Council - 07 Mar 2023 - Agenda — North Frontenac News Media

Published March 7, 2023

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Body: Council Type: Agenda Meeting: Regular Date: March 7, 2023 Collection: Council Agendas Municipality: South Frontenac

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TOWNSHIP OF SOUTH FRONTENAC Council Meeting Agenda

TIME: DATE: PLACE:

6:30 PM, Tuesday, March 7, 2023 Council Chamber/Electronic Participation.

Call to Order and Roll Call

Resolution

Declaration of pecuniary interest and the general nature thereof

Approval of Agenda

Resolution

Scheduled Closed Session

Delegations

Explorer Solutions will be present to speak to Council regarding the Frontenac County Strategic Plan (2023-2026).

Public Meeting

Approval of Minutes

Resolution

Business Arising from the Minutes

Reports Requiring Action

Award of Contract – Recreation Service Fee & Facility Allocation

4 - 17

18 - 30

31 - 33

Recommendation: That Council approve the award of the Recreation Service Fee & Facility Allocation contract to Sierra Planning & Management in the amount of $49,720 (including nonrebatable HST); and That a budget increase of $24,720 be approved for this project and that it be funded through the Development Charges Reserve. b)

Townhall Office Expansion Feasibility Study

34 - 39

Recommendation: That Council support the option to expand the existing office spaces as per the preliminary concept drawings and cost estimates provided; and That Council approve moving forward with the design of this option to provide for the creation of construction drawings.

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2023 Budget including PSAB presentation

40 - 96

Recommendation: That Council approve and adopt the combined 2023 Capital and Operating budgets requiring $21,641,190 to be raised by taxation, as attached. That Council also approve the 2023 PSAB budget as attached. 10.

Advisory Committee Reports or Minutes

By-laws

Appointment Of Deputy Clerk and Deputy Division Registrar

97 100

Recommendation:

That By-law 2023-20 being a By-law to appoint Michelle Hannah as Deputy Clerk be given first and second reading.
That By-law 2023-20 be given third reading, signed and sealed.
That By-law 2023-21 being a By-law to appoint Michelle Hannah as Deputy Division Registrar be given first and second reading.
That By-law 2023-21 be given third reading, signed and sealed. b)

RC-21-06 (Allan) – Application to request to stop up, close and transfer a portion of an Unopened Road Allowance between Concessions 10 & 11, Portland

101 103

Recommnedation: ThatBy-law 2023-22, attached as Exhibit “A” being A By-Law to Amend By-Law 202265, “A By-Law to Stop Up, Close And Sell A Portion Of An Unopened Road Allowance Being Part 2 & 3 Plan 13R22675, Part Of Road Allowance Between Concession 10 & 11, District Of Portland; Allan”, be given first and second readings; and That By-law 2023-22 be given third reading, signed and sealed. 12.

Reports for Information

Information Items

CRCA News Release regarding Maple Madness

Notice of Motions

Announcements/Statements by Councillors

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

Closed Session (if requested)

Resolution: That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items:

Approval of the February 21, 2023 Committee of the Whole “Closed Meeting” Minutes

104 105

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Correspondence regarding litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board.

Update regarding personal matters about an identifiable individual, including municipal or local board employees.

Resolution: That Council rise from the Committee of the Whole “Closed Meeting” without reporting.

Confirmatory By-law

Resolution

Adjournment

Resolution Natural, Vibrant and Growing - A Progressive Rural Leader

106

Frontenac County

County Strategic Plan (2023 – 2026)

Township of South Frontenac Council Focus Group Discussion: March 7th, 2023 Page 4 of 106

Agenda

Project Goals & Objectives
How is a County Strategic Plan used?
Summary of Planned Engagement Activities
Setting the Stage: Review of South Frontenac & Frontenac County Vision / Mission (2019-2022)
Setting the Stage: Review of South Frontenac & Frontenac County Strategic Priorities (2019-2022)
Council Focus Group Questions
Next Steps

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Project Goals & Objectives • A County Strategic Plan defines strategic objectives with achievable outcomes that are distinct from the standard operating initiatives the County undertakes year after year.

• Strategic planning is a process by which an organization assesses how it is doing, figures out where it wants to go, and charts a path to get there. • Strategic plans also help define important goals, set specific directions, and clarify policy and budget priorities.

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• Since activities like budgeting and capital planning are undertaken during the regular course of work, there is no distinct outcome or completion point to these activities. While a vital part of municipal government, these activities are not in themselves strategic objectives as these plans will continue to be discussed and developed on a continual basis.

How is a County Strategic Plan used? • This plan will enable County Administration and Council, member municipalities, the local business community and community stakeholders to work together to champion a sustainable growth agenda for the County. • For the Public: • Communicates a four-year vision for the County and the related priorities for this term of Council. • Reflects the County’s aspirations and input for the services they receive. • Formalize County Council’s commitment to customer service and satisfaction for all residents of the County. • For Businesses and Community Organizations: • Reflects the County’s commitment to partnering with businesses and community organizations to achieve the County’s four-year goals. Page 7 of 106

• For County Council, Managers and Employees: • Informs policy, operational, and budget decisions. • Provide a structure to ensure oversight and management of County programs and services.

Summary of Planned Engagement Activities Objective • Strengthen our understanding of the local context (given post-pandemic and current economic/worldly events). • Gain insights into current and emerging strategic priority areas throughout Frontenac County. • Support the development of strategic recommendations for inclusion within the County Strategic Plan.

Planned Engagement Activities • Facilitated Focus Group Discussions (x5) • Targeted One-on-One Meetings (x10) • Public Open House (x2) • General Public Online Survey • Youth Consultation Online Survey Page 8 of 106

Setting the Stage: South Frontenac & County Vision / Mission (2019-2022) Township of South Frontenac

Frontenac County

Vision • Natural, vibrant and growing - a progressive rural leader.

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Mission Mission • A unified approach - striving for equity among our residents and • The effective, efficient communities; and sustainable delivery of services to citizens. • Setting exemplary service and infrastructure standards that the community can be proud of; • Managing our operations and assets in a financially sustainable manner; Vision • Planning for the future, being proactive and having the capacity to adapt to • The County of Frontenac change: is committed to • Engaging and collaborating with citizens and partners in an open and sustaining diverse, transparent manner; strong, and resilient rural communities known for • Preserving and leveraging the community’s natural assets, history and rural their unique natural lifestyle. environment and lifestyle • Recognizing the Township’s role in the stewardship of our environment; choices. seeking and taking advantage of practical opportunities to improve and sustain it.

Setting the Stage: South Frontenac Strategic Priorities (2019-2022)

Position South Frontenac as a Regional Leader.
Promote and support growth that meets the community’s needs while maintaining the integrity of our natural environment.
Ensure the organizational capacity to deliver cost-effective services in a changing world.
Be a catalyst for the creation of vibrant, complete communities.

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Setting the Stage: Frontenac County Strategic Priority #1 (2019-2022) Get behind plans that build community vitality and resilience in times of growth and change.

a) Provide committed leadership and continuing support to the long-term regional plan to enhance broadband and cell service. b) Refine and invest in efforts to accelerate economic development — to grow businesses, attract more visits and expand the tax base. c) Pursue proactive planning approaches that reflect local concerns and priorities within strategic regional planning policy so as to enhance service levels, manage rising demand for new housing and deal with new types of development. Page 11 of 106

Setting the Stage: Frontenac County Strategic Priority #2 (2019-2022) Explore new funding sources and invest wisely in critical long-term infrastructure. a) To meet the needs of future capital projects, explore new sources of funding support (current and future programs), cost-sharing options and other potential economies. b) Design a framework, explore options and initiate plans for development of a longterm care facility that will meet Fairmount Home’s mandate.

c) Develop plans within a changing legislative and service delivery landscape to provide additional facilities for Frontenac Paramedics that will effectively meet steadily growing demand for services and accommodate more paramedic training.

e) Explore a collaborative upper-tier role for the County in securing potential funding and support for township maintenance of roads & bridges in a regional road system.

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d) Finalize plans and financing to replace/construct/renovate aging County buildings now used for administration services (through a shared admin facility if possible).

Setting the Stage: Frontenac County Strategic Priority #3 (2019-2022) Champion and coordinate collaborative efforts with partners to resolve complex problems otherwise beyond the reach of individual mandates and jurisdictions.

a) Work with the townships, other municipalities and levels of government on broad infrastructure issues — ranging from environmental concerns to regional transportation strategies for residential, social and economic purposes, and access to funding. b) Play a leadership role on communications to promote shared messaging for all regional initiatives such as economic development, tourism and lifestyle opportunities, and broadband and cell services.

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c) Continue to pursue collaborative opportunities to achieve service and cost efficiencies and other economies through cost-sharing and shared services.

Township of South Frontenac Council Focus Group Questions

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Council Focus Group Questions

What should be Frontenac County’s areas of strategic focus?
What new areas of programming/services should be considered by Frontenac County?
How can/should the County’s Strategic Plan help each of the Townships deliver upon their goals?
How can Frontenac County services be delivered more efficiently, effectively and economically?
How can Frontenac County advance community engagement in order to improve service to citizens?
Please provide any additional thoughts, comments or suggestions for consideration in the development of Frontenac County’s Strategic Plan.

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What partnerships and/or collaborative opportunities can/should Frontenac County develop / strengthen?

Next Steps

Complete the Planned Engagement Activities
Planning Session
County Strategy and Action Plan 2023-2026 (Draft Report Submission)
Staff Review
Incorporate Feedback and Complete Final County Strategy and Action Plan

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Presentation to Frontenac County Council for Approval and Adoption

Thank You! Please contact us with any additional thoughts, comments or suggestions for consideration in the development of Frontenac County’s Strategic Plan.

Jason Kipfer

Director of Economic Development T. 226-868-4011 E. jason@explorersolutions.ca

Xiao Xiao

Page 17 of 106

Market Research Analyst T. 226-374-5505 E. xiao@explorersolutions.ca

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TOWNSHIP OF SOUTH FRONTENAC Committee of the Whole Meeting Minutes Date: February 14, 2023 Meeting # 11 Time: 7:00 p.m. Location: Council Chamber/Virtual Present: Mayor Ron Vandewal, Charlene Godfrey, Ray Leonard, Doug Morey, Steve Pegrum, Norm Roberts, Randy Ruttan (Attended Virtually), Ron Sleeth, Scott Trueman Staff: Louise Fragnito - Chief Administrative Officer, Shelley Stedall - Director of Corporate Services & Treasurer, Kyle Bolton - Director of Public Services, Brad Wright Director of Development Services, Troy Dunlop - Manager of Technical Services & Infrastructure, Christine Woods- Senior Planner, James Thompson -Clerk, Michelle Hannah - Planning Assistant

Call to Order and Roll Call

Resolution Moved by Councillor Pegrum Seconded by Councillor Ruttan That the Committee of the Whole meeting of February 14, 2023 be called to order at 7:00 p.m. Carried

Ms. Hannah conducted the Roll Call.

Declaration of pecuniary interest and the general nature thereof

There were none.

Approval of Agenda

Resolution Moved by Councillor Leonard Seconded by Councillor Godfrey That the agenda be approved, as presented. Carried

Scheduled Closed Session

Not applicable.

Public Meeting

Resolution - Call Public Meeting to Order Moved by Deputy Mayor Sleeth Seconded by Councillor Morey That the public meeting be called to order.

Page 19 of 106 Committee of the Whole February 14, 2023 Carried b)

Public Meeting - Zoning By-law Amendment Application PL-ZBA-20230013, Ireland, Part 1, 13R22753, Moreland-Dixon Road • The report provided Council with information about Zoning By-law Amendment Application PL-ZBA-2023-0013 for 0 Moreland-Dixon Road. If approved, the zone on the subject lands would be changed from Urban Residential – First Density (UR1) to a property specific Urban Residential – First Density zone (UR1-XX) to permit two dwelling units in a single detached dwelling and an additional dwelling unit in an accessory building on the property. The by-law would also permit the accessory building to exceed the maximum building height. Mr. Thompson provided the Public Meeting Introduction and spoke to the Notice of Collection. Ms. Woods conducted a PowerPoint presentation regarding Zoning By-law Amendment Application PL-ZBA-2023-0013. Councillor Trueman sought further information regarding the distance between the corner of the lot and the stream. Ms. Woods responded that the watercourse is located approximately twenty-five to thirty metres from the north-west corner of the lot. She noted that the septic system is located approximately sixty metres from the watercourse. In response to a question from Councillor Ruttan, Ms. Woods spoke to the application in relation to Bill 23. Councillor Ruttan stated that he does not believe that the proposed application should be considered affordable housing. He indicated that the proposal is not consistent with nearby housing. Mayor Vandewal afforded members of the public with an opportunity to provide comment. Mr. Snider indicated that there currently is not any municipal infrastructure in place in Inverary. He stated that he is in agreement that there is a need for additional housing. He commented that the properties located in Inverary which were referenced are commercial properties. He stated that he does not believe that there are other examples of similarly designed properties in the area. He suggested that the applicant does not have a commitment to the property. He mentioned that he does not believe that the application should be considered affordable housing. He sought further information regarding the geotechnical study. He commented that it is his understanding that an engineer has not reviewed the application. Ms. Woods clarified that the application proposes the construction of three units. She stated that there is a wide definition associated with affordable housing. She indicated that the proposed application is viewed as providing a housing option which may be desirable for older residents. She offered additional clarification regarding hydrogeological studies and indicated that a study could potentially be requested at the direction of Council. She provided further information regarding the application process. Mayor Vandewal noted that Council traditionally only requests that a hydrogeological study be completed in areas where there are ground water issues. Deputy Mayor Sleeth commented that it may be appropriate to request a study in this instance as three units have been proposed. Mr. Snider stated that he is concerned that if the application is approved it would result in nearby property owners experiencing privacy issues. He

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Page 20 of 106 Committee of the Whole February 14, 2023 commented that the application is not consistent with what is typically built on a lot zoned UR1. Mr. Dicks expressed concern regarding the septic system as it is located in close proximity to the river which flows towards Inverary. He mentioned that there has been flooding in this area in the past. He questioned how many families are proposed to live in the dwellings. He spoke to the desirable characteristics of the area. He mentioned that he is supportive of additional growth provided it is serviced by municipal infrastructure or located in the appropriate space. He questioned if similar applications could come forward on any property. Mayor Vandewal responded that intensification will occur in the hamlets. Mr. Romero noted that he moved to the area from Kingston in 2020 and indicated that he conducted his due diligence before purchasing his home. He spoke to the South Frontenac Strategic Plan. He commented that he does not believe that the application represents affordable housing. He stated that even if there is sufficient water capacity it does not mean that the water supply should be placed under further strain. He suggested that a qualified professional should review the application. He expressed concern regarding the climate impact of the application. He spoke further to the affordability of the proposed dwellings and suggested that Rural Frontenac Community Services be contacted to comment on the application. He suggested that the provided mapping is not reflective of the application. He referenced the Pathways to Education Program and questioned if local schools have capacity for additional students. He commented that residents often move to South Frontenac because they are tired of what is happening in larger municipalities. Mr. Ireland, Applicant advised Council that he is a resident of Inverary. He stated that rental housing should not be considered as low-income housing. He elaborated that the proposed design was intended to resemble a singlefamily home. He noted that the design of the house is slab on grade in order for the property to be accessible by a wheelchair. He indicated that a well test has been completed. He mentioned that the need for rental properties has increased substantially and referenced a recent CMHC Report which project the South Frontenac vacancy rate at 0.6 percent. He stated that he is a certified engineering technologist and noted that he prepared the drawings included in the application. He commented that the application is not intended to function as an apartment building and indicated that the garage and house are the same height. He noted that the septic system is designed for a fivebedroom home. He referenced Bill 23 and commented that the application is inline with Bill 23. He stated that there is not a guarantee that children would live at the property. He spoke to the importance of growth to the community. He suggested that the design is similar to properties located on the southside of Moreland-Dixon Road. He reiterated that the proposed design is intended to resemble a single-family home. In response to a question from Councillor Pegrum, Mr. Ireland confirmed that the application proposed a total of five bedrooms. Councillor Pegrum commented that based on his review of the well test it appears that there is capacity for four units. He suggested that a five bedroom, three thousand square foot home could be built on the property. Councillor Morey questioned whether the property would be considered fully accessible. Mr. Ireland responded that the property is considered accessible but not barrier free. Councillor Roberts sought clarification regarding the total number of bathrooms. Mr. Ireland responded that the three units would contain three bathrooms.

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Page 21 of 106 Committee of the Whole February 14, 2023 The public meeting concluded at 7:52 p.m. c)

Resolution - Close Public Meeting Moved by Councillor Roberts Seconded by Councillor Ruttan That the public meeting be closed. Carried

Delegations

Representatives from Fathom were present to speak to Council regarding Wayfinding strategy and signage.

Reports Requiring Direction

2022 Comprehensive Road Needs Study Moved by Councillor Trueman Seconded by Councillor Pegrum That Council receive the 2022 Comprehensive Road Needs Study prepared by WSP/Golder and dated December 8th, 2022 for information; That Council direct staff to develop a new 5-year capital plan for hard surface roads which will be informed by the findings of the WSP Golder Report; That Council direct staff to develop a new capital plan for gravel roads assets which will be informed by the findings of the WSP Golder Report; and That staff utilize the Gravel Roads Classification Matrix tool when considering upgrading gravel roads to a hard surface. Carried

Reports for Information

Sidewalk Investigations – Hartington and Harrowsmith • The report provided background information on sidewalk projects under consideration for the Village of Hartington and Village of Harrowsmith and seeks Council’s direction on the advancement of these projects for 2023.

Bill 23 – Implications to the development approval process • The report updated the Committee of the Whole on recent changes to the Planning Act, Conservation Authorities Act, Development Charges Act, Ontario Land Tribunal Act, and Ontario Heritage Act with Bill 23, More Homes Built Faster Act, 2022. The report summarizes implications to the Township’s development approval process. Action items are provided to mitigate the legislative impacts.

4th Quarter 2022 – Planning Services Report • The report documented the delivery of Planning Services within the Development Services Department between September 30, 2022, and December 31, 2022 (4th Quarter, 2022).

4th Quarter 2022 – Building Services Report

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Page 22 of 106 Committee of the Whole February 14, 2023 •

The report documented the delivery of Building Services within the Development Services Department between October 1st, 2022, and December 31st, 2022 (4th Quarter, 2022).

Rise and Report regarding County Council and External Boards

The Committee of the Whole was provided an update regarding the conservation authority boards upcoming meeting schedule.

Information Items

There were none.

Notice of Motions

There were none.

Announcements/Statements by Councillors

Mayor Vandewal noted that the Storrington Centre opening is scheduled for February 23, 2023 at noon.

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

There were none.

Closed Session (if requested)

Not applicable.

Adjournment

Resolution Moved by Councillor Trueman Seconded by Councillor Godfrey That the Committee of the Whole meeting of February 14 be adjourned at 9:18 p.m. Carried

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TOWNSHIP OF SOUTH FRONTENAC Special Committee of the Whole Meeting Minutes

Date: February 16, 2023 Meeting # 12 Time:9:00 a.m. Location: Council Chamber/Virtual Present: Mayor Ron Vandewal, Charlene Godfrey, Ray Leonard, Doug Morey, Steve Pegrum, Norm Roberts, Randy Ruttan (Attended Virtually), Ron Sleeth, Scott Trueman Staff: Louise Fragnito - Chief Administrative Officer, Shelley Stedall - Director of Corporate Services & Treasurer, Darcy Knott - Director of Fire and Emergency Services, Kyle Bolton - Director of Public Services, Brad Wright - Director of Development Services, Troy Dunlop - Manager of Technical Services & Infrastructure, James Thompson - Clerk 1

Call to Order and Roll Call

Resolution Moved by Councillor Roberts Seconded by Councillor Leonard That the Committee of the Whole meeting of February 16, 2023 be called to order at 9:00 a.m. Carried

Mr. Thompson conducted the Roll Call.

Declaration of pecuniary interest and the general nature thereof

There were none.

Approval of Agenda

Resolution Moved by Councillor Trueman Seconded by Councillor Godfrey That the agenda be approved, as presented. Carried

Scheduled Closed Session

Not applicable.

Public Meeting

There were none.

Delegations

There were none.

Page 24 of 106 Committee of the Whole February 16, 2023 7

Reports Requiring Direction

2023 Budget Deliberations

Ms. Stedall provided the Committee of the Whole with an overview of the 2023 Budget Day PowerPoint presentation. Staff responded to questions posed by members of Council throughout the presentation Ms. Stedall conducted a detailed summary of the Township of South Frontenac 2023 Draft Budget. Staff provided a response to questions posed by members of Council throughout the presentation. Mayor Vandewal noted that the proposed budget represents a 2.62 percent increase. He provided members of Council with an opportunity to suggest revisions to the proposed budget. He stated that typically in the past Council sought to approve a budget increase of two percent or less and indicated that currently the Township is functioning in unique economic conditions. Councillor Morey mentioned that two years ago Council approved a budget increase of 1.5 percent and indicated that he does not believe that the proposed increase is out of line given the economic situation. He stated that he is comfortable with the proposed 2.62 percent budget increase. He commented that staff have done an excellent job with respect to preparation of the budget. He elaborated that staff addressed with strong data all questions raised by members of Council. Deputy Mayor Sleeth stated that all departments have done an excellent job and commended the professionalism of staff. He indicated that he is supportive of the proposed budget. In response to questions from members of Council, Mr. Bolton confirmed that staff would provide a report to Council regarding sidewalk design considerations. Mayor Vandewal referenced the budget survey results and indicated that almost eighty percent of respondents indicated that they were pleased with the governance of the Township. He stated that staff are on top of their respective departments and have prepared detailed plans and supporting data. He indicated that staff doing everything asked of them by Council. He stated that he is supportive of the proposed budget. Councillor Leonard spoke to the professionalism of staff. He commented that the proposed budget increase is reasonable compared to the increases projected by some municipalities. He thanked staff for their work with respect to the preparation of the budget. In response to a question from Councillor Morey, Ms. Fragnito explained that staff will report back to Council in May, 2023 regarding the climate strategy and possible short term rental regulation. Ms. Stedall provided additional information regarding the next steps of the budget process.

Reports for Information

There were none

Rise & Report from Committees of Council

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Page 25 of 106 Committee of the Whole February 16, 2023 a)

Not applicable.

Information Items

Notice of Motions

There were none.

Announcements/Statements by Councillors

There were none.

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

There were none.

Closed Session (if requested)

Not applicable.

Adjournment

Resolution Moved by Councillor Ruttan Seconded by Councillor Pegrum That the Committee of the Whole meeting of February 16, 2023 be adjourned at 12:06 p.m. Carried

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Page 26 of 106 Minutes of Council February, 21, 2023

TOWNSHIP OF SOUTH FRONTENAC Council Meeting Minutes

Meeting Number 13 Time:7:00 p.m. Location: Council Chamber/Virtual Present: Mayor Ron Vandewal, Charlene Godfrey, Ray Leonard, Steve Pegrum, Norm Roberts, Randy Ruttan (Attended Virtually), Scott Trueman Absent: Doug Morey, Ron Sleeth Staff: Louise Fragnito - Chief Administrative Officer, Kyle Bolton - Director, Public Services, Brad Wright - Director, Development Services, Troy Dunlop - Manager, Technical Services & Infrastructure, James Thompson - Clerk, Michelle Hannah Planning Assistant

Call to Order and Roll Call

Resolution Resolution No. 2023-13-01 Moved by Councillor Pegrum Seconded by Councillor Leonard That the Council meeting of February 21, 2023 be called to order at 7:00 p.m. Carried

Ms. Hannah conducted the Roll Call.

Declaration of pecuniary interest and the general nature thereof

There were none.

Approval of Agenda

Resolution Resolution No. 2023-13-02 Moved by Councillor Godfrey Seconded by Councillor Ruttan That the agenda be amended to give consideration to Business Item 11. A. Planning Fees Update as Business Item 9. D., and as amended, be approved. Carried

Scheduled Closed Session

Delegations

Julie Runions, Utilities Kingston was present to speak to Council regarding 2022 Sydenham Water Summary Report.

Public Meeting

Approval of Minutes

Page 27 of 106 Minutes of Council February, 21, 2023 a)

Resolution Resolution No. 2023-13-03 Moved by Councillor Pegrum Seconded by Councillor Roberts That the minutes of the February 7, 2023 Council meeting be approved. Carried

Business Arising from the Minutes

There was none.

Reports Requiring Action

2022 Sydenham Water Summary Report Resolution No. 2023-13-04 Moved by Councillor Ruttan Seconded by Councillor Trueman That Council receive the 2022 Annual Summary Reports for the Sydenham Water Treatment Plant as required by the terms and conditions outlined in Schedule 22 of Ontario Regulation 170/03 for Drinking Water Systems. Carried

Support for RED Grant Application Resolution No. 2023-13-05 Moved by Councillor Roberts Seconded by Councillor Trueman That Council support the Township’s application to the RED Grant program for the fabrication and installation of wayfinding signage; That the Township’s share of the contribution for the RED grant project in the amount of $560,000 over 3 years (2023-2025) be funded from Working Funds Reserve; That the additional funds for the Township’s gateway signage project in the amount of $160,000 over 3 years (2023-2025) be funded from Working Funds Reserve; and That the Mayor and Clerk be authorized to sign a RED grant agreement, should the Township be successful in their application. Carried

Development Services – Staff Level Analysis Resolution No. 2023-13-06 Moved by Councillor Trueman Seconded by Councillor Godfrey That Council approve the creation of one (1) Planning Coordinator to replace the current Planning Assistant position within the Development Services Department; That Council approves the creation of one (1) Planning Clerk position within the Development Services Department; and That the position changes be funded from the implementation of the Heritage Review fee and Zoning Compliance Review fee. Carried

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Page 28 of 106 Minutes of Council February, 21, 2023 d)

Planning Fees Update Resolution No. 2023-13-07 Moved by Councillor Roberts Seconded by Councillor Godfrey That Council approve the updated Planning Fees for 2023, attached as “Attachment 1” in principle; and That Council direct staff to provide notice in order for Council to hold a public meeting on Tuesday, April 4, 2023, in accordance with By-law 2016-73, regarding the proposed amendments to the Planning Fees Schedule. Carried

Advisory Committee Reports or Minutes

By-laws

RC-21-09 (Boychuk) (Wilson, Brigneti) – Application to stop up, close and transfer a portion of an Unopened Road Allowance between Concessions 8 & 9, Storrington Resolution No. 2023-13-08 Moved by Councillor Leonard Seconded by Councillor Ruttan That By-law number 2023-16, being a By-law to stop up, close and transfer ownership of Parts 1, Plan 13R22804 being a portion of unopened road allowance between Concessions 8 & 9, Storrington. Carried Resolution No. 2023-13-09 Moved by Councillor Ruttan Seconded by Councillor Roberts That By-law number 2023-16 be given third reading, signed and sealed. Carried

RC-21-08 (Rosnak) –Application to stop up, close and transfer a portion of an Unopened Road Allowance between Concessions 8 & 9, Lot 36 and between the Township of South Frontenac and the Township of Central Frontenac Resolution No. 2023-13-10 Moved by Councillor Pegrum Seconded by Councillor Leonard That By-law number 2023-17, being a By-law to stop up, close and transfer ownership of Parts 3, 4 and 5, Plan 13R22800 being a portion of unopened road allowance between Concessions 8 & 9, lot 36 and between the Township of South Frontenac and the Township of Central Frontenac, be given first and second reading. Carried Resolution No. 2023-13-11 Moved by Councillor Trueman Seconded by Councillor Godfrey That By-law number 2023-17 be given third reading, signed and sealed. Carried

Reports for Information

There were none.

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Page 29 of 106 Minutes of Council February, 21, 2023 13

Information Items

Quinte Conservation - Drinking Water Source Protection

2023 Source Protection Workshop

Frontenac County Council Meeting – February 15, 2023 – Reports from the Chief Administrative Officer – Public Support of Dr. Brooks’ Neighbours Saving Neighbours Volunteer Responder Pilot Program for Cardiac Arrest

Notice of Motions

There were none.

Announcements/Statements by Councillors

Councillor Leonard and Mayor Vandewal commended the Recreation Department for the successful organization of the Family Day Event held at the arena. Mayor Vandewal noted the need for additional staff to support future events. In response to a question from Councillor Ruttan, Mr. Wright provided clarification regarding settlement areas in relation to the Official Plan and Zoning By-law.

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

There were none.

Closed Session (if requested)

Resolution: That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items: Resolution No. 2023-13-12 Moved by Councillor Roberts Seconded by Councillor Trueman That Council resolve itself into the Committee of the Whole “Closed Meeting” to consider the following items: Approval of January 17, 2023 and February 7, 2023 Committee of the Whole “Closed Meeting” Minutes A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board – Insurance Claim. A position, plan, procedure, criteria or instruction to be applied to any negotiations carried on or to be carried on by or on behalf of the municipality or local board - Office Feasibility Study Carried

Council briefly recessed prior to commencing the Closed Meeting.

Resolution: That Council rise from the Committee of the Whole “Closed Meeting” without reporting. Resolution No. 2023-13-13

Page 4 of 5

Page 30 of 106 Minutes of Council February, 21, 2023 Moved by Councillor Ruttan Seconded by Councillor Trueman That Council rise from the Committee of the Whole “Closed Meeting” without reporting. Carried 18

Confirmatory By-law

Resolution Resolution No. 2023-13-14 Moved by Councillor Morey Seconded by Councillor Leonard That By-law 2023-19, being the confirmatory by-law, be given first and second reading. Carried Resolution No. 2023-13-15 Moved by Councillor Roberts Seconded by Councillor Trueman That By-law 2023-19, being the confirmatory by-law, be given third reading, signed and sealed. Carried

Adjournment

Resolution Resolution No. 2023-13-16 Moved by Councillor Pegrum Seconded by Councillor Godfrey That the Council meeting of February 21, 2023 be adjourned at 8:20 p.m. Carried

James Thompson, Clerk

Ron Vandewal, Mayor

Page 5 of 5

Page 31 of 106

probs

To: Council Prepared by: Public Services Department Date of Meeting: March 7, 2023 Subject:

Award of Contract – Recreation Service Fee & Facility Allocation

Summary The purpose of this report is to seek Council approval to award the Recreation Service Fee & Facility Allocation contract.

Recommendation That Council approve the award of the Recreation Service Fee & Facility Allocation contract to Sierra Planning & Management in the amount of $49,720 (including non-rebatable HST); and That a budget increase of $24,720 be approved for this project and that it be funded through the Development Charges Reserve.

Background As per several recommendations in South Frontenac’s Recreation, Parks and Leisure Master Plan and approved in the 2022 Budget, a Request for Proposals was issued for external consulting services to conduct a comprehensive review of all recreation service fees, facility rental fees, allocation policies, and related procedures. The review will include multiple options or models to support the development of a fee and allocation bylaw that will ensure the booking process and fee structure is efficient, equitable, sustainable, and transparent across all recreation services and facilities that are managed by the Township. As part of the 2022 Budget Council had approved $25,000 to hire consulting services to complete this comprehensive review. The scope of work for the RFP was presented in a report to Council on October 11, 2022 at which time the funds were released to proceed with the project.

Discussion/Analysis Township staff used information from the Recreation, Parks and Leisure Master Plan and other Municipal comparators to develop the scope and deliverables of the RFP. Additional deliverables were added to the scope after consultation with Council The most significant additions to the scope were: www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 32 of 106 Township of South Frontenac Staff Report - Award of Contract – Recreation Service Fee & Facility Allocation

Review and provide recommendations on partnerships and agreements with user groups. Review of our current service levels for recreation and sport amenities and provide recommendation on maintenance plans and standards. Provide recommendation and sample facility rental contracts for community groups and not for profit organizations. The Township publicly advertised the RFP in December 2022 for competitive bids and received no submissions. Feedback received raised a concern that the timelines for submission may have been too short over the holiday season, so the RFP was advertised a second time in January 2023. On February 8th, 2023, one RFP submission was received for RFP PS-P03-2022 from Sierra Planning & Management. An evaluation Committee comprised of Township Staff reviewed and scored the submission as per the evaluation criteria provided in the RFP. The proposal was ranked on: • • • • •

Experience and Qualifications Understanding of Objectives Quality of Approach and Methodology Proposed Work Plan, Schedule, and Level of Effort Financial Proposal

Sierra Planning & Management is a very reputable company that specialize in this type of consulting services. They have a great understanding and experience with rural communities and have dedicated 225 hours to this project. They have met all the Request for Proposal requirements and references provided have been contacted. Staff therefore recommend that that Sierra Planning & Maintenance be awarded the Recreation Service Fee & Facility Allocation contract.

Financial Implications The submission received from Sierra Planning & Management was in the amount of $49,720 (including non-rebatable HST). An amount of $25,000 was included in the 2022 Budget. This was a preliminary estimate prior to the scope of the RFP being finalized. Based on the number of hours quoted in the RFP, the cost estimate is reasonable and line with market consulting rates. Staff are requesting that the budget for the project be increased by $24,720 and that the amount be funded from the Development Charges Reserve.

Relationship to Strategic Plans ☐ Not applicable to this report.

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Page 33 of 106 Township of South Frontenac Staff Report - Award of Contract – Recreation Service Fee & Facility Allocation

☒ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. • •

Priority: 3. Ensure the organizational capacity to deliver cost-effective services in a changing world. Action Item:

Climate Considerations ☒ Not applicable to this report. ☐ This initiative supports climate change mitigation/adaption efforts in South Frontenac; and/or impacts the Township’s resilience to climate change.

Notice/Consultation Amanda Pantrey, Program, Events & Education Coordinator

Approvals Submitted By:

Approved By:

Tim Laprade Manager of Recreation and Facilities

Kyle Bolton, C.E.T. Director of Public Services

Approved By:

Louise Fragnito, CPA, CGA Chief Administrative Officer

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Page 34 of 106

To: Council Prepared by: Office of the Chief Administrative Officer Date of Meeting: March 7, 2023 Subject: Townhall Office Expansion Feasibility Study

Summary This report provides the recommended option for the Townhall Feasibility Study and seeks support to move forward with the design stage of the project.

Recommendation That Council support the option to expand the existing office spaces as per the preliminary concept drawings and cost estimates provided; and That Council approve moving forward with the design of this option to provide for the creation of construction drawings.

Background On December 14, 2021, a staff report was brought forward seeking support to assess options for the expansion of the Township’s administrative offices located at 4432 George Street including the expansion of the existing building along with alternatives. The request initially provided for five (5) alternatives for the expansion. At the January 25, 2022 meeting Council supported a notice of motion to remove three (3) of the five (5) options that considered the use of the Sydenham Library. An RFP for consulting services for an Administrative Office Expansion Feasibility Study was issued on April 19, 2022 and closed on May 3, 2022. At the May 17, 2022 meeting, Council awarded the Office Expansion Feasibility Study to Colbourne & Kembel, Architects, Inc.

Discussion/Analysis As per the scope of the RFP, the consultant undertook a review of available options for the expansion of the current Townhall office space. The review included providing additional office space along with other considerations such as parking, accessibility, and meeting space. www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 35 of 106 Township of South Frontenac Staff Report - Townhall Office Expansion Feasibility Study

Attached are drawings of the recommended option which is not only the most economical but also provides the most seamless expansion. It is recommended that the existing offices be expanded in the back of the building for both existing levels. This expansion is anticipated to provide staffing capacity for the next 20 years. The expansion would see: • • • • • • •

the addition of a lift towards Council chambers to provide access to council chambers and both existing floors. Addition of office spaces/workstations (approximately 25), meeting rooms and washrooms on both levels Realignment of reception areas on both floors Formalized parking spaces on Wheatley Street Addition of a staff parking lot between the back of the library and the boat launch Sidewalks adjacent to formalize parking on Wheatley Street and from the new staff parking lot behind the library to Townhall offices Site improvements to improve access to the lower floor including reducing the slope.

The office layouts are preliminary concepts until the design is undertaken to provide construction drawings. The Class D cost estimate for the presented option is $2,548,860 which includes both design and construction costs. Staff are seeking support with the recommended option and further that approval be provided to move forward with the design of this option.

Financial Implications An amount of $300,000 has been budgeted for the design of the selected option in the 2023 Budget. Based on the consultant, 10% of the anticipated construction costs is a reasonable estimate for the design cost for construction drawings which under this option equals $236,260.

Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •

Priority: 3. Ensure the organizational capacity to deliver cost-effective services in a changing world.

www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 36 of 106 Township of South Frontenac Staff Report - Townhall Office Expansion Feasibility Study

Notice/Consultation

Tim Laprade, Manager of Recreation and Facilities Troy Dunlop, Manager of Engineering and Capital Projects Shelley Stedall, Director of Corporate Services and Treasurer

Attachments -Concept drawings – Townhall Office Expansion

Approvals Approved By:

Louise Fragnito, CPA, CGA Chief Administrative Officer

www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

GEORGE ST.

APPROXIMATE LOCATION OF EXISTING WATER EDGE

PROPERTY LINE

SYDENHAM LAKE

EXISTING PROPANE TANK

NEW 1 STOREY ADDITION (WITH BASEMENT) 370 m2

PROPERTY LINE

MAIN ENTRANCE

EXISTING SEPTIC TANKS AND PUMP CHAMBERS

EXISTING BOAT LAUNCH PARKING PROPERTY LINE

NEW 1 STOREY ADDITION 17m2

EXISTING SEPTIC FIELD FOR LIBRARY

EXISTING SOUTH FRONTENAC MUNICIPAL OFFICES

17 STAFF PARKING SPACES

DN 30m SHORELINE SETBACK

EXISTING KINGSTON FRONTENAC PUBLIC LIBRARY TO REMAIN

INE YL RT E OP PR

EXISTING ON-SITE PARKING (32 SPACES)

GE S T.

ATHLETIC FIELD

GEOR

Y LE AT HE

(OS ZONE) NEW SIDEWALK

. ST

PAVE AND FORMALIZE PARALLEL PARKING ALONG EAST SIDE OF WHEATLEY ST. (11 SPACES)

PROJECT

South Frontenac Office Expansion

No.

22028

LOCATION

DRAWING

SCALE

4432 George St, Sydenham, ON K0H 2T0

PROPOSED SITE PLAN -OPTION 1

1 : 500

CLIENT

SOUTH FRONTENAC

DATE

DWG. No.

JAN 2023

REVISED

2022/12/16

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NOTE: PROPERTY LINES SHOWN ARE APPROXIMATED USING CITY OF FRONTENAC-ZONING MAP, AS SURVEYED INFORMATION WAS NOT AVAILABLE AT TIME OF STUDY.

PROPERTY LINE

W/C OFFICE

OFFICE

GEORGE ST.

LUNCH ROOM

30m SHORELINE SETBACK

COUNCIL CHAMBERS

OFFICE

ADMIN W/C

OFFICE ADMIN

ELEV

CORRIDOR

MEETING ROOM UNIV W/C

MAIN ENTRANCE

PROPERTY LINE RECEPTION

WAITING VEST NEW 1 STOREY ADDITION BELOW

OPEN WORK STATIONS

OFFICE

COPIER ROOM

ROOF PATIO

OFFICE

W/C

OFFICE

South Frontenac Office Expansion

No.

22028

LOCATION

DRAWING

SCALE

4432 George St, Sydenham, ON K0H 2T0

PROPOSED ADDITION TO EXISTING MUNICIPAL OFFICES - GROUND FLOOR

1 : 200

CLIENT

SOUTH FRONTENAC

DATE

DWG. No.

JAN 2023

REVISED

2022/12/16

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PROJECT

EXISTING LIBRARY

PROPERTY LINE

ONLY ACCESSIBLE FROM UPPER FLOOR W/C

OFFICE

GEORGE ST.

30m SHORELINE SETBACK

OFFICE

VAULT

CRAWL SPACE OFFICE

MEN’S W/C ELEV

WOMEN’S W/C

MEETING ROOM PROPERTY LINE

CORRIDOR

FILE STORAGE OFFICE

OPEN WORK STATIONS

PROPERTY LINE

OFFICE

WAITING

OFFICE RECEPTION

OFFICE

COPIER ROOM OFFICE OFFICE KITCHEN

OFFICE

NEW ENTRANCE

ELEC

EXISTING LIBRARY

SLOPED SIDEWALK FOR BF ACCESS

South Frontenac Office Expansion

No.

22028

LOCATION

DRAWING

SCALE

4432 George St, Sydenham, ON K0H 2T0

PROPOSED ADDITION TO EXISTING MUNICIPAL OFFICES - BASEMENT

1 : 200

CLIENT

SOUTH FRONTENAC

DATE

DWG. No.

JAN 2023

REVISED

2023/01/17

Page 39 of 106

PROJECT

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To: Council Prepared by: Corporate Services Department Date of Meeting: March 7, 2023 Subject: 2023 Budget including PSAB presentation

Summary This report summarizes the 2023 Budget and requests adoption of both the 2023 Budget and the PSAB version of the 2023 Budget which presents it under the full accrual basis.

Recommendation That Council approve and adopt the combined 2023 Capital and Operating budgets requiring $21,641,190 to be raised by taxation, as attached. That Council also approve the 2023 PSAB budget as attached.

Background The 2023 Budget was presented and discussed at the February 16th Special Committee of Whole meeting. A few items were requested for follow-up reports and clarifications from staff which are summarized below. 2023 Budget The impact of the presented budget aligns with Council’s direction and amounts to a 2.62% or $43.91 impact on the average phased-in residential property of $278,387. The final budget represents $37,407,420 in reserve transfers, operating and capital expenditures and results in a total amount to be raised from taxation of $21,641,190. Attached is the final 2023 budget as circulated at the February 16th meeting which also includes the capital budget and reserve schedule. The budget report has not changed from what was previously circulated. It is attached as Appendix 3 At the budget meeting, the South Frontenac Fire and Rescue tiered medical response data analysis from May 2022 was discussed and requested to be circulated. It is attached to this report as Appendix 1. www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 41 of 106 Township of South Frontenac Staff Report - 2023 Budget including PSAB presentation

Council also requested more details on the Pleasant Valley Municipal Drain. The Inspection Report completed by Robinson Consultants in May 2021 is attached as Appendix 2. Other items of note that were discussed through the 2023 Budget deliberation and which will be brought forward to future council meetings with more details are: • • • •

•

Additional Building Inspector A status report on cemeteries in the Township Recycling – Blue box transition update 5-year capital plan for: o Gravel roads rehabilitation plan o Pavement and bridges program Sidewalk design estimates for Hartington and Harrowsmith

PSAB Budget On July 31st, 2009, Regulation 284/09 titled “Budget Matters – Expenses” introduced the requirement for Public Sector Accounting Board (PSAB) adjustments to be reported. The regulation allows municipalities to continue to budget as usual but requires the disclosure and adoption of PSAB adjustments to reflect it under the full accrual basis. Appendix 4 provides for the adjustments to present the budget under PSAB in summary format. The PSAB budget report reflects amortization, which represents the deterioration of assets and the investment in tangible capital assets. For the 2023 budget, the investment in tangible capital assets (capital) represents $10.3 million with amortization being $8.5 million. It is important to note that the Township is investing in its assets at a slightly faster rate than its rate of amortization. However, it is also important to note that amortization is based on historical dollars whereas the purchase of assets is based on current or replacement dollars. The landfill obligation calculated is based on the remaining life of our landfills and the estimated closure and post closure costs from our consultant, Cambium’s report. Although this obligation is presented as an unfunded obligation, the Township has a dedicated reserve fund for Landfill Closure with a transfer of $40,000 being contributed yearly which at the end of 2023 is estimated to be at a value of $370,056. Overall, the 2023 PSAB budget presents a net change of $798,180 which stems primarily from the use of reserve funds towards capital projects. This change represents the budgeted net change in the value of our assets for financial statement presentation purposes and has no funding requirement.

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Page 42 of 106 Township of South Frontenac Staff Report - 2023 Budget including PSAB presentation

Financial Implications The combined 2023 Capital and Operating budgets require $21,192,849 to be raised by taxation. A separate by-law will be brought forward at a future meeting to authorize tax rates based on the approved budget.

Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. •

Priority: 3. Ensure the organizational capacity to deliver cost-effective services in a changing world.

Attachments

Council Report Fire - May 17 2022 - SFFR and FPS Medical Tiered Agreement
Pleasant Valley Municipal Drain Inspection Report May 2021
2023 Final Budget
PSAB Budget

Approvals Submitted By:

Shelley Stedall, Dipl. B.Admin. AMCT Director of Corporate Services & Treasurer Approved By:

Louise Fragnito, CPA, CGA Chief Administrative Officer

www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

APPENDIX 1

Page 43 of 106

To: Council Prepared by: Fire & Emergency Services Department Date of Meeting: May 17, 2022 Subject: Tiered Medical Response Summary This information report provides data about emergency medical incidents and associated costs for South Frontenac Fire and Rescue as requested by Township Council

Recommendation This report is for information. Background At the February 1, 2022 Council meeting, a request was brought forward by Deputy Mayor Revill and supported by Council to report on the volume of medical calls conducted by South Frontenac Fire and Rescue. Discussion/Analysis In 2018, a review and renewal of the Medical Tiered Response agreement between South Frontenac Fire and Rescue and Frontenac Paramedic Services was endorsed by Township Council. Over the past several years South Frontenac Fire and Rescue has continued to see an increase in the frequency of emergency medical incidents responded to by fire department personnel. Table 1 below provides a summary of both the total number of incident responses as well as a breakdown specific to medical incidents. Table 1: SFFR Incidents Totals and Number of Medical Responses Year 2019 2020 2021

SFFR Total Incidents 507 487 496

Medical Incidents 269 216 246

% Total - Medical 53% 44% 49%

A three (3) year average (2019-2021) was analyzed. On average seven (7) firefighters responded to each emergency medical incident at a cost of approximately $350 in www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 44 of 106 Township of South Frontenac Staff Report - Tiered Medical Response

firefighter wages per medical response. Wages for SFFR personnel are funded from department Operating Budget.

Table 2: SFFR Average Wage Allocation per Emergency Medical Response vs Total Wages Year

Total Number of Incidents

2019 2020 2021

269 216 246

Approx. Average Wage Costs Per Year $94,150 $75,600 $86,100

Total Wage Costs – Incidents/ Training/Other $482,205 $453,928 $467,947

% Total Medical 20% 17% 18%

Financial Implications South Frontenac Fire and Rescue is %100 funded by the municipality. All emergency medical responses are included in the SFFR Operating Budget. In addition to the firefighter wages associated with the responses, there are additional financial considerations that are annually factored into the operating budget. Medical Training: Every SFFR firefighter is trained in emergency medical response to serve our residents. This training includes Basic Life Support (BLS), Oxygen Therapy, and First Aid/CPR/Defib Training. Every three (3) years, each personnel is required to complete a full recertification of these qualifications and every one (1) year, complete a certified refresher program. The three (3) year renewal requires a twenty (20) hour recertification program and every one (1) year require a four (4) hour training night refresher maintenance training. Each of these training requirements are provided by a third party. Table 3: SFFR Medical Training Costs Year

2019 2020 2021

Annual Personnel Refresher Trained per VFF

95 110 110

NA $56 $65

3 Year Training 20 Hour Recertification Cost – Cost of per VFF Third Wages Party Average $188 NA NA

$17,860 $6,160 $7,150

$30,400 NA NA

4 Hour Cost of Wages Average

Total Cost

NA $7,040 $7,040

$48,260 $13,200 $14,190

Equipment and Supplies: Each year additional costs for emergency medical incidents requires additional operating budget funding for equipment and supplies. This includes replacement costs for Oxygen, Trauma and First Aid supplies, Automated External Defibrillator (AED) Equipment, annual maintenance, and replacement supplies. SFFR has

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Page 45 of 106 Township of South Frontenac Staff Report - Tiered Medical Response

a total compliment of 10 AED’s and has a third party annual inspection agreement which is a minimum requirement for use by emergency first responders. The following is a listing of the additional annual budget funding to support SFFR medical response: • • •

• •

AED Costs - $2,700 purchase cost per unit (x10 Units) replaced every 10-15 years. 8 purchased in 2010, 2 purchased in 2022 AED Annual Inspection Agreement - $4,000 per year AED Equipment and Replacement Pads – x20 sets of pads at $280 per set. Pads expire after 3 years if not utilized. Average replacement of x8 sets per year due to usage. Unused expired pad sets are replaced as part of the annual inspection agreement Oxygen Replacement – Annual Operating Budget of $8000 per year Trauma and First Aid Supplies – Annual Operating Budget of $10,000 per year

In 2020 and as a result of the Covid 19 Pandemic, Council supported a SFFR Capital Purchase to retrofit three (3) existing pickup trucks to create new Rapid response Units. The value of this retrofit was $15,750. These units improve access for many types of emergency responses and are primarily used for all Medical Responses. Since 2020, an additional 5 units are planned to enter into service. 2 units in May 2022 (2021 Capital Budget) and 3 units in October 2022 (2022 Capital Budget). Each of the 8 fire stations will have a Rapid response Unit by the conclusion of 2022. These units have proven extremely valuable and have been shown to provide significant cost savings with the decommissioning and sale of 3 of 6 larger Squad/Rescue units. The Capital Budget allocation in 2021 and 2022 for the Rapid Response Units is $350,000, while removing the Capital Costs to replace the x3 Squad/Rescue Units at $375,000 per unit ($1,125,000 approx. replacement cost) Relationship to Strategic Plans ☐ Not applicable to this report. ☒ This initiative is supported by the following priorities of the 2019-2022 Strategic Plan. • •

Priority: 3. Ensure the organizational capacity to deliver cost-effective services in a changing world. Action Item: Review Medical Responses

Notice/Consultation

South Frontenac Treasury Department Third Party Medical Trainers SFFR Administrative Staff www.southfrontenac.net Natural, Vibrant and Growing – a Progressive, Rural Leader.

Page 46 of 106 Township of South Frontenac Staff Report - Tiered Medical Response

Attachments Tiered Medical Response Agreement Between South Frontenac Fire and Rescue and Frontenac Paramedic Services Approvals Submitted By: Darcy Knott

Darcy Knott Director Fire and Emergency Services Approved By:

Louise Fragnito, CPA, CGA Chief Administrative Officer

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Appendix 2

Page 53 of 106

Inspection Report Pleasant Valley Municipal Drain Township of South Frontenac

Prepared For:

The Township of South Frontenac

Prepared By: Robinson Consultants Inc. Consulting Engineers

Project No. B21022 May 2021

Page 54 of 106

May 6th, 2021 Township of South Frontenac 4432 George Street, Box 100 Sydenham, ON, K0H 2T0

Attention:

Claire Dodds, MCIP, RPP Director of Development Services

Reference:

Inspection Report Pleasant Valley Municipal Drain Township of South Frontenac Our Project No. B21022

Dear Ms. Dodd’s: This Inspection Report for the Pleasant Valley Municipal Drain, Township of South Frontenac is respectfully submitted for your consideration. The inspection was initiated by the Township in conjunction with the development approvals process for the Heartington Subdivision. The purpose of the report is to provide details of the inspection completed April 29, 2021, concerns and recommendations for maintenance or improvements. If you have any questions, please feel free to contact Andy Robinson by cell at 613-761-01061 or by email at ajrobinson@rcii.com or Lorne Franklin at lfranklin@rcii.com or by cell at 613-791-1335.

Yours very truly, ROBINSON CONSULTANTS INC.

Lorne Franklin, L.E.T., C.E.T., rcca, CISEC Licensed Drainage Technologist Drainage Superintendent

Page 55 of 106 TOWNSHIP OF SOUTH FRONTENAC INSPECTION REPORT – PLEASANT VALLEY MUNICIPAL DRAIN

TABLE OF CONTENTS 1.0

INTRODUCTION ……………………………………………………………………………………………………….. 1 1.1 History …………………………………………………………………………………………………………… 1

2.0

REVIEW AND INSPECTION DETAILS ………………………………………………………………………… 1 2.1 Review of the Report and Design ……………………………………………………………………… 1 2.2 Inspection Details ……………………………………………………………………………………………. 1

3.0

MAINTENACE RECOMMENDATIONS ………………………………………………………………………… 2 3.1 Siltation and Debris …………………………………………………………………………………………. 2 3.2 Vegetation Management ………………………………………………………………………………….. 2 3.3 Culverts …………………………………………………………………………………………………………. 2 3.4 Erosion ………………………………………………………………………………………………………….. 3 3.5 Tile Outlets …………………………………………………………………………………………………….. 3

4.0

PERMITS AND AUTHORIZATIONS …………………………………………………………………………….. 3

5.0

CONCLUSIONS ………………………………………………………………………………………………………… 3

LIST OF APPENDICES Appendix A

Site Plan – Photographs Site Inspection Photos

Project No. B21022

Page i

Mayl 2021

Page 56 of 106 TOWNSHIP OF SOUTH FRONTENAC INSPECTION REPORT – PLEASANT VALLEY MUNICIPAL DRAIN

1.0

INTRODUCTION

Robinson Consultants Inc. was appointed by the Township South Frontenac to complete an Engineer’s Report on the Pleasant Valley Municipal Drain, for the subsequent subdivision of land under Section 65 of the Ontario Drainage Act, R.S.O. 1990. This Inspection Report is provided in advance of the Section 65 process. The purpose of the report is to provide details of the inspection completed on April 29, 2021, including concerns and recommendations for maintenance or improvements. The April 29, 2021 inspection was completed with Clair Dodds (Township of South Frontenac, Director of Development Services), Alan Revill (Township of South Frontenac Councilor / former Township Drainage Superintendent), and Lorne Franklin of Robinson Consultants Inc. in attendance. The inspection included the upstream portion of the Drain, from Watson Rd. (Sta. 3+139) to the upstream Limit of Construction in the Village of Heartington (Sta. 6+385). 1.1

History

The Pleasant Valley Municipal Drain was originally constructed in 1985 under provision of a report by A. D. Revill Associates Ltd. And adopted by the Township of South Frontenac. The 1985 Report made provisions for the Construction of the Pleasant Valley Municipal Drain. The last fulsome maintenance (clean-out) of the Drain was reported by Allan Revill (in attendance) to have been completed in 1992, with a further partial cleanout completed in 2012 commencing at +/Sta. 4+100 through Sta. 3+139. 2.0

REVIEW AND INSPECTION DETAILS

2.1

Review of the Report and Design

The 1985 Engineer’s Report (current by-law) described the depth of the channel as being “restricted by the proximity of the underlying rock” and further details that in “most areas the rock was a significant factor in choosing the grade.” Channel depths as prescribed by the 1985 Engineer’s Report are considered to be quite shallow, ranging from shallow swale (low depth and limited confinement) to trapezoidal channel – generally up to 500mm deep. Prescribed cross-sectional widths range from 1.0m wide flat bottom at the upstream extent to 3.0m wide flat bottom at the downstream extent. Side slopes are specified at 2h:1v in earth cuts and 0h:1v in rock cuts. Additional channel width was considered as the primary method of conveyance as additional depth could not be achieved without extensive rock removal. 2.2

Inspection Details

In conjunction with the April 29, 2021 inspection, a visual review for the drain was completed from Watson Rd. (Sta. 3+139) to the upstream Limit of Construction in the Village of Heartington (Sta. 6+385). The downstream extent of the drain Sta. 0+000 to Sta. 3+139 was not inspected at this time. Inspection found the alignment and cross-sectional width of the drain to be in general conformity with that prescribed by the 1985 Engineer’s Report. Project No. B21022

Page 1

May 2021

Page 57 of 106 TOWNSHIP OF SOUTH FRONTENAC INSPECTION REPORT – PLEASANT VALLEY MUNICIPAL DRAIN

Some sedimentation and debris deposits were evident throughout the observed extent of the drain. Typically, the extent of sedimentation and debris deposits would be considered insignificant to minor, however, due to the shallow nature of the drain even minor deposition is anticipated to have an impact on the capacity of the Drain. Crossings (culverts) at locations prescribed by the Engineer’s Report appeared to be in general conformance and of adequate condition. Additional private farm crossings, not forming part of the Engineer’s Report were observed in the inspected portion of the drain. Engineering review would be required to determine if the additional crossings meet the standard 10 year return period design as prescribed by the Engineer’s report as well as meeting installation standards. No significant erosion of the channel banks was observed during this inspection. In non-cropped (forested or fence line) areas, moderate woody vegetation (scrub) is evident on the banks of the drain. Woody vegetation within the banks of the drain may impact channel capacity. The field located in Lot 11, Con. 7 was reported to flood quite frequently with occasional damage to crops. Some evidence of recent inundation was noted at the time of inspection. No tile outlets were observed at the time of inspection. It is noted that due to the proximity of the underlying rock, tile systems are typically not viable in this area. Site photographs taken during the inspection as well as a plan indicating the location and direction of the photo are provided in Appendix A. 3.0

MAINTENACE RECOMMENDATIONS

3.1

Siltation and Debris

Due to the shallow nature of the drain, even seemingly minor deposits may have a significant impact on the capacity of the drain. The last fulsome cleanout of the drain was reported to have been completed in 1992 (now 29 years ago) and partial cleanout was completed in 2012 (9 years ago). As such, cleanout is recommended for the full extent of the drain to the profile and cross-section prescribed by the 1985 Engineer’s Report. 3.2

Vegetation Management

Woody vegetation within the banks of the drain may impact channel capacity. However, some vegetation is favored by environmental agencies as providing important habitat features for wildlife. To preserve capacity but protect these features it is recommended that brush be removed from the bottom of the drain, one (1) bank and a corridor sufficient to allow for maintenance. 3.3

Culverts

Crossings (culverts) at locations prescribed by the Engineer’s Report appeared to be in general conformance and of adequate condition. No maintenance is required at this time. Periodic review of the conditions of the prescribed structures by the Township Drainage Superintendent (or other assigned staff) is recommended. Additional private farm crossings, not forming part of the Engineer’s Report were observed in the inspected portion of the drain. Further engineering review is recommended to determine if the additional crossings meet the standard 10 year return period design as prescribed by the Engineer’s report as well as installation standards. Where applicable it is recommended that an amendment to the Engineer’s Report be initiated to incorporate required crossings into the Report and By-Law. Project No. B21022

Page 2

May 2021

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3.4

Erosion

No significant erosion of the channel banks was observed during this inspection. Periodic review for evidence of erosion or bank instability by the Township Drainage Superintendent (or other assigned staff) is recommended. 3.5

Tile Outlets

No tile outlets were observed at the time of inspection. Should tile outlets be found and/or installed in the future, periodic review of the condition of tile outlets by the Township Drainage Superintendent (or other assigned staff) is recommended. 4.0

PERMITS AND AUTHORIZATIONS

Municipal Drain cleanout may require permits or authorizations from environmental agencies. Prior to any maintenance or construction activity it is recommended that the township seek the advice of (but not limited to) the following: • • • • 5.0

The federal Department of Fisheries and Oceans (DFO, with regard to Fish and Fish Habitat regulations The Quinte Region Conservation Authority (QRCA) with regard to fill, construction, alteration to waterways and wetlands regulations. The Ontario Ministry of Environment Conservation and Parks (MECP) with regard to Species at Risk (SAR) legislation/regulations The Ontario Ministry of Natural Resources and Forestry (MNRF) with regard to other environmental legislation/regulations. CONCLUSIONS

We trust the information provided by this Inspection report to be satisfactory in addressing the requirements of the Municipality, in conformance with the request for maintenance inspection. All of which is respectfully submitted, ROBINSON CONSULTANTS INC.

Lorne Franklin, L.E.T., C.E.T., rcca, CISEC Licensed Drainage Technologist Drainage Superintendant

Project No. B21022

Page 3

May 2021

Page 59 of 106

Appendix A Site Plan – Photographs Site Inspection Photos

NOTE: PHOTO No.’s 3, 4 AND 5 ARE NOT SHOWN ON PLAN AND DID NOT FORM PART OF THE INSPECTION REPORT. No.

DATE

REVISION

SCALES

HORIZONTAL

N.T.S. VERTICAL

CONSULTING ENGINEERS 350 Palladium Drive Kanata, Ontario, K2V 1A8 Telephone (613) 592-6060

PLEASANT VALLEY MUNICIPAL DRAIN

B21022

SITE PHOTO LOCATIONS MAINTENANCE INSPECTION APRIL 29, 2021

CONTRACT NO.

DATED

Apr-21 DWG. No.

FIG. A1

Page 60 of 106

N.T.S.

PROJECT No.

TWP. OF SOUTH FRONTENAC