Body: Council Type: Agenda Meeting: Regular Date: March 6, 2018 Collection: Council Agendas Municipality: South Frontenac
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Page 1 of 120
TOWNSHIP OF SOUTH FRONTENAC COUNCIL MEETING AGENDA TIME: 7:00 PM, DATE: Tuesday, March 6, 2018 PLACE: Council Chambers. 1.
Call to Order
a)
Resolution
Declaration of pecuniary interest and the general nature thereof
Approval of Agenda
Scheduled Closed Session - n/a
***Recess - reconvene at 7:00 p.m. for Open Session- n/a
Public Meeting - n/a
Delegations
a)
Kevin Riley, Utilities Kingston, re: 2017 Annual Report for Sydenham Drinking Water System
3 - 11
b)
Richard Allen, Manager of Economic Development, County of Frontenac, re: Update on Economic Development
12 - 30
c)
Terry Gervais, Acting Fire Chief, re: Interim Report on Status of Fire Services
31 - 43
Approval of Minutes
a)
February 20, 2018 Council Meeting
Business Arising from the Minutes
a)
OMB Costs
Reports Requiring Action
a)
Mark Segsworth, Public Works Manager, re: Tender # PW-2018-01 Tandem Dump Truck
50 - 51
b)
Mark Segsworth, Public Works Manager, re: Tender # PW-2018-12 Accessible Entrance & Upgrade to Steps at Glendower Hall
52
c)
Wayne Orr, Chief Administrative Officer, re: 2017 Draft Financials
53 - 58
d)
Wayne Orr, Chief Administrative Officer, re: Comments on Proposed Fire Regulations
59 - 71
44 - 48
49
Page 2 of 120
e)
Angela Maddocks, Deputy Clerk, re: Prince Charles Public School Playground Equipment
72 - 73
Committee Meeting Minutes - n/a
By-laws - n/a
Reports for Information
a)
Tender # PW-2018-08 - Storrington Centre Renovations
b)
Tender # PW-2018-10 for Fire Hall Site Works
75 - 76
c)
Status of Fire Services - Interim Report
77 - 79
d)
Council Remuneration
80 - 88
e)
Accounts Payable and Payroll Listing
89 - 97
f)
Annual Repayment Limited in respect to Long-Term Debt & Financial Obligations
98 100
g)
2017 Development Charges Reporting
101 102
Information Items
a)
Joel Locklin Manager, Infrastructure Renewal Programs, re: OCIF Top Up Application Component - 2017 Intake
103 104
b)
Ministry of Community Safety & Correctional Services, re: Provincial Appointee to South Frontenac Police Services Board
105
c)
Jannette Amini, Manager of Legislative Services/Clerk, re: McFadden Subdivision - Approval of Revised Draft Conditions
106 107
d)
Court Decision - Township of South Frontenac and 360778 Ontario Inc (Loughborough Lake Holiday Park)
108 119
Notice of Motions
Announcements/Statements by Councillors
Question of Clarity (from the public on outcome of agenda items)
Closed Session (if requested)
Confirmatory By-law
a)
By-law 2018-16
Adjournment
74
120
Page 3 of 120
ANNUAL SUMMARY REPORT 2017 SYDENHAM WATER TREATMENT PLANT WATERWORKS NUMBER: 260069290 Reporting Period January 1, 2017 – December 31, 2017
Submitted by: Jim Keech, Professional Engineer President & C.E.O.
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ANNUAL SUMMARY REPORT 2017 SYDENHAM WATER TREATMENT PLANT WATERWORKS NUMBER: 260069290
This annual summary report has been prepared as required under Ontario Regulation 170 03 of the Safe Drinking Water Act to acknowledge compliance with the terms and conditions of the Drinking Water Works Permit (DWWP)and Municipal Drinking Water Licence (MDWL) issued for the Sydenham Water Treatment Plant, to comment on any incidents of non-compliance during the reporting period, to summarize the quantities of the water supplied and to compare the summaries to the rated capacity and flow rates approved in the system’s permits and approvals during the reporting period. This report is specific to the Sydenham Water Treatment Plant (WTP) located at Point Rd. in Sydenham, and its associated distribution system which serves Sydenham’s municipal water customers in the village of Sydenham. The WTP and its associated distribution system are owned by the Township of South Frontenac, with Utilities Kingston acting as the operating authority.
Non-Compliance with Terms and Conditions of the DWWP and MDWL As per requirements for distribution sampling at least 9 TC and E.coli samples were taken each month and 1 sample was taken each week. Samples must be taken at least 5 days and not more than 10 days from the previous week’s samples however on 3 occasions in 2017 samples were found to have been collected 4 days from the previous week’s sample. The following is an excerpt from the MOECC inspection: Action(s) Required: The Compliance Technician has provided a written statement on December 21, 2017 indicating that distribution microbiological sampling schedule will be modified to ensure compliance with the required sampling schedule. No further action is required at this time.
1 2017 Summary Report
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Compliance with the Terms and Conditions of the DWWP and MDWL The Treatment Group of Utilities Kingston, for the Township of South Frontenac, operates and maintains the Sydenham Water Treatment Plant (WTP) and complies with the terms and conditions of the Drinking Water Works Permit (DWWP) and Municipal Drinking Water Licence (MDWL) issued for the WTP. The Underground Infrastructure Department and the Treatment Group of Utilities Kingston operate and maintain the associated distribution system and storage facilities. Staffing is maintained at levels to ensure adequate numbers of trained and licensed personnel are available for proper operations during emergency or upset conditions, vacation/sick relief, or to deal with equipment breakdown. Quality management systems, contingency plans and operations manuals are established and are located in the appropriate facilities and available to appropriate staff. A quality management system (QMS) for the Township of South Frontenac’s drinking water supply systems has been developed and implemented by Utilities Kingston management and staff to ensure the continued safety and security of the community’s drinking water by meeting or exceeding the requirements of all relevant legislation and regulations, and the Drinking Water Quality Management Standard. Operations manuals include information necessary for the day to day operations and maintenance of the WTP and distribution system as well as information that may not be regularly used but that might be required to be accessed quickly for various purposes. Contingency plans include information that may be required for proper operation of the WTP or distribution system during emergency or upset conditions, and contain items such as emergency plans and contact lists, alternate materials supply sources and notification lists. The operations strategy of Utilities Kingston includes: ensuring that permits and approvals are in place, that efficient maintenance and operations ensures the quality of water supplied to its customers meets or exceeds the minimum requirements as set out in the Safe Drinking Water act, and that permissible flow rates are not exceeded. The Township of South Frontenac, as a means of source water protection, considers the impact of decisions made within its authority on the drinking water supply source for the WTP. Flow measuring devices for measuring the amount of water taken from Sydenham Lake, and the amount of water supplied to the distribution system are calibrated annually by a third party. Accuracy in these measurements ensures that treatment chemicals are precisely applied and that flows do not exceed the capacity at which the WTP is designed to be effective. These flows are recorded to provide current and historical information which is used for operational decision making, and to allow both the public and the Ministry of the Environment and Climate Change (MOECC) the ability to review WTP operations. Water quality analyzers that monitor parameters such as chlorine residual and turbidity of critical process streams and of the water directed to the distribution system are alarm
2 2017 Summary Report
Page 6 of 120
equipped and are maintained in accordance with the manufacturer’s recommendations as well as the conditions of the DWWP and MDWL. Water sampling is conducted to the minimum requirements of schedule 13 of Ontario Regulation 170 03 of the Safe Drinking water Act. Raw water sampling is conducted to give operational staff information required to determine the level of treatment to make the water potable. In-plant process stream samples provide monitoring of treatment processes. Treated and distribution system sampling provides information regarding the quality of water delivered to customers. All of these samples are analyzed by either licensed staff or by laboratories accredited by the Standards Council of Canada through the Canadian Association for Environmental Analytical Laboratories. All sampling information, annual reports, and all other documentation required by the DWWP, DWML and regulations are available for public viewing on the Utilities Kingston website as well as at the Utilities Kingston and Township of South Frontenac offices. Residents of the village of Sydenham are encouraged to review this information, the availability of which is advertised through various local media.
Notifications of Adverse Water Quality Results Under Ontario Regulation 170 03, notifications are required for any instances where a sample result indicates that a parameter used to measure water quality exceeds a Maximum Acceptable Concentration (MAC). Once a notification is received from a laboratory, corrective action as dictated by the regulations is initiated in an effort to confirm the initial result. If confirmed, further action may be recommended by the Medical Officer of Health. If not confirmed, sampling will typically return to the normal schedule or depending on the parameter, Utilities Kingston may choose to increase the sampling frequency to more closely monitor the parameter for a period of time. There were NO incidents which required notification during this reporting period.
Summary of the Quantity of Water Supplied During the Reporting Period Listed in Table 3 following this report are the treated water flows for the Sydenham Water Treatment Plant for the year 2017. The typical Canadian average water usage per person is 250 – 350 litres per day (source: Environment Canada). Once all services to the water 3 2017 Summary Report
Page 7 of 120
distribution system are completed, an accurate calculation of water usage per person for the village of Sydenham can be calculated.
Summary of Flow Rate Exceedances There were no instances during this reporting period where daily total flows exceeded the maximum allowable flow rate of 1290 m3/d. Listed in Tables 1 & 2 following this report are the raw water flows (water taken from Sydenham Lake) for the Sydenham Water Treatment Plant for the year 2017.
Summary of Treatment Chemicals Used There are three treatment chemicals in use at this treatment plant. Sodium Hypochlorite is used for primary disinfection, XL1900 (Polyaluminum Chloride) used as the coagulant and Ammonium Sulphate combined with Sodium Hypochlorite to form chloramines for secondary chlorination for the WTP. Sodium Hypochlorite is dosed at the treatment plant at a rate which ensures that an adequate chlorine Contact Time (CT) value is maintained for the rate of flow. Average chlorine dosages for this treatment plant are approximately 4.50 mg/l. Ammonium Sulphate is added at an approximate rate of 4:1 ratio (chlorine/ammonia) to react with the free chlorine to form chloramines for secondary chlorination. An adequate chloramines residual is maintained at those points in the distribution system that are farthest from the point of entry of treated water to the system. Residuals are routinely measured in the distribution system and the treatment plant chlorine dosages are adjusted as required to meet the distribution system target residuals and the required CT values. Typically XL1900 (Polyaluminum Chloride) dosages for this treatment plant were in the range of 6 – 12 mg/l. This dosage is also adjusted to ensure efficiency in the coagulation process as various changes occur in the raw water. Changes are based on things such as filter head loss, pH, temperature, turbidity, and the aluminum residual in the treated water.
Summary
4 2017 Summary Report
Page 8 of 120
The Sydenham Water treatment Plant supplied water to residents of Sydenham at rates which allowed adequate treatment while not exceeding permitted flows. Water of good quality which is safe to drink was produced by the treatment plant during this reporting period. Further information is available for this system and is included in the annual reports which can be accessed from the Utilities Kingston Website at www.utilitieskingston.com or is available at the Township of South Frontenac offices. For further information about this report or any questions regarding accessibility contact James Patenaude at jpatenaude@utilitieskingston.com , or call 613-5461181 Ext 2 5 2 5
5 2017 Summary Report
Page 9 of 120
85 Lappan’s Lane P.O. Box 790 Kingston, Ontario K7L 4X7 (613) 546-1181
Sydenham Water Treatment Plant - Raw Water Flows 2017 Cubic meters per day Day
Jan
Feb
14 281 518 174 286 518 45 347 526 154 310 518 170 294 554 518 72 335 518 48 311 521 198 286 530 174 261 518 179 322 518
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total Avg. Day Production
Average Min Max
Mar
Apr
545 360 307 352 298 439 197 518 405 74 504 495
241 320 518 206 242 518 404 65 518 323 289 534 107 306 518 519 24 378 538 220 273 452 510
518 84 306 519 234 437 542 494 46 518 518 440 122 517 518 14 447 518 514 91 350 527 576 550 402 518 40 391 518 518
356 518 444 226 518 20 359 518 406 476 138 294 518 519 142 363 464 413
391 518 310 240
May
Jun
431 121 517 122 355 310
Jul
340 210
271 186 2 251 277
332 217 85 460 23 239 226
216 189 52 365 3
1 306 374 330 47 363 314
326 195
225 416
74 473
2 280 285
228 260 180 254 23
291 328
1 338 281
344 353
295 405
367 107 10 240 335 80
Dec
233
232 296
259 269
301 151
207 378
319 185
34 489 4
340 310
311 170
331 179
333 100 8
Nov
238 291
109 394
295 274 16 230 288
188 305
228 114
Oct
220 303
346 353
294 345
331 336
279 333
72 494 54
82 452
336 351
330 262
Sep
89
240 253
206 171 4 338 96
Aug
3 244 387
194 266
262 246
285 260
9 316 217
287 198 308 10
55 433
228 404
308 146
2 324 269 2 190 284 1 1
317 63
13 290 179 69 447
284 130
288 149
251
123 372
10,018
9,482
11,186
11,787
5,483
5,486
4,850
5,295
4,770
4,435
4,476
4,229
323 323 14 554
351 339
373 361
219 177
261 183
243 156
241 171
251 159
193 143
236 149
223 136
538
545
393 393 14 576
517
460
452
494
489
473
416
447
PTTW Amount
3
1,290 m /day
Yearly Average Average Day Production Yearly Min Yearly Max
Page 1 of 3
224 285 576
Yearly Total
81,497
Page 10 of 120
85 Lappan’s Lane P.O. Box 790 Kingston, Ontario K7L 4X7 (613) 546-1181
Sydenham Water Treatment Plant - Peak (Raw) Flows 2017 Litres per minute Day
Jan
361 456 459 468 454 451 441 474 480 107 474 446 444 493 489 448 425 482 453 433 458 525 507 476 499 459 477 454 446 457 542
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
Max
Feb
542
PTTW Amount or
Mar
495 455 458 449 451 444 445 448 453 447 454 453
449 470 451 445 448 451 446 473 456 457 468 514 451 461 453 450 371 469 483 503 457 446 457
508
1,344 litres/ minute 1,290 m 3 /day
May
443 436 464 445 478 459 493 507 470 447 441 467 448 450 451 364 457 453 532 435 467 492 506 506 453 475 444 457 449 461
473 464 462 447 479 371 472 455 455 459 414 462 467 480 451 452 508 471
463 455 442 448
514
Apr
532
Jun
447 447 442 439 468 443
486 444
450 419 458 452 424
464 455 477 453 441 462 479
478 434 479 442 466
486
Yearly Average Average Day Production Yearly Min Yearly Max
Page 2 of 3
323 559 466 468 447 466 426
467 462
489
559
559
472 457 411
483 506 402 447 362
537 411
467 474 445
472 407 464 484 495
537
487 400
489 404
483 419
478 441 468 475 457 413
Dec
402
557 461
468 399
475 412
489 441
453 418
476 410 341
475 447
485 413
462 425
470 441 490
Nov
478 389
485 417
461 422 465 458 415
473 427
491 437
Oct
477 210
471 422
457 429
461 472
472 439
Sep
475 413 354
454 427
455 439
487 437
Aug
440
467 445
463 451 497 497 444
497
Jul
526
481 401
472 398
468 477 400
480 400 457 345
477 397
526 451
455 467
450 484 401 470 476 399 477 456
446 356
487
473 450
473 421 461 445 430
470 395
482 391
474
495 396
557
Page 11 of 120
85 Lappan’s Lane P.O. Box 790 Kingston, Ontario K7L 4X7 (613) 546-1181
Sydenham Water Treatment Plant - Treated Water Flows 2017 Cubic meters per day Day
Jan
Feb
286 464 132 263 472 9 351 493 58 315 497 109 307 501 444 28 341 479
3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
313 490 105 285 494 82 270 494 102 319 455
21 22 23 24 25 26 27 28 29 30 31 Total Avg. Day Production
Average Min Max
Jun
324 124 496 80 357 241
Jul
318 150
258 145
281 243
302 255
231 322
12 18
366 96
336 162 62 383
318 99
304 95
81 394
313 38
309 206 200 212
248 281
283 175
288 173 246
311 77
228 294 36
236 257
286 211
313 244
342 286
375 46
182
190 12
200 243 110 230 2
274 217
216 313
325 121
226 341
86 371
246 290 230 55
Dec
256 218
317 219
307 123
327 118
336 45
Nov
231 220
111 333
224 224
162 257
216 87
204 263
349 278
286 222
320 210
272 274
Oct
58 16
264 284
266 238
294 215
85 472 3
86 356
237 117
236 136 67 317
Sep
252 196
330 131 90 369
347 33
Aug
40
236 174
215 126
443 449 476 49 348 488 529 480 325 473 15 391 489 480
356 500 305 408 94 299 472 447 96 340 457 356
396 483 156 228
May
445 73 320 500 152 390 496 359 62 481 478 360 145 467 450
349 471 350 209 481
374 494 120 297 418 423
20
Apr
440 294 313 295 291 378 193 496 363 55 455 416
174 319 473 139 247 470 324 77 488 240 284 474 32 314 466 419
1 2
Mar
287 92
275 125
261
119 330
8,958
8,329
9,979
10,613
4,838
4,496
4,218
4,468
3,187
3,770
3,837
3,817
309 289
320 297
344 322
366 354
220 156
225 150
234 136
223 144
199 106
209 122
213 128
225 123
501
494
500
529
496
472
342
371
341
394
MDWL Amount
3
1,290 m /day
369 Yearly Average Average Day Production Yearly Min Yearly Max
Page 3 of 3
366 194 269 529
Yearly Total
70,510
Economic Development #InFrontenac
Page 12 of 120
Frontenac Ambassadors • 121 Ambassadors • Our local business network • Hosted 2 Meetups (Sharbot Lake & Battersea)
Page 13 of 120
Frontenac Ambassador Satisfaction Has the program positively impacted your business?
Page 14 of 120
Frontenac Ambassador Satisfaction Has the program facilitated new relationships for you and your business?
Page 15 of 120
Frontenac Ambassador 2018 Initiatives • • • •
Success Stories Visitor Attraction Strategy Shop Local Campaign Connect Businesses to Resources for Success • Improve Municipal-Business relations
Page 16 of 120
#InFrontenac Brand Success
Getting attention….
Page 17 of 120
#InFrontenac Brand Success
Businesses hire, promote and collaborate via social media and hashtags
Page 18 of 120
#InFrontenac Brand Success
New Ambassadors continue to be welcomed and shared across the community
Page 19 of 120
#InFrontenac Brand Success
Tourism and (free) Print Media
Page 20 of 120
Economic Development Website • • • •
AV1
www.infrontenac.ca Shift to Content-Based Strategy – Success Stories Business Directory – Township Filters, Search Optimization Available Land & Buildings
Page 21 of 120
Slide 10 AV1
Townfolio? Alison Vandervelde, 28/02/2018
Page 22 of 120
AV2
Tourism • • • •
Land O’Lakes Tourist Association closing shop (December 2017) Regional Marketing & Visitor Attraction identified as a Frontenac Ambassador priority Accommodation Study approved by County Council (July 2017) Integrated Tourism with EcDev website: www.visitfrontenac.ca
Page 23 of 120
Slide 11 AV2
We have a much better understanding of RTO operations = more opportunities for our local businesses Alison Vandervelde, 28/02/2018
Page 24 of 120
Local Food & Agriculture • • • •
Collaborating with Frontenac CFDC on research and leadership in sector “Buy Local” campaigns to take place in 2018 #Spend10 Two stakeholder meetings in February to discuss local food supply chain Planning under way for “Farms in Frontenac” open barns event in 2018
Page 25 of 120
Canada Royal Milk (Feihe International) • • • •
Development on schedule to begin production mid-2019 Foundations, sewer, water installations completed 2017 Major (upward) construction to begin March/April 2018 Support your local Goat Dairy producers
Page 26 of 120
K&P Trail • • • •
3 km of trail remain for development between Tichborne and Sharbot Lake Wayfinding and Accessibility signage to be installed in 2018 Advice, collaboration and support from Township Public Works helpful Eastern Ontario Trails Alliance responsible for maintenance of trail in Spring, Summer, Fall
Page 27 of 120
K&P Trailhead - Verona • • • •
Great engagement: 100 at Open House, 250 responses Parking, shelter, washrooms, wayfinding signage among most requested amenities Seeking partnership with Verona Community Association for site maintenance Gaining input on draft design from Public Works, Accessibility Committee, etc
Page 28 of 120
Public Works Collaboration • • •
Input for Gateway Signage & Signage System Municipal Commuter Cycling Program Trail Development & Maintenance
Page 29 of 120
Contact Us R ic h a r d A lle n M a n a g er o f Ec o n o mi c D e ve l o p me nt r a l l e n @fron te na ccoun ty.ca ( 6 1 3 ) 5 4 8 - 9 40 0 e xt. 3 3 0 A lis o n Va n d e r ve ld e C o m m u ni ty D e ve l o p m ent O ffi c e r a va n d e rvel d e@fron ten acco unty.ca ( 6 1 3 ) 5 4 8 - 9 40 0 e xt. 3 3 1
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Township of South Frontenac Council Report Fire and Rescue Departmental Review Interim Report
Page 31 of 120
Submitted by: Acting Fire Chief Terry Gervais March 6th, 2018
Background Terry Gervais hired to be Acting Fire
Chief Assigned to the Acting Fire Chief is to conduct an assessment of the operations of the Fire Service
Page 32 of 120
Meetings To date meetings or interviews have been conducted with the following:
Page 33 of 120
CAO Treasurer Town Staff Deputy Chiefs Officers Individual Firefighters Area Fire Chiefs
The Department Dedicated Group of
Chiefs, Officers and Firefighters Committee to doing what they believe is right for their community Wiliness to move ahead towards one cohesive department Page 34 of 120
Legislative Requirements Legislative Requirements review is not
completed yet Driver Training Program up to date Ontario Fire Marshal reporting up to date Interim Initiative Meeting schedule with Joint Health & Safety Committee to review any outstanding issues Page 35 of 120
Department Operations Currently operating in 4 distinct silos Appears to be a lack of clear defined
chain of command and lines of authority Members or Associations acting on their own initiatives
Page 36 of 120
Department Operations Interim Initiative Several Meetings held with Deputies to increase
communications Deputy Chiefs assigned portfolios that are department wide New Lines of Authority and Chain of Command established or reaffirmed. Officer meeting held to inform them of the changes.
Page 37 of 120
Records Management Files are kept in both Hard Copy and
Electronic Filing is located in a number of locations Records being kept by firefighters in charge of programs Records Management System (FirePro) is underutilized. Page 38 of 120
Records Management Interim Initiative Working with Township staff to begin the process of
merging hard copy files with the Corporate filing system Training on FirePro RMS has been initiated Working with IT on Conductivity for stations
Page 39 of 120
Fire Chief Recruitment Process Position Posted February 9th, 2018 Posting Closed March 2nd, 2018 Interviews March 12th & 13th, 2018 2nd Interviews to be scheduled if required Approval of New Chief May 1st, 2018
Page 40 of 120
Fire Chief Requirements Should be experienced in all applicable
legislation Should be experience with managing volunteer firefighters Have strong management and administrative skills Page 41 of 120
Next Steps Strengths, Weakness, Opportunities and
Threat Analysis with Officers and Firefighters Final Report presented to Council May 1st, 2018
Page 42 of 120
Questions
Page 43 of 120
Page 44 of 120 Minutes of Council February, 20, 2018 Time: 6:00 PM Location: Council Chambers
Meeting # 5 Present: Mayor Ron Vandewal, Brad Barbeau, Pat Barr, John McDougall, Alan Revill, Norm Roberts, Mark Schjerning, Ron Sleeth, Ross Sutherland Staff: Wayne Orr, Chief Administrative Officer, Mark Segsworth, Public Works Manager, Angela Maddocks, Deputy Clerk. 1.
Call to Order
a)
Resolution Resolution No. 2018-05-01 Moved by Councillor Revill Seconded by Councillor Sutherland THAT the Council meeting of February 20, 2018 be called to order at 6:00 p.m. Carried
Declaration of pecuniary interest and the general nature thereof
a)
There were no declarations.
Approval of Agenda
a)
Resolution Resolution No. 2018-05-02 Moved by Councillor Sutherland Seconded by Councillor Revill THAT the agenda for the February 20, 2018 Council meeting be approved. Carried
Scheduled Closed Session
a)
Resolution - Move to Closed Session Resolution No. 2018-05-03 Moved by Councillor Revill Seconded by Councillor Sutherland THAT Council move into closed session to approve minutes of previous meetings and to discuss litigation. Carried
b)
Minutes of previous Closed Sessions
c)
Litigation
d)
Resolution Resolution No. 2018-05-05 Moved by Councillor Sleeth Seconded by Councillor Sutherland
Page 45 of 120 Minutes of Council February, 20, 2018 THAT Council move out of closed session. Carried 5.
***Recess - reconvene at 7:00 p.m. for Open Session
Rise & Report
a)
Ontario Municipal Board Decision on Case No. PL160674 A recorded vote was requested by Councillor Schjerning. Councillors Barbeau, Barr, McDougall and Revill voted in favour with the remaining Council members voting against thereby defeating the motion. Resolution No. 2018-05-06 Moved by Councillor Barbeau Seconded by Councillor Revill THAT the Council of the Township of South Frontenac hereby appeal the Ontario Municipal Board decision on Case No. PL160674 dated February 8, 2018 provided that the County of Frontenac pays all costs associated with the said appeal. Defeated
Public Meeting - n/a
Delegations -n/a
Approval of Minutes
a)
February 6, 2018 Council Meeting Resolution No. 2018-05-07 Moved by Councillor Sleeth Seconded by Councillor Sutherland THAT Council approves the minutes of the February 6, 2018 Council meeting and the February 13, 2018 Committee of the Whole meeting. Carried
b)
February 13, 2018 Committee of the Whole Meeting
Business Arising from the Minutes
a)
Approval of Noise Exemption for Desert Lake Resort Resolution No. 2018-05-08 Moved by Councillor Sleeth Seconded by Councillor Sutherland THAT Council grant an exemption to the Noise Bylaw to the Desert Lake Resort for: 4 events, to occur one evening on each of 2 Holiday weekends and 2 other non-holiday weekends in 2018 between the hours of 7:30 pm and 10:30 pm, for the purpose of amplified musical events subject to the dates being confirmed with the Township 3 weeks in advance. The campground owner is advised that failure to comply with the restrictions may impact approval for the following year. Carried
b)
Notice of Motion - Invasive Species Resolution No. 2018-05-09 Moved by Councillor Sutherland Seconded by Councillor Revill
Page 2 of 5
Page 46 of 120 Minutes of Council February, 20, 2018 Whereas a recent seminar at the CRCA led by the Ontario Invasive Plants Council argued that the most important action a municipality can take on invasive species is to have a strategy, Therefore, be it resolved that South Frontenac Public Works Department draft an Invasive Plant Management Strategy that is targeted, strategic and fiscally responsible. As well as a general approach the strategy will consider concrete actions that include, but are not limited to: •which species are of most concern, •prioritization of areas for action, •the use of public education, •the implementation of protocols on equipment cleaning for both Township equipment, contractors, other organizations and the public, •contact with the OFAH for their protocols on a “hit squad” to control hog weed, •replanting heavily infested areas, and •the use of some summer staff as Invasive Species Technicians, and Further be it resolved that if the Public Works Department does not have sufficient staff to develop the strategy in a timely manner, that they come back to Council with a proposal to contract the development of an Invasive Plant Management Strategy. Carried 11.
Reports Requiring Action
a)
Speed Limit Reduction on Rutledge Road See By-law 2018-14
b)
Tender No. PW-2018-06 - 3/4 Ton Dump Box Attachment Resolution No. 2018-05-10 Moved by Councillor Sleeth Seconded by Councillor Sutherland THAT Council approves the bid of Joe Johnson Equipment for the supply of Option B Dump Body in the amount of $31,802.72, including all applicable taxes. Carried
Committee Meeting Minutes
a)
Public Services Committee meeting held December 14, 2017
b)
Corporate Services Committee meeting held January 9, 2018 Resolution No. 2018-05-11 Moved by Councillor McDougall Seconded by Councillor Schjerning THAT Council receives for information the minutes of the following committee meetings: • Corporate Services Committee meeting held January 9, 2018 • Public Services Committee meeting held December 14, 2017 Carried
By-laws
a)
By-law 2018-14 - Speed Limit reduction on portion of Rutledge Rd Resolution No. 2018-05-12 Moved by Councillor Schjerning Seconded by Councillor McDougall THAT By-law 2018-14, be given first and second reading.
Page 3 of 5
Page 47 of 120 Minutes of Council February, 20, 2018 Carried Resolution No. 2018-05-13 Moved by Councillor McDougall Seconded by Councillor Schjerning THAT By-law 2018-14, being a by-law to amend By-law 2000-01, as amended, to reduce the speed limit on a portion of Rutledge Road, be given third reading, signed and sealed. Carried 14.
Reports for Information
a)
Cancellation of March 13, 2018 Committee of the Whole
b)
Update on Social Media
c)
OMB Ruling - By-law 2016-36 Councillor Sutherland asked if the amount could be broken down into the costs associated with the appeal. Councillor Schjerning questioned the process of moving forward given the ruling and its implications. Staff were directed to develop a fact sheet that identifies a consistent approach and message for residents.
d)
Accounts Payable and Payroll Listing
Information Items
a)
John Bonner, re: Desert Lake Resort Noise Exemption
b)
Greg & Paige Mills, re: Desert Lake Resort Noise By-law Exemption
c)
Gene Montgomery, re: Shooting Range at 3350 Scanlan Rd
d)
Beverly Montgomery, re: Shooting Range
e)
Martin & Kathy Thomas, re: Reasons to Refuse Shooting Range
f)
Steve Saunders,re: Withdrawal of Request for Letter of No Objection - Private Shooting Range
Notice of Motions - n/a
Announcements/Statements by Councillors
a)
Councillor Revill provided an update on highlights of the FCM Conference noting the broader scope and high quality of speakers specifically.
b)
Councillor Sleeth asked for an update on the Benacres kennel issue.
c)
Councillor Schjerning expressed thanks to the recreation and public works staff for a well organized and well attended Family Day at the arena. Mayor Vandewal was impressed with the politeness of the children and the appreciative comments for the Family Day event.
Page 4 of 5
Page 48 of 120 Minutes of Council February, 20, 2018 d)
Councillor Barr reminded Council of the Bedford Historical Open House on February 24 at 10:30 am at Glendower Hall.
Question of Clarity (from the public on outcome of agenda items) - n/a
Closed Session - n/a
Confirmatory By-law
a)
By-law 2018-15 Resolution No. 2018-05-14 Moved by Councillor Schjerning Seconded by Councillor McDougall THAT By-law 2018-15, being a by-law to confirm generally previous actions of the Council of the Corporation of the Township of South Frontenac, be given first and second reading this 20 day of February, 2018. Carried Resolution No. 2018-05-15 Moved by Councillor Roberts Seconded by Deputy Mayor Barr THAT By-law 2018-15, being a by-law to confirm generally previous actions of the Council of the Township of South Frontenac, be given third reading, signed and sealed this 20 day of February 2018. Carried
Adjournment
a)
Resolution Resolution No. 2018-05-16 Moved by Deputy Mayor Barr Seconded by Councillor Roberts THAT the Council meeting of February 20, 2018 be adjourned at 7:30 p.m. Carried
Ron Vandewal, Mayor
Wayne Orr, Chief Administrative Officer
Page 5 of 5
Page 49 of 120
REPORT TO COUNCIL CLERK’S DEPARTMENT
AGENDA DATE:
March 6, 2018
SUBJECT:
OMB Costs
RECOMMENDATION: For Information BACKGROUND: In a report dated February 20, Council was informed of the total costs associated with this matter. Over 2016 and 2017 this equalled $41,567 in legal services and $4,897 for other contracted services bringing the total to $46,464. Staff have been asked to further break these numbers down: Preparation for and actual hearing (April / May)
$20,109
Witness preparation and attendance (April / May)
$ 4,897
Advice to staff, Council and preparation for initial hearing date (2016 / March 2017)
$21,458
TOTAL
$46,464
Staff time is difficult to estimate. Including passage of the Bylaw, the matter came before Council / Committee of the Whole in open session seven times. Each with a report prepared and presented. The hearing was two full days of staff time plus preparation time. Time spent addressing inquires and discussions with the public and members of Council is not tracked. FINANCIAL/STAFFING IMPLICATIONS: n/a ATTACHMENTS: None
Submitted/approved by:
Prepared by:
Wayne Orr
Wayne Orr
Our strength is our community.
Page 50 of 120
REPORT TO COUNCIL PUBLIC WORKS DEPARTMENT
AGENDA DATE:
March 6th, 2018
SUBJECT:
Tender No. PW-2018-01 for Tandem Dump Truck
RECOMMENDATION: That Council approve the submission from Tallman Truck Centre, for Tender PW2018-01, tandem dump truck complete with Snowplow Equipment, in the amount of $264,575.42, including HST. This price includes the base submission of $257,474.50 and the alternative snowplow controller for an additional $7,100.92. BACKGROUND: The Public Works Department budgeted for One (1) 2019 Tandem Dump Truck and a tender was sent out. This tender was advertised on the internet, and in the local paper. This tender closed on February 14, 2018 and three bids were received. The results, in ascending order, are as follows: Supplier
Total (Incl. HST)
Tallman Truck Centre
$257,474.50
International
Surgenor Truck Group
$260,031.00
Mack
Surgenor Truck Group
$260,819.82
Volvo
The price submitted this year from all vendors reflects the fact that the Municipality is utilizing an existing dump box from a truck that was sold last year. This box was purchased several years ago for roughly $30,000 as the existing box that was on the truck previously was in poor shape. This box was determined to still be in good shape and thus was retained. It should also be noted that historically the Municipality referenced a single vendor solely as the controller system in Tandem Dump Trucks for snowplow equipment operations. Other vendors have indicated interest in quoting their controllers that would provide the same functionality. We received bids for a controller operated through on-board compressed air system in addition to the traditional hydraulic systems. Although this air system is cheaper, it is less than ideal for our application as moisture can form in the lines, causing the controller to malfunction. We evaluated other hydraulic systems and recommend the Cirus controller system complete with Sauer Danfoss Joystick control and valves. The cost of this system is an additional $7,100.92, inclusive of HST. The submission of the lowest bidder, Tallman Truck Centre, has been evaluated for completeness and accuracy. Tallman Truck Centre is a reputable supplier of trucks who has provided equipment to the Township in the past. Their submission is for One (1) 2019 International HV613 Tandem. For these reasons, and also because their price was $2,556.50 lower than the bid from Surgenor Truck Group, the Public Works Department recommends that council approve the submission from Tallman Truck Centre, for Tender PW-
Our strength is our community.
Page 51 of 120
REPORT TO COUNCIL PUBLIC WORKS DEPARTMENT 2018-01, tandem dump truck complete with Snowplow Equipment, in the amount of $264,575.42, including HST FINANCIAL/STAFFING IMPLICATIONS: An amount of $250,000.00 was approved in the 2018 Capital Budget for this purchase. The cost of the tandem dump truck, complete with the alternate controller system, inclusive of the Non-Rebatable HST amounts to $238,258.36. Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng. Public Works Manager
David Holliday Area Supervisor
Our strength is our community.
Page 52 of 120
REPORT TO COUNCIL PUBLIC WORKS
AGENDA DATE: SUBJECT:
March 6, 2018
PW-2018-12 – Accessible Entrance and Upgrade to Steps; Glendower Hall
RECOMMENDATION That Council accept the bid from Ubcon Construction in the amount of $73, 563.00, including HST, for the accessibility upgrades to the entrance and steps at Glendower Hall and that the budget shortfall be funded from the Parkland Reserve Fund. BACKGROUND After tendering this project in December, 2017, it was decided to re-tender in the spring as to avoid costs associated with heating the concrete during the winter months. Tender PR-2018-12 closed February 28, 2018 for the Installation of an Accessible Entrance and Upgrades to Steps at the Glendower Hall. Six (6) bids were received and are listed below. CONTRACTOR Ubcon Construction
Price Including HST $ 73,563.00
Skelly General Contracting
$ 76,840.00
Kepler Bell Contracting
$ 82,987.20
Anglin Group
$ 86,897.00
Donaldson Construction
$ 108,480.00
Wemp & Smith Construction
$ 128,820.00
Ubcon Construction is a reputable contractor and currently provides services to the Township. It should be noted that the low bid is more than $10,000 less than the low bid received in December, 2017. FINANCIAL IMPLICATIONS In the 2016 Capital Budget $40,000.00 was approved for this project. Engineering design costs of $1,882.56 have since been spent, leaving a remaining budget of $38,117.44. After consulting with the Treasurer, the Parkland Reserve Fund holds sufficient funds to complete this project. The Townships cost, factoring in the non-rebatable portion of the HST is $66,245.76.
Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng. Public Works Manager
Jamie Brash Supervisor, Facilities/Solid Waste
Our strength is our community.
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REPORT TO COUNCIL TREASURY DEPARTMENT
AGENDA DATE:
March 6th, 2018
SUBJECT:
2017 Draft Financials
RECOMMENDATION: THAT $92,536 resulting from capital overages in roads construction be charged to the unallocated 2017 capacity line. AND THAT the remaining balance of $106,633 of the 2017 unallocated capacity line be reallocated to the roadway maintenance operating line, which will result in an overall Township operating surplus of $5,965. BACKGROUND: Attached are the year to date financials to December 31st with a comparison to the total 2017 budget. This includes the majority of the anticipated year end adjusting entries to be presented for audit. The financials have been separated under two reports to reflect operating versus capital. The combined overall operating budget ends with a deficit of $100,668. Further background on some budget lines include: •
•
•
•
•
Fire was over budget a net of 26,529. Expenditures were above budget by 44,322 primarily driven by fuel costs and equipment maintenance, however revenues were greater than anticipated as a result of higher than budgeted insurance billings. The ministry was late in processing Policing year end reconciliations for 2015 and 2016, resulting in a 28,953 charge that was offset by a transfer from the policing wage stabilization reserve. Under Conservation Authorities, the levy from Quinte Conservation was over budget as was previously reported in the quarterly financials to Council. Building Department was under budget as a result of significant staffing shortages, however the balance is transferred to the building stabilization reserve. Roadway maintenance was over budget by 222,172 as broken down in the chart below.
Activity
Overhead/Safety & Signage/Road Patrol/Street Lights/Crossing Guards Patrol Yards Structures Roadside Maintenance Hardtop Maintenance Loosetop Maintenance Total
Budget Variance -197,132 24,368 50,345 95,484 47,295 201,812 222,172
The Public Works Manager reports that staff are trying to balance and respond to the challenge of Global Climate Change. In 2017 the Township Our strength is our community.
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REPORT TO COUNCIL TREASURY DEPARTMENT experienced 3 - One in one hundred year rainfall events that drove costs significantly higher than budgeted with washouts and the resulting work generated. It is recommended that these issues be the subject of more indepth discussions at a later date.
•
•
•
•
•
It is acknowledged by Public Works staff that they have to do a better job of keeping Council updated on unexpected changes and the budgetary impacts. One approach may be to review financials with the Public Works Services Committee at seasonal intervals. Public Works staff note that they expressed concerns that the reductions implemented to reduce the Draft 2017 Budget would create the potential for budget overruns Under transportation, a line called reserve transfers has been added to separate it from roadway maintenance. This line reflects unbudgeted transfers to reserves related to the trade-in/sale of equipment. Winter Control Expenses are over budget by $426,158. Winter Control is budgeted on a 5 year rolling average and has a dedicated reserve to smooth out yearly fluctuations. A transaction of 420,503 has been processed on this reserve bringing its remaining balance at the end of 2017 to zero. Approximately 300,000 of the overage can be attributed to winter sand and salt with purchases 48% higher than prior year as well as the 5 year average. Public Works staff have confirmed that minimal stock remained at the end of the year. Solid Waste Management looks over budget by 164,463 which is driven from KARC expenses, truck rentals for garbage pickup as well as the export of garbage. However, under revenues; we also received additional revenues from KARC which partially offset the expenses. Further we also received additional provincial funding for recycling compared to what had been budgeted. Both additional revenues total 171,000, leaving a net surplus of $6,537 Parks, Recreation and Cemeteries is over budget however, the majority of the variance can be attributed to the Point and has been funded as per Council approval. Cemeteries were $26,946 under budget. Planning and Development are over budget due to legal expenses as previously reported.
Capital expenditures were predominately under budget except for road construction which was over budget by $92,536. The roads construction budget currently has an unallocated capacity line with a remaining value $199,169 which was initially planned to be carried over to 2018. It is now recommended that this budget line be expended in 2017 to fund the roads construction overage of $92,536 and that the remaining $106,663 be reallocated to fund the overall operating deficit. Alternatively Council could choose to keep the $106,663 in reserves and direct that the equivalent of $106,663 in services and construction be cut from the 2018 budget to make up the shortfall. In either case, staff will be made aware that these funds will not be available in 2018. Any anticipated adjustment to the scope of work being carried out or any expenditures beyond approved budgets will be brought forward to Council for approval. An amount of $4,522,011 is being carried over to the 2018 Capital budget with a surplus of $130,735 remaining for 2017. The expenses from this surplus were primarily funded from various reserves and these funds will remain within their original reserves.
Our strength is our community.
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REPORT TO COUNCIL TREASURY DEPARTMENT
ATTACHMENTS: Draft 2017 Operating financials Draft 2017 Capital financials Approved by:
Prepared by:
Wayne Orr
Louise Fragnito
Our strength is our community.
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TOWNSHIP OF SOUTH FRONTENAC For the Twelve Months Ending December-31-17
2017 Year Budget
2017 YTD Actuals
18,774,258 1,031,169 705,577 1,654,600 14,000 251,000 360,000 5,500 2,065 178,660 0 22,976,828
OPERATING 18,733,239 1,163,050 836,902 1,796,750 11,824 246,974 380,932 21,249 68,809 89,241 420,503 23,769,473
(41,019) 131,881 131,325 142,150 (2,176) (4,026) 20,932 15,749 66,744 (89,419) 420,503 792,645
3,695,647
3,614,759
(80,888)
1,382,940 3,022,718 0 220,392 116,367 1,951 500,256 0
1,427,261 3,005,625 28,953 234,463 94,808 630 344,479 176,928
44,322 (17,093) 28,953 14,071 (21,559) (1,321) (155,776) 176,928
3,983,319 0 1,912,992
4,205,491 15,266 0 2,339,150
222,172 15,266 0 426,158
236,620 135,222 2,283,978 761,862 422,171 18,676,433 (4,300,395)
230,407 141,435 2,448,441 798,623 463,026 19,569,746 (4,199,727)
(6,213) 6,213 164,463 36,761 40,855 893,313 100,668
REVENUE Property Taxation User Charges Licenses, Permits and Rents Government Grants Grants from Other Municipalities Investment Income Penalties and Interest on taxes Donations Other Transfer from Reserves/Reserve Funds Transfer from Winter Control Reserve Total Revenues
YTD Actual vs YTD Budget Variance
OPERATING EXPENSE General Government Protection to Persons and Property Fire Police Police prior year reconciliations Conservation Authorities Protective Inspections and Control Emergency Measures Building Department Building - Year end Transfer to Reserve Transportation Services Roadway Maintenance Reserve transfer - Trade in Revenue Capital Projects Winter Control Environmental Services Water System Water - Year end Transfer to Reserve Solid Waste Management Parks, Recreation and Cemeteries Planning and Development Total Expenses TOTAL
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2017 CAPITAL BUDGET ACTUAL EXPENDITURE
BUDGETED EXPENDITURE
VARIANCE
COMMENTS
GENERAL GOVERNMENT Corporate Services Carried Forward from 2016 Asset Management customizations/document update
0
10,000
-10,000 Carryover 2018
New Projects Great Plains - Customer Self Serve Module / e-send Total
26,112
26,112
40,000 50,000
-13,888 Carryover 2018 -23,888
28,354 28,354
35,000 35,000
-6,646 -6,646
0 45,074
35,000 45,000
-35,000 Carryover 2018 74
0 59,085
-35,000 Carryover 2018 -915 -7,000 Carryover 2018 -350,000 Carryover 2018 -427,841
PROTECTIVE SERVICES Building Carried Forward from 2016 Pick up Truck/SUV (replacing 2007) Sub-total Fire Carried Forward from 2016 Replacement extrication equipment - Station 4 1/2 ton truck - Replace 2003-Unit 27 New Projects New-Commercial bunker gear washer/dryer-Station 8 New Recruits - Pagers/Gear X 30 Thermal Imaging Camera Pumper Replacement - 1991 GMC Sub-total
104,159
35,000 60,000 7,000 350,000 532,000
Total
132,513
567,000
-434,487
3,341
2,454
887
8,566
10,000
-1,434
TRANSPORTATION DEPARTMENT Carried Forward from 2015 Keeley- Paint Booth Conversion to service bay Salt Shed doors Carried Forward from 2016
Radio Communication (Fire and PW)
++ Street Lights - New LED Installation Bedford Patrol Yard Improvements Picadilly Patrol Yard Decommissioning Storrington Salt Storage & Site works Keeley Patrol yard - Generator replacement Linear Asset Construction New Projects Bedford Patrol yard - Fire Seperation Keeley Patrol yard - Garage Door replacements Keeley Patrol yard - Front power gate Keeley Admin - Finalize renovations Portland Yard - New Overhead doors & operators Half ton - 4 X 4 - Replace FT-51 3/4 ton 4 X 4 with Plow/Sander-replace FT-02 Bulldozer - replace FT-92 and BT-92 Wood Chipper - replace FT-85 Truck Scanner Box Paver for Tandem Inverary Intersection - Traffic Signals - Back up solar ++ Tett Park Streetlight(s)
Linear Asset Construction-Villages/Local Roads/Arterial Roads
Linear Construction - Capacity Total SYDENHAM WATER Water Tower Total ENVIRONMENTAL SERVICES Sanitation-Disposal Attendant Building Establish Transfer Station Sub-total Total
9,820 106,707
300,000 6,886 16,000 10,000 89,684 60,000 630,405
21,141
5,000 30,000
3,388
35,000
-300,000 Carryover 2018 -6,886 Carryover 2018 -16,000 -180 17,023 -60,000 Carryover 2018 -630,405 Carryover 2018 -5,000 -8,859
9,667 864
35,000 15,000 35,000 60,000 120,000 60,000 7,500 6,000 12,000 10,000
-31,612 Carryover 2018 -35,000 Carryover 2018 -1,186 1,247 -1,455 -120,000 4,866 -7,500 -6,000 -2,333 -9,136 Carryover 2018
3,465,774
5,300,831
-1,835,057 Carryover 2018
0
199,169
-199,169
3,802,739
7,055,929
-3,253,190
0
20,000 20,000
-20,000 Carryover 2018 -20,000
18,724 0
20,000 25,000
-1,276 -25,000 Carryover 2018
18,724 18,724
45,000 65,000
-26,276 -46,276
13,814 36,247 58,545 64,866
Reallocated to operating & capital
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2017 CAPITAL BUDGET ACTUAL EXPENDITURE
BUDGETED EXPENDITURE
VARIANCE
COMMENTS
TOWNSHIP FACILITIES MANAGEMENT Carried Forward from 2013 Asbestos Assessment Building Condition Assessment Energy Audit Carried Forward from 2014 OPP Building -Garage Floor Drains New Hall-Perth Rd- Station 6 (Land/ Architect)
29,521
43,875
-14,354
33,734 458
40,266 32,500
-6,532 -32,042 Carryover 2018
20,000
-20,000 Carryover 2018
118,233
118,233
Bradshaw- Station 1 paving - per study
8,000
-8,000 Carryover 2018 -5,984 Carryover 2018
Wash Curtains (Stn 5 & 8)
6,016
12,000
Verona-Station 3 repairs as per study
5,000
5,000
Carried Forward from 2015 Facilty Signage New Hall - Perth Road-Station 6
966,534
0
0
17,786
-17,786 Carryover 2018
1,491,363
-524,829 Carryover 2018
10,000
-10,000 Carryover 2018
Carried Forward from 2016 Paving - Station 7 New Projects Verona Medical - Lighting and Flooring upgrade
5,563
5,000
563
OPP - suppression system
61,382
61,382
0
Windows/insulation - Station 5
25,000
25,000
1,251,441
1,890,405
0 -638,964
Total RECREATION Carried Forward from 2013 Recreation buildings - re-keying Carried Forward from 2015 Museum - Window Replacement Carried Forward from 2016 Storrington Centre - Roof top unit guards/sliding partion
wall/new kitchen shuttle door/covered walkway Fermoy Hall - Building upgrades, well, paint insulation,
- septic system
- Glendower Hall - Front Step Replacement
11,000 8,000 11,041
20,000
-8,959 Carryover 2018
3,094
30,000
-26,906 Carryover 2018
1,883 10,888 48,678
40,000 19,000 10,000 57,074
-38,117 Carryover 2018 -19,000 888 -8,396
0
333,333
-333,333 Carryover 2018
174,534
155,000
19,534 Carryover 2018
2,168 305
10,000 5,000 20,000
-7,832 -4,695 -20,000 Carryover 2018
Battersea Ball Park - New Playground Equipment
28,488
30,000
Tett Park - Swing Set Replacement Centennial Park - Portable Soccer Nets Township boat docks Museum - Furnace
3,047 8,053 10,954
5,000 6,500 10,000 4,293
-1,512 -1,953 1,553 954 -4,293
303,133
774,200
-471,067
5,534,662
10,402,534
-4,867,872
Centennial Park - Upper Ball Diamond Repair Sydenham Library - rear deck Boat Launch upgrades (Buck Lake & Knowlton) New Projects Storrington Centre - accessible washrooms, update
septic, parking lot improvements, retrofitting, kitchen
update, space reconfiguration Point Park- accessible pathway, washroom & building upgrades, reconstruct tennis court for multi-use, replace play structure Wilmer Ball Park - Repair Retaining Wall Wilmer Ball Park - Install New Fence Wash/Changerooms
Total TOTALS
Require follow up report/plan to Council re: streetlight new installation & Tett Park (upset limit 10,000 for one light) Canada 150 application not successful - scope of work still to be approved by Council
2016 Project on hold pending follow up report to, and approval from Council
++
-11,000 Carryover 2018 0 -8,000 0
Page 59 of 120
REPORT TO COUNCIL CLERK’S DEPARTMENT
AGENDA DATE:
March 6, 2018
SUBJECT:
Comments on proposed Fire Regulations
RECOMMENDATION: THAT Council direct staff to comment on the three DRAFT regulations under the Fire Protection and Prevention Act; AND THAT such comment reflect the comments and concerns raised by Acting Fire Chief Gervais as outlined in his response to the following:
- Mandatory Certification and Training for Firefighters
- Community Risk Assessments by Municipalities and
- Public Reporting Fire Regulation BACKGROUND: AMO circulated a MEMO on January 30 and a Policy Update on February 20 with regard to three proposed regulations as it relates to the Fire Service. Acting Fire Chief Terry Gervais has reviewed and commented on both documents. His comments can be found in the two attachments. Note sections that are boxed and in RED. The Acting Fire Chief will be in attendance on March 6 to address questions from Council. Comments are due on the Regulation as outlined in the AMO papers by March 11 and 18 respectively.
FINANCIAL/STAFFING IMPLICATIONS: n/a ATTACHMENTS: None
Submitted/approved by:
Prepared by:
Wayne Orr
Wayne Orr
Our strength is our community.
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AMO MEMO
January 30, 2018
Draft MCSCS Regulations on Mandatory Certification and Training for Firefighters and Community Risk Assessments by Municipalities- Briefing Note ISSUE: On January 25, 2018, The Ministry of Community Safety and Correctional Services (MCSCS) released draft regulations under the Fire Protection and Prevention Act (FPPA) regarding:
- Mandatory Certification and Training for Firefighters; and
- Community Risk Assessments by Municipalities. Responses to these draft regulations are due March 11, 2018. The draft regulation on Public Reporting on Fire Responses by Municipalities has not been shared for review or consultation. We understand that it is to be released shortly and will also be due March 11, 2018. This briefing note has been prepared to assist AMO members in the development of their municipal responses to the draft MCSCS fire regulations. Please work with your Fire Chief and fire services to develop a comprehensive response for your municipality. BACKGROUND: WHAT: •
•
•
In January 2017, the MCSCS established an advisory Fire Safety Technical Table (the Table) as part of a mandate commitment to provide recommendations to modernize fire service delivery. The Table consists of MCSCS and Ontario Fire Marshal (OFM) executive and staff, the Ontario Professional Fire Fighters Association, the Toronto Fire Fighters Association, the Ontario Fire Chiefs Association (OAFC), Fire Chiefs from full-time, composite and volunteer services, Toronto Fire Services, and for the municipal government perspective- an AMO staff member and a lower tier CAO representative. The Table was established to review new and emerging challenges in fire safety with a view to identifying opportunities to enhance delivery in Ontario, such as: o Firefighter training and professionalism (e.g., identification of specialized knowledge requirements and core competencies); o Public education and prevention measures, including community risk assessments;
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• •
o Provincial standards for fire services, such as fire service dispatch; and o Public reporting of fire service data. It must be emphasized that the Table has only been advisory. MCSCS, as informed by the Table, will develop recommendations for the MCSCS Minister’s final approval. Municipal governments under the FPPA are required to: Municipal responsibilities 2. (1) Every municipality shall, (a) establish a program in the municipality which must include public education with respect to fire safety and certain components of fire prevention; and (b) provide such other fire protection services as it determines may be necessary in accordance with its needs and circumstances. Methods of providing services (2) In discharging its responsibilities under subsection (1), a municipality shall, (a) appoint a community fire safety officer or a community fire safety team; or (b) establish a fire department
WHY: •
•
•
•
•
•
The Fire Safety Technical Table was established to address public safety and firefighter safety gaps identified by the Coroner’s Inquests over the last several years. The Table has had active discussions on modernizing fire standards for firefighters’ training and certification, community risk assessment, and public reporting on fire responses. Third party training for technical rescues, such as the tragic ice-training incident in SW Ontario that was the subject of a 2017 Coroner’s inquest, is not addressed in these draft regulations. There appears to be a past informal agreement made around 2012 between MCSCS, OFM, the OAFC, and fire services that Ontario would use the National Fire Protection Association (NFPA) standards going forward. Neither AMO nor its members were part of this discussion or decision. The National Fire Protection Association is a United States trade association, with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments. One of the most notable features about NFPA’s code development process is that it is open and consensus-based. That means anybody can participate in the
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development of these important documents. More than 9,000 volunteer committee members with a wide range of professional expertise periodically review all NFPA codes and standards. THE REGULATIONS:
- The draft Mandatory Certification and Training for Firefighters and Other Persons Providing Fire Protection Services includes: •
Every municipality, and in unorganized areas where the Province is responsible for certification and training, must make sure that its fire service is responsible for compliance. Fundamentally this is a good approach. The fire service over the last 50 years has went through a number of different types of programs that ranged from really no standards to the province of Ontario Standards to what we have now with NFPA. The problem with the old provincial standard is just that it was just for the province of Ontario. The rest of North American, other then maybe one other province was on NFPA. By adopting a recognized standard that was North American wide allowed departments the ability to have firefighters train in other provinces or even on-line. The issue with this was the OFMEM still kept their control and made changes or additions to some of the standards and in many cases you can only be certified with their approved test. Not recognizing tests from other provinces or the states makes it tough for departments to look at other areas to complete the certifications. My opinion we should recognize any NFPA certification from anywhere in North America.
•
Mandatory certification is to occur for those firefighters who are performing the fire protection service: fire suppression exterior and interior attack (if provided), pump operations, fire suppression supervision, fire public education, fire prevention, fire instruction, fire dispatch, fire investigation, technical rescue, and hazardous materials to respective NFPA standards. This certification is pretty much what we would have to do but of course not all of them are applicable. We do not do technical rescue, haz mat or dispatch. Fire Suppression, pump operations & fire public education are what the majority of our firefighters would need. Our Officers would also be expected to have fire supervision and fire instruction. As far as Fire Prevention and Fire Investigations go that would be the Chief for the most part or a separate FTE or maybe contract it out. Existing firefighters can be grandfathered if they can demonstrate that they have met the standard by an alternate/previous means. Grandfathering requirements are outlined in a Fire Marshal guideline (link is below). Fire chiefs are responsible for
•
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ensuring that their Firefighters have achieved the standard by courses/exams or alternate means. From what I found out we did grandfather everyone to NFPA Firefighter Level 1, and applicable officers were grandfathered to Instructor 1 and/or Fire Officer Level 2. This is not too bad. At the time we probably could have completed Firefighter Level 2, and maybe even Fire Supervision. The grandfathering this time might be a little more stringent then the last which means for the Chief to sign off, he will have to make sure that they have all the proper documentation which I’m not sure we have. We might be able to develop challenge type of testing to ensure the Municipality is protected if we sign someone off. The problem for South Frontenac is this is unachievable with just a Chief. As well once South Frontenac did grandfather the firefighters we didn’t start switching our training program over to the NFPA for the most part so we are behind. •
It is proposed that these standards are to be achieved by January 1, 2019 except for the following that come into force on January 1, 2020 – fire inspection, fire instruction, fire dispatch, fire investigation, hazardous materials, and technical rescue. The timelines are just not doable. What this really means is that we would have from April to December to complete this. This is not realistic. In Quebec when they brought in the firefighter standards I believe that the window was 5 years to achieve. While it might not take five years, it is reasonable to think it can be done. This program for South Frontenac will be a complete change in the way you do business. As you know currently every area is doing something different with no accountability or direction including our recruit program. There is a lot of work to be done and it will take virtually a couple of years. Just re-vamping the new recruit program is a 6 month to a 1 year program.
•
Fire dispatch certification currently is only for fire services who do dispatch themselves. It does not include 3rd party dispatch at this time. Not applicable for us.
•
The OFM is updating its educational offerings and approach so that all required courses and exams can be accessed online 24/7 in 2018 free of charge. Practical exams will still need to be done in person under the direction of a certified fire instructor in each area of competence. Not trying to be cynical but this is typical OFMEM. It is in the process of updating to on-line. They have history of implementing programs but not providing the support for them to departments. Once again if the timeline was the end of the year and this does not get up and running to the middle of the summer it would leave only 6 months for us to have access to that. The other issue is that on-line training is good but it is not for everyone and presently we do not have enough good conductivity at the stations.
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Analysis: •
•
•
• •
•
Although a complete gap analysis of firefighters who meet the NFPA standards and/or can be grandfathered was requested throughout this exercise and MCSCS surveys were attempted, the full impact of the mandatory training and certification regulation will not be known until the regulation is consulted on and/or goes into force. We understand that under the proposed mandatory training and certification regulation, the minimum certification/training requirements for five categories will be for new hires only as of January 1, 2019 (for Suppression Firefighters (external/interior); Pump Operators; Fire Officers; and Fire Educators). The draft regulation requires only those firefighters, in the five categories noted above, hired after January 1, 2019 to be certified. However, there is concern that municipal governments will still have a significant risk of potential liability if they simply follow the proposed regulatory approach being suggested – grandfather those that can be and make sure that any new hires are certified at the specific NFPA level. o The magnitude of the number of fire service staff who will be able to be grandfathered is unknown. o If municipal fire services do not make sure that everyone is certified to the new mandatory standard for all categories of fire operations, there remains a great liability risk if anything unfortunate occurs. o Stated more clearly, no municipality is likely to want to state in a Coroner’s inquest or legal suit that a firefighter was not certified to the standard despite the provisions in the regulation without indemnification from the province. o This is a Catch-22 for municipal fire services. Municipalities essentially will need to make sure everyone is trained and certificated to the certification standard for all firefighters in the service despite the go-forward approach in the regulation. o Although there is protection from personal liability and indemnification provisions in the FPPA (see s. 74, 75, 76), it is only for those working in fire services (municipal or provincial) and not for municipal corporations. It will be helpful to municipal fire services that the Fire College curriculum and testing will all be online for 2018 free of charge. That said, municipalities will still have unfunded staff costs for those who need to take the training and for the required testing to achieve certification. This will result in staff time costs for these required training hours. Municipalities may not have provided for the now needed training costs in their 2018 budget. We understand that MCSCS will consider if there is provincial funding available for implementation of this regulation, once final, however no decisions have been made to date.
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•
• •
•
•
•
It has been said at the Table that there has been significant training over the years to these standards so this should reduce the risk exposure. This needs to be validated. It should be noted that not all these proposed standards can be grandfathered – only those identified in the January 2014 OFM communique can be grandfathered. Fire inspectors, Fire instructors, Fire Investigators, Technical Rescue, Fire Dispatchers and Hazardous Materials Personnel cannot be grandfathered. So as per the draft regulation, those currently employed or appointed in fire departments must all be certified by January 1, 2020. In rural and northern Ontario, there are many other non-fire services that provide fire dispatch services for the fire services (e.g. consolidated fire dispatch that does many departments’ dispatch, police dispatch, answering services, taxi dispatch). The full extent of different types of fire dispatch and where it occurs is not known at this time by MCSCS or OFM. Only fire services that do their own dispatch will be captured by this draft regulation; however, MCSCS is looking to include other fire dispatch service providers in a future regulation. Properly trained fire dispatchers is a critical area of public safety that will be pursued by the Province as inquests have, or will, identify this as a current vulnerability for the public. During this draft regulation consultation, municipal fire services will need to identify clearly how achievable the mandatory certification will be for all identified positions and the additional training costs that will be necessary. The value of any additional training (number of staff per position, training time needed and associated costs) should be outlined in your response.
- The draft Community Risk Assessment by Municipalities includes: •
• • •
The process to identify, analyze, evaluate and prioritize public safety risks to inform the municipal decision-making on the provision of fire protection services, fire safety education and fire prevention programs as required by the FPPA. This risk assessment must be done within five years of the regulation coming into force and at then each year thereafter. The draft regulation outlines the mandatory profiles of community attributes that must be considered in the development of the risk assessment. A copy of the Community Risk Assessment must done in the form as set out by the OFM and be filed with them once completed.
Analysis:
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•
• • •
The Table did work well to get the draft Community Risk Assessment regulation as balanced and flexible as possible – and that the assessment is focused on the needs and circumstances of each community. We understand that this standardization is similar to the voluntary simplified risk assessment from the OFM that municipalities have been using to date. We understand that the OFM will be providing support and assistance for small rural and northern municipalities in completing these Community Risk Assessments. As municipal councils have up to five years to implement this regulation, a change in the date of the regulation coming into force does not need to be requested. Overall this does not look too bad and should be achievable. It is really something that should be done anyways. It is now mandatory to do a Simplified Risk Assessment so this is a extension of this. There would however be a time commitment for the new Fire Chief.
COMMENTARY: • • • •
•
•
The nature of the magnitude of how many firefighters need to be trained, certified and/or grandfathered is not known by the OFM. The full nature of the risk or financial exposure for municipal governments and their fire services is not known at this time from these draft FPPA regulations. To date, no additional provincial funding has been offered by the Province to help manage the costs of mandatory training and certification. There is no commitment from MCSCS/provincial government to provide municipal governments with protection from litigation as part of the entire package surrounding these regulations as discussed by the Table as a quid pro quo for mandatory certification. The Province of Quebec government provided this protection to local governments in a similar mandatory training and certification situation. Municipal governments will have the on-going pressure to determine the level and nature of fire services in their communities through these regulations. The level of fire services is a local decision under the FPPA (s. 2(1), 2(2)) as only fire safety education and fire prevention programs that must be provided by each municipal government. 2018 is a municipal election year. As consistent with prudent planning and municipal election legislation, all municipal councils need to assume that as of July 2018 they may have a Lame Duck period. Given this and that the proposed draft regulation is to come into force by January 1, 2019, there may not be enough time before July 2018 or at the initial council meeting on or after December 1st, 2018, to make decisions (e.g. training funding) to ensure full implementation of the Mandatory Training and Certification regulation. For this reason, a later effective date is needed.
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Suggested Recommendations for Municipal Responses: •
•
•
That the provincial government provides liability indemnification for all municipal governments who comply with these new regulations at least 12 months before the training and certification regulation comes into force. o If they do not provide this liability indemnification, it will be necessary for the province to provide the new funding that would be required to train and certify all firefighters to achieve the standards before the mandatory training and certification regulation comes into force. Municipal fire services will need to identify clearly how achievable the mandatory certification will be and the additional training costs that will be necessary. The value of any additional training (both time and costs) should be outlined in your response. o If the province does not provide liability indemnification, MCSCS should make the required training funding available to municipal fire services for all the identified NFPA professional qualifications at least at least 12 months before the training and certification regulation comes into force o If the province does provide liability indemnification to accompany these regulations, the province should provide sufficient funding to municipalities to cover the new training and certification costs for those designated positions at least at least 12 months before the training and certification regulation comes into force for those positions. o If sufficient provincial funding is not provided to municipal governments, the province will be knowingly creating a new unfunded mandate on municipalities. That the Mandatory Training and Certification regulation not come into force until at least July 1, 2019, preferably January 1, 2020, to allow municipal councils and their fire services to make all the necessary training funding decisions. It will also enable the provincial government to provide the necessary funding for training and liability indemnification 12 months prior to the regulations coming into force.
Overall the exposure for the Municipality is financial, logistics and the burden on the Volunteer Firefighters. Financially there is everything from the costs of study material in the form of books at $50.00 per person (not everyone can do on-line), the cost of upgrading the internet infrastructure in the Fire Stations, but most importantly the cost of running the program. For the Township this means another Full Time Equivalent (FTE) that for the most part, at first would just get this program together. There is no doubt the FTE would do other things but I think they would be committed to solely re-doing the program including the recruit program for some time. Of course there is a cost for the volunteer’s firefighters as well. Some of the time could be allocated to regular training nights however there would be additional time for training of instructors, practical testing etc. If this is spread out over 5 years this would have an impact on the budget however
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might not be as bad. However if this was expected in a year or two a quick look would add double or triple costs to the budget. The unforeseen cost in all of this is the viability of keeping the volunteer firefighter. If we don’t allow time to complete this, we will lose good people because they just don’t have the time. In addition the new recruits will be asked to commit more time before we even give them a pager. Funding from the province is essential to accomplish this as well. Grant money earmark for NFPA training is something that they should be providing for this. From my perspective South Frontenac should be against the standard for firefighters however our issue is the timelines and the financial cost. This issue was started in 2012 and unfortunately many departments including South Frontenac didn’t get on it fully back then, rather they just did what they had to versus planning for the future. Fire Departments all knew this was coming. Notwithstanding that this is a large task and the AMO paper is right I wouldn’t want to be the Municipality who doesn’t get on board. It is doable but not on the current budget or the timelines the Ministry wants.
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AMO Policy Update
February 20, 2018
Public Reporting Fire Regulation Posted for Municipal Comments On February 16th the Ministry of Community Safety and Correctional Services (MCSCS) released the proposed Public Reporting for Fire Department Response Times Regulation under the Fire Protection and Prevention Act, 1997 (FPPA). With this latest posting, MCSCS is looking for comments on this draft regulation in addition to the other proposed two regulations that were posted for comment on January 30, 2018: • •
Mandatory Training and Certification for Firefighters; and Community Risk Assessments.
The deadline for the January 30 postings is March 11, while comments on the draft Public Reporting regulation are due on March 18, 2018. We encourage all municipal councils with fire services to work with your Fire Chief and fire services to develop a comprehensive response for your municipality on all three regulations. What does the Public Reporting Regulation say? •
•
•
•
• •
As of January 1, 2020, public reporting on fire responses will be required according to a series of reporting criteria, depending on the type of fire service the department provides (e.g. full-time/“non-volunteer”, composite or volunteer). The proposed reporting standards are based on the National Fire Protection Association (NFPA), a United States trade association, with some international members, that creates and maintains private, copyrighted standards and codes for usage and adoption by local governments. The NFPA 1710 standard is for full-time fire services and the NFPA 1720 standard is for volunteer fire services. Composite fire services by their nature will need to use both standards in separate zones under the service where appropriate. Response time calculations for each fire department will be supplied by the Office of the Fire Marshal and Emergency Management, unless departments have sufficient resources to do the calculations internally. Fire departments will have to submit their public report to the Fire Marshal within six (6) months after receiving their calculation. Before it is submitted to the Fire Marshal, the fire department will be required to give the public report to their local municipal council, or each municipality in the group of municipalities if fire protection services are provided.
It is suggested that municipal responses to the draft Public Reporting regulation focus on:
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Fundamentally if passed this will take out of the hands of Council the ability to set their own levels of service based on local needs and circumstances. NFPA 1720 certainly is a great guide for review when setting the levels of service, however it is US based and if you look at the makeup of the committee there are 22 primary members on the committee with only 1 representative from Canada who is from the Canadian Volunteer Fire Service Association which has very few, if any members in Ontario. There is also no member from a Council or Municipal government or the Ontario Association of Fire Chiefs that is a sitting member on the committee. Even if you could meet the standard it has a large financial price tag to it as well in order to meet the standard. The response standards talks about setting times and number of on-scene personal. What happens if you can’t meet these standards? The timelines again are very tight to even try and look at implementing this standard. Unlike the training standard there has not been any talk about using this as a standard in the province other than as a reference. Therefore we as a department have not been preparing for this. In addition, who is going to collect and analyze the date and develop recruitment and training programs in an effort to meet the standard? I think in your case the Fire Chief has enough on his plate. As with the training standards it is not a bad thing to have a council approved level of service standard set for your community based on the needs, circumstances and ability to pay. But that should be Councils decision. It is not clear on what would happen if the municipal council disagrees or raises concerns with the fire department’s public report on response times. This raises concerns with principles of good governance and accountability as the draft regulation has the fire department providing the public report to the Fire Marshal directly. •
It is not clear on what would happen if the municipal council disagrees or raises concerns with the fire department’s public report on response times. This raises concerns with principles of good governance and accountability as the draft regulation has the fire department providing the public report to the Fire Marshal directly.
•
It is problematic that a municipal council does not appear have a decision-making role in the proposed reporting process. There is concern on how the proposed regulation is drafted with respect to composite fire services:
•
o
o
As currently written, if a first emergency response unit doesn’t have a volunteer firefighter on it, the standard for the reporting would be for a fulltime service (1710). However a composite service may have the second, third and other units responding to the event to be composed of volunteers.
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o
•
This could have the effect of having those zones where it is primarily volunteers but with some full-time firefighters being categorized as a fulltime service for reporting which may not reflect the reality of the fire service and its composition.
It is critically important that this draft regulation does not establish service levels that are not required by the 1720 standard for a volunteer fire service or that zone of a composite fire services that is primarily volunteer: o o
o
The 1720 volunteer standard does not set out a defined numerical performance level. The 1720 standard is locally determined depending on the population, densities and distances to cover. Specifically the Schedule 2(1) 1 should not require a 90%, or any other defined performance level as response times depends on the population, densities and distances to cover.
As you can see, there are significant fiscal, risk management, timing and technical aspects that require local consideration and comment. Stay tuned for AMO’s comments on these three draft regulations in early March. To assist AMO members in the development of their municipal responses to the draft MCSCS fire regulations, refer to our January 30th AMO Briefing Note on Draft Regulations for an analysis of what the previously released two draft regulations may mean to your local governments. We appreciate the efforts of local governments to respond, as it is important that the province receives a full set of consultation responses that reflect the diversity of Ontario’s municipalities. Note for Clarification on Grandfathering: MCSCS recently advised that the opportunity to grandfather existing firefighters to NFPA standards will not be open to everyone if the regulations are approved, but rather only to those who were provided the opportunity previously (in 2014), and chose to not certify at that time as it was not mandatory. This is a shift from the previously understood position, so it is recommended that municipalities include a request for a more open approach to grandfathering all in responding to the draft mandatory certification regulation.
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REPORT TO COUNCIL CLERKS DEPARTMENT
AGENDA DATE: March 6, 2018 SUBJECT: Prince Charles Public School – Playground Equipment RECOMMENDATION That Council donate $1000.00 to Prince Charles Public School for their fundraising campaign to enhance their outdoor playground equipment fund.
BACKGROUND Council has received funding requests for new playground equipment at Loughborough Public School, Harrowsmith Public, School and Perth Road Public School and donated $1000.00 to each of their fundraising campaign for new playground equipment. The attached correspondence has been received from Alison Williams, School Advisory Chair, at Prince Charles Public School with a request for financial assistance to help with their fundraising efforts for enhance their outdoor playground equipment fund.
ATTACHMENTS Correspondence from Alison Williams, School Advisory Chair, Prince Charles Public School
Submitted/approved by:
Angela Maddocks Deputy Clerk
Our strength is our community.
Peter Mouncey, principal April lanni, Office Coonjlnator Suzanne Ruttan, Tnjstee httD://Drio. cechaftes. lFmBstorte. pfl, q||
Box 100, 6875 Hwy 38,
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Verona, Ontario
KOH2WO
VW WfUW
(6131374-2003
http9 ://tuiNter. com/PiGtiariesJ. DSB
February 26, 2018
Mayor Ron Vandewal Township of South Frontenac 4432 George St. Sydenham, ON KOH 2TO
Dear MayorVandewaland the Township of South Frontenac Council,
My name is Alison Williams, and I am the SAG Chair at Prince Charles Public School in Verona. The Parent Council has been working diligently on our outdoor playground equipment fund for over two years now. We have been reising funds through as many fundraisingmeans as possible. Asyou are aware, funds pravided bythe Limestone District School Board and the province do not include playground replacements, so we have been raisingthe funds 1()0% by the school community.
At this time, we would like to approach and ask the Township of South Frontenac if they would consider helping and
supporting our student body in the form ofa donation to help us enhance our outdoor equipment fund. Any contribution would be appreciated.
On behalf of Prince Charles Public School and the deserving student body, I wish to thank you in advance for considering our request. Please do not hesitate to contact us at ali32 kiwiOhotmail. com or at the school at 613-3742003 if you have any questions or require additional information. Sincerely,
(dlij i^u^o^ Alison Williams Prince Charles Public School
School Advisory Chair
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INFORMATION REPORT TO COUNCIL PUBLIC WORKS
AGENDA DATE: SUBJECT:
March 6, 2018
PW-2018-08 – Storrington Centre Renvoations
RECOMMENDATION For information only BACKGROUND Tender PR-2018-08 closed February 28, 2018 for the renovations at the Storrington Centre. Four (4) bids were received and are listed below. The Anglin Group are currently completing construction of the new Fire Hall on Perth Road. CONTRACTOR The Anglin Group
Price excluding HST $ 201,069.00
David J. Cupido Construction
$208,000.00
Robert J. Bourgon & Associates
$ 241,640.75
Wemp & Smith Construction
$ 259,000.00
Prices do not include HST Through delegated authority, The Anglin Groups’ bid has been accepted to complete the Storrington Centre Renovations. FINANCIAL IMPLICATIONS There is an approved amount of $333,000 in the 2018 Capital Budget for renovations at the Storrington Centre.
Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng. Public Works Manager
Jamie Brash Supervisor, Facilities/Solid Waste
Our strength is our community.
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INFORMATION REPORT TO COUNCIL PUBLIC WORKS DEPARTMENT
AGENDA DATE:
March 6th, 2018
SUBJECT:
Tender No. PW-2018-10 for Fire Hall Site Works
RECOMMENDATION: For information only BACKGROUND: The Public Works Department budgeted for Site Works at the new Fire Hall No.6 in Perth Road Village and a tender was sent out. This tender was advertised on the internet, and in the local paper. This tender closed on February 28, 2018 and twelve bids were received. The results, in ascending order, are as follows: Supplier
Total (Incl. HST)
Kiley Paving Ltd.
$197,625.70
Bricaza Corporation
$198,463.03
Anglin Group Ltd.
$220,436.23
O. Bettschen Construction Ltd.
$224,985.54
Crains Construction Ltd.
$227,826.08
Dig’N Dirt Ltd.
$236,333.82
Aarde Construction Ltd.
$242,975.05
Wemp and Smith Construction Ltd.
$257,848.08
K. Mulrooney Trucking Ltd.
$282,348.05
Dedicated Construction and Excavation
$289,224.60
Morven Construction Ltd.
$335,856.45
CSL Group Ltd.
$427,488.89
The submission of the low bidder has been evaluated and was found to be accurate and complete. Kiley Paving Ltd. is a reputable contractor who has provided site works and paving services to the Township in the past. For these reasons, and also because their tendered price was $837.33 lower than the bid from Bricaza Corporation, the Public Works Department has awarded the tender, through delegated authority, to Kiley Paving Ltd., for $197,625.70, including HST. FINANCIAL/STAFFING IMPLICATIONS: An Amount of $250,000.00 was approved in the 2018 Capital Budget for the site works at the new Fire Hall No.6 in Perth Road Village. For this tender, with the
Our strength is our community.
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INFORMATION REPORT TO COUNCIL PUBLIC WORKS DEPARTMENT Non-Rebatable HST component included, the townships cost will be $177,968.06.
Submitted/approved by:
Prepared by:
Mark Segsworth, P. Eng. Public Works Manager
David Holliday Area Supervisor
Our strength is our community.
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REPORT TO COUNCIL FIRE SERVICES
AGENDA DATE:
March 6th, 2018
SUBJECT:
Status of Fire Service Interim Report
RECOMMENDATION: That Council Receive this Report for Information. BACKGROUND: With the Retirement of Fire Chief Rick Chesebrough the Municipality has contracted Terry Gervais to serve as the Acting Fire Chief in the interim until a new Fire Chief can be hired. Part of the duties assigned to the Acting Fire Chief are to also conduct an assessment on the operations of the Fire Service, ensure the department is meeting legislative requirements, develop a recruitment plan for the hiring of a new Fire Chief and provide Council with recommendations on a short-term plan for the department. Meetings with the following have been conducted to date: • • • • • • • • •
CAO Treasurer Deputy Fire Chiefs Captains Firefighters on Station Training Nights Health & Safety Committee Township Staff Area Fire Chiefs Individual Firefighters upon Request
Future Meeting are planned with: • •
Firefighters Ontario Fire Marshall & Emergency Management Field Officer
In addition to the meetings with staff, a tour of the Municipality and Stations has been completed and a review has been begun on current and past files. DISCUSSION: Legislative Requirements A full review of all Legislative requirements has not yet been completed, however at a first look it appears that things like reporting to the Office of the Fire Marshal and Emergency Management are being completed on time as well as compliance with the Driver Training Program. A closer look into the training records, inspection reports and Health & Safety compliance must be completed before recommendations can be made to Council. Interim Initiative A meeting has been scheduled with the Station’s Health and Safety Committee’s to review the structure of the committee as well as any outstanding issues.
Our strength is our community.
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REPORT TO COUNCIL FIRE SERVICES
Department Operations The initial review of the department has shown that it is operating in 4 distinct silos or operations. There are a number of reasons why this is happening, however two of the main ones are; an organizational structure based on previous pre-amalgamation boundaries and the demographics of the Municipalities. Other issues include the lack of clear lines of authority, following the chain of command and individual members or the Associations taking on initiatives on their own that may or may not have been approved, or fit within the department goals and objectives. Training is another area that has to date been very fragmented with no clear direction from management as to setting common standards to meet the applicable legislation. Interim Imitative Several meetings have been held with the Deputies to begin the discussions on how to increase communications throughout the entire department. In addition direction has been provided to the Deputies to begin making decisions based on the needs of the whole department versus their individual areas. The Deputy Chiefs have been assigned portfolios that they are responsible for department wide. Some portfolios require committees to assist the Deputies and they are to include firefighters from all stations or areas of the department. A meeting has been held with the Officers to begin the process of opening up communications among the Officers. Additionally, they have been informed of the new portfolios of the Deputy Chiefs and how the Chain of Command will work on a go forward basis for the department. Records Management The management of the department’s records is a cumbersome process or nonexistent. Hard copy filing is located in a number of locations including being kept with the Officers or Firefighters themselves. Electronic files are the same. There are many instances where files for inventory or training are being kept by the person in charge of the program. While it is positive that records are being kept they must be stored on the Municipality’s server to ensure retention and assess is proper. The Municipality has a Records Management System (RMS) that is being used by the Fire Service, Treasury and Building Departments. For the Fire Service assess to the program is limited to the Fire Chief and a couple of members. While the lack of training is one of the reasons for this one another bigger issue is conductivity at the Fire Stations and access to a computers. Interim Initiative For electronic filing a number of initiatives are taking place including providing training for staff who require access to the program, working with IT to review the RMS program and conductivity requirements and getting immediate access to those required to use the program. For hard copy filing; personnel and applicable departmental records are being moved to the Township Office to be corporately filed.
Our strength is our community.
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REPORT TO COUNCIL FIRE SERVICES
Fire Chief Recruitment Process The recruitment of a new Fire Chief process was developed in conjunction with the CAO and the HR/Legislative Compliance Officer. The posting date for the new Fire Chief was February 9th, 2018, with a closing date of March 2nd, 2018. Initial interviews are scheduled on March 12th and 13th and 2nd interviews will be scheduled as required. It is the expectation to have a new Fire Chief approved and in place by May 1st, 2018. With the initial assessment of the requirements of the Municipality and the department it is recommended that the New Fire Chief be experienced and educated on applicable legislation including the Fire Protection and Prevention Act, the Ontario Health and Safety Act, the management of a Volunteer Fire Service and have a strong administrative skill set. While it is imperative that the new Fire Chief has a good understanding of firefighting strategy and tactics and be able to support the Deputies, Officers and Firefighters on the scene it is more important to have someone who can do the administrative side of the positon. Today’s Fire Service requires Fire Chiefs to spend the majority of their time meeting the needs of the Province, the community, the Municipality and the firefighters. As well they are tasked with ensuring the department is meeting the Fire Protection and Prevention Act, other applicable Legislation and Health & Safety requirements. Conclusion The preliminary review of the department has shown that the Deputies, Officers and Firefighters are very dedicated to providing excellent service to their communities; however as with any organization they need direction, guidance, support and accountability. Additionally, barriers must be broke down that will move the department ahead as one cohesive unit that provide the appropriate level of service to all residents of the Municipality. The final report for Council will provide more in-depth details into all areas of the Fire Department, including making initial recommendations to Council on the organization structure, staffing levels, resource deployment and the overall operations. FINANCIAL/STAFFING IMPLICATIONS: None at this time ATTACHMENTS: None
Submitted/approved by:
Prepared by:
Terry Gervais, Acting Fire Chief
Terry Gervais, Acting Fire Chief
Our strength is our community.
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REPORT TO COUNCIL TREASURY DEPARTMENT
AGENDA DATE:
March 6th, 2018
SUBJECT:
2017 Statement of Remuneration and Expenses Paid to Council Members
RECOMMENDATION: This report is for information only BACKGROUND: The Municipal Act, 284 (1), states that the treasurer of a municipality shall in each year on or before March 31 provide to the council of the municipality an itemized statement on remuneration and expenses paid in the previous year to “each member of council in respect of his or her services as a member of the council or any other body, including a local board, to which the member has been appointed by council or on which the member holds office by virtue of being a member of council”. The Municipal Act also states that the statement will identify the by-law under which the remuneration or expenses were authorized to be paid and that, despite the Municipal Freedom of Information and Protection of Privacy Act, this statement is a public record. Remuneration is paid based on by-law 2007-15, “A By-Law to Provide for the Remuneration for Members of Council”. Council remuneration was reviewed and updated under resolution 2014-01-6 (Council report attached) The breakdown of Remuneration and Expenses paid to Council Members for the Year Ended December 31, 2017 is provided below. Payments under “Other” consist primarily of communication and travel expenses. The communication allowance is paid at the same time as the honorarium at a rate of $50 per month. Brad Barbeau Meetings Honorarium Conference Per Diem Mileage Other Total John McDougall Meetings Honorarium Conference Per Diem Mileage Other Total Norman Roberts Meetings Honorarium Conference Per Diem Mileage Other Total
1,050.00 11,662.43 0.00 108.90 561.34 13,382.67
3,650.00 12,466.68 750.00 1,778.15 778.38 19,423.21
2,375.00 14,457.46 1,000.00 1,367.90 1,154.52 20,354.88
Patricia Barr Meetings Honorarium Conference Per Diem Mileage Other Total Alan Revill Meetings Honorarium Conference Per Diem Mileage Other Total Mark Schjerning Meetings Honorarium Conference Per Diem Mileage Other Total
2,500.00 12,647.66 1,000.00 1,541.10 725.43 18,414.19
4,150.00 13,666.68 750.00 3,053.05 794.79 22,414.52
350.00 12,466.68 0.00 36.85 600.00 13,453.53
Our strength is our community.
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REPORT TO COUNCIL TREASURY DEPARTMENT
Ron Sleeth Meetings Honorarium Conference Per Diem Mileage Other Total Ron Vandewal Meetings Honorarium Conference Per Diem Mileage Other Total
1,750.00 12,466.68 0.00 800.25 600.00 15,616.93
Ross Sutherland Meetings Honorarium Conference Per Diem Mileage Other Total
1,650.00 12,466.68 500.00 1,216.60 600.00 16,433.28
0.00 27,990.19 2,200.00 2,783.55 1,595.17 34,568.91
In a report to Council in May 2017 (copy attached), the Federal budget, at that time, was proposing a change to how Council Compensation is taxed. This proposal has been passed and Council remuneration as of 2019 will be fully taxable Currently, 1/3 of the compensation is tax exempt. The chart below represents the 2018 compensation along with the 1/3 tax exemption. Position Mayor Deputy Mayor Councillor
Annual Salary 29,932 14,931 12,716
1/3 Exemption 9,796 4,977 4,238
ATTACHMENTS: 2014-01-6 Council Compensation Review Approved Recommendations 2017 Staff Report -Council remuneration tax exemption change Submitted/approved by:
Prepared by:
Louise Fragnito
Louise Fragnito
Our strength is our community.
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STAFF REPORT CLERKS DEPARTMENT
PREPARED FOR COUNCIL:
December 20, 2013
AGENDA DATE:
January 7, 2014
SUBJECT: Remuneration for Next Council
BACKGROUND: The last time that Council set the base honorarium paid to members of Council was 2007. At that time the base was established and future increases were tied to the percentage adjustments that were negotiated under the collective agreement. The 2013 base honorarium is: • Mayor $19,422.51 • Deputy Mayor $13,656.23 • Councillor $11,630.25 By-law 2007-15 also set the half day meeting rate at $50 and full day meeting rate at $150. These rates have not been adjusted since. There is a detailed listing of examples on what qualifies and what doesn’t qualify as a meeting. Council directed the CAO and Treasurer to form a Citizen led working group to research evaluate and make recommendations on the method and level of Council compensation for Council members elected in 2014. Supported by the Chief Administrative Officer and the Treasurer this working group was to provide direction on relative comparators, review survey data, compare the scope of the roles and responsibilities and develop and present recommendations for Council’s consideration. A three member group was recruited, with representatives from Bedford and Loughborough, representing both private and public experience with expertise in Human Resources and Senior Management. The group was provided with background information on the current compensation of Council, the policies around meetings and conferences as well as the 2012 overall compensation levels. The committee considered various comparator groups. One grouping considered was neighbours with whom South Frontenac shares a border excluding the City of Kingston. This included: • • •
Central Frontenac Tay Valley Leeds and Thousand Islands
• • •
Stone Mills Rideau Lakes Loyalist
The second grouping was the municipalities recommended by McDowell and Associates that were accepted by Council as the 2012 Pay Equity Comparators for non-union staff. This included:
Page 83 of 120
STAFF REPORT CLERKS DEPARTMENT • • • • •
Mississippi Mills Trent Hills South Stormont North Grenville Loyalist
• • • •
Leeds and thousand Islands Elizabethtown-Kitley Smith-Ennismore-Lakefield Springwater
While comparators with a population between 10,000 and 20,000 were seen as appropriate this was narrowed down to the 5 municipalities that were larger than South Frontenac and the 5 smaller. This group included: • • • • •
Kenora Russell West Nipissing North Grenville St. Clair
• • • • •
Pelham Loyalist Bracebridge Petawawa Port Hope
It is worth noting that Loyalist Township falls within each of the three comparator groups. It is both a neighbour, close in size and an adopted pay equity comparator. The primary differences lie in the lack of seasonal population, the diversification of the tax base and the expanded services offered. North Grenville falls within two of the comparator groups. It is both close in size and is an adopted pay equity comparator. In developing the survey the committee recommended that base line information be obtained on the following factors: • • • • •
Population Households Size of Council Operating budget Roll based assessment
• • •
Percentage of assessment that is residential Significance of seasonal population Services offered including water, sewage, garbage, independent police
In addition compensation data was obtained including: • •
Annual compensation for Mayor, Deputy Mayor and Councillor Group benefits
• • •
Mileage polices Meeting fees Conference per diems
Overall twenty one (21) unique municipalities were identified as potential comparators and each was sent a survey. After following up, responses were received from 15. After reviewing the survey responses and the appropriateness and reasonableness of the various comparators, the committee determined that the pay equity comparators be used as the basis for it’s recommendation. The pay equity comparators were adopted by Council for the non-union staff group based on the recommendations of McDowell and Associates. In their report they stated: Market comparators were selected having regard to the following criteria: • Municipalities of comparable size (population/household); • Municipalities with similar employment markets (geographic location); • Municipalities providing equivalent scope, or “like” services; • Municipalities with similar population/households with urban/rural mix; and • Municipalities with similar seasonal influx.
Page 84 of 120
STAFF REPORT CLERKS DEPARTMENT A summary of the survey results for the comparator group is attached. ANALYSIS: From the majority of survey responses received, members of Council generally do not receive additional compensation for attendance at committee meetings therefore the committee recommends that the structure of the Mayor’s compensation be changed to an all-encompassing honorarium with no provision for additional meeting expenses. It is recommended that the current honorarium for the Mayor be increased from $19,422.51 to $28,816 including meeting fees to match the average honorarium of the pay equity comparators. In our analysis we have estimated meeting fees based on 2012 at $3,600. This brings the Mayor’s projected remuneration to $23,023 for 2013. See attached breakdown of remuneration and expenses for 2012 for the Mayor, Deputy Mayor and Councillors. The proposed change represents an increase of $5,793 (~25%). In an effort to be fiscally responsible this increase is to be phased in over a four year period representing approximately 6% increase per year as follows: Effective Dec 1, 2014 $24,471.25 Dec 1, 2015 $25,919.50 Dec 1, 2016 $27,367.75 Dec 1, 2017 $28,816.00 In South Frontenac there is no defined role for the Deputy Mayor beyond serving as a Councillor and chairing Council meetings in the Mayor’s absence. Other responsibilities are upon request of the Mayor and are currently compensated as additional meetings. With this limited role the committee recommends that the current honorarium and structure of the Deputy Mayor’s compensation remains unchanged at $13,656.23 plus meeting fees. When considering the 2012 meeting fees of $3,600 in addition to the 2013 honorarium this equals a projected remuneration of $17,256 for 2013. The annual honorarium is above a Councillor and the meeting fees provides flexible compensation relative to the frequency of additional work associated with attendance on behalf of the Mayor The average honorarium for a Councillor in the pay equity comparator group is $15,843 with no meeting fees. The average annual remuneration for a South Frontenac Councillor based on the 2013 honorarium plus the average meeting fees for the 7 Councillors in 2012 is $15,887. The committee recommends that the current honorarium and structure for Councillor compensation remain unchanged at $11,630.25 plus meeting fees. This continues to offer flexible compensation for Councillors who more actively participate on committees. The attached breakdown of Councillor’s compensation reflects Councillor meeting fees for 2012. These meeting fees added to 2013 honorarium reflect compensation ranging from $14,230 to $17,880 based on the number of meetings attended. Pay equity comparators generally provide additional compensation to members of Council for attendance at full day conferences in addition to covering travel and accommodation. The committee recommends that honorariums for attendance at Conferences continue to be paid as per the existing policy for all members of Council. In order to avoid lagging behind and creating a greater gap to be addressed in the future and to be respectful of Council yet reflecting a commitment to township staff it is recommended that the method of adjusting the annual honorarium remains tied to the percentage change negotiated for unionized employee
Page 85 of 120
STAFF REPORT CLERKS DEPARTMENT RECOMMENDATION:
- The structure of the Mayor’s compensation is changed to an allencompassing annual honorarium with no provision for additional meeting fees.
- The Mayor’s annual honorarium to be set at $28,816. However in an effort to be fiscally responsible this is to be phased in as follows: Effective Dec 1, 2014 $24,471.25 Dec 1, 2015 $25,919.50 Dec 1, 2016 $27,367.75 Dec 1, 2017 $28,816.00
- The structure of the Deputy Mayor’s compensation remains an annual honorarium plus meeting fees.
- The Deputy Mayor’s annual honorarium remains at $13,656.
- The structure of a Councillor’s compensation remains an annual honorarium plus meeting fees.
- A Councillors annual honorarium remains at $11,630.
- The meeting fees remain unchanged at $50 for a half day meeting and $150 for a full day meeting.
- That an honorarium for attendance at Conferences continues to be paid as per the existing policy for all members of Council.
- The method of adjusting the annual honorarium remains tied to the percentage change negotiated for unionized employee.
Submitted/approved by:
Prepared by:
Christine Bell Lois Burrows Sandy Cameron
Wayne Orr, CAO
Page 86 of 120
STAFF REPORT CLERKS DEPARTMENT Council Compensation Results:
Region/County/District Municipality LEEDS & GRENVILLE COUNTY LEEDS & THOUSAND ISLANDS LANARK COUNTY MISSISSIPPI MILLS NORTHUMBERLAND COUNTY TRENT HILLS STORMONT, DUNDAS & GLENGARSOUTH STORMONT LEEDS & GRENVILLE COUNTY NORTH GRENVILLE LENNOX AND ADDINGTON LOYALIST PETERBOROUGH COUNTY SMITH-ENNISMORE-LAKEFIELD SIMCOE COUNTY SPRINGWATER
Honorarium Pop. Mayor 8743 18,132 11279 31,226 11739 29,805 11920 29300 14500 29,843 15629 28,935 17413 30,258 18679 33,026
Honorarium Deputy Honorarium Mayor Councillor 16,516 13,854 15,130 16,299 13,692 16500 14000 17,906 20,111 15,641 19,515 16,515 25,219 20,004
FRONTENAC COUNTY
TOWNSHIP OF SOUTH FRONTENAC
14807
19,423
13,656
11,630
sample size of 8 of 9
AVERAGE of PAY EQUITY
13,738
28,816
19,027
15,843
2012 Honorarium + meeting fees 1 2013 Honorarium + projected meeting fees2
22,623
16,975
15,648
23,023
17,256
15,887
NO DATA FROM: Leeds and Grenville County
Elizabethtown-Kitley
9631
1
Mayor and Deputy Mayor taken from attached 2012 breakdown of remuneration, Councillor amount equals honorarium + average of meeting fees for 7 Councillors
2
Mayor amount equals 2013 honorarium + 2012 meeting fees, Deputy Mayor amount equals 2013 honorarium + 2012 Deputy Mayor meeting fees, Councillor amount equals 2013 honorarium + 2012 average of meeting fees for 7 Councillors
1/2 day Full day mtgs 0/0 0/0 0/0 100 0/0 0/0 75/150 0/0 50/150
Page 87 of 120
STAFF REPORT CLERKS DEPARTMENT Prepared for Council:
April 15th, 2013
Agenda Date:
April 23rd, 2013
SUBJECT: Revised Statement of Remuneration and Expenses Paid to Council Members BACKGROUND: On March 26th, a statement of remuneration and expenses paid to Council members was presented for information. ANALYSIS: The statement of remuneration and expenses paid to Council members for the Year Ended December 31, 2012 has been revised below to adjust amounts presented in the “Other incl fax line/supplies” category. Gary Davison Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
3,600.00 19,023.03 2,950.00 2,637.90 1,320.54
John McDougall Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
3,600.00 13,375.35 950.00 2,264.70 255.73
Allan McPhail Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
5,550.00 11,391.03 450.00 1,331.00
Cam Naish Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
2,600.00 11,391.03 0.00 899.80
William Robinson Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
3,350.00 11,391.03 1,450.00 991.65 317.91
Del Stowe Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
3,300.00 11,391.03 1,000.00 3,520.16 652.13
Mark Tinlin Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
5,450.00 11,391.03 2,200.00 7,182.90 1,266.05
Ron Vandewal Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
6,250.00 11,391.03 1,450.00 1,893.65 998.55
Larry York Meetings Honorarium Conference Per Diem Mileage Other incl fax line/supplies
3,300.00 11,391.03 450.00 2,447.50 103.90
RECOMMENDATION: This report is for information only. Submitted/approved by:
Prepared by:
Louise Fragnito, Treasurer
Louise Fragnito, Treasurer
Page 88 of 120
REPORT TO COUNCIL Treasury Department
AGENDA DATE:
May 16, 2017
SUBJECT Council remuneration tax exemption change
RECOMMENDATION This report is for information only.
BACKGROUND On March 22, 2017, the Federal budget proposes changes to the non-taxable portion of Council Compensation. Currently, 1/3 of Council compensation is tax exempt, as of 2019, this tax exemption would be removed and Council compensation would be fully taxable. Below is the excerpt from the Federal Budget explaining the change:
The chart below represents the 2017 compensation along with the 1/3 tax exemption. Position Mayor Deputy Mayor Councillor
Annual Salary 27,915 14,638 12,467
1/3 Exemption 9,304 4,879 4,155
This change has not yet been finalized through the Federal Budget approval process.
ATTACHMENTS None Submitted/approved by:
Prepared by:
Louise Fragnito, Treasurer
Louise Fragnito, Treasurer
Our strength is our community.
Page 89 of 120
Payment Listing For the period of February 21, 2018 to March 6, 2018
Accounts Payable Payment Listing: For the period of February 21, 2018 to March 6, 2018
827,868.03
Pay date February 28, 2018
80,817.43
Payroll Payment Listing: Pay Period #5
For the period of February 11, 2018 to February 24, 2018 Council Honorarium
Pay date February 28, 2018
15,934.24
For the period of February 1, 2018 to February 28, 2018 $ Total Payments
RECOMMENDATION:
It is recommended that Council receive for information the listing of the Accounts Payable and Payroll for the period ending March 6, 2018 in the amount of
$
924,619.70
Submitted/approved by: Stephanie Kuca - Deputy Treasurer
924,619.70
System:
2018-03-01
User ID:
skuca
Ranges: Cheque Date:
Township of South Frontenac CHEQUE DISTRIBUTION REPORT
10:09:50 AM
From: 2018-02-21
To: 2018-03-06
Page:
1
Page 90 of 120
Distribution Types Included: PURCH, MISC
10 GG 0000 Gen Cheque EFT000000008896
Date
Inv #
2018-03-06 66240
Vendor
Description
THE FRONTENAC NEWS Ad-18/02/22
Total EFT000000008896
Total Gen
Amount $661.44 $661.44
$661.44
1000 Cheque 069272
Date
Inv #
2018-03-06 18/02/06
Total 069272 069279
2018-03-06
Vendor
KIDD ELECTRICAL & CONTRACTING Install 2X4 LED Fixture
Amount $152.64 $152.64
SNIDER, PERCY 18/01/01-48 18/01/13-02-2 18/01/31-10
Total 069279 EFT000000008905
Description
2018-03-06 2018-228
Total EFT000000008905 EFT000000008910 2018-03-06
Snow Plowing Snow Plowing Snow Plowing KINGSTON PLATE & WINDOW GLASS Panic Bar, Lever +Storm Handle
$152.64 $610.56 $457.92 $1,221.12 $1,215.01 $1,215.01
LONDRY ALARMS 192245
Total EFT000000008910 EFT000000008922 2018-03-06 19036676 Total EFT000000008922 EFT000000008926 2018-03-06
Add codes 34+35 SUPERIOR PROPANE INC. Propane
$40.70 $40.70 $1,783.22 $1,783.22
TRUE ELECTRIC 6827
Tree Triming
Total EFT000000008926
Total
$101.76 $101.76
$4,514.45
1100 Counc Cheque 069278
Date
Inv #
2018-03-06
Vendor
Description
THE ROYAL CANADIAN LEGION Ad-Military Serv. Recog. Book
Amount
Total 069278
$306.18 $306.18
Total Counc
$306.18
18/02/12
1250 Clk Cheque EFT000000008882
Date
Inv #
2018-03-06
Vendor
Description
21934
BAYRIDGE PRINTER PROS Toner
104358
PRINTFUSION INC. March 2018 Newsletters
3673 8693 8574
TROUSDALE’S FOODLAND Coffee+ Cream Food-Chief Retirement Cream
Total EFT000000008882 EFT000000008913 2018-03-06 Total EFT000000008913 EFT000000008924 2018-03-06
Total EFT000000008924
Total Clk
Amount $103.79 $103.79 $1,247.64 $1,247.64 $20.13 $67.77 $2.69 $90.59
$1,442.02
1275 Fin Cheque EFT000000008930
Date
Inv #
2018-03-06 43891
Vendor
Description
VERSUS BUSINESS FORMS & LABELS Tax Bill Envelopes
Total EFT000000008930
Total Fin
Amount $3,764.10 $3,764.10
$3,764.10
1300 Elec Cheque 069268
Date
Inv #
2018-03-06
Vendor
Description
Amount
DATA FIX 7352
Total 069268
Voter List Management Services
$4,070.40 $4,070.40
Total Elec
$4,070.40
Total GG
$14,758.59
20 PP&P 2100 Fire Cheque 069272
Date
Inv #
2018-03-06 18/02/06
Total 069272
Vendor
Description
KIDD ELECTRICAL & CONTRACTING LED wall pack
Amount $447.74 $447.74
System:
2018-03-01
User ID:
skuca
069277
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT
2018-03-06 20180043864 20180043166 20180043755
Total 069277 069279
2018-03-06
RECEIVER GENERAL RADIO LICENCES 2018 Radio Licence Renewal 2018 Radio Licence Renewal 2018 Radio Licence Renewal
2
Page 91 of 120 $451.00 $73.84 $5,147.44 $5,672.28
SNIDER, PERCY 18/01/24-46 18/01/08-16-2 18/01/15-25 18/01/31-14 18/01/16-33 18/01/31-12 18/01/01-50 18/01/16-32 18/01/31-09 18/01/03-14 18/01/13-42 18/01/15-27 18/01/24-11 18/01/31-01
Total 069279 EFT000000008878
Page:
2018-03-06
Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing
26543 26325
BOULTON SEPTIC/LARMON’S Snow Plowing Snow Plowing
1807
ANGLIN GROUP LTD Progress Draw #6
Total EFT000000008878 EFT000000008880 2018-03-06 Total EFT000000008880 EFT000000008883 2018-03-06
$407.04 $305.28 $101.76 $203.52 $915.84 $305.28 $152.64 $915.84 $305.28 $203.52 $305.28 $101.76 $305.28 $305.28 $4,833.60 $610.56 $101.76 $712.32 $223,610.55 $223,610.55
BFP INC 1991
Total EFT000000008883 EFT000000008884 2018-03-06
Extinguishers refilled
150215B 070218B 070218B
BOWES CARPENTRY Door+Frame btw Office+equip Closet around Electrical Panel Closet around Electrical Panel
18059
IMPACT PROPERTY SOLUTIONS Replace light fixture
KS22006 KS21954 KS21955 KS21990
KENWORTH ONTARIO - KINGSTON Safety+ Service Loose connection-Lights Safety+Service+Air Leak Air Leak
Total EFT000000008884 EFT000000008898 2018-03-06 Total EFT000000008898 EFT000000008902 2018-03-06
Total EFT000000008902 EFT000000008908 2018-03-06
$222.45 $222.45 $1,545.73 $897.52 $897.52 $3,340.77 $251.95 $251.95 $474.60 $193.41 $651.87 $370.93 $1,690.81
LEONARD FUELS 3935-856638 3935-860322 1057-860720 1057-866977 1057-855560 1057-864839 1057-859947 1057-858353 1057-862223
Total EFT000000008908 EFT000000008917 2018-03-06
384.3L @.934 530.0 L @.947 65.34 L @1.1407 40.04L @1.0611 471.7l @.947 415.0 l @.954 481.8 L @.950 513.1L @.938 500.0L @.939
32445
SELECT DOOR AND FRAME Welded Frame+Thrubolt
18988435
SUPERIOR PROPANE INC. Propane
78717 78072 78730
TROUSDALE’S HOME HARDWARE Flag pole rope Foam+Plywood+Lumber Lightbulbs
16296 16300
UNITY SOD FARM LTD. Snow Plow Murvale Creek
Total EFT000000008917 EFT000000008922 2018-03-06 Total EFT000000008922 EFT000000008925 2018-03-06
Total EFT000000008925 EFT000000008927 2018-03-06
Total EFT000000008927
Total Fire
$365.25 $510.74 $74.51 $42.42 $454.56 $402.88 $465.76 $489.77 $477.76 $3,283.65 $373.46 $373.46 $721.17 $721.17 $36.02 $169.63 $25.42 $231.07 $864.96 $1,037.95 $1,902.91
$247,294.73
2110 Cvc# Cheque EFT000000008918
Date
Inv #
2018-03-06
Vendor
Description
Amount
SIGNS PLUS 3023 3025
11X Civic Signs Civic Blade
Total EFT000000008918
Total Cvc#
$100.74 $9.16 $109.90
$109.90
2400 Police Cheque 069274
Date
Inv #
2018-03-06
Vendor
Description
MINISTER OF FINANCE-POLICE SERVICES 18/02 Policing Services
Amount
Total 069274
$252,857.64 $252,857.64
Total Police
$252,857.64
14090218105
System:
2018-03-01
User ID:
skuca
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT
Page:
3
Page 92 of 120
2605 Build Cheque EFT000000008897
Date
Inv #
2018-03-06
Vendor
Description
M095658
GRAND & TOY LIMITED Yellow Paper
42710
INDEPENDENT TELEPHONE SERVICES Voicemail Boxes 2228+2233
Total EFT000000008897 EFT000000008899 2018-03-06 Total EFT000000008899
Total Build
Amount $13.49 $13.49 $66.14 $66.14
$79.63
2620 Anml Ctl Cheque EFT000000008876
Date 2018-02-28
Total EFT000000008876 EFT000000008904 2018-03-06
Inv #
Vendor
Description
FRONTENAC MUNICIPAL LAW SF-AC-2018-FEBRUARY ANIMAL CONTROL 18/02 KINGSTON HUMANE SOCIETY SF_KHS POUND_18-1 18/01 Pound Services
Total EFT000000008904
Total Anml Ctl
Amount $3,256.19 $3,256.19 $136.58 $136.58
$3,392.77
2640 Bylaw enf Cheque EFT000000008876
Date 2018-02-28
Inv #
Vendor
Description
FRONTENAC MUNICIPAL LAW SF-P-2018-FEBRUARY PARKING BYLAW 18/02 SF-P-2018-FEBRUARY PARKING BYLAW 18/02
Total EFT000000008876
Total Bylaw enf
Amount $457.92 $634.98 $1,092.90
$1,092.90
Total PP&P
$504,827.57
30 Trans 3000 PW OH Cheque 069281
Date
Inv #
2018-03-06
Vendor
Amount
TROPHY HOUSE
Presentation Plaque R.L
3209 Total 069281 EFT000000008909
Description
2018-03-06 EPT001267
LOCAL AUTHORITY SERVICES LTD. 2018 Energy Planning Tool
Total EFT000000008909
Total PW OH
$50.88 $50.88 $254.40 $254.40
$305.28
3010 Cheque 069265
Total 069265 EFT000000008879
Date
Inv #
2018-03-06
Vendor
Description
138334 138838
ATKINSON HOME BUILDING CENTRE Baseboard, moulding etc. Electrical Plug
A0895151
ABELL PEST CONTROL INC. Pest Control
2018-03-06
Total EFT000000008879 EFT000000008888 2018-03-06
Amount $169.09 $8.13 $177.22 $66.71 $66.71
CINTAS 884131239 884131239 884133231 884133231 884133240 884133240
Total EFT000000008888 EFT000000008893 2018-03-06
Uniform Cleaning supplies Cleaning Supplies Uniform Uniform Cleaning Supplies
$27.68 $90.73 $22.80 $13.21 $25.30 $127.80 $307.52
New Push Button+ Repair Door#1
$727.58 $727.58
DRAPER DOORS 12093
Total EFT000000008893 EFT000000008897 2018-03-06 M082481
GRAND & TOY LIMITED Office Supplies
18059
IMPACT PROPERTY SOLUTIONS Replace light fixture
Total EFT000000008897 EFT000000008898 2018-03-06 Total EFT000000008898 EFT000000008903 2018-03-06
$203.05 $203.05 $251.96 $251.96
KILEY PAVING 17-3301-HB 17-3401R-HB 17-3401R-HB
Total EFT000000008903 EFT000000008908 2018-03-06
PAVEMENT REHABILITATION -HBACK RAP and Rejuvenator RAP and Rejuvenator
$13,356.35 $2,743.06 $8,229.20 $24,328.61
757.2L @.950 Lubes Lubes 871.9l @.948 932.7L @.948 1357.8L @.947 87L @1.0611 87.01L @1.0611 86.6L @1.0965 45L @1.0965 Lubes
$731.99 $22.56 $950.44 $841.11 $899.76 $1,308.47 $92.17 $92.17 $94.87 $49.29 $188.78
LEONARD FUELS 0646-857591 0363-860984 1056-865213 1058-858354 1058-861924 1058-853698 1058-864427 1058-857085 1058-857466 1058-857758 1058-857871
System:
2018-03-01
User ID:
skuca
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT 1058-858068 1058-858129 858899 1058-859554 1058-859899 1058-860369 1058-860625 1058-860971 1058-861082 1058-861270 1058-862075 1058-862609 1058-862830 1058-862992 1058-864204 1058-864293 1058-85458 1058-865660 1058-864915 1058-866475 1058-866927 1058-867364 4185-857592
Total EFT000000008908 EFT000000008916 2018-03-06
76 L @1.0965 77.01 L @ 1.0965 62.70L @1.0965 87.50 L @1.0965 77.51 L @1.0965 50.85 L @1.0965 Lubes 106.55L @1.0965 99.00 L @1.0965 87.00 L @ 1.0965 86.00 L @1.0965 104.51 L@1.0611 Lubes 66.72 L @1.0611 83.30 L @1.0611 85.07 L @1.0611 85.07L @1.0611 80.00 L @1.0611 62.66 L @1.0611 95.00 L @1.0611 74.80 L @1.0611 57.01 L @1.0876 515.5 L @.939
75624068
SAFETY-KLEEN CANADA, INC. 16G Parts Washer-Solvent
K584236
SWISH MAINTENANCE LIMITED Garbage Bags
9790 882
TROUSDALE’S FOODLAND Water Water
Total EFT000000008916 EFT000000008923 2018-03-06 Total EFT000000008923 EFT000000008924 2018-03-06
Total EFT000000008924 EFT000000008926 2018-03-06
Page:
4
Page 93 of 120 $83.26 $84.36 $68.69 $95.85 $84.91 $55.70 $318.41 $116.72 $108.44 $95.32 $94.21 $110.73 $24.47 $70.69 $88.24 $90.12 $90.12 $84.76 $66.39 $100.64 $79.24 $61.93 $492.58 $7,837.39 $427.70 $427.70 $30.53 $30.53 $23.94 $79.80 $103.74
TRUE ELECTRIC 6833
Total EFT000000008926 EFT000000008928 2018-03-06
Electrical Work at PW office
731723 730973
UCF/MCKEOWN & WOOD FUELS 2078.60 L @.936 1448.50 L @.922
36412
VERONA HARDWARE LIMITED Shovels+ Bolts + Cloth
Total EFT000000008928 EFT000000008929 2018-03-06 Total EFT000000008929
Total
$1,232.58 $1,232.58 $1,979.80 $1,359.02 $3,338.82 $43.51 $43.51
$39,076.92
3210 Brushing Cheque EFT000000008881
Date
Inv #
2018-03-06 24214392
Vendor
Description
BATTLEFIELD EQUIPMENT RENTALS Switch Shaft+ triigger
Total EFT000000008881
Total Brushing
Amount $27.63 $27.63
$27.63
3310 Hardtop Patching Cheque 069265 Total 069265 069273 Total 069273 EFT000000008925
Date
Inv #
2018-03-06
Vendor
Description
139363
ATKINSON HOME BUILDING CENTRE Lumber
25909
MCCULLOUGH METALS LTD. Sheet metal for cold mix boxes
78906 78891
TROUSDALE’S HOME HARDWARE Parts for Patching Boxes Bolts for Patching Boxes
2018-03-06
2018-03-06
Total EFT000000008925
Total Hardtop Patching
Amount $64.92 $64.92 $35.62 $35.62 $34.14 $19.28 $53.42
$153.96
3505 Snw Plwng Cheque 069279
Date
Inv #
2018-03-06
Vendor
Description
Amount
SNIDER, PERCY 18/02/20-41 18/02/21-43 18/02/10-23 18/02/11-24 18/02/12-25 18/02/13-26 18/02/15-27 18/02/15-22 18/02/10-18 18/02/11-19 18/02/12-20 18/02/13-21 18/02/12-15 18/02/15-16 18/02/11-14 18/02/05-43 18/02/21-44 18/02/21-45
Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing
$905.66 $184.19 $184.19 $184.19 $184.19 $184.19 $184.19 $905.66 $905.66 $905.66 $905.66 $905.66 $203.52 $162.82 $203.52 $905.66 $318.51 $195.38
System:
2018-03-01
User ID:
skuca
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT 18/02/21-46 18/02/13-37 18/02/13-39 18/02/12-34 18/02/12-35 18/02/12-36 18/02/11-31 18/02/11-32 18/02/11-33 18/02/10-28 18/02/10-29 18/02/10-30 18/02/13-40
Total 069279 EFT000000008906
2018-03-06 2018-21913 2018-21907 2018-21908 2018-21909 2018-21910 2018-21911 2018-21912
Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing K MULROONEY TRUCKING LIMITED Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing
Total EFT000000008906
Total Snw Plwng
Page:
5
Page 94 of 120 $146.53 $318.51 $195.38 $318.51 $195.38 $146.53 $318.51 $195.38 $146.53 $318.51 $195.38 $146.53 $146.53 $11,316.72 $6,310.14 $9,951.11 $11,283.15 $9,637.69 $6,830.34 $19,969.89 $17,726.08 $81,708.40
$93,025.12
3506 Snow Clearing Sidewalks Cheque 069279
Date
Inv #
2018-03-06
Vendor
Description
Amount
SNIDER, PERCY 18/02/11-50 18/02/11-50 18/02/11-01 18/02/11-01 18/02/12-02 18/02/12-02 18/02/12-03 18/02/12-03 18/02/12-04 18/02/12-04 18/02/14-05 18/02/14-05 18/02/14-06 18/02/14-06 18/02/14-07 18/02/14-07 18/02/09-43 18/02/09-43 18/02/09-44 18/02/09-44 18/02/09-45 18/02/09-45 18/02/10-46 18/02/10-46 18/02/10-47 18/02/10-47 18/02/10-48 18/02/10-48 18/02/11-49 18/02/11-49
Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing
Total 069279
Total Snow Clearing Sidewalks
$101.76 $93.62 $101.76 $69.20 $284.93 $203.52 $203.52 $187.24 $203.52 $138.39 $142.46 $101.76 $101.76 $93.62 $101.76 $69.20 $142.46 $101.76 $101.76 $93.62 $101.76 $69.20 $142.46 $101.76 $101.76 $93.62 $101.76 $69.20 $142.46 $101.76 $3,663.36
$3,663.36
3515 Stock Snd&Slt Cheque EFT000000008901
Date
Inv #
2018-03-06
Vendor
Description
K+S WINDSOR SALT LTD Winter Salt Winter Salt Winter Salt Winter Salt
Amount
Total EFT000000008901
$6,877.13 $6,856.56 $7,061.46 $6,754.52 $27,549.67
Total Stock Snd&Slt
$27,549.67
5300362309 5300362259 5300363281 5300363388
3615 Street signs Cheque EFT000000008918
Date
Inv #
2018-03-06
Vendor
Description
Amount
SIGNS PLUS
Total EFT000000008918
$167.65 $167.65
Total Street signs
$167.65
3025
Street Signs
3625 RR cross mnt Cheque EFT000000008887
Date
Inv #
2018-03-06 11099368
Vendor
Description
CANADIAN PACIFIC RAILWAY 18/02 Flasher Contract
Amount
Total EFT000000008887
$744.00 $744.00
Total RR cross mnt
$744.00
System:
2018-03-01
User ID:
skuca
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT
Page:
6
Page 95 of 120
3650 Street Lights Cheque EFT000000008915
Date
Inv #
2018-03-06
Vendor
Description
Amount
R.W. ELECTRIC Street Light Work
$692.27 $692.27
Repair Street Light
Total EFT000000008926
$409.99 $409.99
Total Street Lights
$1,102.26
34609 Total EFT000000008915 EFT000000008926 2018-03-06
TRUE ELECTRIC 6828
3800 Crssng Guards Cheque EFT000000008877
Date
Inv #
2018-02-28 18/02 18/02
Vendor
Description
WILSON, CHRISTINA CROSSING GUARD 18/02 CROSSING GUARD 18/02
Amount
Total EFT000000008877
$540.00 $15.55 $555.55
Total Crssng Guards
$555.55
Total Trans
$166,371.40
40 Env 4110 Water Treat Cheque 069270 Total 069270 EFT000000008891
Date
Inv #
2018-03-06
Vendor
Description
FNS/TSF/01/18
FRANK N. SMITH, PH.D., P.ENG. Pipe Inspection @ WTP
149583
CUNNINGHAM SWAN CARTY Water Treatment Plant work
2018-03-06
Amount $1,170.24 $1,170.24
Total EFT000000008891
$16,981.33 $16,981.33
Total Water Treat
$18,151.57
5005 SW & Fac OH Cheque 069276
Date
Inv #
2018-03-06 13089
Total 069276 EFT000000008885
2018-03-06
Vendor
Description
OHE CONSULTANTS Building Condition Assessment
Amount $6,746.76 $6,746.76
CAMBIUM INC. 2017-22703
Total EFT000000008885 EFT000000008889 2018-03-06
Closure Cost Projections COLLINS SAFETY INC. Overalls, Jacks, shirt, Pants
$1,485.70 $1,485.70
Total EFT000000008889
$395.01 $395.01
Total SW & Fac OH
$8,627.47
3022918
5105 Garb coll Cheque 069263
Total 069263 EFT000000008875
Date 2018-02-28
2018-02-28
Inv #
Vendor
SNIDER, PERCY 18/02 DISPOSAL 18/02 DISPOSAL DISPOSAL 18/02-FUEL DISPOSAL 18/02-FUEL
Description 18/02 DISPOSAL 18/02 DISPOSAL DISPOSAL 18/01 Fuel Adj DISPOSAL 18/01 Fuel Adj
BOULTON SEPTIC/LARMON’S COLLECTION 18/02 COLLECTION 18/02 COLLECTION18/02-FUEL COLLECTION 18/02- Fuel Adj.
Total EFT000000008875 EFT000000008930 2018-03-06 43829
VERSUS BUSINESS FORMS & LABELS Garbage Tags
Total EFT000000008930
Total Garb coll
Amount $11,649.51 $9,616.14 $168.53 $139.11 $21,573.29 $11,900.29 $172.17 $12,072.46 $7,879.28 $7,879.28
$41,525.03
5110 Gab disp Cheque 069279
Date
Inv #
2018-03-06
2018-02-28
Portland Dump/Dozer 17/01+17/02 Bin Rental Portland Dump/Waste
WHALEY, GEORGE 18/02 DISPOSAL 18/02 DISPOSAL
Total EFT000000008873 EFT000000008879 2018-03-06 01053709
ABELL PEST CONTROL INC. Pest Control
90225
ENVIRO-GUARD PLUS INC. 18/01 Monthly Pest Control
11008 11008 11008
JODY CAMPBELL’S SEPTIC SERVICE Toilet Rental Toilet Rental Toilet Rental
Total EFT000000008879 EFT000000008894 2018-03-06 Total EFT000000008894 EFT000000008900 2018-03-06
Total EFT000000008900
Description
Amount
SNIDER, PERCY 18/02/22-46 18/02-47 18/02/15-45
Total 069279 EFT000000008873
Vendor
$325.63 $381.60 $356.16 $1,063.39 $1,935.80 $1,935.80 $58.81 $58.81 $42.74 $42.74 $117.02 $117.02 $117.02 $351.06
System:
2018-03-01
User ID:
skuca
EFT000000008931
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT
2018-03-06
WASTE CONNECTIONS OF CANADA 647-0000023873 85.05MT ICI+RESI Waste 647-0000023902 7.87MT Construction
Total EFT000000008931
Total Gab disp
Page:
7
Page 96 of 120 $8,372.67 $827.30 $9,199.97
$12,651.77
5205 Recyc Coll Cheque 069263
Total 069263 EFT000000008875
Date 2018-02-28
2018-02-28
Inv #
Vendor
SNIDER, PERCY 18/02 DISPOSAL 18/02 DISPOSAL 18/02 DISPOSAL DISPOSAL 18/02-FUEL DISPOSAL 18/02-FUEL DISPOSAL 18/02-FUEL
Description 18/02 DISPOSAL 18/02 DISPOSAL 18/02 DISPOSAL DISPOSAL 18/01 Fuel Adj DISPOSAL 18/01 Fuel Adj DISPOSAL 18/01 Fuel Adj
BOULTON SEPTIC/LARMON’S COLLECTION 18/02 COLLECTION 18/02 COLLECTION18/02-FUEL COLLECTION 18/02- Fuel Adj.
Total EFT000000008875
Total Recyc Coll
Amount $12,566.92 $10,958.23 $11,697.08 $181.81 $158.53 $169.23 $35,731.80 $10,236.80 $148.10 $10,384.90
$46,116.70
5210 Rec Disp/Prc Cheque 069279
Date
Inv #
2018-03-06
Vendor
Description
Amount
SNIDER, PERCY 18/02/21-48
Bradshaw Recycle
Total 069279
Total Rec Disp/Prc
$330.72 $330.72
$330.72
Total Env
$127,403.26
70 Cem 7000 Health Cheque 069261
Date
Inv #
2018-02-22 2017 FEES 2017 FEES 2017 FEES
Total 069261 EFT000000008874
2018-02-28
Vendor
Description
BEREAVEMENT AUTHORITY OF ONTARIO 2017 FEES 2017 FEES 2017 FEES
D G YOUNGE CONCRETE BURIAL VAULTS SERVICES 18/02 SERVICES 18/02
Total EFT000000008874
Amount $137.00 $341.00 $293.00 $771.00 $875.14 $875.14
Total Health
$1,646.14
Total Cem
$1,646.14
80 Rec 8000 Rec Cheque 069269 Total 069269 069271 Total 069271 069272 Total 069272 069279
Date 2018-03-06
Inv #
Vendor
FISHER, DAVE 18/02/26-STORR REC
2018-03-06
GROUNDWORK ENGINEERING LTD Storrington Septic System
18/02/06
KIDD ELECTRICAL & CONTRACTING Bathroom Lighting Repair
2018-03-06
2018-03-06
Total EFT000000008895 EFT000000008907 2018-03-06 Total EFT000000008907 EFT000000008912 2018-03-06 Total EFT000000008912 EFT000000008914 2018-03-06
Snow Plowing Snow Plowing Snow Plowing Snow Plowing Snow Plowing
18/02
LEONARD, ELIZABETH 18/02 MAINTENANCE
150218A
BOWES CARPENTRY Drywall+ paint-water damage
Total EFT000000008872 EFT000000008884 2018-03-06
Total EFT000000008886 EFT000000008895 2018-03-06
Amount $31.84 $31.84 $1,648.51 $1,648.51 $386.69 $386.69
SNIDER, PERCY
2018-02-28
Total EFT000000008884 EFT000000008886 2018-03-06
18/02/26-STORR REC
1835
18/01/15-26 18/01/18-41 18/01/31-16 18/01/08-18 18/01/24-22 Total 069279 EFT000000008872
Description
CAMPBELL, ANNIE 18/02/26-STORR REC 18/02/26-STORR REC
$81.41 $244.22 $325.63 $244.22 $244.22 $1,139.70 $142.50 $142.50 $398.90 $398.90 $31.84 $31.84
FOX, KEVIN 18/02/26-STORR REC
18/02/26-STORR REC
$31.84 $31.84
KOT, JOHN 18/02/26-STORR REC
18/02/26-STORR REC
$31.84 $31.84
PANTREY, AMANDA 18/02/26-STORR REC 18/02/26-STORR REC ROLLINS, ELLWOOD
$65.00 $65.00
System:
2018-03-01
User ID:
skuca
10:09:50 AM
Township of South Frontenac CHEQUE DISTRIBUTION REPORT 18/02/26-STORR REC
Total EFT000000008914 EFT000000008915 2018-03-06 Total EFT000000008915 EFT000000008919 2018-03-06
10’ Streetlight-arm/riser/wire
Page 97 of 120 $31.84 $31.84 $1,200.77 $1,200.77
SLEETH, SARAH 18/02/23-31 18/02/23-31 18/02/23-31
Cleaning Bookings Cleaning
SMITH, ROBERTA 18/02/26-STORR REC 18/02/26-STORR REC
Total EFT000000008920 EFT000000008923 2018-03-06 K581934 K584302
SWISH MAINTENANCE LIMITED Cleaning Supplies Cleaning Supplies
9616
TROUSDALE’S FOODLAND Water
Total EFT000000008923 EFT000000008924 2018-03-06 Total EFT000000008924 EFT000000008932 2018-03-06
8
R.W. ELECTRIC 34544
Total EFT000000008919 EFT000000008920 2018-03-06
18/02/26-STORR REC
Page:
WOOD, ALVIN 18/02/26-STORR REC
18/02/26-STORR REC
Total EFT000000008932
Total Rec
$560.00 $40.00 $60.00 $660.00 $31.84 $31.84 $41.42 $43.45 $84.87 $40.43 $40.43 $31.84 $31.84
$5,990.25
8036 Family Day Cheque 069266 Total 069266 EFT000000008911
Date
Inv #
2018-03-06
Vendor
Description
20060564
BOULANGERIE LANTHIER BAKERY Hot Dogs and Hamburgers
FAMILY DAY
FRONTENAC COMMUNITY ARENA Assorted Family Day Supplies
2018-03-06
Total EFT000000008911
Total Family Day
Amount $198.40 $198.40 $1,636.29 $1,636.29
$1,834.69
8210 VCA Cheque EFT000000008890
Date
Inv #
2018-03-06
Vendor
Description
Amount
CONWAY, WAYNE 2018003
Xplornet- Internet for Sign
Total EFT000000008890
Total VCA
$35.60 $35.60
$35.60
8240 Comm Caring Cheque 069264 Total 069264 069267 Total 069267 069275
Date
Inv #
2018-03-06
Total 069280 EFT000000008921
Description
18/02/27
AMHS-KFLA- VERONA RURAL OUTREACH PROGRAM Donation
DONATION
CHESTERTON,WANDA Fire Emergency Bellrock Family
2018-03-06
2018-03-06
Amount $900.53 $900.53 $100.00 $100.00
NEW LEAF LINKS 18/02/27
Total 069275 069280
Vendor
2018-03-06
Donation
18/02/27
SOUTH FRONTENAC FOOD BANK Donation
18/02/27
SOUTHERN FRONTENAC COMMUNITY Donation
2018-03-06
$2,000.00 $2,000.00 $1,000.00 $1,000.00
Total EFT000000008921
$1,000.00 $1,000.00
Total Comm Caring
$5,000.53
Total Rec
$12,861.07
Total
$827,868.03
Page 98 of 120
REPORT TO COUNCIL TREASURY DEPARTMENT
March 6, 2018
AGENDA DATE: SUBJECT:
Annual Repayment Limit in respect to long-term debt and financial obligations
RECOMMENDATION: This report is for information only BACKGROUND: On a yearly basis, the Ministry of Municipal Affairs and Housing reports on the Township’s Annual Repayment Limit (ARL) in respect to long-term debt and financial obligations. The ARL is based on 25% of the Township’s net own source revenues reported in the Financial Information Return (FIR). As per our reserve policy, the Township’s preference for funding capital projects is to save for large projects to avoid debt financing where practical. For the year 2018, the Township’s ARL is $5,162,940. This is based on 25% of the net own source revenues reported in our 2016 FIR. As an example, borrowing at a rate of 5%, the ARL would allow the Township to undertake long-term borrowing over 20 years in the amount of $64,341,644. In 2016, the Township’s ARL was $4,838,416. Using the similar example of borrowing at a rate of 5% over 20 years, this ARL would have allowed to undertake borrowing of $60,284,893. ATTACHMENTS: MMAH 2018 Annual Repayment Limit Submitted/approved by:
Prepared by:
Louise Fragnito
Louise Fragnito
Our strength is our community.
Page 99 of 120
Ministry of Municipal Affairs
Ministère des affaires municipales
777 Bay Street,
777 rue Bay,
Toronto, Ontario M5G 2E5
Toronto (Ontario) M5G 2E5
2018 ANNUAL REPAYMENT LIMIT (UNDER ONTARIO REGULATION 403 / 02)
MMAH CODE:
46619
MUNID:
10013
MUNICIPALITY:
South Frontenac Tp
UPPER TIER:
Frontenac BM
FIR CLEAN FLAG:
REPAYMENT LIMIT:
Accepted Clean
$
5,162,940
The repayment limit has been calculated based on data contained in the 2016 Financial Information Return, as submitted to the Ministry. This limit represents the maximum amount which the municipality had available as of December 31, 2016 to commit to payments relating to debt and financial obligation. Prior to the authorization by Council of a long term debt or financial obligation, this limit must be adjusted by the Treasurer in the prescribed manner. The limit is effective January 01, 2018
FOR ILLUSTRATION PURPOSES ONLY, The additional long-term borrowing which a municipality could undertake over a 5-year, a 10-year, a 15-year and a 20-year period is shown. If the municipalities could borrow at 5% or 7% annually, the annual repayment limits shown above would allow it to undertake additional long-term borrowing as follows:
5% Interest Rate (a)
20 years @ 5% p.a.
$
64,341,644
(a)
15 years @ 5% p.a.
$
53,589,552
(a)
10 years @ 5% p.a.
$
39,866,854
(a)
5 years @ 5% p.a.
$
22,352,828
(a)
20 years @ 7% p.a.
$
54,696,260
(a)
15 years @ 7% p.a.
$
47,023,614
(a)
10 years @ 7% p.a.
$
36,262,330
(a)
5 years @ 7% p.a.
$
21,169,073
7% Interest Rate
Page: 01 of 02
Date Prepared:
30-Jan-18
DETERMINATION OF ANNUAL DEBT REPAYMENT LIMITPage 100 of 120 (UNDER ONTARIO REGULATION 403/02) MUNICIPALITY:
South Frontenac Tp
MMAH CODE:
46619 1
Debt Charges for the Current Year
$
0210
Principal (SLC 74 3099 01). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17,443 . . . . . . .
0220
Interest (SLC 74 3099 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18,606 . . . . . . .
Subtotal
0299 0610
36,049
Payments for Long Term Commitments and Liabilities financed from the consolidated statement of
operations (SLC 42 6010 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
Total Debt Charges
9910
36,049 1
Amounts Recovered from Unconsolidated Entities
$
1010
Electricity - Principal (SLC 74 3030 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
1020
Electricity - Interest (SLC 74 3030 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . .
1030
Gas - Principal (SLC 74 3040 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
1040
Gas - Interest (SLC 74 3040 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . .
1050
Telephone - Principal (SLC 74 3050 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
1060
Telephone - Interest (SLC 74 3050 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . .
Subtotal
1099
0
1410
Debt Charges for Tile Drainage/Shoreline Assistance (SLC 74 3015 01 + SLC 74 3015 02) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 . . . . . .
1411
Provincial Grant funding for repayment of long term debt (SLC 74 3120 01 + SLC 74 3120 02). . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
1412
Lump sum (balloon) repayments of long term debt (SLC 74 3110 01 + SLC 74 3110 02). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
1420
Total Debt Charges to be Excluded
117
9920
Net Debt Charges
35,932 1 $
1610
Total Revenues (Sale of Hydro Utilities Removed) (SLC 10 9910 01). . . . . . . . . . . . . . . . . . . . . . . . .
24,673,849
Excluded Revenue Amounts 2010
Fees for Tile Drainage / Shoreline Assistance (SLC 12 1850 04) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117 . . . . .
2210
Ontario Grants, including Grants for Tangible Capital Assets (SLC 10 0699 01 + SLC 10 0810 01 + SLC10 0815 01) . . . . . . . . . . . . . .1,809,796 . . . . . . . .
2220
Canada Grants, including Grants for Tangible Capital Assets (SLC 10 0820 01 + SLC 10 0825 01) . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
2225
Deferred revenue earned (Provincial Gas Tax) (SLC 10 830 01) . . . . . . . . . . . . . . . . . . . . . . . .
2226
Deferred revenue earned (Canada Gas Tax) (SLC 10 831 01) . . . . . . . . . . . . . . . . . . . . . . . .
2230
Revenue from other municipalities including revenue for Tangible Capital Assets ( SLC 10 1098 01 + SLC 10 1099 01) . . . . . . . . . . . . 663,715 . . . . . . . .
2240
Gain/Loss on sale of land & capital assets (SLC 10 1811 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .-14,800 . . . . . . .
2250
Deferred revenue earned (Development Charges) (SLC 10 1812 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239,688 . . . . . . . .
2251
Deferred revenue earned (Recreation Land (The Planning Act)) (SLC 10 1813 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195,004 . . . . . . . .
2252
Donated Tangible Capital Assets (SLC 53 0610 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254,525 . . . . . . . .
2253
Other Deferred revenue earned (SLC 10 1814 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . .
2254
Increase / Decrease in Government Business Enterprise equity (SLC 10 1905 01) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0. . . . .
Subtotal
2299 2410
0 730,316
3,878,244
Fees and Revenue for Joint Local Boards for Homes for the Aged . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .0 . . . .
2610
Net Revenues
20,795,488
2620
25% of Net Revenues
5,198,872
9930
ESTIMATED ANNUAL REPAYMENT LIMIT
5,162,940
(25% of Net Revenues less Net Debt Charges)
- SLC denotes Schedule, Line Column.
Page: 02 of 02
Date Prepared:
30-Jan-18
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REPORT TO COUNCIL TREASURY DEPARTMENT
AGENDA DATE:
March 6th, 2018
SUBJECT:
2017 Development Charges Reporting
RECOMMENDATION: This report is for information only BACKGROUND: Bill 73 (Smart Growth for our Communities Act, 2015) amendments to the Development Charges Act (DCA), 1997 came into force on January 1, 2016. The Ministry of Municipal Affairs and Housing (MMAH) states that the legislation aims to “help municipalities recover more costs for growth-related infrastructure and enhance transparency and accountability”. The recent changes incorporate several new requirements including additional reporting to Council in relation to the year-end development charges reserve. Attached is the 2017 Development Charges reporting which meets the legislated reporting requirements. The 2017 development charges reserves had an opening balance of $2,270.455.58. Revenues from residential development charges were $415,828.80 and commercial/industrial revenues were $47,840.60. The percentage allocation of these revenues is based on by-law 2014-54. This bylaw was passed in September of 2014 and sets out the fees and allocation breakdown for 5 years based on a study by Ainley & Associates. Interest of $27,684.97 was allocated to the reserve and $368,281.84 was spent on Capital projects bringing the year-end balance to 2,393,528.11. The Capital projects where Development charges were allocated were: Harrowsmith intersection $ 200,000 Perth Road Fire Hall $ 168,282 ATTACHMENTS: 2017 Development Charges Reporting Submitted/approved by:
Prepared by:
Louise Fragnito
Louise Fragnito
Our strength is our community.
Development Charge Reserve Fund - 2017 allocated per provisions of former & current by-laws BALANCE AT BEGINNING OF YEAR
New By-Law Developer Contributions %
Commercial & Industrial Developer Contributions %
415,828.80
General Government Fire Services Recreation Landfill Public Works-Roads, Bridges and Equipment Library Police Sub-total
Subtotal
47,840.60
Interest
27,684.97
18,177.51 281,470.45 200,473.90 6,426.82
2.160% 8.100% 1.400%
8,981.90 33,682.13 5,821.60
2.28% 8.810%
1,090.77 4,214.76 0.00
28,250.18 319,367.34 206,295.50 6,426.82
286.05 3,233.82 2,088.89 65.08
1,616,064.73 56,560.11 91,282.06 2,270,455.58
82.020% 0.780% 5.540% 100.000%
341,062.78 3,243.46 23,036.92 415,828.79
83.550%
39,970.82 1,997,098.33 0.00 59,803.57 2,564.26 116,883.24 47,840.61 2,734,124.98
20,222.05 605.55 1,183.53 27,684.97
5.360% 100.000%
Transfers to Revenue & Capital Fund
BALANCE AT END OF YEAR
-368,281.84
-168,281.84
28,536.23 154,319.32 208,384.39 6,491.90
-200,000.00 1,817,320.38 60,409.12 118,066.77 -368,281.84 2,393,528.11
Breakdown of asset(s) funder from Development Charges
Harrowsmith Road Fire Station 6
2017 Project Development Cost Charges 677,469 200,000 1,084,767 168,282
FGT OCIF Grant 467,672 0 238,486 0
Reserves 0 678,000
Taxation 9,797 0
Page 102 of 120
Page 103 of 120 Ministry of Agriculture, Food and Rural Affairs
Ministère de l’Agriculture, de l’Alimentation et des Affaires rurales
4th Floor 1 Stone Road West Guelph, Ontario N1G 4Y2 Tel: 1-877-424-1300 Fax: 519 826-3398
4e étage 1 Stone Road West Guelph (Ontario) N1G 4Y2 Tél. : 1-877-424-1300 Téléc. : 519 826-3398
Rural Programs Branch February 15, 2018
Our File: OCIF AC4-4246
Mark Segsworth, Public Works Manager Township of South Frontenac PO Box 100, 4432 George Street Sydenham, Ontario K0H 2T0 msegsworth@southfrontenac.net Dear Mark Segsworth, Re:
Ontario Community Infrastructure Fund (OCIF) Top-Up Application Component – 2017 Intake
Thank you for your application under the 2017 OCIF Top-up Application Component. I am writing to inform you that the selection process for the 2017 OCIF Top-Up Application Component intake is now complete. Applications were reviewed and assessed based on the criteria outlined in the program guidelines. Following a detailed review of the application and supporting materials you submitted, the Sydenham Village Transportation Enhancement project was unfortunately not selected for funding. The ministry received hundreds of applications, and at this time, demand for the program exceeds available funding. While this project was not selected for funding under this intake, your municipality will be receiving $1,325,393 in formula-based funding from 2018 to 2020 to put towards important local infrastructure projects. We used an evidence-based approach and relied on the advice of a multi-ministry review team in the assessment process. Projects were assessed primarily on health and safety criticality, as well as demonstrated financial need and completeness of asset management plans. Staff are available to provide additional details on your project’s assessment, including a summary of how your project was assessed and areas of focus that may strengthen future applications. Should you have any questions, please do not hesitate to contact your Project Analyst, Stephen Hamblin, via email Stephen.Hamblin@ontario.ca or by calling (519) 826-3471 or 1-877-424-1300.
Page 104 of 120 -2Ontario is committed to helping small, rural and northern communities address critical infrastructure challenges. This commitment includes increasing the formula-based funding under OCIF to $200 million per year by 2019 and making approximately $100 million per year available for annual application intakes. The 2018 OCIF Top-up Application Component intake is expected to launch this spring. We will be in contact with eligible applicants prior to the launch to provide application submission information. Thank you for your interest in the OCIF Top-up Application Component. Sincerely,
Joel Locklin Manager, Infrastructure Renewal Programs
Page 105 of 120
~ ~ Ontario
Executive Council of Ontario Order in Council
Conseil executif de !‘Ontario Decret
On the recommendation of the undersigned, the Lieutenant Governor of Ontario, by and with the advice and concurrence of the Executive Council of Ontario, orders that:
Sur Ia recommandation de Ia personne soussignee, Ia lieutenante-gouverneure de !‘Ontario, sur l’avis et avec le consentement du Conseil executif de !‘Ontario, decreta ce qui suit:
PURSUANT TO section 27 of the Police Services Act, as amended, David Alfred Herrington be appointed as a part-time member of the Township of South Frontenac Police Services Board to serve at the pleasure of the Lieutenant Governor in Council for a period not to exceed two years from the date this Order in Council is made.
EN VERTU DE !‘article 27 de Ia Loi sur /es services policiers, dans sa version modifiee, David Alfred Herrington est nomme, a titre amovible, membre a temps partial de Ia Commission des services policiers du canton de South Frontenac pour une periode maximale de deux ans prenant effet le jour de Ia prise du present decret.
Rec~fety
and Correctional Services Recommande par: Ministre de Ia Securite communautaire et des Services correctionnels
Approved and Ordered: Approuve et decrete le:
FEB 2 1 2018 Lieutenant Governor La lieutenante-gouverneure
w
O.C./Decref’
27 0 I 2 0 ‘18
2
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TOWNSHIP OF SOUTH FRONTENAC BY-LAW 2018-16 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 March 6, 2018 be confirmed.
Execution by the Mayor and the Clerk-Administrator 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 6th day of March, 2018. Read a first and second time this 6th day of March, 2018. Read a third time and finally passed this 6th day of March, 2018.
THE CORPORATION OF THE TOWNSHIP OF SOUTH FRONTENAC
Ron Vandewal, Mayor
Wayne Orr, Chief Administrative Officer
