrey’s name will be removed from Schedule A of the By-law as she is now an employee of the township. FINANCIAL/STAFFING IMPLICATIONS: No significant costs are anticipated. ATTACHMENTS: •

By-law 2019-49

Submitted/approved by:

Approved by:

Angela Maddocks, Clerk

Neil Carbone, CAO

“Natural, Vibrant and Growing – a Progressive Rural Leader”

Page 106 of 137

Page 107 of 137

Page 108 of 137 Minutes of Public Services February, 20, 2020 Time: 8:30 AM Location: Council Chambers

Present: Ron Sleeth, Chairman, Mayor Ron Vandewal, Doug Morey, Alan Revill Staff: Mark Segsworth - Director of Public Services, Angela Maddocks - Clerk, Louise Fragnito - Director of Corporate Services and Treasurer Others: Ross Sutherland 1.

Call to Order

Chairman Sleeth called the meeting to order at 8:30 a.m.

Declaration of pecuniary interest and the general nature thereof

There were no declarations.

Approval of Minutes

January 16, 2020 Resolution No. 2020-02/20-01 Moved by Councillor Revill Seconded by Councillor Morey That the minutes of the January 16, 2020 Public Services Committee meeting be approved. Carried

Business Arising from the Minutes

Construction Project Update Sunbury Village Rehabilitation Mark Segsworth indicated that a sidewalk could still be accommodated into the project and he will be bringing back an estimate of the cost to include a sidewalk from Battersea Road to Gerald Ball Memorial Park. Public Services staff have a meeting scheduled next week with the consultant. The 2020 start date for this project is not known at this time. Gilmour Park Pavilion The interior ceiling is now done. This project is progressing well, once the outside grading is done it will look great.

Public Engagement - Sydenham Water System Mark Segsworth indicated that staff are working towards engaging the public and providing facts. In speaking with some Sydenham residents there is a sense that their concerns have not been addressed. A notice regarding the April 16 Open House will be included with the water bills. There will also be an online survey for water users to participate in. A series of consultations with the public is planned.

Page 109 of 137 Minutes of Public Services February, 20, 2020 The committee discussed the legalities of mandatory hook up to the water system when a property is sold. Louise Fragnito confirmed that there is an ability to put on the property title the requirement to decommission existing wells and connect to the system. There were concerns expressed about the enforcement of this and whether or not it is the sellers responsibility. ad the over all affordability for residents to hook up to the system. Mark Segsworth noted that one of the objectives is to improve the efficiency of the system by expanding the capacity of the water system. c)

Garbage and Recycling Collection RFP - Update The RFP has been issued and the deadline for submissions is March 4. There was a provision for questions with a deadline of February 19; responses to the question will be issued on February 26. A report to Council on the RFP results will come to Council in early April.

New Business

Touch a Truck - May 7, 2020 This has been a popular event for a number of years. It will be hosted at Keeley Road complex in conjunction with the KFL & A Public Health Success By Six program.

2020 Construction A copy of the 2020 construction schedule was reviewed.

Verona Cemetery Gates Doug Morey relayed a concern he had received from the Verona Community Association regarding the gates at the Verona Cemetery. The VCA are considering applying for a community grant for new gates as they have a stone restoration for veterans project anticipated for this summer and were hoping to have new gates installed on both entrances to the cemetery. Louise Fragnito indicated that this type of project does not meet the intent of the community grant. While Jamie Brash has committed to repairs to the gate in 2020, Ms. Fragnito indicated that there is money in the capital budget for 2021 to replace the gates to match the rest of the existing fencing.

Camsel Creek Culvert Mark Segsworth reminded the committee of the delegation from Jim McIntosh and Sandy Cameron in October 2019 regarding work to be done on restoring Camsel Creek by replacing the existing culverts with a fish habitat friendly structure. At the time of their presentation they indicated that the Bob’s Lake Foundation would provide a donation of $20,000 to support the engineering work for this project. Mr. Segsworth indicated that in speaking with a consultant, the estimate for the entire project would be around $200,000 which is not in the 2020 budget. The consensus from the committee was to incorporate the culvert replacement into road construction work and this be included in the multi year plan.

Alan Revill referred to the signage for “no parking” along the Devil Lake causeway that extends well beyond the causeway. The committee discussed the merits of “no fishing from bridge” signage with a “night time” time frame. Mark Segsworth noted that the signage will be reviewed in the spring and he continues to work with area residents on the parking and fishing issues. There

Page 2 of 3

Page 110 of 137 Minutes of Public Services February, 20, 2020 has not been a full season with the new signage to accurately assess how the new signage impacts the area. f)

Chairman Sleeth asked that Public Services look into installing a guard rail along the curb on Wellington Street (heading east) just before the shipyards as there have been a few vehicles go off the road at this location.

Next Meeting:

The next meeting is scheduled for March 19, 2020 at 8:30 am.

Adjournment:

The meeting was adjourned at 9:22 a.m.

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Bellrock Hall July 16, 2020 Present: Celine Hayes, Gina Ritchie, Cynthia Chapman , Debbie Twiddy Treasurer : Petty Cash Balance: $106.16 includes$ 20 donation Expenses: Cody Ritchie:$75 for community garden planters filled. Chequing account to July 7, 2020: $2588.22 minus insurance x 5 months(: $960.6) = $1627.62 –3 months hydro still needs to be subtacted from this balance. Community Grant application: Haven’t yet heard back but are optimistic. Insurance issue: Cynthia has contacted our insurance company about insurance coverage for licensed event— still awaiting follow-up but pandemic conditions have caused a delay. Will try to contact them again. And will try L&A Mutual to see if they could give us a better rate. Will also get a price for re-defining the insurance to cover liability issues only, not the building itself, for our own information. Celine will ask Mark about getting insurance via the township’s brokers. Community garden: Soil is in place, plastic barrels are there. Seeds, plants in the beds. Need water in the plastic barrels. Celine will try to hook up hoses from kitchen to barrels to fill them. Otherwise will ask either Stan or maybe Carl to bring a cube of water on trailer to fill them. Hall Rental: Before we open:

Need to check supply stocks before any rental happens.
Need to test the water .
Need to contact KFLA health unit to see what specific rules are applicable and get a copy of those rules to post at the hall.
After this if it looks practical to open the hall, Debbie will notify the newspapers that we will be available for private bookings. Upcoming rentals: Karen Holmes wants to rent the hall for 6 days from Monday April 26— Saturday May 1, 2021. We decided the price will be $400. SMART program: Have been notified that the program is suspended temporarily. Deck construction.: Nothing new at this time. Next meeting : Aug 20, 2020 6pm.

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TOWNSHIP OF SOUTH FRONTENAC BY-LAW 2020 - 43 Being a by-law to amend By-law 2003-75, as amended, to rezone land from Rural to Waterfront Residential – Special Exception (RW-46) on lands described as 2529 Devil Lake Road, Part of Lot 7, Concession 8, District of Bedford: LeoneGanado and Otis WHEREAS pursuant to the provisions of Section 34 of the Planning Act, RSO 1990 as amended, the Council of a Municipality may enact by-laws regulating the use of land and the erection, location and use of buildings and structures thereon; AND WHEREAS By-law 2003-75 being the Zoning By-law regulates the use of land and the erection, location and use of buildings and structures within the Township of South Frontenac; AND WHEREAS the Council of the Corporation of the Township of South Frontenac considered all written and oral submissions received on this application, the effect of which helped Council make an informed decision; NOW THEREFORE, the Council of the Corporation of the Township of South Frontenac by its Council, hereby enacts as follows: 1.

THAT Schedule “D”, to Zoning By-law Number 2003-75 as amended, is hereby further amended by changing the zoning from Rural (RU) to Waterfront Residential – Special Exception (RW-46) for the lands shown on Schedule “1”.

THAT Zoning By-law number 2003-75 as amended is hereby further amended by adding a new section RW-46 (2529 Devil Lake Road, Part of Lot 7, Concession 8, Bedford District – Leone-Ganado and Otis), immediately after Section RW-45 (Part of Lot 18, Concession 4, Storrington District - Wright) to read as follows: RW-46 (2529 Devil Lake Road, Part of Lot 7, Concession 8, Bedford District – Leone-Ganado and Otis) Notwithstanding the provisions of Section 8 or any other provision of this By-law to the contrary, on the lands zoned Special Waterfront Residential (RW-46), the following provisions shall apply: • •

The existing accessory building shall be permitted between the principal building and the front lot line. This accessory building shall be set back a minimum of 20 metres (66 feet) from the front lot line.

All other provisions of this by-law shall apply. 3.

THIS BY-LAW shall come into force in accordance with Section 34 of the Planning Act, 1990, as amended, either upon the date of passage or as otherwise provided by said section 34. Dated at the Township of South Frontenac this 1st day of September, 2020. Read a first and second time this 1st day of September, 2020. Read a third time and finally passed this 1st day of September, 2020. THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC

Ron Vandewal, Mayor

Angela Maddocks, Clerk

Page 113 of 137 Schedule 1 This is Schedule “1” to By-law No. 2020- 43

Passed this 1st day of September, 2020 MAYOR ________________________________________________ CLERK ________________________________________________

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TOWNSHIP OF SOUTH FRONTENAC BY-LAW 2020-44 BEING A BY-LAW TO AUTHORIZE THE MAYOR AND THE CLERK TO EXECUTE A SITE PLAN AGREEMENT BETWEEN THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC AND ANDREW ATKINSON AND ELIZABETH SMITH. WHEREAS a Site Plan and Site Plan Agreement have been prepared to the satisfaction of the Township of South Frontenac; NOW THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS: 1.

THAT the Mayor and the Clerk are hereby authorized to execute a Site Plan Agreement between the Corporation of the Township of South Frontenac and Andrew Atkinson and Elizabeth Smith, a copy of which is attached hereto forming part of this By-law.

THAT the Agreement shall be registered on title of the property described as Part Lot 4, Concession 13, Part 1 13R20032, Geographic Township of Bedford, Township of South Frontenac, municipally known as 467 MacComish Lane.

THIS BY-LAW shall come into force and effect in accordance with Section 41 of the Planning Act 1990, either upon the date of passage or as otherwise provided by the said Section 41.

Dated at the Township of South Frontenac this 1st day of September, 2020. Read a first and second time this 1st day of September, 2020. Read a third time and finally passed this 1st day of September, 2020. THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC

Ron Vandewal, Mayor

Angela Maddocks, Clerk

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SITE PLAN AGREEMENT Made this ___________ day of ___________________, 2020 BETWEEN: ANDREW ATKINSON and ELIZABETH SMITH Hereinafter called the “Owner” OF THE FIRST PART -andTHE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC Hereinafter called the “Municipality” OF THE SECOND PART WHEREAS the Owner is the registered owner in fee simple of certain lands located in the Township of South Frontenac (the “Lands”); AND WHEREAS it was a condition of consent that the Owner enter into this site plan agreement with the Municipality on the terms set out; AND WHEREAS the Municipality is authorized to enter into this agreement and register it against the title to the Lands pursuant to section 41 of the Planning Act; NOW THEREFORE WITNESSETH that in consideration of the mutual covenants and agreements contained herein, the parties agree each with the other as follows: 1.

The Owner covenants that the Owner is the Owner in fee simple of the Owner’s lands Described in Schedule “A” attached hereto.

The Owner covenants and agrees with the Municipality as follows: 2.1

General 2.1.1

That development shall be in accordance with the Site Plan Drawing, attached hereto as Schedule “B”.

2.1.2

That the uses on the subject property are limited to the seasonal dwelling and the existing accessory buildings. The seasonal dwelling may be converted to a single detached dwelling subject to the Municipality’s policies on the conversion of a seasonal dwelling to permanent residential use and to the Ontario Building Code.

2.1.3

That the Owner is required to obtain a permit for replacement of, or upgrades to, the septic system from the authority responsible for Part 8 of the Ontario Building Code.

2.1.4

That the Owner will obtain a permit from Cataraqui Conservation for any development or site alteration proposed within 26 metres of the stable toe of slope, as per the Ontario Regulation 148/06 Development, Interference with Wetlands, and Alterations to Shorelines and Watercourses.

2.1.5

That the dock will be maintained as per the Site Plan Drawing.

2.1.6

Construction and maintenance of the dock shall occur outside of the timeframe when fish are spawning.

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3.1

Environmental Protection 3.1.1

That the land between the dwelling and the lake will be maintained as a natural vegetated buffer.

3.1.2

That erosion control measures (e.g. silt fence, straw bales) will be used during construction and will remain in place until any ground cover disturbed during construction has been re-established. Ground cover will be re-established as soon as possible upon completion of construction.

3.1.3

That during and after the construction period there shall be no filling or false grading of excavated materials between the dwelling and the shoreline. The exception will be for allowance for landscaping materials for the final grade next to the dwelling.

3.1.4

That water access will be achieved in a manner that requires minimal live tree removal and protects against erosion. Water access shall have a maximum width of 1.5 metres.

3.1.5

That all roof leaders on the dwelling will be directed to the side of the building furthest from the lake and be discharged into a soak-away pit(s) or onto rock splash pads.

3.0

This agreement shall be registered against the title to the Lands and the Municipality shall be entitled to enforce its provisions against the Owner and any or all subsequent owners of the Lands.

4.0

If the Owner fails or refuses for any reason to comply with any requirements of this agreement, the Owner shall be in default and the Municipality may, on fifteen (15) days’ notice, require the Owner to remedy the default, failing which the Municipality may, without further notice and without prejudice to any other rights and remedies available to it, do such things and perform such work as is necessary to rectify the default.

5.0

Any account rendered by the Municipality for work done shall be paid by the Owner within thirty (30) days of the day of billing, and, if the Owner fails to pay, interest shall be charged on the amount outstanding at the rate of one and one quarter (1.25%) per months (15% per annum) on the first day of each calendar month following the date the account was due. Any payments received on accounts rendered shall be applied first to any outstanding interest, which may have accrued, and the balance shall be applied to reduce the principal amount outstanding.

6.0

If the Municipality incurs any expense arising out of the terms of this Agreement, the Municipality may recover the amount in like manner as municipal taxes or by action, pursuant to Section 42.7 of the Municipal Act.

7.0

All costs necessary to fulfill any condition of this agreement, and all costs incurred by the Municipality in connection with the preparation, execution, registration or enforcement of this Agreement shall be paid by the Owners.

8.0

This Agreement shall ensure to the benefit of and be binding upon the personal representatives, successors and assigns of the parties

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IN WITNESS WHEREOF the Parties hereto have hereunto set their hands and seals as of the day and year first written above.

SIGNED, SEALED AND DELIVERED In the presence of:

WITNESS

ANDREW ATKINSON

WITNESS

ELIZABETH SMITH

THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC Per:

RON VANDEWAL – MAYOR

ANGELA MADDOCKS – CLERK

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SCHEDULE “A” THE LANDS PART LOT 4, CONCESSION 13, PART 1 13R20032, GEOGRAPHIC TOWNSHIP OF BEDFORD, TOWNSHIP OF SOUTH FRONTENAC, COUNTY OF FRONTENAC MUNICIPAL ADDRESS 467 MACCOMISH LANE

Page 119 of 137

SCHEDULE “B” DRAWING LIST SURVEYOR’S REAL PROPERTY REPORT

GRANGE W. ELLIOTT LTD., 2010, SCALE 1” = 20’

SITE PLAN DRAWING

467 MACCOMISH LANE SITE PLAN, PREPARED BY ANDREW ATKINSON, DATED AUGUST 13, 2020 SCALE 1” = 20’

Page 120 of 137

INFORMATION REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT AGENDA DATE:

September 1, 2020

SUBJECT:

Indoor Municipal Facility Reopening

RECOMMENDATION: The report is for information only. BACKGROUND: Township staff participated in a KFL&A Public Health webinar in Early August regarding the reopening of Public Facilities following the passing of the “Reopening Ontario (A Flexible Response to COVID-19) Act”. Some of the over-arching requirements for reopening Township facilities are: • • • • • •

No more than 50 people within the facility (does not include staff) Minimum twice daily cleaning (when in use) No buffet meals Only one entry point Ensure names and contact info are recorded for each use Individuals must maintain physical distancing of 2 metres from anyone not in their social circle

Staff will need to assess each facility to determine the capacity that can be accommodated at each at any one time. This assessment will also have to take into account furniture requirements and the fact that there are existing storage requirements within most facilities. ANALYSIS/DISCUSSION: So far, staff have determined the capacity of the following higher-use facilities: • • •

Storrington Centre: Community Room: Glendower Hall:

40 18 50

Staff have also drafted detailed protocols and conditions for the booking and use of our facilities. It is suggested that the additional cleaning costs be absorbed by the Township initially, which will be reviewed in two months. There will be only one booking per day. There will also be sign-in sheets for the user groups for the purpose of contact tracing, left in a binder at the facility that will be picked up every week by Township staff. In addition, all existing cleaning contractors have to be contacted to determine their availability for additional cleaning. It should be noted that there are Public Libraries at three of our facilities; Storrington Centre, Trousdale Community Room and Princess Anne. The capacity cannot

“Natural, Vibrant and Growing – a Progressive Rural Leader”

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INFORMATION REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT exceed 50 in total for both uses at these buildings, although at the Storrington Centre the Library users can be fully separated from the hall users. FINANCIAL/STAFFING IMPLICATIONS: Staff are still working on identifying all costs associated with these reopenings; however, we’ve determined that additional cleaning at the Storrington Centre and cleaning at the library would cost $40/booking. The Community Room at the Sydenham Library will cost $20/booking. ATTACHMENTS: •

Facility/Hall Usage – Response to COVID

Submitted/approved by: Mark Segsworth, P. Eng. Director of Public Services Approved by: Neil Carbone Chief Administrative Officer

“Natural, Vibrant and Growing – a Progressive Rural Leader”

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

Facility/Hall Usage ~~RESPONSE TO COVID~~ The goal of the Township of South Frontenac is to work with our Community to ensure that we can return to engaging in positive recreation and leisure opportunities while maintaining a safe and healthy environment. The protocols and terms listed below have been established through adhering to the Provincial Stage 3 Restrictions and through a review of best practices. It is important to remember that restrictions may continue to ease throughout the next few months if we all do our part to reduce the spread of COVID 19. Restrictions may be subject to change as the situation evolves and if required to maintain the safety of Staff/Patrons. The following are the Provincial Stage 3 Restrictions that pertain to our Facilities: • The total number people permitted in classes or organized activities at any one time is limited to the number of people that can maintain physical distancing of at least two metres, and cannot exceed the indoor gathering limit of 50 people. Specific Capacity numbers have been established by the Township for each Facility/Hall and are listed below. •

Based on community needs, some municipalities and local medical officers of health have exercised their authority for more restrictions or requirements, such as mandatory face coverings in commercial establishments or all indoor public spaces.

•

As per the Reopening Ontario Act, groups having a potluck (individuals bringing food items) may occur as long as it follows the K.F.L.A. Health Unit “Special Event” certificate conditions and is NOT ‘Buffet-style’. o Buffet-style serving is not permitted, as that would involve individuals handling the same serving utensils. Plated meals or individuals serving the dishes would be permitted (with guests maintaining physical distancing in the lineup).

If a group is requesting to book a Township Facility/Hall for the purposes of singing or the playing of brass or wind instruments, they must talk to the Supervisor of Recreation to confirm additional requirements/restrictions. More information can be found online at: https://files.ontario.ca/mof-framework-for-reopening-our-province-en-2020-04-27.pdf https://www.kflaph.ca/en/healthy-living/novel-coronavirus.aspx

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

Township of South Frontenac Protocols and Terms User Terms and Agreement •

It is the responsibility of the group organizer that is booking the facility for a particular timeslot to ensure that; o all of the following protocols, restrictions and terms are reviewed and the booking form and user agreement is signed prior to confirmation of booking o all participants involved in the activity adhere to the Provincial and Township’s restrictions and protocols. o the Sign In/Screening form is completed prior to entry of the Facility/Hall during your booked time. This form must be kept in the binder in the front lobby of the Facility/Hall. Anyone that ‘fails’ the Participant Assessment should not be permitted access to the Facility/Hall.

Restricted Access to the Facility/Hall • •

The Main Entrance will be the only entry point for accessing the Facility/Hall. The group organizer must arrive 10 mins prior to the booked time to; o review protocols and start the Sign In/Screening process o assist with entry procedure and maintaining the restriction limits. • To keep access process manageable and safe, only one group will be permitted in at a time and must wait until the Group Organizer to give the next group permission to enter. • If the front door has a functioning push panic bar and operating emergency exit light the front doors of the Facility/Hall will be kept locked in-between user groups to safely maintain permitted capacity numbers. • Individuals will be permitted to enter once the prior group has left the Facility/Hall. • Although we will aim to maintain the standard start and end times of a groups booking, there may be a slight delay in order to accommodate cleaning and access control.

Capacity for Facility/Hall •

In order to maintain the physical distancing restrictions the current Capacity for the following Facility/Hall during the groups booked time is as follows: • Storrington Centre: 40 individuals Note: in order to maintain 40 has the capacity for the Storrington Centre, the access from the Community room to the Library must be locked. Both the Library and Community room have separate access and washrooms and can be considered two separate Facilities with different capacity numbers. o Glendower Hall: 50 individuals o Community Room at Sydenham Library: 18 individuals Note: Due to the Community Room and the Library sharing washrooms the capacity totals for each area must be shared. ‘When’ the Library is closed the capacity of the Community room is 18. • The current capacity number may change as Provincial restrictions ease • No congregating permitted outside the Facility/Hall entrance, exit and parking lot area.

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

Entry Procedure • • • •

All individuals must enter through the Facility/Hall front doors and must sanitize their hands using the Township supplied hand sanitizer. Personal belongings must be left in vehicles. Participants are encouraged to fill their own reusable water bottles before arriving. Avoid high contact touch points wherever possible. (i.e.: door handles, counters, drinking fountain).

Physical Distancing and Requirements for Face Coverings/Masks • • •

Individuals must maintain Physical distancing of at least 2 meters (6 feet) from anyone that is not in their ‘Social Circle.’ Face covering/mask covering both the mouth and nose is required to be worn at all times while in the Facility/Hall. Limit the amount of physical contact as much as possible.

Township’s Sanitization Protocols •

Cleaning Staff will be responsible for sanitizing the following areas during booking and between groups; o Bathrooms o All High touch surfaces, o Tables, chairs, doorways, light switches, etc.

•

Hand Sanitization Stations will be available at the following locations; • Front Lobby • Entry and Exit points • Other

Signage and Public Information •

Signage informing Public will be made available; o at front entrances o Front lobby (sign in book) o Throughout Facility/Hall o Washrooms

Compliance with Public Health Requirements Individuals who do not comply with Province of Ontario or KFL&A Public Health requirements may be subject to fines of $750 to $1000 with a maximum fine of $ 100,000. Corporations found to be noncompliant can be fined up to $10,000,000 for each day or part of each day on which the offence occurs or continues.

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

The Township of South Frontenac and Council thank of for your cooperation and support as we work together to keep us safe USER AGREEMENT, ACKNOWLEDGEMNT AND ACCEPTANCE I hereby acknowledge that I have received, read and understand the various protocols, restrictions and terms as set out by the Province and the Township of South Frontenac. I am signing this agreement with the understanding that it is my responsibility to ensure that all parties involved adhere to the requirements.

Organizer’s Name:

Organizer’s Signature:

Date:

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

‘COMPLETE’ LIST OF PARTICIPANTS

Organizer’s Name:

Organizer’s Signature

Activity:

Date:

Time of Rental:

Capacity #’s: • • •

Storrington Centre: 40 individuals Community Room at Sydenham Library: 18 individuals Glendower Hall: 50 individuals

Participant’s Name

Signature

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 Our strength is our community.

Phone Number

Completed COVID SelfAssessment

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50

Our strength is our community.

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TOWNSHIP OF SOUTH FRONTENAC 4432 George St, Box 100 Sydenham ON, K0H 2T0 613-376-3027 or 1-800-559-5862 pwsupport@southfrontenac.net

COVID PARTICIPANT ASSESMENT All participants must be screened prior to participating in any activity at this facility. Anyone that fails the Participant Assessment should not be permitted access to the Arena. • •

The symptoms of COVID-19 can resemble a cold or a flu. Please honestly ask yourself the following questions:

Are you currently experiencing any of these issues? Call 911 if you are.

Severe difficulty breathing (struggling for each breath, can only speak in single words)
Severe chest pain (constant tightness or crushing sensation)
Feeling confused or unsure of where you are Losing consciousness If you answered NO to these three questions, ask yourself: Are you currently experiencing any of these symptoms? Choose any/all that apply.
Fever(feeling hot to the touch, a temperature of 37.8 degrees Celsius or higher)
Chills
Cough that’s new or worsening (continuous, more than usual)
Barking cough, making a whistling noise when breathing (croup)
Shortness of breath (out of breath, unable to breathe deeply)
Sore throat
Difficulty swallowing
Runny nose (not related to seasonal allergies or other known causes or conditions)
Stuffy or congested nose (not related to seasonal allergies or other known causes or conditions)
Lost sense of taste or smell
Pink eye (conjunctivitis)
Headache
Digestive issues (nausea/vomiting, diarrhea, stomach pain)
Muscle aches
Extreme tiredness that is unusual (fatigue, lack of energy)
Falling down often
For young children and infants: sluggishness or lack of appetite If you answered NO to these three questions, ask yourself: In the last 14 days, have you been in close physical contact with someone who tested positive for COVID-19? • Close physical contact means: o being less than 2 metres away in the same room, workspace, or area for over 15 minutes o living in the same home If you answered NO to these three questions, ask yourself: In the last 14 days, have you been in close physical contact with a person who either: • is currently sick with a new cough, fever, or difficulty breathing? Or returned from outside of Canada in the last 2 weeks?

If the participant has answered YES to any of these questions/ have any symptoms related to Covid-19, they should not be permitted access to the Facility and must contact KFL&A for further direction. For more information on the guidelines around Covid-19 prevention, I encourage you to view KFL&A’s webpage at: https://www.kflaph.ca/en/healthy-living/novel-coronavirus.aspx Our strength is our community.

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INFORMATION REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT

AGENDA DATE:

September 1, 2020

SUBJECT:

Tender No. PS-2020-19, High Falls Culvert Replacement

RECOMMENDATION: For Information only.

BACKGROUND: The High Falls Culvert, located on Hinchinbrooke Road North, was identified in the previous Bridge Inspections by D.M Wills as requiring replacement. A design was completed by the Greer Galloway Group and a tender was prepared and advertised on the Municipal website, on Biddingo, and in the local newspaper. This tender closed on August 19th, 2020.

ANALYSIS/DISCUSSION: The results, in ascending order, were as follows: Supplier

Price (Incl. HST)

O. Bettschen Construction Ltd.

$187,664.75

Crains Construction Ltd.

$215,943.00

Len Corcoran Excavating Ltd.

$219,779.35

Dig N Dirt Ltd.

$251,765.97

Aarde Construction Ltd.

$268,862.03

Fidelity Engineering and Construction Inc.

$276,478.03

Akman Construction Inc.

$314,544.77

The submission of the low bidder has been evaluated and was found to be accurate and complete. O. Bettschen Construction Ltd. is a reputable contractor and has provided Civil Construction services in and around South Frontenac Township. For these reasons, and because their price was $28,278.25 lower than the bid from Crains Construction Ltd., the Public Services Department, under delegated authority, has awarded the tender to O. Bettschen Construction, for $187,664.75, including HST.

Natural, Vibrant and Growing – a Progressive Rural Leader”

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INFORMATION REPORT TO COUNCIL PUBLIC SERVICES DEPARTMENT FINANCIAL and STAFFING CONSIDERATIONS An amount of $350,000 has been budgeted in the 2020 Capital budget for this project. The submission by O. Bettschen Construction is $187,664.75. It is also estimated that an additional amount of $15,000 will be required for Contract Administration and Inspection Services by the Greer Galloway Group. Sufficient funds have been budgeted in the 2020 Capital budget to cover all associated costs. Submitted/approved by:

Prepared By:

Mark Segsworth, P. Eng. Director of Public Services

David Holliday, CET Technical Supervisor

Approved by: Neil Carbone Chief Administrative Officer

Natural, Vibrant and Growing – a Progressive Rural Leader”

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INFORMATION REPORT TO COUNCIL Office of the Chief Administrative Officer

AGENDA DATE:

September 1, 2020

SUBJECT:

HR-021 Work from Home Policy

RECOMMENDATION: For Information only. BACKGROUND: During the early stages of the current COVID-19 pandemic, the Township, like many public and private sector employers required certain staff to work from home in order to reduce the potential spread of the virus. Despite many employers deeming it safe for workers to return in the spring of this year (subject to appropriate safety measures), the closure of schools, limited availability of child care spaces, the needs of elderly dependants and other implications of the pandemic mean that work from home arrangements must be maintained in accordance with the Ontario Human Rights Code. In addition to those work from home needs posed by the pandemic, other extenuating circumstances can occur from time to time which warrant employees being permitted to work from home temporarily and for short durations. While a limited number of work from home arrangements have been granted in the past, no formal policy existed to govern how they are approved or the expectations of employees during these situations. As per Council Policy HR# 001 (Human Resources Policies and Procedures Framework), the CAO is responsible for approving HR-related policies of this nature. This report is intended to advise Council of a formal policy being put in place to ensure that Work from Home arrangements are subject to various terms which will protect the interests of both the Township and the employee. DISCUSSION/ANALYSIS: During the COVID-19 pandemic, employers everywhere were faced with an unprecedented need to permit their employees to work from home. The Township of South Frontenac sought input from Municipal Legal experts on the requirements and best practices associated with working from home. Sample policies were also requested from various municipal peers. Generally, the following issues should be considered in any Work from Home policy. • Eligibility/Appropriateness

• Insurance/Liability

• Supervision/Reporting

• Applicability of Employer Policies

• Hours of Work/OT/Breaks

• Special Needs/Arrangements

• Privacy/Confidentiality

• Equipment

• Technology/Security/Support Needs

• Health & Safety

• Employer Discretion to Require Attendance

Natural, Vibrant and Growing – a Progressive Rural Leader

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INFORMATION REPORT TO COUNCIL Office of the Chief Administrative Officer The new policy addresses each of the areas identified above and establishes a form and process through which the details of any work from home arrangement are determined and approved. Importantly, the policy is clear that working from home is to be considered only in extenuating or emergency circumstances, and that only Directors or the CAO can approve such arrangements. FINANCIAL and STAFFING CONSIDERATIONS The policy has negligible financial implications. On occasion, if a work from home arrangement is necessary (eg. during a pandemic or other emergency) the Township may provide technology solutions to facilitate network access, or may consider supplementing the cost of higher internet bandwidth at the residence for a fixed period of time. Attachments: •

HR-021 Work from Home Policy

Prepared By: Jillian McCormick Human Resources/Legislative Compliance Officer Louise Fragnito Director of Corporate Services/Treasurer Submitted/approved by: Neil Carbone Chief Administrative Officer

Natural, Vibrant and Growing – a Progressive Rural Leader

Page 133 of 137 Township of South Frontenac Policy DEPARTMENT:

POLICY #: HR-021

Human Resources POLICY: Work from Home DATE:

REV. DATE:

September 1, 2020 APPROVED BY: Chief Administrative Officer

Scope: All Employees

Pages 4

WORK FROM HOME POLICY PURPOSE: The purpose of this policy is to provide parameters for instances where an employee requests an arrangement to temporarily work from home, or must work from home due to extenuating or emergency circumstances. This policy will assist the Township in applying consistent and clear standards as well as determining the type of positions and work that is eligible for Work from Home Arrangements. In addition, the Policy is meant to ensure that employees working from home continue to provide a level of service equal to the typical Township standards and service levels. The Township recognizes that there may be circumstances when it would be appropriate for employees to work from home on a temporary basis. However, it is not possible to offer work from home arrangements to all employees, as the requirements of some jobs are not suitable for such arrangements. All arrangements are subject to the discretion of the Employer and shall only be made when the efficiency and effectiveness of the Township and its operations can be maintained. This policy is not intended to replace regular employee “time off” procedures, including the use of sick time, vacation, overtime, lieu time or other approved absences. NOTE: In extreme circumstances, including, but not limited to a pandemic, natural disaster or other force majeures, working from home arrangements may be deemed necessary by the CAO or Department Director. In such cases, employees will be provided with appropriate equipment and resources to perform their duties from home. The duration of the Work from Home arrangement will be determined by the CAO in consultation with Senior Management. In such instances, the provisions and expectations in this Policy shall apply.

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DEFINITIONS: Working from Home/Work from Home: a flexible work arrangement whereby employees have approval or are instructed to carry out some or all of their work duties from their home. AUTHORIZATION: All Work from Home arrangements will be reviewed by the Human Resources/Legislative Compliance Officer and require the approval of an employee’s Director. Approval will be determined on a case-by-case basis. The details of the work from home arrangement must be discussed and agreed to in writing between the employee and the Director through the Work from Home Terms and Agreement form. WORK ARRANGEMENTS: All arrangements for monitoring, supervision, determining workloads, and other job requirements will be agreed upon with the employee’s Direct Supervisor. The temporary Working from Home Agreement between the Employee and the Employer shall be made part of the Employee’s employment agreement with the Township but does not alter or supersede the terms and expectations of the existing employment contract. The employee agrees to stay up to date on department and work group operations. Working from home should not affect the employee’s ability to complete day-to-day functions, including communicating with colleagues, management or the public or other professional contacts. An employee’s hours of work will be the standard business hours for their position, unless otherwise approved by the Direct Supervisor. The Employer reserves the right in its sole discretion to withdraw the approval for the work from home agreement if they believe it is being abused or for any other reasonable needs for the Employer to carry out its operations. EQUIPMENT: When an employee works from home, they will use Township authorized equipment (e.g. laptop and mobile device). Any cost associated for equipment purchase or repairs must be approved by and borne by the employee’s department. All equipment provided by the Township for the purpose of working from home will be subject to inspections and maintenance as required by the Township. The employee is expected to take reasonable care of all equipment and to use it in accordance with operating instructions and all applicable Township policies. All equipment provided by the Township must be returned at the end of the work from home arrangement. The employee is expected to have sufficient internet bandwidth available at their home to support access to the Township’s network. If the Township directs an employee to work from home, and the individual does not have sufficient internet bandwidth, options to improve the access will be discussed and potentially supplemented by the Township. 2

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CONFIDENTIALITY AND ACCESS Employees must use Township-provided devices when working from home to ensure that the appropriate software is being used while maintaining data security and confidentiality (eg.VPN software). Equipment and files shall only be accessible to the employee and must be safeguarded from access by other members of the household and visitors. Other Township staff may require access to equipment and records (paper and electronic) kept at an Employee’s home at a reasonable time and with reasonable notice. Employees who are working from home are required to designate an area in their home as a specific worksite, which is private in order to ensure confidentiality. Employees must ensure compliance to privacy legislation including but not limited to MFIPPA and PHIPA at all times. ABSENCE REPORTING In the event that the employee is ill or requires time off during a period of working from home, the normal process of requesting approval and recording hours taken will apply, in accordance with Policy #HR-004 Absence and Reporting Management Policy. HEALTH & SAFETY: While working from home, employees are expected to ensure compliance with all Township Human Resources and Health & Safety policies, as well as relevant legislation such as the Occupational Health & Safety Act. The employee is responsible for ensuring that his/her work environment is in accordance with Health and Safety requirements. It is expected that the employee will communicate any concerns regarding their ability to adhere to Township policies to their Direct Supervisor. During the work at home period, the Employee shall be required to report to their Direct Supervisor, (in accordance with Policy #HS-002 Health & Safety Program Policy) any accident or job-related injuries that occur in the course and scope of employment while working from home. The Township will maintain its reporting obligation to WSIB, where required. In addition, the Employer maintains the right to investigate any alleged accident or injury claims that occur at the home. The Township is committed to ensuring that the workspace is safe and ergonomic. If the workspace is unsafe or can’t provide for proper ergonomics, the Township may refuse or revoke the Employee’s work from home arrangement. Employees working from home will be covered by workers’ compensation for job-related injuries that occur within the course and scope of employment while working from home. The Employee remains liable for injuries to third parties that occur on the Employee’s premises. 3

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INSURANCE COVERAGE: Employees are advised that working from home with any regularity may affect the provisions of any home contents insurance and are advised to inform their insurance provider(s) prior to commencing working from home. Equipment provided will be insured through Township policies as long as it is used on suitable secured premises and not left unattended. The Township is not liable for any damages to an Employee’s property or any injuries to the employee, their family members, visitors or others in the Employee’s home. It is the employee’s responsibility to consult with an insurance agent for any coverage implications due to working from home. REVIEW OF ARRANGEMENT The Township may review and amend the working from Home arrangement at any time in its sole discretion. These guidelines are subject to review. COMPLIANCE: Failure to abide by this or any other relevant Township policy may lead to disciplinary action, up to and including termination in accordance with the Township’s Progressive Discipline Policy (#HR-010).

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TOWNSHIP OF SOUTH FRONTENAC BY-LAW 2020-45 A BY-LAW TO CONFIRM GENERALLY PREVIOUS ACTIONS OF THE COUNCIL OF THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC. THEREFORE THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC, BY ITS COUNCIL, HEREBY ENACTS AS FOLLOWS: 1.

The actions of the Council of the Corporation of the Township of South Frontenac at its Council Meeting of September 1, 2020 be confirmed.

Execution by the Mayor and the Clerk of all Deeds, Instruments and other Documents necessary to give effect to any such Resolution, Motion or other action and the affixing of the Corporate Seal to any such Deed, Instruments or other Documents is hereby authorized and confirmed.

This By-law shall come into force and take effect on the date of its passage.

Dated at the Township of South Frontenac this 1 day of September, 2020. Read a first and second time this 1 day of September, 2020. Read a third time and finally passed this 1 day of September, 2020.

THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC

Ron Vandewal, Mayor

Angela Maddocks, Clerk

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