City of Quinte West Council Agenda Monday, May 2, 2016
City Hall Council Chambers Call to Order 6:00 p.m.
1. Closed Session of Council
a) The review of the Minutes of the Closed Session Council Meeting held on April 18, 2016. (Pursuant to Section 239 (2) (c) and (d) of the Municipal Act)
b) Confidential Staff Report from Lori Coxwell-Duncan, Manager of Human Resources regarding labour relations (Pursuant to Section 239 (2) (d) of the Municipal Act).
6:30 p.m. Public Session of Council 2. Opening
2.1 National Anthem – “O Canada” 2.2 Opening 2.3 Opening Remarks
3. Return to Open Session
4. Approval of Agenda
5. Approval of Minutes
a) Minutes of the Regular Council Meeting held on April 18, 2016.
Resolution: That the Minutes of the Regular Council Meeting held on April 18, 2016 be approved;
And further that the Minutes of the Closed Session Council Meeting held on April 18, 2016 be approved.
6. Disclosure of Pecuniary Interest and the General Nature thereof
7. Delegations and Petitions
7.1 Delegations
a) Rob MacDonald will address Mayor Harrison and Council to present a funding request on behalf of the Trenton Golden Hawks 2017 Dudley- Hewitt Committee.
b) Constable David Ludington, Quinte West OPP will address Mayor Harrison and Council to provide an update on mobility scooters and e- bikes.
c) Catherine Barr of the Municipal Property Assessment Corporation will address Mayor Harrison and Council to provide an update on the 2016 Reassessment.
8. Public Input
9. Committee Reports, Staff Reports and Approval of Accounts
9.1 C.A.O.
a) None
9.2 Corporate & Financial Services
a) Staff Report 16-059CFS from Kevin Heath, City Clerk regarding Quinte Access Request.
Resolution: That Council acknowledge receipt of a letter from Quinte Access dated April 13, 2016 requesting use of the Front Street (north side) parking lot to host their Sunday Night Cruise shows commencing May 15th, 2016 thru September from approximately 3:30 pm to 8:00 pm;
And further requesting continued use of the Amphitheatre for their larger car shows for the 2016 season;
And further requesting downtown closure being Dundas Street West from Front St. to Division St. from 1:00 pm - 8:30 pm on Sunday, June 19th, 2016 to host a special Downtown Sunday Cruise Night car show in honour of Fathers' Day;
And further that Council approve the said request.
b) Staff Report 16-060CFS from Kevin Heath, City Clerk regarding Community Gardens request.
Resolution: That Council acknowledge receipt of a letter dated April 22, 2016 from Colette Richardson, and other members, advising of their intent to take over the management of the existing Quinte West Community Greenhouse and Gardens organization and requesting that the City support this project by donating viable lands with access to water, in which the existing beds, garden shed and greenhouse can be relocated;
And further that staff be directed to investigate the matter and prepare a report for Council consideration.
9.3 Planning & Development Services:
a) None
9.4 Public Works & Environmental Services:
a) Minutes of the Public Works & Environmental Services Committee Meeting held on April 12, 2016.
Resolution: That the Minutes of the Public Works & Environmental Services Committee Meeting held on April 12, 2016 be approved.
9.5 Protective Services:
a) None
10. Correspondence for Council Decision
10.1 Proclamations
a) Correspondence from Quinte Access requesting that May 14, 2016 be proclaimed "Accessibility Awareness Day" in the City of Quinte West.
Resolution: That May 14, 2016 be proclaimed as "Accessibility Awareness Day" in the City of Quinte West.
b) Correspondence from the Falun Dafa Association of Canada requesting a proclamation/greeting message from the City of Quinte West recognizing May 13, 2016 as the 24th Anniversary of Falun Dafa’s (also known as Falun Gong) introduction to the public.
Resolution: That the City of Quinte West recognize May 13, 2016 as the 24th Anniversary of Falun Dafa’s (also known as Falun Gong) introduction to the public by forwarding a greeting message to the Falun Dafa Association of Canada in recognition of the anniversary.
11. Bylaws
Corporate & Financial Services:
16-054 Being a By-law to authorize the signing of a Release of an Open Drainage Swale Easement, 136 North Trent Street, Frankford Ward, Quinte West.
16-055 Being a By-law to authorize the execution of a Tax Arrears Extension Agreement pursuant to Section 378 of The Municipal Act, 2001.
16-056 Being a By-law to authorize the signing of an agreement between the Corporation of the City of Quinte West, the Quinte West Police Services Board and Her Majesty the Queen in Right of Ontario, as Represented by the Minister of Community Safety and Correctional Services. (Community Policing Partnerships Program #4)
16-057 Being a By-law to authorize the signing of an agreement between the Corporation of the City of Quinte West, the Quinte West Policy Services Board and Her Majesty the Queen in Right of Ontario, as Represented by the Minister of Community Safety and Correctional Services. (Safer Communities - 1000 Officers Partnership Program Amendment #3)
16-058 Being a By-law to adopt a Purchasing Policy for the City of Quinte West.
16-059 Being a By-law to authorize the Corporation of the City of Quinte West to enter into an agreement with Canada Company: Many Ways to Serve (Canada Company) for the acquisition of a Light Armoured Vehicle (LAVIII) Monument.
Resolution: That these by-laws be read a first, second and third time. And that said by-laws having now been read and passed, the Mayor and Clerk be authorized to sign and seal the same
12. Correspondence for Council Information
12.1 Printed
a) Correspondence from David Clazie, Director of Corporate & Financial Services outlining Accounts Payable City General April 2016 in the amount of $4,984,076.16; and Accounts Payable Exceeding $10,000 in the amount of $4,612,855.27.
b) Staff Report 16-051CFS from David Clazie, Director of Corporate & Financial Services regarding Purchasing Policy Update.
c) Minutes of the Quinte Conservation Executive Committee held on February 19, 2016.
d) Minutes of the Lower Trent Conservation Board of Directors Meeting held on March 10, 2016.
e) Minutes of the Hastings/Quinte Long-Term Care Committee Meeting held on March 9, 2016.
f) Minutes of the Hastings/Quinte Social Services Committee Meeting held on March 9, 2016.
g) Correspondence from South East Local Health Integration Network (LHIN) regarding a summary of the process and data supporting recommendations to increase long-term care home capacity in the South East LHIN.
h) Correspondence from Joe Kim, Front St. Variety regarding ban on use of plastic shopping bags.
i) Resolution from the Township of South Frontenac endorsing the resolution passed by the Township of Georgian Bay requesting the implementation of legislation that would provide authorities with the ability to enforce the "No Wake" restriction on Ontario's navigable waters.
j) Resolution from the Municipality of Bluewater requesting the Minister of Health and Long Term Care to reinstate incentives for physicians to practice in rural areas of Ontario.
k) Resolution from the Municipality of Dutton Dunwich requesting that the "Municipal Support Resolution" becomes a mandatory requirement in the IESO process.
l) Resolution from the Corporation of the Township of North Stormont that the Ontario Energy Board examine the proposal to expand natural gas services and make it available to all of Eastern Ontario rural areas.
m) Resolution from the City of Welland regarding the development of Provincial Legislation for Private Supportive Living Accommodations.
n) Resolution from the Corporation of the Town of Prescott supporting Bill 158, Saving the Girl Next Door Act, 2016.
o) Resolution from Clearview Township supporting Bill 158, Saving the Girl Next Door Act, 2016.
12.2 Non-Printed
a) Applications for Consent: B11/16M - 3 Glenburnie Drive (Lot Fronts on Telephone Road), Lot 4 Plan 39M-747, Murray B12/16M - 3 Glenburnie Drive (Lot Fronts on Telephone Road), Lot 4 Plan 39M-747, Murray
Resolution: That the correspondence printed for Council information and the non-printed items for Council information including all supplementary printed and non-printed be received and filed, and that the listing of same be attached to the Minutes for reference.
13. Councillor Requests for Information
14. Confirmation By-law
a) Confirmation By-law
Resolution: That Confirmation By-law 16-060 for the May 2, 2016 Council meeting now be read a first, second and third time and be signed and sealed.
15. Adjournment
a) Adjournment
Resolution: That Council now adjourn at p.m.
Gity of Quinte West Regular Gouncil Minutes
Monday, April 18,2016 City Hall Council Ghambers
1. Call to Order
Mayor Harrison called to order the Regular meeting of the Council of the Corporation of the City of Quínte West at 5:30 p.m.
2" Members Present:
Mayor Jim Harrison Deputy Mayor Jim Alyea Councillor Duncan Armstrong Councillor Allan DeWitt Councillor Sally Freeman Councillor Michael Kotsovos Councillor Don Kuntze Councillor Fred Kuypers Councíllor Rob Maclntosh Councillor David McCue Councillor Keith Reid (regrets) Councillor Karen Sharpe Councillor Bob Wannamaker (regrets)
3. Staff Present:
Mr. Charlie Murphy, Chief Administrative Officer Mr. David Clazie, Director of Corporate & Financial ServicesMr. Mr. Chris Angelo, Director of Public Works & Environmental Services Mr. Brian Jardine, Director of Planning & Development Services Mr. Kevin Heath, City Clerk Ms. Lori Coxwell-Duncan, Manager of Human Resources Mr. John Whelan, Fire Chief lnspector Mike Reynolds, Quinte West O.P.P.
4. Closed Session of Council
Motion No. l6-102 - Closed Session Moved by McCue Seconded by Freeman Council Minutes Monday, April 18, 2016
That Council move into closed session at 5:30 p.m. pursuant to Section 239 of the Municipal Act for:
a) The review of the Minutes of the Closed Session Council Meeting held on April 4, 2016. (Pursuant to Section 239 (2) (c) and (d) of the Municipal Act)
b) Confidential Staff Report 16-031PD from Brian Jardine, Director of Planning & Development Services regarding proposed or pending acquisition of land by the municipality (Pursuant to Section 239 (2) (c) of the MunicipalAct).
c) Confidential Staff Report 16-013CAO from Charlie Murphy, Chief Administrative Officer regarding proposed or potential acquisition of land by the municipality (Pursuant to Section 239 (2) (c) of the Municipal Act).
d) Confidential Staff Report 16-005HR from Lori Coxwell-Duncan, Manager of Human Resources regarding labour relations (Pursuant to Section 239 (2) (d) of the Municipal Act). (Supplementary)
e) Confidential Staff Report 16-032PD from Phillip Lappan, Chief Building Official/Manager Building and By-law Enforcement regarding proposed or pending acquisition of land by the municipality (Pursuant to Section239 (2) (c) of the Municipal Act). (Supplementary)
5. Return to Open Session
Motion No. 16-103 - Return to Open Session Moved by Sharpe Seconded by Freeman
That Council now returns to open session at6:12 p.m. Carried
Council reconvened to regular business at 6:30 p.m.
6. Opening
2.1 NationalAnthem - "O Canada" 2.2 Opening 2.3 Opening Remarks Council Minutes Monday, April 18, 2016
7 . Approval of Agenda
Motion N. l6-104 - Approval of Agenda Moved by Armstrong Seconded by DeWitt That the Agenda for the April 18,2016 Regular Council Meeting be approved Carried
8. Approval of Minutes
Motion No. l6-105 - Approval of Council Minutes Moved by Sharpe Seconded by McCue
That the Minutes of the Regular Council Meeting held on April 4, 2016 be approved;
And further that the Minutes of the Closed Session Council Meeting held on April 4,2016 be approved. Carried
L Disclosure of Pecuniary lnterest and the General Nature thereof
There were no disclosures of pecuniary interest.
10. Delegations and Petitions
10.1. Presentations
a) Mayor Harrison and Council recognized Benjamin Bacic, who attends Moira Secondary School, for being awarded the Horatio Alger Scholarship
b) Matt Tracey, Manager of Water and Wastewater and Amy Russell, Compliance Coordinator addressed Mayor Harrison and Council to provide a WaterA/t/astewater Presentation.
10.2. Delegations
a) Phil Ward of Trenton Memorial Hospital Foundation provided a presentation/update to Mayor Harrison and Council, following which Mayor Harrison presented a cheque from the City for its 2016 funding support. Council Minutes Monday, April 18,2016
b) Loyalist College representatives, President Maureen Piercy, Board Chair, June Hagerman and Executive Director of College Advancement & External Relations Dianne Spencer updated Mayor Harrison and Council, following which Mayor Harrison presented a cheque from the City for its 2016 funding support.
c) David Allen, Acting President & CEO and Ron Riddell, General Manager of the YMCA of Central East Ontario addressed Mayor Harrison and Council providing an update regarding the YMCA.
11. Public lnput
There was no public input
12. CommÍttee Reports, Staff Reports and Approval of Accounts
12.1. CAO
Motion No. 16-106 - Staff Report l6-007ECD - Land Sale - Vacant Lot (North Murray lndustrial Park) Moved by DeWitt Seconded by Kotsovos That Council approve City of Quinte West By-law 16-053, being a by-law to authorize the Corporation of the City of Quinte West to enter into an agreement with Archer's Poultry Farm Limited for the sale of land described as Part of Lots 1 and 2, Concession 1, Sidney, being Part 1 on Plan 21R-24392from the City of Quinte West. Carried
12.2. Corporate & Financial Services
Motion No. l6-107 - Staff Report l6-050CFS - Final 2016 Education Rates Moved by Freeman Seconded by DeWitt That Council approves receipt of report 16-050CFS regarding 2016 final education rates; And further that Council approves the transfer of the additional $125,000 generated from the revised education rates to a reserve specifically for a residential hospice. Garried Council Minutes Monday, April 18,2016
Motion No. 16-108 - Corporate & Financial Services Gommittee Minutes Moved by Sharpe Seconded by McCue That the Minutes of the Corporate & Financial Services Committee Meeting held on April 6,2016 be approved. Carried
13. Correspondence for Council Decision
13.1. Proclamations
Motion No. l6-109 - Proclamations Moved by Kuypers Seconded by Maclntosh That June 2,2016 be proclaimed as "Police Veterans Day" in the City of Quinte West; And further that May be proclaimed as "Community Living Awareness Month" in the City of Quinte West And further that June 1-30, 2016 be proclaimed as "Seniors Month" in the City of Quinte West. Carried
14. Bylaws
Motion No. 16-112 - By-laws Moved by Alyea Seconded by Kuntze
That the following by-laws be read a first, second and third time:
Corporate & Financial Services:
16-048 Being a By-law to authorize the Corporation of the City of Quinte West to enter into an agreement with Union Gas Limited. (Easement Agreement - Appledene Subdivision, Phase 5 Crews Crescent)
16-049 Being a By-law to declare certain land as surplus in the City of Quinte West. Council Minutes Monday, April 18, 2016
16-050 Being a By-law to authorize the sale of land in the City of Quinte West, being described as Part 2 on Registered Plan 21R-24629, municipally known as 145 Bay Street, formerly the City of Trenton, now in the City of Quinte West (TMHF - Trenton Memorial Hospital Foundation).
16-051 Being a By-law to authorize the sale of land in the City of Quinte West, being described as Part 1 on Registered Plan2lR-24629, formerly the City of Trenton, now in the City of Quinte West (Habitat for Humanity - PEH).
16-053 Being a By-law to authorize the Corporation of the City of Quinte West to enter into an agreement with Archer's Poultry Farm Limited for the sale of land described as Part of Lots 1 and 2, Concession 1, Sidney, being Part 1 on Plan 21R-24392from the City. (Archer's Poultry Farm Limited Land Sale)
Resolution: That these by-laws be read a first, second and third tíme. And that said by-laws having now been read and passed, the Mayor and Clerk be authorized to sign and seal the same. Garried
15. Correspondence for Council lnformation
15.1. Printed
a) Correspondence from David Clazie, Director of Corporate & Financial Services outlining Accounts Payable City General March/April 2016 in the amount of $2,595,827.54; and Accounts Payable Exceeding $10,000 in the amount of $2,346, 276.08.
b) Minutes of the Quinte Waste Solutions Board Meeting held on January 19, 2016.
c) Minutes of the Hastings Prince Edward Board of Health Meeting held on February 3,2016.
d) Resolution from the Town of Tillsonburg endorsing the material as presented by the Oxford People Against Landfill (OPAL) and encouraging the Province and other private and public sector partners to ensure waste generation is minimized and stays within the municipal area where it is generated. Council Minutes Monday, April 18, 2016
e) Resolution from the Town of Lakeshore requesting the Government of Ontario to establish a simplified process within the OMB ("OMB Simplified Process").
fl) Correspondence from the Ministry of Citizenship, lmmigration and lnternational Trade inviting nominations for the Lincoln M. Alexander Award.
g) Correspondence from the Minister Responsible for Seniors Affairs inviting nominations for the Senior Achievement Award.
h) Correspondence from Laurie Scott, MPP Haliburton-Kawartha Lakes-Brock requesting the City's support of their resolution regarding Anti-Human Traffícking Task Force and Bill 158.
15.2. Non-Printed
a) None
Motion No. l6-113 - Printed/Non-Printed lnformation Moved by Freeman Seconded by Sharpe That the correspondence printed for Council information and the non-printed items for Council information be received and filed. Garried
16. Councillor Requests for lnformation
17. Confirmation By-law
Motion No. 16-114 - Gonfirmation By-law Moved by Armstrong Seconded by DeWitt That Confirmation By-law 16-052 for the April 18,2016 Council meeting now be read a first, second and third time and be signed and sealed. Garried
18. Adjournment Council Minutes Monday, April 18, 2016
Motion No. l6-1 15 - Adiournment Moved by Alyea Seconded by Sharpe
That Council now adjourn at7:47 p.m. Carried
A^,7/*. Jim Harrison, Mayor Kefn Heath, City Clerk STAFF REPORT 16-059CFS
A Natural Attraction
DATE: April2T , 2016
TO Mayor Harrison And Members of Council
FROM: Kevin Heath, City Clerk
SUBJECT: Quinte Access Request
Recommendation:
That Council acknowledge receipt of a letter from Quinte Access dated April 13, 2016 requesting use of the Front Street (north side) parking lot to host their Sunday Night Cruise shows commencing May 15th,2016 thru September from approximately 3:30pm to 8:00pm;
And further requesting continued use of the Ampitheatre for their larger car shows for the 2016 season;
And further requesting downtown closure being Dundas Street West from Front St. to Division St. from 1 :00pm - 8:30pm on Sunday, June 1gth, 2016 to host a special Downtown Sunday Cruise Night car show in honour of Father's Day;
And further that Council approve the said request.
Background:
The City has been in receipt of the attached letter dated April 1 3th, 2016 from Quinte Access requesting use of the Front Street (north side) parking lot to host their Sunday Night Cruise Shows, continued use of the Ampitheatre for their larger car shows and closure of the downtown (Dundas Street West, from Front St. to Division St. 1:00pm-8:30pm) on Sunday June 19,2016 to host a special Downtown Sunday Cruise Night car show in honour of Father's Day. ø"s;tAm Existi ng Pol icy/By-law:
a Council has annually approved Quinte Access's requests to hold Sunday Night Cruise shows.
I nternal/External Cons u Itation :
a lnput was requested from Public Works, Police, Fire and Economic Development depa rtments. a There were no concerns identified.
Gomments/Analysis:
Attachment
2 ûurn
April 13,2016
Mr. Charlie Murphy, CAO City of Quinte West 7 Creswell Drive Trenton ON K8V 5R6
Dear Mr. Murphy,
As you know Quinte Access hosts a Sunday Night Classic Car Cruise Event which raises funds used to help provide specialized transportation on weekends, evenings and holidays. We have held these events in the parking lot in front of our office, however with completion of the north side parking lot we would like to formally request the use of this parking lot to once again host our Sunday Night Cruise shows. The first event is scheduled for May 15th and they generally run from approx. 3:30pm to 8:00pm with all events wrapping up in September. We would also like to continue to use the Amphitheatre for our larger car shows for the 2016 season which usually feature live entertainment, a BBQ and a larger gathering of classic cars.
Once again we would also like to request the downtown closure for Sunday, June 19, 2016 to allow us to host a special Downtown Sunday Cruise Night car show in honour of Father's Day. This Show & Shine event will attract an aïay of Classis Cars to the downtown area and will feature Freddy Vette hosting his live broadcast from this location along with special award prizes and a 50/50 draw. In order to accommodate this event we would like to request a street closure on Dundas St. West, from Front St. to Division St., from 1:00 p.m. until 8:30 p.m.
We thank you for your consideration of our requests, and look fonruard to your reply.
Sincerely,
M Director of Operation
Ontario Trillium Foundation 1f7 PHoNE (69) 392-964o tv' 97 Front Street FAX (6tÐlgz-l8lz Trenton, ON E-MAIL í[email protected] Fondat¡on Trillium K8V 4N6 WEB SITE http://www.quínteaccess.org Urnlted \lt/ag de I'Ontario STAFF REPORT 16-060CFS
A Natural Attraction
DATE: April27,2016
TO Mayor Harrison And Members of Council
FROM: Kevin Heath, City Clerk
SUBJECT: Community Gardens Request
Recommendation:
That Council acknowledge receipt of a letter dated April22,2016 from Colette Richardson, and other members, advising of their intent to take over the management of the existing Quinte West Community Greenhouse and Gardens organization and requesting that the City support this project by donating viable lands with access to water, in which the existing beds, garden shed and greenhouse can be relocated;
And further that staff be directed to investigate the matter and prepare a report for Council consideration.
Background:
The City has been in receipt of the attached letter dated April 22,2016 from Colette Richardson, and other members, advising of their intent to take over the management of the existing Quinte West Community Greenhouse and Gardens organization and requesting that the City support this project by donating viable lands with access to water, in which the existing beds, garden shed and greenhouse can be relocated.
It is being recommended by staff, that staff investigate the matter and prepare a report for Council consideration. Bää',fek Existi ng Policy/By-law:
The following resolution was passed by Council at its meeting held on February 1"t, 2016 in relation to the Community Gardens:
"That the City of Quinte West cancel the land use agreement with Community Living Quinte West as it pertains to the Community Gardens located adjacent to the Quinte West OPP Detachment on Ontario Street, Trenton Ward effective immediately." Carried
Financial lmpact:
. Unknown pending the options
I nternal/External Consu ltation :
a Public Works and Environmental Services Department
Comments/Analysis:
As mentioned, staff is recommending that staff investigate the matter and prepare a report for Council consideration.
2 City of Quinte West 7 Creswell Drive P.O. Box 490 Trenton, ON K8V 5R6
April22,2Qt6
Dear Mayor Harrison and City Council Members
Re: Communitv Garden s Quinte West
Over the past years, Quinte West Community gardens have provided healthy foods for many families and individuals in need.
Given the imminent loss of this garden, we have assembled a group of motivated individuals to take over the Quinte West Community Greenhouse and Gardens with the goal of providing healthy vegetables to members of our community. Central to our vision is forming partnerships with local organizations: building links with schools, clubs and churches to create a true community around the gardens.
Our intent is to take over management of the existing registered charitable organization Quinte West Community Greenhouse and Gardens. We are hoping that the city continues to support this project by donating a centrally located, viable green space with access to water, in which the existing beds, garden shed, and greenhouse can be relocated.
We thank you for your support and consideration of this worthy community project.
Sincerely Colette Richardson Connie Mclean Diane Tepylo Claire Marchand Sheila Callaghan Kathie Robinson C¡ty of Quinte West l6-1 5 Public Works and Environmental Services Gommittee Minutes
Tuesday, April 12,2016 City Hall Gouncil Ghambers
1. Callto Order
Chair Fred Kuypers called to order the Public Works & Environmental Services Committee meeting at 3:30 p.m.
2. Members Present:
Chair Fred Kuypers Councillor Allan DeWitt, Vice-Chair Councillor Jim Alyea Councillor David McCue Councillor Keith Reid Councillor Bob Wannamaker (Regrets) Chuck Naphan Bob Lockwood Wayne Scaleüa Mayor Jim Harrison, Ex-Officio
3. Staff Present:
Chris Angelo, Director of Public Works & Environmental Services Matt Tracey, Manager of Water and Wastewater Services Tim Colasante, Manager of Engineering Jim Turner, Manager of Outdoor Operations Jan Reynolds, Recording Secretary
4. Others Present
Councillor Sally Freeman Councillor Rob Maclntosh John Spitters, CJBQ Robyn and Ron Keller, Frankford Road Mr. & Mrs. Striker, Frankford Road Lee Downhill, Hearns Road Robert Juby, MacKenzie Road Public Works and Environmental Services Tuesday, April12,2016 Committee Minutes
5. Disclosure of Pecuniary Interest and the General Nature thereof
6. Approval of Agenda -April 12,2016
Approval of Public Works & Environmental Services Committee Agenda for April 12, 2016
Motion No. l5-l -Approval of Agenda Moved by McCue Seconded by Naphan That the Public Works & Environmental Services Committee Agenda for April 12,2016 be approved. Garried
7. Approval of Minutes
- Minutes of the Public Works & Environmental Services Committee Meeting held on March 8, 2016
8. Presentations
None
9. Public Meetings
None
10. Public lnput
Ron Keller was present before Committee to advise that residents are still requesting to sign the petition to have the speed limit changed on Frankford Road. He also enquired as to what the time limit is on a decision regarding this request?
Lee Downhillwas present before Committee to request the speed limit on Frankford Road go back to the 80 km/hr.
Robert Juby was present before Committee and is of the opinion that in the 40 years he has been on MacKenzie Road that there have been few accidents on Frankford Road and the speed should go back up to 80 km/hr. There is no way it should be posted 60 km/hr. Public Works and Environmental Services Tuesday, April 12, 2016 Committee Minutes
Councillor Reid made a recommendation that the speed limit on Frankford Road from Collins Road to Flyboy Road be posted as 60 km/hr and from Flyboy Road easterly be posted at 80 kms/hr. and that the Director of Public Works and Environmental Services bring a report to the next Public Works & Environmental Services Committee meeting with more information.
Councillor DeWitt commented that the Director of Public Works & Environmental Services is to provide a report to Committee and at this point the recommendation on the floor is premature and no information has been received from the OPP and staff.
CouncillorAlyea was in agreement with Councillor DeWitt that more information is required.
Councillor McCue was in agreement with Councillors Alyea and DeWitt that more information is required.
Mayor Harrison made comment that he had been opposed to the change as it is not a heavily built up area and on the south side is vacant land. He commented that the OPP increase surveillance in certain areas and we require a process. He requested that the Director of Public Works & Environmental Services proceed with review from the OPP and bring a report back to Committee for the next meeting.
Councillor Maclntosh commented that everyone on Council are concerned with the OPP report. He is of the opinion that a new report is not required and the OPP originally did provide a detailed review. In the 30 years he has been in the area there has never been an issue with the 80 km/hr speed limit.
Chuck Naphan enquired if in the report engineering, design and road classification were being considered.
11. Committee Staff Reports
11.1. Director of Public Works and Environmental Services
a) Staff Repoft 16-17 PWES regarding Consolidated Public Works Operational Facility. Public Works and Environmental Services Tuesday, April 12,2016 Committee Minutes
Motion No. 15-2 - Staff Report 16-17 PWES regarding Gonsolidated Public Works Operational Facility Moved by Alyea Seconded by DeWitt That Committee Recommends to Councilthat staff report 16-17 PWES from the Director of Public Works and Environmental Services regarding an update on the construction of the Consolidated Public Works Operational Facility be received as information. Carried
b) Staff Report 16-18 PWES regarding Boat Launch Assessment and Design
Motion No. 15-3 - Staff Report l6-lSPWES regarding Boat Launch Assessment and Design Moved by DeWitt Seconded by Lockwood That Committee recommends to Council that the City retain Shoreplan Engineering Limited to complete an assessment, preliminary design and cost estimate of the Centennial Park and Ontario Street boat launches at a cost of $1 1,100 plus HST. Garried
11.2. Water & Wastewater Services
Staff Report 1 6-01 9PWES regarding 201 5 Annual Wastewater Treatment Plant Reports
a) Staff Report 16-019PWES regarding 2015 AnnualWastewater Treatment Plant Reports (to be handed out at Meeting)
Motion No. 154 - Staff Report l6-019PWES regarding 2015 Annual Wastewater Treatment Plant Reports Moved by Alyea Seconded by Naphan That the Compliance Coordinator's Staff Report 16-019PWES be received as information. Carried
b) Staff Report 16-016PWES regarding Operations and Compliance Information Report
Motion No. l5-5 - Staff Report 16-016PWES regarding Operations and Gompliance lnformation Moved by McCue Public Works and Environmental Services Tuesday, April 12,2016 Committee Minutes
Seconded by Reid That the Manager of Water and Wastewater Services Staff Report 16-016PWES be received as information. Garried
c) Staff Report16-O21PWES regarding PW15-01 Trenton \M /TP Headwork's Upgrades Project. (Slide Presentation)
Motion No. l5-6 - Staff Report 16-O21PWES regarding PWlS-01 Trenton WWTP Headwork's Upgrades Project Moved by McCue Seconded by Naphan That the Manager of Water and Wastewater Services Staff Repoft 16-O21PWES regarding an update on PW15-01 TGrenton \MA/TP Headwork's Upgrades Project be received as information. Carried
11.3. Engineering Services
Staff Report 16-20PWES re CapitalWorks Progress Report
a) Staff Report 16-20PWES re CapitalWorks Progress Report
Motion No. l5-7 - Staff Report 16-20PWES re Gapital Works Progress Report Moved by Alyea Seconded by Naphan That the Manager of Engineering's CapitalWorks Progress Report 16-20PWES be received as information. Carried
11.4. Manager of Outdoor Operations
a) Staff Repoft 16-22PWES regarding Outdoor Operations Update
Motion No. l5-8 - Staff Report 16-22PWES regarding Outdoor Operations Update Moved by McCue Seconded by Reid That Staff Report 16-22PWES regarding Outdoor Operations Update be received as information. Garried
12. Printedlnformation Public Works and Environmental Services Tuesday, April 12,2016 Committee Minutes
Letter from Ken Rose requesting reassessment of the reduced speed limit on Frankford Road.
Emailfrom Dave Shulga requesting his name be added to the petition to have the speed limit on Frankford Road reposted to the original 80 km/hr.
Email request from Diane Deegan to have the speed limit on County Road 28 be lowered from the present 60 km/hr.
Email request from Cordell Deck requesting the speed limit on Highway 2 from 2nd Dug Hill Road westerly to McMaster Road be reduced to 60 km/hr.
Email request for No Parking on Pelham Street.
Email request from Russell Doxtator regarding Frankford Road Speed Limit Change
Motion No. l5-9 - Printed Information Moved by Lockwood Seconded by DeWitt That all printed information items be received. Garried
13. Non-Printed lnformation
N¡I.
14. Requests for lnformation
15. Adjournment
Motion No. l5-10 - Meeting Adjourn Moved by Lockwood Seconded by Alyea That the Public Works and Environmental Services Committee now adjourns at 4:45 p.m. Garried
Next Regular Meeting Public Works and Environmental Services Tuesday, April 12, 2016 Committee Minutes
Next Regular Meeting: May 10, 2016 Quinte West Municipal Office - Council Chambers 7 Greswell Drive, Trenton
4".¿ {)-.,rr'-. (ían ReyÀoféé, Record ing Fred Kuypers, Chair Secretary üuin A NrtumlAttractlon
April 13,2016
Dear Mayor Harrison and Council Members,
Quinte Access in conjunction with the Quinte West Accessibility Advisory Committee is planning to hold their annual Access-A-Thon on Saturday May 14, 2016. We are seeking your approval to hold this event and asking that the City of Quinte West declare this day "Accessibility Awareness Day''.
The Access-A-Thon will begin at 9 am in the Front St parking lot (north side) and finishing around 12 pm
We are asking for your support by participat¡ng in this interactive event. We will have a variety of displays and information booths, obstacle course to demonstrate maneuvering a wheelchair, the safety house to simulate life with a vision impairment and we will also have some mini routes for people to venture out on to experience challenges that individuals face in our community. We will be joined by representatives from Brighton and Belleville and this event is open to the public. We will also be reaching out to our MP's, MPP's, the OPP, the Fire Department and business owners to ask for their participation as well.
The purpose of this event is to increase Awareness.
This event is meant for awareness and fun only, and not to pinpoint businesses with access¡b¡l¡ty issues.
We look forward to your approval of declaring this day, "Accessibility Awareness Day".
Please contact Anne Marie Cunningham if you require further information and to provide the names of participants.
urs Truly,
Jackson & Shel Access-A-Thon Comm ittee Receíved by email- Apríl 20, 2016
Dear His Worship Jim Harrison
I am writing to respectfully request a greeting message from you as we pay tribute to the 24th Anniversary of the introduction of Falun Dafa (also called Falun Gong) to the public. We do appreciate all the great support you have showed to us during the past years.
May 13th is the anniversary that will be celebrated in over 80 countries including Canada. As part of our yearly tradition, we will mark the occasion with festivities and celebrations throughout May to share the goodness and benefits of Falun Dafa with more people.
Worldwide recognition of Falun Dafa includes thousands of awards and proclamations for promoting harmony and health in society through its traditional Chinese self- improvement system. The practice helps people improve their spiritual, mental, moral, and physicalwell-being through meditative exercises and the guiding principles of Truthfulness, Benevolence, and Forbearance.
Despite a state-led persecution in China for nearly 17 years, Falun Dafa's popularity has spread around the globe, and our practice has gained respect from governments and citizens worldwide for its peaceful efforts to uphold human rights and dignity in the face of brutality.
ln Canada, we are privileged to be able to fully enjoy the values of openness and diversity and the freedoms of conscience and religion. The upright stance on Falun Dafa from our government officials at every level, from municipal to provincial to federal, including greeting letters from the former Prime Minister for the past 10 years, has been a much-appreciated source of encouragement to us, particularly to those people living in the darkness of the persecution in China.
ln recent years, the Chinese authority had arrested Bo Xilai, Zhou Yongkang, XU CaiHou, and their followers, among whom most were major perpetrators of the Falun Gong persecution. We believe that it is time for the world to understand more fully about the truth of the persecution of the Falun Gong, especially the organ harvesting of Falun Gong practitioners. Currently, the persecution is still going on, but more and more people know that it deems to fail.
The persistent efforts of Falun Gong practitioners in telling the truth and their peaceful resistance to a totalitarian regime, both inside and outside China, should be celebrated. We hope that these efforts will help to bring more peaceful values to the Chinese people around the world. It is in this spirit that we celebrate in May and express our gratitude to all people who have lent us support.
We would be honoured and greatly appreciative if we could receive a greeting message from you by May 18th,2016.
We look fonruard to hearing from you
Yours truly,
Pixing Zhang On behalf of Falun Dafa Association Canada The Corporation Of The C¡ty Of Quinte West By-Law Number l6-054
A By-Law To Authorize The Signing Of A Release Of An Open Drainage Swale Easement, 136 North Trent Street, Frankford Ward, Quinte West.
Whereas a request has been made to release an easement for an open drainage swale over Part Lots 3 and 4, Concession 6, Sidney on the East Side of North Trent Street, municipally known as 136 North Trent Street, designated as Part 2 on Plan 21R-16078, in the Village of FranKord, now the City of Quinte West, in the County of Hastings;
And Whereas it is determined the City of Quinte West has no need to retain the open drainage swale easement for future purposes;
And Whereas the subject lands have been conveyed to others;
And Whereas the subject easement is referenced in the Registry Division of Hastings (No. 21) lnstrument Number 494343.
Now Therefore The Council Of The Gorporation Of The Gity Of Quinte West Hereby Enacts As Follows:
1. This By-law shall be entitled the "Release of Open Drainage Swale Easement - 136 North Trent Street By-law".
2. The Mayor and City Clerk are hereby authorized and instructed to sign a Release of Open Drainage Swale Easement over Part Lots 3 and 4, Concession 6, Sidney on the East Side of North Trent Street, municipally known as 136 North Trent Street, designated as Part 2 on Plan 21R-16078, in the Village of Frankford, now the City of Quinte West, in the County of Hastings.
3. Any and all by-laws or portions thereof or any resolutions of the Councils of the City of Quinte West or the former municipality of the Village of Frankford, contrary hereto or inconsistent herewith, shall be and are hereby repealed.
4. That this By-law shall come into force and take effect on the passing thereof
Read A First, Second And A Third Time And Finally Passed This 2nd Day Of May, 2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk The Gorporation Of The C¡ty Of Quinte West By-Law Number 16-055
Being A By-Law To Authorize The Execution Of A Tax Arrears Extension Agreement Pursuant To Section 378 Of The Municipal Act, 2001.
Whereas the Corporation of the City of Quinte West registered on the 4th day of May, 2015 a tax arrears certificate against the lands described in Schedule "A" attached hereto and forming part of this By-law;
And Whereas Section 378 of the Municipal Act, 2001 provides that after the registration of a tax arrears certificate and before the expiry of one (1) year following the date of the registration of the tax arrears certificate, a Municipality or Board may by By-law authorize an extension agreement with the owner of the land, the spouse of the owner, a mortgagee or a tenant in occupation of such land to extend the period of time in which the cancellation price in respect to the Owner's land is to be paid;
And Whereas the statutory period within which such a By-law may be enacted has not elapsed;
Now Therefore Be lt Enacted By The Gouncil For The Corporation Of The C¡ty Of Quinte West As Follows:
1. That this by-law be entitled the "Tax Sale Extension Agreement.
2. That an agreement be entered into by The Corporation of the City of Quinte West with the Owner(s)/Spouse/MortgageeÆenant of the lands described in Schedule "A" to extend the time period in which the cancellation price payable on these lands for a period of three (3) months from the date hereof.
3. That the Mayor and Clerk be and are hereby authorized and directed to enter into the agreement on behalf of the Corporation;
4. That this By-law shall take effect upon the final date of passing
Read A First, Second And Third Time And Finally Passed This 2nd Day Of May,2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk Corporation Of The City Of Quinte West
Schedule "A" to By-law 16-055
Roll Number 1204 010 025 67800
101 Leopold Street Plan 480 Lots 180 & 181 Pt 10 Ft Lane & RP21R6059 Pt24 65.88 FR, 132.0 D The Corporation Of The City Of Quinte West
By-Law Number 16-056
Being A By-Law To Authorize The Signing Of An Agreement Between The Corporation Of The City Of Quinte West, The Quinte West Police Services Board And Her Majesty The Queen ln Right Of Ontario, As Represented By The Minister Of Gommunity Safety And Gorrectional Services.
Whereas subsection 1 of Section22 of the Municipal Act, (S.O. 2001, Chapter 25, as amended) provides that a municipality may provide a system that it would not have power to provide within the municipality, if it does so in accordance with an agreement with the Province of Ontario under programs established and administered by the Province;
And Whereas, it is deemed expedient to enter into an agreement with the Province of Ontario relative to the Community Policing Partnerships Program;
And Whereas the Council of the Corporation of the City of Quinte West and the Ontario Provincial Police have entered into an Agreement for the provision of Police services for the City of Quinte West;
Now Therefore Be lt Enacted By The Council For The Corporation Of The C¡ty Of Quinte West As Follows:
1. This By-law shall be entitled the "Community Policing Partnerships Program #4 By-law".
2. The Mayor and City Clerk and his or her designate are hereby authorized to sign and seal the Agreement between the Corporation of the City of Quinte West and Her Majesty the Queen in Right of Ontario, as represented by the Minister of Community Safety and Correctional Services, for the purpose of maintaining the increased number of sworn officers of the Ontario Provincial Police (O.P.P), Quinte West Detachment, for enhanced police visibility and in particular Community Policing.
3. The By-law and the Agreement authorized by it shall be deemed to have taken effect on the 1't day of April, 2016 and continuing until March 31"1, 2017.
Read, A First, Second And Third Time And Finally Passed This 2nd Day Of May, 2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk THIS AMENDING AGREEMENT effective as of the 3oth day of March, zo16. BETWEEN:
HER MAIESTYTHE QUEEN IN RIGHT OF ONTARIO as represented by the Minister of Community Safety and Correctional Seryices
(the "Ministr¡/)
and -
The City of Quinte West
(the "Recipient")
and -
Qr¡inte West Police Services Board
(the "Board")
ÌVHEREAS in 1998, the Ministry established the communiry Policing partnerships (cpp) Program (the "Program") as part of the government s commitment to make Ontario communities safer by enhancing police visibility;
AND WHEREAS in order to provide funds for the Program for the period that commenced April r, zor4 and ends March 3r, zo16, the Ministry entered into an agreement with the Recipient and the Board (the'lgreement');
AND WHEREAS the Ministry wishes to continue to provide Program funds to the Recipient and the Board for the period commencing April r, zo16 and ending March 3r, 2ot7i
AND WHEREAS the parties wish to arnend the Agreemenr for tlris purpose;
NOW THEREFORE in consideration of the mutual covenants and agreements contained herein and for other good and valuable consideration, the receipt and sufficiency ofwhich are expressly acknowledged, the Parties agree as follows:
ARTICLE T -AMENDMENTS TO THEAGREEMENT l.t In accordance wíth section j4.z of the Agteement, the pafties agtee to ømenil the Agreement is as follows:
(a) Section r.z Definition of Funding Year is hereby deleted and replaced with the following:
"Funding Year" means any of Funding Year r, Funding Year z or Funding year 3.
(b) Section r.z Definition of Maximum Funds is hereby deleted and replaced with the following:
"Maximum Funds" means $9orooo.oo,
(c) Section r.z Definition of "Funding Year 3" is hereby added:
"Funding Year 3" means the period commencing April r, zo16 and ending March 3r, zor7.
(d) Section r.z Definition of Project Completion Date is hereby deleted and replaced with the following:
"Proiect Completion Date" means March 3r, zor5 for FundingYear r, March 3r, zo16 for Funding Year z and March 3r, zorT for Funding Year 3. (e) Section r.z Definition of Expiry Date is hereþ deleted and replaced with the following:
"Expiry Date" means March 3r, zor7, unless terminated earlier pursuant to this Agreement.
ARTICLE z -AGREEMENTASAMEDNED IN FULL FORCEAND EFFECT
z.r. The Agreement, as amended by this Amending Agreement, constitutes the entire agreement between the parties and supersedes any and all prior understandings, agreements, negotiations, and discussions between the parties, whether oral or written, relating to the Agreement or Amending Agreement. with the exception of the amendments set out in Article r of this Amending Agreement, all other provisions of the Agreement, as amended, and the schedules thereto shall ¡emain unchanged and in full force and effect.
THE PARTIES HAVE EXECUTED THE AGREEMENT ON THE DATES SET OUT BELOW.
HER MAIESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Minster of Comrnunity Safety and Correctional Seryices
Stephen Waldie Date Director Pursuant to delegateil authority
The Cityof QuinteWest
Name: Date Title: I have authoríty to bínil the Recipient
WitnessName
Name: Date Title:
Quinte West Police Services Board
Name: Date Title: I have authority to bind the Board.
Witness Name
Name: Date Title: The Gorporation Of The C¡ty Of Quinte West
By-Law Number 16-057
Being A By-Law To Authorize The Signing Of An Agreement Between The Corporation Of The Gity Of Quinte West, The Quinte West Police Services Board And Her Majesty The Queen ln Right Of Ontario, As Represented By The Minister Of Gommunity Safety And Gorrectional Services
Whereas it is deemed advisable and appropriate to enter into an Agreement under the Safer Communities - 1000 Officers Partnership Program;
Now Therefore The Gouncil Of The Corporation Of The C¡ty Of Quinte West Hereby Enacts As Follows:
1. This By-law shall be entitled the "Safer Communities - 1000 Officers Partnership Program Agreement #3 By-law".
2. The Mayor and City Clerk or his or her designate shall be and are hereby authorized to execute the said Safer Communities - 1000 Officers Partnership Program Agreement on behalf of the City of Quinte West.
3. This By-law and the Agreement authorized by it shall be deemed to have taken effect on the I't day of April, 2016 and continuing until March 31st, 2017.
Read A First, Second And A Third Time And Finally Passed This 2nd Day Of May, 2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk THIS AMENDING AGREEMENT effective as of the 3oth day of March, zo16. BETWEEN:
HER MAIESTY THE QUEEN IN RIGHT OF ONTARIO as represented by the Mfurister of Community Safety and Correctional Services
(the "Ministr¡/) - and-
The City of Quinte West
(the "Recipient") - and-
Quinte West Police Sewices Board
(the "Board")
WHEREAS in zoo3, the Ministry established the Safer Communities - I,ooo Officers Partnership (r,ooo Officers) Program (the "Program") as part of the government,s commiûnent to make ontario communities safer by enhancing police visibility;
AND WHERIAS in order to provide funds for the program for the period that commenced April r, zor4 and ends March 3r, zo16, the Ministry entered into an agreement with the Recipient and the Board (the'Agreement");
AND WHERXAS the Ministrywishes to continue to provide program funds to the Recipient and the Board for the period commencing April r, zo16 and ending March 3r, 2ot7;
AND WHEREAS the parties wish to amend the Agreement for this purpose;
NOWTHERXFORE in consideration of the mutual covenants and agreements contained herein and for other good and valuable consideration, the receipt and sufficiency ofwhich are expressly acknowledged, the Parties agree as follows:
ARTICLE T _ AMENDMENTS TO THE AGREEMENT r.r In accordance wíth section 34.2 of the Agteement, the partÍes agtee to amend the Agreement ís as follows:
(a) Section r.z Deffnition of Funding Year is hereby deleted and replaced with the following:
"Funding Year" means any ofFunding Year r, Funding Year z or Funding year 3.
(b) section r.z Definition of Maximum Funds is hereby deleted and replaced with the following:
"Maximum Funds" means glo5rooo.oo,
(c) Section r.z Definition of"Funding Year 3" is here\ added:
"FundingYear3" means the period commencingApril r, zo16 and ending March 3r, zor7.
(d) Section r.z Deffnition of Project Completion Date is hereþ deleted and replaced with the following:
"Project Completion Date" means March 3r, zor5 for Funding year r, March zo16 year ¡, for Funding Year z and March 3r, zorT for Funding 3. (e) Section r.z Definition of Expiry Date is hereby deleted and replaced with the following:
"Expiry Date" means March 3, zor7, unless terminated earlier pursuant to this Agreement.
ARTICLE z - AGREEMENT AS AMEDNED IN zuLL FORCE AND EFFECT
2.1. The Agreement, as amended by this Amending Agreement, constitutes the entire agreement between the parties and supersedes any and all prior understandings, agreements, negotiations, and discussions between the parties, whether oral or written, relating to the Agreement or Amending Agreement. With the exception of the amendments set out in Article r of this Amending Agreement, all other provisions of the Agreement, as amended, and the schedules thereto shall remain unchanged and in full force and effect.
THE PARTIES HAVE EXECUTED THE AGREEMENT ON THE DATES SET OUT BELOW
HER MÁJESTY THE QUEEN IN RIGHT OF ONTARIO as represented bythe Minster of Community Safetyand Correctional Services
Stephen Waldie Date Director Pursuant to Deleg ated Authority
The City of Quinte West
Name: Date Title: I have authority to binil the Recípient.
Witness Name
Name: Date Title:
Quinte West Police Seryices Boa¡d
Name: Date Title: I have authority to bind the Boaril.
Witness Name
Name: Date Title: The Gorporation Of The City Of Quinte West By-Law Number 16-058
Being A By-Law To Adopt A Purchasing Policy for the City of Quinte West.
Whereas it is necessary to meet the requirements of the Municipal Act, namely section 270 (1) wherein the city must adopt policies with respect to its procurement of goods and services;
And Whereas it is deemed desirable to establish a policy to direct the purchase of goods and services by the various departments within the City;
And Whereas it is necessary to set out minimum requirements to ensure the City obtains the best value in goods and services at the most economical cost to provide the basic minimum requirements to ensure that quotations are obtained, competitive purchasing is adhered to, and to continue to ensure that the City of Quinte West obtains the best value, goods and services at the most economical cost;
Now Therefore The Gouncil Of The Corporation Of The City Of Quinte West Hereby Enacts As Follows:
1. That this By-law shall be entitled the "Purchasing poricy By-raw".
2 That the Purchasing Policy as attached, inclusive of schedules "A", "8" and "C", is hereby adopted for the City of Quinte West.
3. That By-law 16-040 is hereby repealed.
4. This By-law shall take effect upon the final date of passing
Read A First, second And A Third Time And Finally passed This 2nd Day Of May, 2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk THE CORPORATION OF THE CrTy OF QUTNTE WEST SCHEDULE "A''TO BY.LAW NO. 16.058 PURCHASING POLICY
A Natural Attraction
PURCHASING BYLAW I 6.058
¡fA'' SCHEDULE . PURCHASING POLICY ffB" SCHEDULE . PURCHASING PROCEDURES/PROCESSES IfC" SCHEDULE - PURCHASING CARD PROGRAM
Revised: May 2,20L6
Page 1 of 34 THE CORPORATION OF THE CITY OF QUINTE WEST SCHEDULE "A''TO BY.LAW NO. 16.058 PURCHASING POLICY Table of Contents ìrA" Schedule - POLICY ARTICLE # Purpose 1 Principals 2 Ethics..... 3 Responsibilities ...... 4 Requirements ...... 5 Authority and Dollar Thresholds 6 Purchase Orders 7 Accounting Process I Pre-qualification ...... 9 Non Competitive Bids 10 Prohibitions 11 Co-operative Purchasing t2 Brand Names.... 13 Accessibility for Ontarians wíth Disabilities Act...... 14 In House Bids 15 Disposal of Surplus Equipment 16 Review of Bylaw ...... t7 *8" Schedule - PROCEDURES/PROCESSES Calling of Competitive Bids 1 Preparation of Bid Documents 2 Health & Safety 3 Provincial Requírements 4 Proof of Certification 5 Addenda 6 Return Receipt of Competitive Bid Documents 7 Types of Formal Competitive Processes...... 8 Guarantees of Contract Execution and Performance...... 9 Pafticipation in the Competitive Process 10 Exclusion of Bidders in Litigation 11 Exclusion of Bidders Due to Past Poor Performance...... 12 Withdrawal of Bids .....13 No Bid/One Bid Received...... 14 No Acceptable Bid/Equal Bids Received ...... 15 Bid Opening 16 Preliminary Checking of Tenders/Proposals ...... L7 Evaluation Process 18 Contract Award/Contract Execution and Performance...... 19 Contract Amendments and Revisions, 20 Exercise of Contract Renewal Options 2t Access to Information 22 Dispute Resolution .... 23 *C" Schedule - PURCHASING CARD PROGRAM Introduction ...... 1 Policy...... 2 Responsibilities ...... 3 Procedures 4 Refunds from Suppliers 5 Payment and Calculation of Interest.. 6 Card Renewal 7 Management Reports I
Page 2 of 34 THE CORPORAïON OF THE CrTy OF QUTNTE WEST SCHEDULE "A'' TO BY.LAW NO. 16.058 PURCHASING POLICY 1. PURPOSE
The following poliry has been established to set out the minimum requirements to meet the requirements of the Municipal Act and to ensure that the City obtains the best value in goods and seruices at the most economical cost.
2. PRINCIPALS
To purchase and supply the proper equipment, materials, supplies and seruices when needed, with the Right Quality, the Right Quantity, at the Right Price, from the Right Source and at the Right Tìme using a competitive process that is open, transparent and fair to all.
3. ETHICS
Open and Honest Dealings with Everyone Who is Involved in the Purchasing Process. This includes all businesses with which this agency contracts or from which it purchases goods and seruices, as well as all members of our staff and of the public who utilize the seruices of the purchasing department.
Fair and Impartial Award Recommendations for All Contracts and Tenders. This means that we do not extend preferential treatment to any vendor, including local companies. Not only is it against the law, it is not good business practice, since it limits fair and open competition for all vendors and is therefore a detriment to obtaining the best possible value for each tax dollar.
An Irreproachable Standard of Personal Integrity on the Part of All Those Designated as Purchasing Agents for this Agency. Absolutely no gifts or favours are accepted by the purchasing agents of this agency in return for business or the consideration of business. Also, the purchasing agents of this agency do not publicly endorse one company ín order to give that company an advantage over others.
Cooperation with Other Public Agencies when deemed appropriate in order to obtain the Best Possible Value for Every Tax Dollar.
Contínuous Development of Purchasing Skills and Knowledge. Procurement staff will take advantage of the many opportunities provided by the Ontario Public Buyers Association and other educational activities to further their knowledge of good public purchasing principles and to maintain excellent skills. That information will be implemented and shared with all staff delegated purchasing authority.
4. RESPONSIBILITIES
4.1) The Department Head or their designate and the Mgr. of purchasing & Risk Management or their designate are responsible for ensuring that the procedures of the Purchasing Bylaw as detailed in Schedule "4" , "B' & "C" are adhered to and if noÇ the activity is reported.
4.2) In the event of exceptional circumstances justiffing a departure from policy, this purchasing policy may be overridden by Council in the event council determínes it to be appropriate and in the best interests of the City. In most cases this approval will be in the form of a report to departmental committee and so noted in the minutes of those meetings. The minutes are then approved at a regular session of Council prior to departure from poliry.
4.3) All non-compliant/irregular, single or sole source, and emergency procurement activity will be presented in a written repoft from the Manager of Purchasíng & Risk Management to the Corporate/Finance Committee on a quarterly basis as a minimum.
5. REQUIREMENTS
Page 3 of 34 THE CORPORATON OF THE CITY OF QUINTE WEST SCHEDULE "A'' TO BY.LAW NO. 16.058 PURCHASING POLICY s.1) Prior to the approval of the current budget, a department may incur normal operating expenditures.
s.2) Council approved Departmental budget appropriations for expenditures shall be sufficient authorization for a Department to proceed with the purchase of supplies and materials or with worÇ subject to those limitations as established herein.
s.3) All purchasing will be conducted by the Department Head or their designate for items as described in "Schedule 4", Section 6.3, 6.4, 6.5 and 6.6. Purchases as described in "Schedule Ai Section 6.7, shall be made in cooperation with the Mgr. of Purchasing & Risk Management.
s.4) When the Mgr. of Purchasing & Risk Management or their designate negotiates a contract price with a vendor for the supply of specific goods or services, all departments shall purchase those goods or seruices based on that agreement when possible.
s.s) The Depaftment Head or their designate, through the Mgr. of Purchasing & Risk Management, will conduct the purchase of goods and seryices on a competitive basis, in keeping with accepted public purchasing practices and procedures, and in accordance with applicable laws of the Province of Ontario, the Government of Canada and regulations made pursuant to this Bylaw.
s.6) Purchase orders shall be used for all purchases not being made through petty cash or usÍng a Purchasing Card. Exceptions are as shown Sch. "A" item 7.4
s.7) The purchase order shall be a three part form. As soon as it has been signed, the white or original copy goes to the Supplier, the canary and pink coloured copies are to be retained by the issuing department. The pink copy will form paft of the "Invoice Payment Package" and will be submitted to Purchasing for process to accounts payable and further held on file for auditing purposes.
s.8) No purchases shall be made for personal items for members of Council, appointed officers or employees of the City except when authorized by City Council.
s.e) No purchases shall be made which are covered by the Municipal Conflict of Inters Act, without compliance with that Act.
s.10) No employee of the City of Quinte West shall have a direct or indirect interest in a company, or own a company, which sells goods or seruices to the City of Quinte West.
s.11) Members of Council or of a Committee, appointed officers and employees of the City are expressly prohibited from accepting, directly or indirectly, from any person, company or corporation to which any purchase order or contract is, or might be awarded, any rebate, gift, money or anything of value whatsoever, except where given for the sole use and benefit of the City.
6. AUTHORITY AND DOLLAR THRESHOLDS
6.1) For the purpose of the relationship of price to the pre-authorized expenditure limit, sales taxes, excise taxes, goods and seruices taxes and duties shall be excluded for the supply of goods or seruices. The splitting of a projæt or orderc to avoid open competition req uiremenß is proh ibited,
Page 4 of 34 THE CORPORAION OF THE CITY OF QUINTE WEST SCHEDULE "A"TO BY-LAW NO. 16.058 PURCHASING POLICY 6.2) In the case of a multi-year supply and/or seruice contract, the pre- authorized expenditure limit shall refer to the estimated annual expenditure under the contract.
6.3) Purchases may be made for items of small value by Department Head or their designate by way of a Corporate credit card (P-card) or petty cash where available. Use of in store charge accounts is discouraged and will be questioned. Management will ensure that those persons delegated purchasing authority are provided the tools to fulfill that role in accordance with the city's poliry.
6.4) For purchases up to $5000.00 . Those delegated spending authority will ensure that the best value for the spend is obtained. . Comparison pricíng should be obtained when practical.
6.s) For purchases between $5001. and $15,000. ¡ Three (3) informal quotes shall be obtained, either telephone or written. Notation of quotations received will be included with the Invoice Payment Package.
6.6) For purchases between $15,001 - $40,000. . Three written quotes are required. . care shall be taken to ensure that each vendor is given exactly the same information. This may be accomplished by using a form created specifically for that purpose outlining specifications and requirements. These forms are project specific and will be drafted by the user depaftment. . The supplier, who in the opinion of the Dept. Head or their designate offers the best overall product or seruice, will be selected. . A copy of all written quotations obtained must accompany the Invoice Payment Package. Failure to do so will result in delay of payment until proper documentation is provided by the depaftment or ¡t is no longer reasonable to hold the payment in fairness to the supplier. Such activities will be reported to the Director of said department and further recorded to form part of the quarterly purchasing report to committee. . If obtaining three (3) quotes was not possible for any reason, a written explanation shall accompany the Invoice Payment Package. . If a vendor other than the lowest price is selected, a written explanation will be prcvided.
6.7) For purchases in excess of $40,001. . A formal competitive bid process shall be used, unless considered a single or sole source procurement (refer to definitions Sch. A 10.4 and 10.5) and the process for approval of same has been successfully completed. . Competitive bids may be issued in conjunction with pre- qualification. . In all cases, sealed bids shall be obtained using one of the processes described in "schedule B" under "Calling óf Competitive Bids" or when appropriate, an alternate method generally accepted in public procurement. Any deviation must be approved by the Manager of Purchasing and Risk Management or their designate. . In the event that a project has direct relevance to a previous project, it must be determined if the previous supplier has a clear advantage in bidding on the next phase. The department head in consultation with the Mgr. of Purchasing & Risk Management may declare that a formal competition is not appropriate, and they would proceed under the terms of a "single" source project providing appropriate backup material.
Page 5 of 34 THE CORPORAïON OF THE CrTy OF QUTNTE WEST SCHEDULE OA" TO BY.LAW NO. 16.058 PURCHASING POLICY 6.8) a. Notwithstanding the provisions of Section 5 & 6 hereof, where an emergency occurs that in the opinion of the Department Head or their designate constitutes immediate danger to health, safety, life or propefi, and requires the immediate procurement of goods and selices, the Dept. Head or their designate may purchase such goods or seruices by open market procedure regardless of the amount of expenditure. While the objective generally is to obtain the lowest price, having regard for such things as local servicing, experience, availability, particular expertise, etc., and those other factors that are set out elsewhere in this Bylaw and schedules, there may be a possibility that the price obtained may not be the lowest where the Dept. Head or their designate, or the Council, as the case may be, have determined is appropriate and justifiable. Where provisions herein would under normal circumstances require written quotes or competitive bids, a full written repoft regarding the emergency purchase is to be submitted to the City's Chief Administrative Officer and a copy shall be attached to the Purchase Order.
b. Clarification: The "emergency" exclusion is not to be used as justification for avoiding a competitive bidding process where a department has run out of time to effectively follow protocol unless failure to complete the project constitutes immediate danger to health, safety, life or propefi or is identified by Council.
6.9) If a situation arises where the user department determines that following the requirements of the purchasing policy will prohibit them from carrying out duties as assigned and be detrimental to the City of Quinte West, the user depaftment must make a formal written repoft to be approved as follows PRIOR TO deviation from the Purchasing Policy:
. $5000. - 915,000. - requires signature of dept. Director . $15,001. - $40,000. - requires the signature of both Director and cAo . $40,001 + - requires committee/council approval
A copy of the report and the minutes of the meeting (if applicable) are to be provided in the Invoice Payment Package.
7 PURCHASE ORDERS
Goods or seruices paid using the Corporate Purchasing Card do not require a purchase order. All supporting documentation will be attached to the US Bank Canada card statement and submitted monthly for payment.
7.L) a purchase order MUST be issued for all procurement transactions unless otherwise stipulated herein. The original (white) copy is the suppliers, the 2nd (yellow) copy is for the originaling Aèpt. añO $e pink (3'd) copy is to accompany the Invoice Payment Package.
7.2) A Blanket Purchase Order, is an agreement between the City and a supplier under which the supplier will sell ceftain'like" small dollar value item(s) to the city. In keeping with the requirements of section 6.5, any one purchase order shall not exceed $40,001.00.
7.3) A contract/service Purchase order, an agreement between the city and a supplier under which a supplier will sell only item(s) actually specified with estimated or actual quantities at specified prices for a specific time period, may be used by all Departments.
7.4) Notwithstanding the requirements for purchasing in accordance with the provisions contained herein, the following items of expenditure and/or purchase do not require the issuance of a purchase order:
Page 6 of 34 THE CORPORAïON OF THE CITY OF QUTNTE WEST SCHEDULE "A"TO BY.LAW NO. 16.058 PURCHASING POLICY a) Recurring utility charges that are charged to budget accounts for natural gas, hydro, sewer and water, and telephone b) Payments made in accordance with employee and payroll benefits, including temporary help agency employees as authorized by Council c) Professional fees as authorized by Council for legal services, Ontarío Land Surueyors and propefi appraisers d) Specific payments as authorized by Council for land purchases,
expropriations, i nsurance e) Membership fees D Subscriptions s) Travel expenses and mileage h) Inter-department charges i) Items paid for using a Purchasing Card i) Recurring annual vehicle licensing fees k) Education Related Expense (i.e. Conferences; training; specialized courses)
8. ACCOUNTNG FOR GOODS RECEIVED AND PROCESSING OF ASSOCIATED PAPERWORK LEADING TO INVOICE PAYMENT
8.1 Payment of all purchases with a dollar value less than 95,000. will be processed in order of the following preference: a) City Purchasing Card - This eliminates the need for a purchase order and reduces processing time. Where p-cards are not accepted; b) Petty cash where available; c) Issue a purchase order and payment is made by ínvoice/cheque/EFT
8.2 Buyers must ensure that vendors are provided with a valid purchase order number and that the purchase order number is referenced on all related documentation.
All work orders and/or packing slips must reference the purchase order number. The receiver of the goods or services will indicate by way of their signature or initials on the paperwork that the goods or seruices have been satisfactorily received.
All invoices, whether received by email, canada Post, or directly provided to staff, will be delivered to the Mgr. of Purchasing or their designate for daily distributíon to user departments.
8.3 Each department will appoínt the appropriate staff to coordinate the preparation of the "Invoice Payment Package" for all purchases made at the depaftmental level. Complete Invoice Payment packages will be fonruarded without delay to the Manager of Purchasing or their designate for processing through accounts payable.
The "Invoice Payment Package" must include: . A fully completed purchase order whose number matches that shown on the supplier invoice; . The bill of lading or appropriate notation/confirmation that the goods and/or services have been satisfactorily received and in accordance with the agreement of any terms and conditions of the purchase. The employee who received the goods or services must sign and date; and . For purchases between 95000. and 940,000. (tax excluded), a copy of each of the three (3) written quotes obtained as evidence of compliance to the purchasing policy.
Failure to provide ALL required documentation with each invoice submitted for payment will result in the return of same to the user department to facilitate completion of package deficiencies.
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Calls from suppliers regarding late payment of invoices will be fonruarded to the depaftmental coordinator for follow up.
9 PREQUALIFICATION
9.1 Request for Pre-qualification is a procurement process used to pre-qualiñ7 vendors for subsequent participation in the competitive bid process. Responses from proponents are evaluated against selection críteria, both qualitative and technical, set out in the solicitation, and a list of pre- qualified proponents is generated. The information collected in this process may be used to "sholt list" potential bidders for supplying goods or seryices where the timeframe is tight or in the best judgment of the Dept. Head or their designate and the Mgr. of Purchasing & Risk Management or their designate deems it in the best interest of the City to do so. The information collected will be kept on file by the Mgr. of Purchasing & Risk Management.
9.2 The Dept. Head or their designate has delegated authority to select a minimum of three (3) vendors from this list for invitation in a competitive bid process. when in the opinion of the Dept. Head or their designate there are less than three qualified vendors, a repoft will be written detailing the circumstances of that decision and less than three (3) vendors may be contacted with the approval of Council.
9.3 Vendors not pafticipating in the pre-qualification process will be ineligible to compete for contracts to supply goods or services where a prequalífication has been performed.
9.4 Selection and evaluation criteria, both qualitative and technical, will be used in determining which of the pre-qualified components is actually awarded any contract or proposal, notwithstanding pre-qualification.
10 NON COMPETITVE PURCHASES
10.1 When a Department Head or their designate intends to select a supplier to provide goods, services or construction pursuant to this section, the Dept. Head will submit a written report (Appendix "AJ indicating the compelling rationale that warrants a non-competitive selection. The signing authority required on the Single or Sole Source application is dictated by the dollar threshold and is as follows:
. $5000. - $15,000. - requires signature of dept. Director o $15,001. - $40,000. - requires the signature of both Director and CAO o $40,001 + - requires Director and Committee/Council approval
Approval must be given PRIOR TO deviation from this poliry , In the event that Council and/or committee are at recess the Chief Administrative Officer ís authorized to act on their behalf.
10.2 Failure to follow protocol will result in the activity being reported on the quafterly purchasing report to committee for fufther action if deemed necessary.
10.3 A copy of the report and the minutes (if applicable) of the meeting will be included with the Invoice Payment Package. The criteria as shown below for either "Single" or "Sole" sourcing will apply.
t0.4 SINGLE sourcing - The procurement of a good or seryice from a pafticular vendor rather than through the solicitation of bids from other vendors who can providethe same or equivalent item.
Purchases may be made from a Single source without quotation or competitive process where:
Page B of 34 THE CORPORAION OF THE CITY OF QUINTE WEST SCHEDULE "A'' TO BY.LAW NO. 16-058 PURCHASING POLICY a) Due to market conditions goods are in short supply. b) The compatibility of a purchase with exísting equipmenÇ facilities or services is of paramount consideration and that purchase must be made from a Single source. c) An item or service is purchased for testing or trial use. d) The City purchases supplies for resale. e) A product is leased or rented by the City with or without a credit purchase option, and such purchase option would be beneficial to the City. f) The consideration for a purchase is to be paid by a third pafi and that third pafi agrees to or designates the contractor. s) A situation creates immediate and serious need, which may not be reasonably met by any other procedure. h) Lack of supplies or se¡víces may adversely affect the functioning of the City, threaten public or private propefi or the environment, or jeopardize the health or safety of the public. i) It is necessary to arrange interim contractual arrangements following the expiration or breach of a contract, or the receipt of unacceptable or non-competitive bids. i) When no bids are received in a competitive process and timelines or circumstance are not conducive to review and reissue of the bid document. k) The extension of an existing Contract would prove more cost effective or beneficial.
10.5 SOLE Sourcing - The procurement of a good or service that is unique to a particular vendor and cannot be obtained from another source. This is straight fonryard. Attach supporting documentation from the manufacturer to support the fact that a particular item cannot be obtaÍned from another source.
Purchases may be made from a Sole source without quotation or competitive process where: a) There is only one source of supply for the goods or service b) When the required item is covered by an exclusive right such as a patenÇ copyright or exclusion license c) Where supplies are offered for sale by tender, auction or negotiation, such purchase shall be deemed to be a sole source purchase.
11. PROHIBITIONS
11.1 Except where a Bid is requested on a unit price basis, and subject to the provisions of the MFIPPA, no employee, or any appointed or elected official of the City shall divulge the unit prices paid for the City for Goods/Seruices. However, the total price of a Contract, as well as the name of the successful Bidder/Proponent may be revealed to any interested party.
LL.z No Contracts shall be awarded to any person or corporation who has a claim or has instituted a legal proceeding against the City or against whom the City has a claim or has instituted a legal proceeding with respect to any previous Contract or dealings.
11.3 No personal purchase of Goods/Services shall be made by the City of behalf of a member of Council, a member of a local board or an employee of the City, unless authorized by Council.
LL.4 No requirements for Goods/Seruices, including consulting or professional seruices, shall be divided to avoid the requirements of this By-law and the total project, annual requirement, or total Contract value shall be considered.
11.5 In the event
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L2. CO-OPERATVE PURCHASING
tz.t The Corporation may participate with other government agencies or public authorities Ín Co-operative Purchasing where it is in the best interest of the Corporation to do so. In this event, the purchasing poliry & procedures of the lead agency shall prevail.
L2.2 The decision to participate in co-operative purchasing agreements will be made jointly by the Manager of Purchasing or their designate and the responsible operating Department.
13. BRAND NAMES
13.1 Any manufacturer's names, trade names, brand names or catalogue numbers mentioned are for the purpose of establishing and descríbing general performance and quality levels, unless specified othenruise. Such references are not intended to be restrictive and bids are invited on approved generic no-name equals and comparable equipment of any manufacturer. However, if a product other than the one specified is bid, it is the bidder's responsibility to name such product and prove to the City that said product is equal to the specifications, and to submit brochures, samples and or specifications in detail on the item(s) bid upon request. The City shall be the sole judge concerning the merits of bids submitted.
T4. ACCESSIBILITY FOR ONTARIANS WITH DISABILMES ACT, 2OO5
t4.L In acquiring goods and seruices for the municipality, munícipal staff shall consider and have regard to accessibility issues as they may reasonably peftain to such acquisitions of goods and seruices and shall comply with the requirements of the Cityt Municipal Accessibility Plan. All new and renovated City owned facilities shall be designed to meet or exceed the legislation concerning people with disabilities.
I4.2 Contracts for the acquisition of goods and services shall include the following elements: a) That the Vendor shall comply with the AccessibiliÇ Standards for Customer Service, O. Reg. 429-7 (appendix A) ('RegulationJ, under The Accessibility of Ontarians with Disabilities Act, 2005 (AoDA); b) That the Vendor shall ensure that its employees are trained on providing accessible customer seruices. Any training or training resources must conform to the legislated requirements under the Act; and c) That the Vendor shall maintain records of the training, including dates when training was provided, the number of employees who received the traÍning and individual training records. Where requested by the City, the person, business or organization shall provide written proof, as well as any documentation regarding training policies, practices and procedures to the City.
15. IN HOUSE BIDS
15.1 In House Bidding is a process that allows for the comparison of costs of having City staff completes a task versus having an outside source provide that same sen¿ice. In general, when a competitive bid is called, the intention is to outsource the work. The city reserves the right however to consider completion of the work utilizíng City staff when competitive bids are all over budget, or when specifically stated in the competitive bid document.
Page 10 of 34 THE CORPORAION OF THE CrTy OF QUINTE WEST SCHEDULE "A" TO BY.LAW NO. 16.058 PURCHASING POLICY 16 DISPOSAL OF SURPLUS EQUIPMENT
16.1 ltems considered obsolete or surplus by Departments will be listed and presented to the Mgr. of Purchasing & Risk Management or their designate for distribution amongst all Dept. Heads.
L6.2 Items that are not claimed for use by another department may be offered for sealed tender, public auction or other public sale, depending on which method is most suitable for the equipment or material involved. In the event that the item does not sell, and is considered to have some value, it may be re-posted for public auction; or donated to a suitable organization. When it is apparent that public auction or donation will not or have not been successful, items that can be sold for scrap metal will be and all other items suitably disposed of in the garbage.
16.3 Revenue for the sale of surplus/obsolete material shall be credited to the contributing department's appropriate account. Costs of disposal shall be charged to the contributing department's appropriate account.
L7. REVIEW OF BYLAW
t7.t rhis Bylaw will be reviewed on a periodic basis to evaluate the effectiveness of poliry and procedure. It is anticipated that reviews will be conducted every five years or more frequently if required.
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SCHEDULE *B'
PROCEDURES/PROCESSES
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1. CALLING OF COMPETMVE BIDS
a. The calling of competitive bids shall be the responsibiliÇ of the Mgr. of Purchasing & Risk Management or their designate in response to a request from a Dept. Head or their designate.
b. In an effort to facilitate a thorough understanding of the nature of the project, the Mgr. of Purchasing & Risk Management will be advised in advance of any meeting wherein the scope of the project and the means of evaluation will be discussed and/or determined.
c. The Mgr. of Purchasing & Risk Management will be given a minimum of two weeks or ten working days, once specifications have been provided, to prepare the document for release.
d. Adveftisements should appear at least once, and allow for a minimum of fifteen (15) calendar days between the first day of advertising and the closing date. Placement of advertisements will be the responsibility of the Mgr. of Purchasing & Risk Management. Placement of the advertisement on the City's website may be supplemented by advertisement in paper media. The first day that the project is posted to the city's website will be considered day one of the required 15 day notification period
e The Mgr. of Purchasing & Risk Management or their delegate will be responsible for the distribution of all bid documents, including those prepared by outside sources.
f. A comprehensive numbering and tracking system will be maintained by the Mgr. of Purchasing & Risk Management or their designate for all competitive bids issued by the City.
I A list of those persons who take bid documents shall be maintained by the Mgr. of PurchasÍng & Risk Management or their designate, and shall be available to the public when appropriate. This document ís titled "Record of Plantakers". When the City is disposing of an asset, the Record of Plantakers will remain confidential. The list shall contain the names, addresses and contact numbers of all parties requesting bid documentation.
2. PREPARATON OF BID DOCUMENTS
2.r Those preparing specifications must be aware of the conflict of interest created when a consulting organization is involved in the development of the competitive documents and also has the ability to fulfill the procurement needs that are being contemplated in those competitive documents.
"Restricted Parties" includes any person who would be defined to be in a conflict of interest under the provisions of the Municipal Act or any other applicable legislation or under the city's conflict of Interest Poliry and any parties who have had direct, recent or current involvement in any selection process in respect of the purchase in question.
Restricted Parties are not eligible to participate as an employee or advisor, consultant, investor, member or in any other capacity with any proponent under any proposed purchase with the City. The City may, in its sole and absolute discretion, disqualifu any potential purchaser who uses a Restricted Pafi as paft of any potential purchase.
2.2 The bid document shall be prepared by the Mgr. of Purchasing & Risk Management in conjunction with project specific information supplied by the Department Head or their designate. All competitive bid packages must be approved by both the Mgr. of Purchasing & Risk Management or their designate and the Dept. Head or their designate prior to release to the public.
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2.3 All bid documents will clearly define any pre-qualification system if used and any evaluation or scoring system to be used.
2.4 Bid documents prepared by outside sources, i.e. Consultants, must be reviewed by the Mgr. of Purchasing & Risk Management or their designate for compliance with the City's Policies and Procedures, before release to the public. The Mgr. of Purchasing & Risk Management or their designate will be responsible for document distribution of all bid documents.
2.5 Appropriate levels of Insurance coverage for each project will be determined on an individual basis.
2.6 All bid documents will be posted on the City's website. The original paper bid document issued by the Mgr. of Purchasing & Risk Management or their designate, of the City of Quinte West shall be understood to be the master document in case of all disputes or questions regarding the exact wording of the bid document. In the event of any disputes regarding wording differences in the signed contract and the originally issued bid document on file in Purchasing, the originally issued bid document will prevail.
2.7 SupplÍers, potential suppliers and consulting firms shall not be requested to expend time, money or effort to design or in developing specifications or othenruise help define a requirement beyond the normal level of service expected. Should such extraordinary seruices be required, the Mgr. of Purchasing & Risk Management will be advised. If there is no alternative but to request such seruices, the company providing same, shall be compensated at a predetermined fee. The resulting specifications shall become the propefi of the Corporation for use in obtaining competitive bids. Suppliers or Consultants who provide Design seruices and/or specificatíons for work to be tendered or quoted shall not be permitted to submit a bid for said work unless it is agreed between the department and purchasing that the process if fair, open and transparent and the provider is not at an advantage over other potential bidders.
3 HEALTH AND SAFETY
3.1 Prior to release of a bid document, all health and safety considerations shall be addressed.
3.2 contractors providing goods and services to the city of Quinte west must comply with and be held accountable for meeting the requirements of the Occupational Health and Safety Act
3.3 The City's Health & Safety Policy requirements, as provided by the City Health and Safety and Employee Services Officer, will be included as paft of each bid package
4 PROVINCIAL REQUIREMENTS
The successful candidate will be required to show proof of registration with the WSIB and compliance with the Provincial Retail Sales Tax requirements before the final awarding of the contract takes place.
5. PROOF OF CERTFICATON
The City reserues the right to collect any other proof of licensing or certification as deemed necessary.
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6. ADDENDA
6.1 When it becomes necessary to revise, delete, substitute or add to the bid documents after release, the Mgr. of Purchasing & Risk Management or their designate will issue an addendum in consultation with the user dept.
6.2 Addenda will be posted on the city's webpage. Email notification to each registered plantaker is automatic. When it is necessary to send Addendum by fax, it shall be accompanied by a "Verification of Receipt" document to be returned promptly by fax to the Mgr. of Purchasing & Risk Management. It is the responsibility of all bidder's to check for addendum prior to submission of a bid document.
6.3 Bidders should also acknowledge addendum in the body of the bid document in the space provided. Failure to do so may result in rejection, dependent on the nature of the information/changes contained in the addendum. Rejection or acceptance will be at the sole discretion of the Manager of Purchasing & Risk Management in consultation with the user department.
7. RETURN RECEIPT OF COMPETMVE BID DOCUMENTS
7.t All bids will be issued from and received back at the Municipal Office located at 7 Creswell Drive, Trenton Ward of the City of Quinte West using the appropriate label or envelope as provided in the bid package or another form of clear identification on the outsíde envelope.
7.2 Failure to use the return label or envelope may result in rejection of the bid if the bid is misdirected because of lack of appropriate identification on the outside of the envelope.
7.3 When a bid is received, the envelope shall be date and time stamped in accordance with the clock located at the 2nd floor reception area designated for that purpose. The person receiving the document on behalf of the city will initial in the appropriate area and ensure that the document remains confidential and is directed to the Mgr. of Purchasing & Risk Management immediately.
7.4 The Mgr. of Purchasing & Risk Management shall keep all bids received in a safe and secure location until bid opening.
7.5 Bids will not be unsealed until the official opening date and time.
7.6 The number of bids received and the names of bidders are confidential, and shall not be divulged prior to the opening.
7.7 Late bids (those received after the tender has closed) shall be date and time stamped and initialed by the receiver and the person delivering the document. The bíd shall then be returned to the bidder unopened when possible. Those bids returned by mail must be accompanied by a covering letter stating that the bid could not be accepted due to late arrival, The return of late bids will be the responsibility of the Mgr. of purchasing & Risk Management or their designate.
8 TYPES OF FORMAL PROCESSES
8.1 Request for Proposal (RFP) - the goal of which is to implement an effective, objective, faÍr, open, transparent, accountable and efficient process for obtaining unique proposals designed to meet broad outcomes to a complex problem or need for which there is no clear or single solution. Award is based on the proposal that earns the highest score and meets the requirements specified in the competition based on qualitative, technical and
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pricing cons¡derations. Evaluation criteria will be identified in the bid document.
A Two-Envelope Approach may be utilized with RFP's for fair, unbiased evaluation. In the two envelope approach, qualitative and technical information is evaluated first and pricing information in a separate envelope is evaluated thereafter, only if the qualitative and technical information meet a minimum score requirement that is determined prior to the release of bid documents.
8.2 Recuest for Tender - the goal of which is to implement an effective, objective, fair, open, transparent, accountable and efficient process for obtaining competitive bids based on precisely defined requirements for which a clear or single solution exists. Award is based on the lowest qualified bid that meets the requirements specified in the bid documents.
8.3 Request for Expression of Interest - a focused market research tool used to determine vendor interest in a proposed procurement. It may be issued simultaneously with a Request for Qualifications when the proposed procurement is well defined and the purchaser has clear expectations for the procurement.
8.4 Request for Information - is used prior to issuing a competitive document as a general market research tool to determine what products and seruices are available, scope out business requirements, and/or estimate project costs.
9 GUARANTEES OF CONTRACT EXECUTON AND PERFORMANCE
9.1 The Dept. Head or their designate and Mgr. of purchasing & Risk Management may require that a bid be accompanied by a Bid Deposit to guarantee entry into a contract.
9.2 Generally, all contracts estimated in excess of one hundred thousand ($100,000.) require some form of security; however, a bid deposit may be utilized whenever deemed appropriate by the Manager of purchasing & Risk Management.
9.3 In addition to the security referred to in (9.1) the successful supplier may be required to provide: i. a Peformance Bond to guarantee the faithful peformance of the contract; ii. a Labour & Material Bond to guarantee the payment for labour and materials to be supplied in connection with the contract; and/or iii. an irrevocable letter of credit; or iv. other industry approved methods
9.4 The Dept. Head or their designate and the Mgr. of purchasing & Risk Management shall select the appropriate means to guarantee execution of and peformance of the contract. Means may include one or more of, but are not limited to, financial bonds or other forms of security deposits, provisions for liquidated damages, progress payments and holdbacks.
9.5 In all circumstances with respect to tenders the Dept. Head or their designate and the Mgr. of Purchasing & Risk Management are authorized to determine whether or not a letter of agreement to bond is to be submitted with the bids.
9.6 The Director of Finance and the Mgr. of Purchasing & Risk Management are responsible to hold all securities in safekeeping. Deposits shall be refunded, without interest, and securities shall be returned upon successful completion of the contract.
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9.7 Following the tender opening, the Mgr. of Purchasing & Risk Management or their designate shall return any tenders and deposit cheques that were withdrawn during the opening to the bidder by regular mail or by personal delivery, unless othenruise stated. If a tender and deposit cheque is returned by hand, the bidder must sign a letter acknowledging receipt.
10 PARTCIPANON IN THE COMPETMVE PROCESS
10.1 The integrity of the process is of the utmost importance
t0.2 Inquiries and/or clarifications will be accepted ONLY in writing through the Mgr. of Purchasing & Risk Management or their designate within the timelines as identified in the bid document.
10.3 Responses will be provided in writing through the Mgr. of Purchasing & Risk Management.
10.4 No verbal interpretation will be effective to modify any component of the tender or any contract.
10.s Lobbying of staff or politicians are unacceptable. In order to ensure fairness to all Proponents, the City must endeavor to prevent unfair advantage created by lobbying. Therefore, the City reserues the right to disqualifli, at any time and at its sole discretion, any Proponent engaging in lobbying in connection with a competitíve process between the date the document is issued and the signing of a contract between the city and the successful Proponent(s). Lobbying may include any activity that the city, at its sole discretion determines has or may give an unfair advantage to one proponent relative to other Proponents. without limiting the foregoing, lobbying may include:
. Verbal or written approached to any CiÇ staff other than those identified as contacts in the document . Verbal or written approaches to any Council member . Verbal or written approaches to the Ministry of Municipal Affairs and Housing, Minister of Municipal Affairs and Housing, or Members of Provincial Parliament . Verbal or written approaches to any expert or other advisor assisting the Evaluation and Selection Committee . Verbal or written approaches to any member of an Evaluation or Selection Committee . Requests by the Proponent to any organization or group for a letter of support or to provide verbal expression of support to any member of the Evaluation and Selection Team or Council . Verbal or written communication with media organizations regarding the project
11 EXCLUSION OF BIDDERS IN LITIGATION
11.1 The City may, in its absolute discretion, reject a Tender or proposal submitted by the bidder if the bidder, or any officer or director of the bidder is or has been engaged, either directly or indirectly through another corporation, in a legal action against the City, its elected or appointed officers and employees in relation to: i. any other contract or seruices; or ii any matter arising from the City's exercising of its powers, duties, or functions.
L7.2 In determining whether or not to reject a quotation, tender or proposal under this clause, the City will consider whether the litigation is likely to affect the bidder's ability to work with the City, its consultants and representatives, and whether the City's'experience with the bidder indicates that the City is likely to incur increased staff and legal costs in the administration of the contract if it is awarded to the bidder.
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12 EXCLUSION OF BIDDERS DUE TO PAST POOR PERFORMANCE
L2.L The Dept. Head or their designate shall monitor the performance of all procurement Contracts and shall ensure that where the performance of a supplier has been unsatisfactory in terms of failure to meet Contract specifications, terms and conditions or for Health and Safety, environmental or other violations, details of each event are clearly documented with dates and times. A copy of such documentation will be provided to the Manager of Purchasing & Risk Management.
t2.2 Where it is found that a supplier has performed poorly or below Contract requirements, the user department Director in consultation with the Mgr. of Purchasing & Rísk Management shall make a recommendation to Council about ways to deal with such performance.
t2.3 Past experience, including poor past performance may be a factor in awarding contracts. The City reserues the right to disqualifrT parties whose past performance was unsatisfactory.
13 WITHDRAWAL OF BIDS
13.1 The bidder who has submitted a response may request that the bid be withdrawn. Adjustments or corrections to a bid already submitted will not be allowed. The withdrawal will be allowed if the request is made by mail, fax or in person, directly to the Mgr. of Purchasing & Risk Management or their designate, before closíng time, and only if verification of source is possible. Telephone requests will not be considered.
73.2 When a withdrawal request is made in person, the requester shall sign a withdrawal form confirming the request. When requests are made my mail or fax, they shall be confirmed by telephone prior to acceptance.
13.3 Bids confirmed as withdrawn prior to closing time shall be returned unopened.
L3.4 The withdrawal of a bid does not disqualify a bidder from submitting another bid on the same contract provided it is submitted prior to closing date and time.
13.5 Withdrawal requests received after the tender closing will not be allowed
L4 ONLY ONE BID RECEIVED OR NO BIDS RECEIVED
L4.L In the event that only one bid is received in response to a competitive bid, the Mgr. of Purchasing & Risk Management or their designate along with the Dept. Head or their designate will determine whether or not to proceed with the opening. If in their opinion, using criteria based on the number of bids which might reasonably be expected on a given type of project, additional bids could be secured, the bid may be returned unopened and the bidder advised that the City may be recalling the tender at a later date.
t4.2 In the event that only one bid is received in response to a competítive bid call, and the Mgr. of Purchasing & Risk Management or their designate along with the Dept. Head or their designate proceed with the opening and the bid is found to be unacceptable, it will be rejected and the process as described in 14.3 will be initiated.
L4.3 If there are no responses to an RFx:
a Where no bids are received in response to an RFx made in accordance with standard competitive bid procedures, the Department Head in cooperation with the Manager of Purchasing & Risk Management will take action in an attempt to determine why. This may include reaching out to non-responsive plan takers.
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a A review of the scope of work will be undertaken by the user depaftment to determine the best manner in which to proceed. If after this review no significant changes are identified, and time permits, the RFx will be re-adveftised and put to the marketplace again. Where there are issues with timing or other circumstances where sole sourcing is the optimum manner in which to proceed, the project may continue utilizing the procedure for a Single Source.
15. NO ACCEPTABLE BID OR EQUAL BrDS RECEIVED
15.1 Where bids are received in response to a bid solicitation but exceed project budget, are not responsive to the requirement, or do not represent fair market value, a revised solicitation may be issued in an effort to obtain an acceptable bid.
t5.2 The Dept. Head or their designate and the Mgr. of Purchasing & Risk Management jointly may waive the need for a revised bid solicitation and enter into negotiations with the lowest responsive bidder, or the highest responsive bidder for a revenue-driven bid selection emanating from a bid solicitation, under the following circumstances: i. The total cost of the lowest responsive bid is in excess of the funds appropriated by City Council for the project or the highest responsive bid revenue is less than approved in departmental estimates where reserued bid amounts exist and, ii. The Dept. Head or their designate and the Mgr. of Purchasing & Risk Management agree that the changes required to achieve an acceptable bid will not change the general nature of the requirement described in the bid solicitation
15.3 In the case of building construction contracts, where the total cost of the lowest responsive bid is in excess of the appropriation made by City Council, negotiations may be made if performed in accordance with the guidelines established by the Canadian Construction Association and published in their CCDC documents.
15.4 In the case of road construction contracts, where the total cost of the lowest responsive bid is in excess of the appropriation made by CiÇ Council, negotiations may be pedormed if in accordance with the guidelines established by the Ontario Provincial Standards Specifications. If the project cannot be negotiated to bring the total contract within budget, the Department Head may take a report to their Committee requesting permission to reallocate funds from another approved project. If successful, the Director of Finance will be notified to facilitate proper accounting functions.
15.5 The City of Quinte West has the right to cease negotiations and reject any offer at any time.
15.6 If two equal bids are received, the following items will be taken into consÍderation: i. Prompt payment discount ii. When delivery is an important factor, the bidder offering the best delivery date will be given preference iii. A bidder in a position to offer better after sales service, with a good record in this regard shall be given preference, i. A bidder with an overall satisfactory peformance record shall be given preference over a bidder known to have an unsatisfactory peformance record or no previous experience with the City ii. All other things beíng equal, preference will be given to the vendor whose place of business is local, in order of City, Province & Country iii. If (i) through (v) do not break the tie, equal bidders shall be entered into a draw. The names of the tied bidders shall be
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placed in a container and the tender to be awarded shall be drawn by a member of council. The time and location of the draw shall be set by the Mgr. of Purchasing & Risk Management or their designate, and the bidders shall be notified in order that they may be present 16. BID OPENING
16.1 Bid openings shall take place as soon as practical after the closing time. The information disclosed at the public opening is determined by the type of procurement process used.
t6.2 At the closing of a Request for Tender, the names of respondents submitting bids and total b¡d amounts will be announced, however, no other information will be released at that time. Where sub-totals are required, they may also be read out but line by line pricing will not be made public.
16.3 At the closing of a Request for Proposal, only the names of those submitting proposals will be released. No further information is made available until such time as a complete comprehensive evaluation has been performed by the evaluation committee and a final ranking determined.
L6.4 Mandatory attendance requirement at an opening shall be: The Dept. Head or their designate AND the Mgr. of Purchasing & Risk Management or their designate.
16.5 It is the responsibility of the Mgr. of Purchasing & Risk Management or their designate to arrange attendance of the appropriate representatives.
16.6 When all submissions for a contract have been read out and the Mgr. of Purchasing & Risk Management or their designate has recorded the information, he/she shall close off the Record of Tenders Opened by drawing a diagonal line in the unused spaces under the information listed and then sign the form.
L7 PRELIMINARY CHECKING OF TENDERS/PROPOSALS
L7.L Following the opening, the Manager of Purchasing & Risk Management or their designate will prepare the Record of Minutes and Results of Preliminary Evaluation to determine compliance to all mandatory criteria. This report will be fon¡rarded to the Dept. Head or his/her designate for fufther consideration by the evaluation committee
t7.2 Standard mandatory criteria wherein non-compliance with WILL result in rejection include but are not necessarily limited to the following; ¡. bid form must be signed as necessary; ii. the correct bid form, if provided, must be used; iii. the bid envelope must be time and date stamped prior to the contract closing time; iv. the bid deposit in the proper amount, if required, must be included with submission; and v. the bid is free of restrictions or alterations
t7.3 If there is an error or incomplete material on any other portion of the bid, then the decision as to whether or not to accept or reject the submission shall be at the discretion of the Dept. Head or his/her designate and the Mgr. Of Purchasing & Risk Management. That decision will be based upon the following considerations : i. Is the intention of the bidder clear? ¡i. Has the bidder made a conscientious attempt to comply with the bid requirements? iii. Is it fair to all bidders to accept the tender or has the bidder gained an unfair advantage?
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t7.4 If the amount bid for a unit price item does not agree with the extension of the estimated quantity and the bid unit price, or if the extension has not been made, the unit price shall govern and the total price shall be corrected accordingly.
t7.5 If both unit price and total price are left blanÇ then both shall be considered as zero.
t7.6 Following completion of preliminary check procedures, (section 17), bidding infractions shall be noted on the Record of renders opened. This notation must clearly state the reason the bid is noted as incomplete or rejected.
t7.7 Photocopies of all acceptable submissions (or best three) will be forwarded to the Dept. Head or his/her designate for fufther consideration by the Evaluation Committee. Original documents will remain in the possession of the Purchasing Coordinator or his/her designate to maintain the integrity of the process.
18 EVALUATON PROCESS
18.1 All responses to a competitive bid process will first be reviewed by the Mgr. of Purchasing & Risk Management or their designate to ensure compliance to both standard mandatory criteria and project specific mandatory criteria; checking of costs; and verification of extensions, additions etc. All submissions determined to be qualified for further consideration will be fon¡rarded to the appropriate Dept. Head for fufther review in determining a Respondents understanding of and capability of performing the works or seruices requested. Those found to be non- compliant will be rejected by the Mgr. of Purchasing & Risk Management or their designate at this point.
18.2 Responses to a Request for Proposal will undergo further evaluation incorporating the scoring and weighting criteria as presented in the original RFP document. This scoring will be carried out by the evaluation committee. The evaluation committee will be comprised of a mix of staff and/or depaftment committee members as deemed appropriate by the Dept. Head or their designate for the project. A minimum of two people will review and score each proposal.
18.3 Responses to a Tender Call are subject to the standard preliminary evaluation to ensure compliance to both standard mandatory criteria and project specific mandatory criteria; checking of costs; and verification of extensions, additions etc. All submissions determined to be qualified for further consideration will be forwarded to the appropriate Dept. Head for fufther review in determining a Respondents understanding of and capability of performing the works or services requested in a fully qualified manner.
18.4 A copy of the completed evaluation forms along with committee recommendation will be forwarded to the Mgr. of Purchasing & Risk Management to be kept in a confidential file and utilized for debriefing and/or dispute resolution if necessary.
18.5 The Dept. Head or their designate shall prepare a recommendation to the appropriate committee or to council if required; othenruise direction will be provided the Mgr. of Purchasing & Risk Management in writing to proceed with Notification of Intent to Accept.
18.6 If a Request for Proposal or a Tender call can be awarded within the confines of the Council pre-approved budget amount and the scope of the project, approval at Dept. Head level is sufficient to proceed with official award. If a Tender call is to be awarded to other than the lowest
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qual¡fied bidder, the decision must be approved at Council level prior to award.
L8.7 Immediately following the evaluation of tenders, the Dept. Head or their designate shall notify the Mgr. of Purchasing & Risk Management in writing that the lowest two bids are in order, and that the bid deposit other than the low and second low bidder should be returned.
19 CONTRACT AWARD/CONTRACT EXECUION AND PERFORMANCE
19.1 In the event that it is deemed beneficial to listen to delegations from bidders, every bidder must be given an equal opportunity to present themselves unless a short listing is provided for Ín the tender document. Individual written invitations, stating time, date and purpose of the presentation, must be e*ended.
t9.2 Upon the award of the contract, the Mgr. of Purchasing & Risk Management or theÍr designate shall without undue delay send a "Notification of Intent" to the successful bidder advising that their bid has been accepted for award consideration.
19.3 The successful bidder has ten (10) working days from official notification to produce evidence of appropriate insurance, performance surety's if applicable, executed contract or agreement etc. to the Mgr. of Purchasing & Risk Management unless othenvise agreed. Under no circumstance will the successful bidder commence work until the appropriate documentation has been submitted and acknowledged by the City. Non- compliance will result in a stop work order.
t9.4 If a formal contract other than the agreement in the bid document is required, it shall be prepared by the Mgr. of Purchasing & Risk Management or their designate and submitted to the contractor for execution unless otherwise directed. At that time, the Clerk or their designate and Mayor will be asked to execute the document and the City seal will be applied.
19.5 Where Engineering contracts are entered, the engineering firm will be responsible for preparation of the standard MEA/CEO agreement unless otherwise agreed to.
19.6 Once the contracts, bonds, et cetera, of the awarded bidder have been signed and found acceptable by the Dept. Head or their designate and the Mgr. of Purchasing & Risk Management, the bid deposit if provided shall be returned.
19.7 If the contract has been awarded and the successful bidder fails to provide a contract bond, cash or other acceptable collateral within the specified time, the Department Head or their designate and the Mgr. of Purchasing & Risk Management or their designate may grant additional time to fulfill the necessary requirements or may recommend one of the following: i. That the contract shall be awarded to the next best responsible bidder ii. That the contract shall be cancelled
19.8 In either of the above cases, any bid deposit of the successful bidder may be forfeited. If the contract is to be awarded to the next best responsible bidder, their deposit shall be retained until he/she has actually executed the written contract to the satisfaction of the Depaftment Head or their designate.
19.9 If the next best responsible bidder fails, or declines to execute the contract if awarded to him/her, their deposit shall also be forfeited.
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19.10 Acceptance by resolution of Council of any quote or tender requiring Council approval shall be sufficient authority for the Department Head or his/her designate to execute a contract with the successful bidder.
20 CONTRACT AMENDMENTS AND REVISIONS
20.1 No amendment or revision to a contract shall be made unless the amendment is in the best interest of the City.
20.2 No amendment that changes the price of a contract shall be agreed to without a corresponding change order describing the change in requirement or scope of work, a copy of which shall be provided to the Manager of Purchasing or their designate once it is approved.
20.3 Amendments to a contract are subject to the identification and availability of sufficient funds in appropriate accounts within City council approved budget including authorized revisions.
20.4 Department Heads may authorize amendments to contracts provided that the total amended value of the contract is within the approval authority designated
20.5 Where expenditures for the proposed amendment combined with the price of the original contract exceeds City Council approved budget for the project, a report prepared by the Dept. Head or their designate shall be submitted to the Director of Finance and City Council recommending the amendment and proposing the source of financing.
2L EXERCISE OF CONTRACT RENEWAL OPTIONS
2T.T Where a contract contains an option for renewal, the Dept. Head or their designate may exercise such option provided that all of the following apply: i. The supplier's performance in supplying the goods, services or construction is considered to have met the requirements of the contract ii. The Dept. Head has determined that the exercise of the option is in the best interest of the City, iii. Funds are available in appropriate accounts within City Council approved budget including authorized revisions to meet the proposed expendÍture. iv. The Dept. Head shall provide a written explanation as to why the renewal is in the best interest of the City and include comment on the market situation and trend.
2t.2 When a specific timeframe for a renewal option is not written in the original bid document the renewal period shall not exceed the original contract duration.
22 ACCESS TO INFORMATON
22.t The disclosure of information received relevant to the issue of a bid solicitation or the award of contracts emanating from bid solicitations shall be made by the appropriate offices in accordance with the provisions of the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, as amended.
23 DISPUTE RESOLUTON
23.t Wherein the spirit of this poliry is to promote a sense of fairness and transparency, in the event of possible dissatisfaction, the following process will be followed in order:
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The vendor would be required to submit in writing to the Mgr. of Purchasing & Rísk Management, a notice clearly stating contract details and nature of perceived problem. ¡¡. The Mgr. of Purchasing & Risk Management would respond to same in wríting and attempt to provide the information requested. iii Should the vendor still not be satisfied, a meeting between the vendor, Mgr. of Purchasing & Risk Management and appropriate Dept. Head or their designate will be scheduled to further discuss the issues and debrief the vendor with regards to their bid submission evaluation. (Information regarding the scoring of other proponents is confidential and will not be discussed) IV If afticles (¡ -¡ii) do not lead to a resolution, the decision may be referred to Council if deemed appropriate
23.2 In the event that any court should adjudge that any section or sections of this poliry in not valid for any cause, such sections or sections shall be severable from the remainder of the by-law to the same extent as if the offending section or sections had not been included therein
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OC' SCHEDULE
PURCHASING CARD PROGRAM
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1. INTRODUCTION
1.1 Purpose and Scope The purpose of this policy is to ensure that responsibilities are clearly defined and appropriate authority is delegated within an outline of procedures for the use and control of the City of Quinte West Purchasing Card Program (PCP)
The PCP is established as a method of making small dollar value City purchases; on line purchases; and or US funds purchases (up to $5,000.00 per transaction, inclusive of taxes and freight), in accordance with the purchasing policy of the City of Quinte West.
Charges are processed when the card is submitted for payment and suppliers are paid within their established terms with the US Bank Canada.
L,2 Backqround Department employees, who occupy positions with delegated purchasing authoriÇ by Dept. Heads, are authorized to use the Purchasing Card to purchase goods and seruices (amount on each card determined by thresholds established by Dept. Head) in support of sound business practices, with a monthly limit to be determined for each card holder.
The intended benefits of the Purchasing Card are: reduce the costs of procurement and supplier payment; improved ease and expediency of government purchasing; improve the timeliness of supplier payments; improve control over department purchasing; more time to work on value added acquisitions and ímprove management reporting on department purchasing.
1.3 AuthoriW Department Heads have the authority to empower employees within their depaftments or areas of responsibility,
2 POLTCY 2.1 Administration a) The Mgr. of Purchasing & Risk Management is responsible for the administration of the Purchasing Card Program within the City of Quinte West.
b) Each Purchasing Card will have a unique number, and will be issued in the name of the City of Quinte West and the name of the employee who has been authorized to use that Card. The card is not transferable to any other employee, even if that other employee is also authorized to use a Purchasing Card on behalf of the City of Quinte West. Improper card use will result in the cancellation of the employee's card.
c) The Purchasing Card will be issued to employees who occupy positions with delegated purchasing authority, on the approval of the Department Head(s).
2.2 Limited Restrictions a) The limit for individual card purchases is restricted by the dollar amount established by the Depaftment Head.
b) The monthly credit card limit, which is the maximum monthly amount chargeable to each Purchasing Card, is restricted to the maximum dollar limit established by each Department Head. Under no circumstances will a transaction be "split" into two or more transactions to bypass the single transaction dollar limit.
c) The Mgr. of Purchasing & Risk Management, in cooperation with the Depaftment Head(s) will manage any changes of transaction or spending limits.
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2.3 Prohibitions Purchasing Cards will not be used in the following circumstances:
a) When the cost of the goods or seruices would be signifìcantly increased as a result of using the Card and an alternative method of payment is available (i.e. a discount is provided by the supplier as a result of not using the Card);
b) When the supplier does not take a credit card as a means of payment;
c) For personal use vehicle operating and maintenance expenses including vehicle repairs, fuel, oil etc.;
d) For personal purchases;
e) To obtain cash advances
2.4 Revokinq of Card Privilege Cardholders who do not adhere to the limits and prohibitions set out above will have their card privileges revoked. The Mgr. of Purchasing & Risk Management will consult with the Dept. Head who will advise the employee of this discipline.
2.5 Refunds No cardholder may accept cash or a cheque from a supplier who is making a refund pertaining to a transaction previously charged to a Purchasing Card account. This supplier in all cases must issue a credit voucher.
2.6 Liability a) Every cardholder shall be informed in writing of his or her responsibilities and restrictions regarding the use of the Purchasing Card and shall agree to them in writing.
b) Cardholders will be held liable for any misuse or willful disregard of policies or operating procedures that result in a loss of money, fraud or collusion.
c) The liability for authorized charges on the Purchasing Cards rests with the City of Quinte WesÇ not the individual cardholder.
d) The maximum City liability for unauthorized use of the Card following loss or theft of the Card shall be $50.00.
2.7 Unauthorized Use Unauthorized use means a use that did not benefit the City and was made by someone other than the cardholder. The City is not liable for any unauthorized use of the Card which occurs after notification of loss, theft or cancellation has been received by the US Bank Canada, however, if the loss or theft of the Card is not repofted immediately, the City may be liable for all unauthorized purchases charged to the account.
2.8 Statement Cvcle a) The statement cycle period ends on the 27th of each month (or on the next business day if the 27th is on a weekend). The spending limit balances on each card are reset to zero at this time.
Expectations: . Cardholders will be advised that their card activity statement is available for viewing and reconciliation on the desktop through Access Direct on the 28th of each month giving them the option to reconcile daily . Cardholders have five (5) working days after receipt of the statement to allocate costs to accounts; if they are absent a delegated person should reconcile the cardholder's statement . Cardholders will print the reconciliation after account costing . Cardholders will have their immediate superuisor sign off on the statement and fonvard the original copy to Purchasing accompanied by receipts for each transaction Page27 of 34
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o Lost receipts MUST be requested from the supplier bv the cardholder. . The approved print out or statement must be received by Accounts Payable no later than the 5th of each month
2.9 Pavments To avoid the payment of interest, payments to the US Bank Canada - Visa shall be made within 14 days following the monthly statement date (also refer to 4.10.5 and 4.12)
2.10 International Purchases Purchases made outside Canada will be converted to Canadian funds at a rate established by Visa International Inc.
3 RESPONSIBILITIES 3.1 The Cardholder is responsible for: a) Adhering to all conditions and restriction imposed on the Purchasing Card by the City of Quinte West and US Bank Canada;
b) submitting the Employee Acknowledgment of Responsibilities and Obligations form to the Mgr. of Purchasing & Risk Management acknowledging, signing and submitting that they have read , understood and accept the conditions (Appendix A);
c) Ensuring that the Purchasing Card, monthly statements and other documents bearing the Card number are kept in a secure location with controlled access;
d) immediately notiñ7ing the US Bank Canada, the Department Head or Mgr. of Purchasing & Risk Management of loss or theft of the Card;
e) Returning the Card to the Mgr. of Purchasing & Risk Management for cancellation as appropriate;
f) Providing a signed, reconciled card activity statement to Purchasing on a monthly basis for all purchases made with the card
g) Verifying the amount of GST paid to allow for accurate rebates;
h) Resolving disputed charges;
i) Keeping supporting documentation (i.e. sales slips, cash register and credit card receipts, supplier notices etc.) related to all purchases made with the Card for reconciliation, account verification and audit purposes; and
j) Ensure that tax exemption; it Fire vehicle repairs, are taken at the time the card is provided to the vendor.
3.2 The Department Head The Department Head (or his/her designate) is responsible for: a) Assessing the need for Purchasing Cards in cooperation with the Mgr. of Purchasing & Risk Management based on operational requirements;
b) Identifying the employee(s) who will be authorized to make purchases through the use of a Purchasing Card;
c) Establishing the monthly credit limit for each cardholder in cooperation with the Mgr. of Purchasing & Risk Management;
d) Specifying the types of items to be purchased with the Card, or identiñ7 any merchant blocking necessary;
e) informing the Mgr. of Purchasing & Risk Management of the need for issuance of new cards, cancellation of existing cards, increases or decreases to credit limits, change in department or area of responsibility of the Cardholder;
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f) Monitoring and controlling the utilization of Purchasing Cards within their department or area of responsibil¡ty;
g) Reviewing on a regular basis, the Card activity statement for all purchases charged to their budgets;
h) Ensure immediate superuisors are approving statement reconciliations for their employees.
3.3 Mgr. of Purchasing & Risk Management The Mqr. of Purchasinq & Risk Manaqement or his/her designate is responsible for:
a) Collecting the reconciled activity statements from the cardholders;
b) Developing corporate policies and procedures with regard to the use of P- cards
c) Ensuring that all purchasing activity is done in accordance with approved Purchasing policies and procedures, and implementing corrective activities when warranted;
d) Ensuring that each cardholder is informed of his or her responsibilities regarding the use of the P-card;
e) Ensuring that the use of P-Cards conforms to depaftmental and corporate policy and procedures;
f) Authorizing the issuance or withdrawal of P-cards with the US Bank Canada;
g) Processing increases or decreases to credit limits in cooperation with Department Heads;
h) Processing bank forms with respect to changes of address and changes of depaftment or area of responsibility, in cooperation with Department Head;
I) providing coordination with respect to monitoring the overall utilization of P- cards within the City of Quinte West;
j) Compiling and reporting P-Card data to the Depaftment Head(s) as required;
k) Ongoing staff training
4. PROCEDURES 4.L Requests for Purchasing Cards 4.1.1 The Employee Information poftion of the application form must be completed and signed by the employee and approved by the Depaftment Head for each Card requested.
4.t.2The Depaftment Head, in coordination with the Mgr. of Purchasing & Risk Management will complete the "monthly credit limit and single transaction limit" of the Employee Information section.
4.1.3 The Department Head must send the approved application form to the Mgr. of Purchasing & Risk Management for transmittal to the US Bank Canada
4.1.4 Personal credit information is not required as the Card will be issued to the City of Quinte WesÇ not the employee.
4.1.5 Purchasing Cards are expected to be issued within ten (10) working days from the date that the application form is received by the US Bank Canada. The Cards will be sent directly to the Mgr. of Purchasing & Risk Management at the address indicated on the Bank Application Form.
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4.2 Issuance of Purchasing Cards 4.2.1 Upon receipt of the Cards from the US Bank Canada, the cardholder must ensure that all information on the card is correct. Any inaccuracies are to be reported immediately to the US Bank Canada Commercial Card Centre by the Mgr. of Purchasing & Risk Management.
4.2.2 The Mgr. of Purchasing & Risk Management will inform the cardholder of the responsibilities and restriction regarding the use of the Purchasing Card and obtain a written Acknowledgment of Responsibilities and Obligations form from each cardholder before issuing the card (refer to Appendix A)
4.2.3 The Mgr. of Purchasing & Risk Management will retain the Acknowledgment of Responsibilities and Obligations form for safekeeping.
4.2.4The cardholder must sign the Purchasing Card and store it in a secure place when not in use.
4.2.5 The cardholder must activate the Purchasing Card by calling the US Bank Canada as per the telephone number on the Purchasing Card.
4.3 Cancellation of Purchasing Cards The cardholder must return the Card cut in half to the Mgr. of Purchasing & Risk Management for cancellation either directly or through the Department Head when: a) Specifically requested to return the Card by the Mgr. of Purchasing & Risk Management or Depaftment Head;
b) Upon termination of employment with the City of Quinte West; or
c) Upon an employee taking a leave through a secondment.
The Mgr. of Purchasing & Risk Management will complete the necessary change form.
4.4 Lost or Stolen Purchasinq Cards 4.4.t The cardholder must immediately notiñ7 the US Bank Canada of any loss or theft of the card through the Commercial Card Centre at 416-306-3636, or toll free at 800-588-8067. Lost or stolen Cards can be reported 24 hours a day, seven days a week. The cardholder must also advise the Department Head who shall confirm the loss or theft in writing to the Mgr. of Purchasing & Risk Management. The Mgr. of Purchasing & Risk Management will complete the necessary papenruork. If the card is stolen, the police must be notified and a police report requested by the Depaftment Head.
4.4.2 If the lost or stolen Card should eventually be recovered or found, it must be cut in half and returned to the Mgr. of Purchasing & Risk Management directly or through the Depaftment Head.
4.5 Change of Department or Area of ResponsibiliW 4.5.1 If the cardholder wíll no longer require use of the card as a result of a change in department or area of responsibility, the Card will be cancelled. The Mgr. of Purchasing & Risk Management will complete and submit the necessary papenruork to the US Bank Canada.
4.5.2 The change is expected to be made within three (3) working days from the date that the form is received by the US Bank Canada Commercial Card Centre.
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4.6 Modification of Credit Limit 4.6.1 The Department Head will coordinate with the Mgr. of Purchasing & Risk Management for any change in credit limit. The Mgr. of Purchasing & Risk Management will complete and submit the necessary paperwork to US Bank Canada.
4.6.2 Credit limit changes will be made within three (3) working days from the date that the bank receives the form.
4.7 Disputed Charges 4.7.1 ltems charged on monthly statements of accounts that do not accurately reflect the transactions made by the cardholder (i.e. bank errors such as wrong amount, incorrect account number, multiple postings of the same item, etc.) are considered to be disputed items.
4.7.2The cardholder must notiñ7 US Bank Canada and advise the Mgr. of Purchasing & Risk Management of the items disputed. Disputed items reported by cardholders will be credited on the individual statement the following month (provided they are legitimate). The amount indicated on the statement is the amount that should be paid to the US Bank Canada Commercial Card Centre.
4.7.3The cardholder shall provide information and assistance to the US Bank Canada to settle the disputed item(s) as required.
4.7.4It the questionable item is not a bank error but a supplier error (i.e. late delivery, defective goods, wrong price, quantity difference, returned goods, etc.) the matter must be settled directly with the supplier by the cardholder. Such matters must be drawn to the supplier's attention immediately so as to minimize the delay in obtaining a credit to the Purchasing Card account. When the amount in dispute is of an insignificant dollar value, notices to suppliers should be confirmed in writing even though settlement may be accomplished through telephone calls. Copies of the notices to suppliers should be attached to the monthly reconciliation activity statement. Items under dispute with suppliers must not be deducted from the monthly statement of account.
4.7.5 Disputed charges must be identified and the US Bank Canada notified within 30 days of the statement date.
4.8 Purchase of Goods and Seruices 4.8.1 Record of purchases made with P-cards must be submitted to Purchasing by cardholders together with sales slips, credit vouchers, notices to suppliers with the printed card activity statement. A purchase order is not necessary for purchases made with a P-card unless a single transaction amount exceeds $2000.00.
4.8.2 The appropriate sales tax exemption must be noted at the time of purchase to the supplier to ensure exemption from the provincial sales tax where applicable. (Fire dept. only)
4.8.3 The appropriate taxes are to be paid where applicable.
4.8.4 For over the counter transactions or for seruices rendered, the cardholder will certiñ7 that the goods have been received; when goods are shipped, the cardholder must ensure that the goods received match the order or sales slip.
4.8.5 For telephone orders, the cardholder should have the supplier fax a copy of the receipt or instruct the supplier to supply a copy of the receipt with the shipment.
4.8.6 For Internet orders, the cardholder may either print the order from the computer or attach the receipt provided by the supplier once the order arrives.
4.9 Access DÍrect Software
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M:\Council\Nancy\BY-l-AwS\By-laws 2016\By-law 16-058 - Schedules to Purchasing Policy.doc THE CORPORATON OF THE CITY OF QUTNTE WEST SCHEDULE "C" TO By-l-AW NO. 16-058 PURCHASTNG CARD PROGRAM (P-CARDS)
4.9.1 The Access Direct web page is designed for individual cardholder use. It is provided as a delivery vehicle for the monthly statement to allow cardholders the ability to complete the monthly statements and allocate purchases to cost centers.
4.9.2 Cardholders may find the webpage useful to: . Receive an electronic daily or monthly statement and print it . Reconcile transactions on their monthly statement . Adjust transactions (i.e. allocate purchases to cost centers or add additional information for use in company specific reports) . Electronically deliver revised monthly statements to Purchasing . Track project related expenses. This provides cardholders with a complete expense reconciliation system
4.9.3 Each cardholder will be provided with the internet address to veriff and reconcile their statements daily or monthly where applicable.
4.9.4 For cardholders that do not have access to use of a desktop computer, a site coordinator will be assigned that has access to a desktop computer for reconciliation of the card activity statement.
4.9.5 The file may be downloaded and connected to the local area network where it will be updated immediately.
4.10 Payment of Monthlv Statements 4.10.1 The statement of account will be issued on the 27rh day of each month and will be sent directly to the Purchasing Department who will distribute with other regular invoices to appropriate department for coding and approval for payment.
4.L0.2 The following documentation must be sent to Accounts payable by the Purchasing Dept. for payment purposes: the printed copy of the monthly card activity statement as reconciled approved by the cardholder and the Department Head or designate. The detailed purchases listed on the statement must match the charges shown on the monthly statement with adjusting entries shown, as need be, for disputed items (bank errors)
4.10.3 Monthly reconciliation must include sales slips; credit vouchers etc., and be sent to Purchasing. Purchasing will verify and fonvard to Accounts Payable where the information will be retained for audit purposes.
4.L0.4 No cardholder shall have the authority to approve their own statement of account.
4.10.5 In order to avoid the payment of interest, the approved monthly statement with backup documentation must be sent to Accounts Payable for payment on or before the 5th day of each month.
5 Refunds from Suppliers 5.1 When merchandise is returned or other adjustments to accounts are necessary, credit vouchers will be issued by suppliers. No cardholder may accept cash or a cheque from a supplier who is making a refund pertaining to a transaction previously charged to a Purchasing Card account, This supplier in all cases must issue a credit voucher. Such credits must be issued against the same Purchasing Card that the original transaction was charged to.
6 Payment and Calculation of Interest 6.1 In accordance with the terms of the agreement between the US Bank canada and the city of Quinte west the payment of interest to the us Bank Canada is based on a 14 day payment period. Where the City is responsible for the delay, interest will be automatically calculated and paid on overdue accounts.
Page 32 of 34
M:\Council\Nancy\BY-LAwS\By-laws 2016\Bylaw 16-058 - Schedules to Purchasing policy.doc THE CORPORATON OF THE CÏTY OF QUTNTE WEST SCHEDULE "C''TO BY.LAW NO. 16.058 PURCHASTNG CARD PROGRAM (P-CARDS)
7 Card Renewal 7.1 Each Purchasing Card is issued for a period of three (3) years starting with the month in which the Card is issued. Cards will be automatically renewed unless the City advises the US Bank Canada otherwise.
8 Manaoement Reports 8.1 The management reports produced by the US Bank Canada "Access Direct" software will be provided by the Mgr. of Purchasing & Risk Management as requested and issued to all Department Heads for monitoring purposes.
Page 33 of 34
M:\Council\Nancy\BY-l-AwS\BV-laws 2016\By-law 16-058 - Schedules to Purchasing Policy.doc THE CORPORAION OF THE CITY OF QUINTE WEST SCHEDULE "C'' TO BY.LAW NO. 16.058 PURCHASTNG CARD PROGRAM (P-CARDS)
ACKNOWLEDGMENT OF RESPONSIBILITES AND OBLIGATIONS and AGREEMENT TO ACCEPT THE VISA PURCHASING CARD
The US Bank Canada Visa Purchasing Card represents the City's trust in you. You are empowered as a responsible agent to safeguard City assets. Your signature below is *C'to verification that you have read the Purchasing Card Program Schedule the City of Quinte West Purchasing Policy and fufther that you agree to comply with it as well as the following responsibilities:
1. I understand that the card is for City approved purchased only, and I agree not to charge personal purchases.
2. Improper use of this card can be considered misappropriation of City funds. This may result in disciplinary action, up to and including termination of employment.
3. If the card is lost or stolen, I will immediately notify US Bank Canada by telephone. I will confirm the telephone call by mail or facsimile with a copy of the notification to the Mgr. of Purchasing & Risk Management.
4. I agree to surrender the card immediately upon termination of employment, whether for retirement, voluntary or involuntary reasons.
5. The card is issued in my name. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card.
6. All charges will be billed directly to and paid directly by the City. The bank cannot accept any monies from me directly; therefore any personal charges billed to the City could be considered misappropriation of City funds.
7. As the card is City property, I understand that I will be required to comply with internal control procedures designed to protect City assets. This may include being asked to produce the card to validate its existence and account number. I will be asked to produce receipts and statements to audit its use.
8. I will receive a monthly Reconciliation Statement which will repoft all activity during the statement period. Since I am responsible for all charges (but not for payment) on the card, I will resolve any discrepancies by either contacting the supplier or the bank.
9. I understand that the Purchasing Card is not necessarily provided to all employees. Assignment is based on my need to purchase materials for City business. My card may be revoked based on change of assignment or location. I understand that the card is not an entitlement nor reflective of title or position.
Visa Purchasing Card Number Issued in My Name
Employee Siqnature Dated
Employee Printed Name
Approving Dept. Head Dated: Siqnature
Dept. Head Printed Name
Total Credit Limit on This Card
Limitations
Page 34 of 34
M:\Council\Nancy\BY-LAWS\Bylaws 2016\By-law 16-058 - Schedules to Purchasing Policy.doc The Corporation Of The City Of Quinte West By-Law Number 16-059
Being A By-Law To Authorize The Corporation Of The City Of Quinte West To Enter lnto An Agreement With Canada Gompany: Many Ways To Serve (Canada Company) For The Acquisition Of A Light Armoured Vehicle (LAVIll) Monument.
Whereas it is desired to enter into an agreement with Canada Company to acquire a LAVIll Monument under the LAVIll Monument Program;
Now Therefore Be lt Enacted By The Council For The Gorporation Of The City Of Quinte West As Follows:
1. This By-law shall be entitled the "LAVlll Monument Agreement By-law".
2. That the Mayor and Clerk, or their designates, shall be and are hereby authorized to execute the LAVlll Monument Agreement attached hereto, and any other documents related to this project.
3. This By-law shalltake effect upon the final passing thereof.
Read A First, Second And Third Time And Finally Passed This 2nd Day Of May, 2016.
Jim Harrison, Mayor
Kevin Heath, City Clerk CANADA COMPANY: MANIYWAYS TO SERVE
and
The Corporation of the City of Quinte West
Trentorù Ontario
LAV III MONUMENT AGREEMENT
Dated as of April 21",2016
SrxsueNELLrorrLLP TABLE OF CONTENTS
ARTICLE 1 INTERPRETATION
Section 1.L Defined Terms...... 1 Section 1.2 Currency. 2 Section 1.3 Incorporation of Schedules...... 2 Section 1.4 References to Persons. 2 Section 1.5 Statutes...... 2 Section 1.6 Non-Business Days. 2
ARTICLE 2 DELIVERY, INSTALLATION AND MAINTENANCE
Section 2.L Monument..... J Section 2.2 Preparation of the Location.... J Section 2.3 Delivery...... 3 Section 2.4 Installation J Section 2.5 Maintenance and Alteration 4
ARTICLE 3 PURCHASE PRICE
Section 3.1, Purchase Price...... 4 Section 3.2 Payment Terms...... 4
ARTICLE 4 DEDICATION
Section 4.L National Irrventory of Canadian Military Memorials 5 Section 4.2 Initial Unveiling. 5
ARTICLE 5 CONTROLLED GOODS
Section 5.L Controlled Goods 5 Section 5.2 Nontransfer and Use Certificate 6
ARTICLE 6 REPRESENTATIONS AND WARRANTIES
Section 6.1 Mutual Representations ...... 6 Section 6.2 Representations of Canada Company .... 6
ARTICLE 7 INDEMNIFICATION, INSURANCE AND LIABILITY
Section 7.1 Indemnification. 7 Section 7.2 Insurance.. 7 Section 7.3 Exclusion of Liability 7
(i) -Lt-
ARTICLE 8 MISCELLANEOUS
Section 8.1 Notices. 7 Section 8.2 Amendments 8 Section 8.3 Waiver..... I Section 8.4 Entire Agreement. 9 Section 8.5 Successors and Assigns 9 Section 8.6 Severability...... , 9 Section 8.7 Governing Law 9 Section 8.8 Counterparts. ... 9
ADDENDA
SCHEDULE A Legal Description of Lands or Land Use Authorizalton SCHEDULE B Monument Location SCHEDULE C Installation Guidelines SCHEDULE D Nontransfer and Use Certificate
ISCHEDULE E Supporting Groups and Organizationsl]
t ScheduleE to be used whennecessary. LAV III MONUMENT AGREEMENT
LAV III Monument Agreement (the "Agreement") dated April 2'1,, 20\6 between Canada Company: M*y Ways to Serve ("Canada Company") uttd The City of Quinte West (the "Community").
RECITALS:
(1) WHEREAS Canada Company is a charitable, non-partisan organizatton that serves to build the bridge between business and community leaders and the men and women of the Canadian Armed Forces and their families;
(21 AND WHEREAS Canada Company, in collaboration with the Canadian Department of National Defence, the Canadian Armed Forces, and Public Works and Government Services Canada is the civilian administrator of a program to recognize the service of the Canadian Armed Forces in Afghanistan by providing replica Light Armoured Vehicles ('LAV IIIs") as monuments (the "Monuments") to qualifying communities throughout Canada;
(3) AND WI{EREAS the Community, having received prior approval of the Canada Company LAV III Monument selection committee ('CCSC"), wishes to acquire a Monument and Canada Company wishes to provide a Monument to the Community on the terms and conditions specified herein; [including, where applicable, support offered by other groups or organizations as identified in "Schedule E"l
(4) AND WHEREAS the Community is either the registered owrrer of the lands described in Schedule " A" or has provided Canada Company the necessary land use authorization from the land owner;
(s) AND WHEREAS the purpose of this Agreement is to set out the responsibilities of the Parties with respect to payment delivery, installatiorç maintenance, and other matters in relation to the Monument.
NOW THEREFORE in consideration of the above and for other good and valuable consideration (the receipt and adequacy of which is acknowledged), the Parties agree as follows:
ARTICLE 1 INTERPRETATION
Section 1.1 Defined Terms.
As used in this Agreement, the following terms have the following meanings:
"Applicable Law" means all applicable federal provinciaf municipal or local laws, statutes, regulations or by-laws. -2
"Business Day" means any day of the year, other than a Safurday, Sunday or holiday (which shall be any day on which Canadian chartered banks are closed for business in Toronto, Ontario).
"CCSC' means the Canada Company LAV III Monument selection committee.
"Location" means the proposed location of the Monument as approved by Canada Company and as set forth in Schedule"B" .
"Monument" means a replica LAV III assembled under the supervision of Militex Coatings Inc., using parts from decommissioned and partially demilitarized LAV IIIs declared surplus by the Canadian Govemment.
"NICMM" means the National Inventory of Canadian Military Memorials.
"Notice" has the meaning set out in Section 8.L.
"Parby/' means any one of Canada Company and the Community.
"Person" means an individuaf partrership, limited parbrership, limited liability parûrership, corporatioru limited liability company, unlimited liability company, joint stock company, trust unincorporated associatiorL joint venture or other entity or goverrunental entity, and pronouns have a similarly extended meaning.
Section 1.2 Currency.
All references in this Agreement to dollars or to "$" are expressed in Canadian currency unless otherwise specifically indicated.
Section 1.3 Incorporation of Schedules.
The schedules attached to this Agreement form an integral part of it.
Section L.4 References to Persons.
Any reference in this Agreement to a Person includes its heirs, administrators, executors, legal representatives, successors and permitted assigns.
Section L.5 Statutes.
Except as otherwise provided in this Agreement, any reference in this Agreement to a statute refers to such statute and all rules and regulations made under it as it or they may have been, or nìay from time to time be, amended, re-enacted or replaced.
Section 1.6 Non'Business Days.
Whenever payments are to be made or an action is to be taken on a day which is not a Business Day, such payment must be made or such action must be taken on or not later than the next succeeding Business Day. -J
ARTICLE 2 DELTVERY, INSTALLATION AND MAINTENANCE
Section 2.L Monument
(1) Canada Company hereby agrees to provide and the Community agrees to accept one Monument on the terms and conditions set forth herein.
(2) Title to the Monument shall pass to the Community upon delivery of the Monument at London, Ontario.
(3) Notwithstanding the above, Canada Company, in its sole discretion, to be exercised honestþ and in good faith, may terminate this Agreement at any time before the delivery of the Monument to the Community if, in the opinion of the CCSC, the Community no longer qualifies as an approved Community. hr such circumstances, the Community will be given 30 days' notice of termination and an opportunity to cure the defect or unresolved issue that has, in the opinion of the CCSC, disqualified the Community, with each Party to have no recourse against the other for any costs or losses incurred in the performance of the Agreement up to the point of terminatior¡ and any Deposit (as defined in Article 3 below) shall be returned to the Community.
(4) This Agreement is contingent upon Canadian and U.S. goverrunent approvals and will become null and void in the event that the Community fails to receive Canadian government final approval from the Controlled Goods Program or U.S. government final approval in relation to the Nontransfer and Use Certificate described further in Article 5. The Parties agree that where it is clear that such final approval will not be granted, this Agreement will be deemed to be null and void and each Party will have no recourse against the other for any costs or losses incurred in the performance of the Agreement up to that point and any Deposit (as defined in Article 3 below) shall be returned to the Community.
Section 2.2 Preparation of the Location
Prior to delivery, the Community shalf at its own cost and expense and in compliance with the specifications set out in Schedule "C" , prepare the concrete pad/pedestal on which the Monument will be mounted.
Section 2.3 Delivery
The Community shall be responsible for arranging, coordinating and paying for the delivery of the Monument from LondorL Ontario to the approved Location. The Community agrees to notify and consultwith Canada Company on the delivery arrangements.
Section 2.4 Installation
The Parties agree that all costs of installation of the Monument at the Location, including plaques, rf any, shall be at all times the responsibility of the Community. Such costs include 4 but are not limited to the preparation of the Location and the pad/pedestal, landscapng, crane costs, affixing the Monument to the pad/pedestal and installing plaques. The Community will be responsible for contracting for the installation of the Monument and any plaques, suþect to compliance with the Controlled Goods Program as well as consultation with and prior approval of Canada Company. All standard safety precautions must be taken on-site during installation and include clearing the area of tools and equipmenf fencing the area if required, and ensuring that all persons present including volunteers, paid workers and the general public, comply with Applicable law and follow appropriate safety guidelines.
Section 2.5 Maintenance and Alteration
After installatioru the Community shall, at its own cost and expense, keep and maintain the whole of the Monument and associated plaques in good order, condition and repair, subject to reasonable wear and tear. The Community agrees that it will not self relocate, or intentionally destroy, damage, alter or change all or any part of the Monument in any way unless absolutely necessary. The Community will make all reasonable efforts to notify Canada Company of any such alteration that would significantly affect the intended character and appear¿¡nce of the Monumenf and in such cases Canada Company reserves the right to require the removal of any public notice associating Canada Company or national program sponsors with the Monument.
ARTICLE 3 PURCHASE PRICE
Section 3.1, Purchase Price
The consideration payable by the Community to Canada Company for the Monument FOB Londoru Ontario is $L5,000 plus applicable sales tax (the "Purchase Price"). [NTD: generally speaking, the applicable sales tax will be Ontario's T3o/o HST since the "place of supply" will be Ontario. However, communities in Alberta and the territories may wish to take advantage of delivery aûangements that will result in the place of supply being the destination province/teritory - see GST^{ST Technical Information Bulletin B-103, Hørmonized Søles Tøx - Pløce of supply rules for determining uthether ø supply is møde in ø proaince (June 2072ll
Section 3.2 Payment Terms
(1) Payment of the Purchase Price shall be in two parts, (i) a refundable deposit of $2500 (the "Deposit"), and (ü) the balance of the Purchase Price in the form of a payment of $2500 plus applicable sales tax (the "Balance Payment").
(u) The Deposit - Terms of payment for the Deposit shall be net thirty (30) days from the receipt of an invoice (the "Deposit Invoice") from Canada Company, which may be sent at any time after the Community has been pre- approved by the CCSC or as the Parties may otherwise agree. Failure to provide the Deposit within thitty (30) days of receipt of the Deposit hrvoice will result in the Community forfeiting its ranking for delivery of a -5
Monument to other pre-approved communities. The Community can re-enter the approval process by notifying Canada Company that the Deposit funds are available, but, for clarity, in such a case the Community will not rank ahead of other communities whose Deposits have been received in the interim. The Community acknowledges that the Deposit will be applied toward Monument program costs and will be credited toward the Purchase Price or refunded without interest.
(b) Deposit Refund - If the Community desires to withdraw from the Monument program or fails to obtain any of the approvals described in Article 5 then the Community can submit a written request for a full refund of the Deposit ("Refund Request"); provided that in the case of the Community desiring to withdraw from the Monument program no Refund Request may be submitted in the first six (6) months following receipt by Canada Company of the Deposit. Canada Company will refund the DeposiÇ without interest, within forty-five (45) days of receipt of a valid Refund Request. The Community acknowledges that if it submits a Refund Request it will forfeit its place within the Monument prograrr/s community ranking.
(.) Balance Payment - The Balance Payment is due upon delivery of the Monument to the Community or its designated shipper at Londory Ontario.
ARTICLE 4 DEDICATION
Section 4.1 National Inventory of Canadian Military Memorials
The Parties acknowledge and agree that the Monument will be registered with the National Inventory of Canadian Military Memorials ('NICMM"), administered by the Departrnent of National Defence's Directorate of History and Heritage. Canada Company will register the Monument with NICMM in the first instance, and thereafter it will be incumbent on the Community to notify NICMM of relevant changes, if *y.
Section 4.2 Initial Unveiling
The Community agrees that for the first official unveiling of the Monument ("Initial Unveilingí'), th" Community will give reasonable notice to Canada Company of the date and time of the hritial Unveiling and will give Canada Company, or its designated representative (who may be an individual from a national program sponsor), an opportunity to speak about the LAV III Monument program at the Initial Unveiling.
ARTICLE 5 CONTROLLED GOODS
Section 5.L Controlled Goods
The Community agrees that it will comply with all applicable requirements of the Controlled Goods Program ('CGP') under tllre C-ontrolled Goods Regulations (Canada) of the -6
Deþncn Production Act (Canada). Such requirements may include but are not limited to applying for registration under the CGP, appointing a Designated Official (who will complete the Designated Official Certification Program), consenting to security assessments, adopting and implementing a security plarç conducting security assessment evaluations, putting in place appropriate measures to prevent the unauthorized removal and examination of the Monumenf adhering to proper disposal procedures and othenn'ise complying with the obligations of the CGP.
Section 5.2 Nontransfer and Use Certificate
The Community agrees that it will complete, sign and return to Canada Company a U.S. Department of State Nontransfer and Use Certificøte DSP-83 in the form attached at Schedule 'D".
ARTICLE 6 REPRESENTATIONS AND WARRANTIES
Section 6.1 Mufual Representations
(1) Without limiting the generality of any other provision of this Agreement each Party represents to the other, and acknowledges that the other is relying on such representations in entering into this Agreement, as follows:
(u) it has the requisite power, authority and capacity to enter into this Agreement and to perform its obligations hereunder;
(b) this Agreement has been duly authorized, executed and delivered by it and constitutes a valid and binding obligation enforceable against it in accordance with its terms except as sudr enforcement may be limited by bankruptcy, insolvency and other laws of overriding effect and except that equitable remedies may only be granted in the discretion of a court of competence jurisdiction;
(.) the execution and delivery of this Agreement and the consunururtion of the transactions contemplated hereby will not result in the breach or violation of any of the provisions of, or constitute a default under, or conflict with or cause the termination, cancellation or acceleration ol its material obligations or any judgmenf decree, order or award to which it is suþect or any license, permif approvaf consent or authorization held by iÇ and
(d) each Party agrees that it will not use the Monument or a Party's name in a way which mightbring the Monument or a Party into disrepute.
Section 6.2 Representations of Canada Company
(1) Canada Company represents and warrants to the Community, an'rd acknowledges that the Community is relying on such representations and warranties in entering into this Agreement as follows: -7
(u) there are no bankruptry, insolvency, reorganizatiory receivership, seizure, realizatron, arrangement or other similar proceedings pending against, or being contemplated by Canada Company or, to the knowledge of Canada Company, threatened against Canada Company; and
(b) except as herein described, there are no actions, suits, proceedings, judgments, rulings or orders by or before any goverrunental authorit¡2, or, to the knowledge of Canada Company, threatened against Canada Company, that could have a material adverse effect on Canada Company or the Monument.
ARTICLE 7 INDEMNIFICATION, INSURANCE AND LIABILITY
Section 7.1 Indemnification
The Community shall indemnify, hold harmless and defend Canada Company and irc directors, officers, employees, agents, and members (collectively, "Indemnified Parties") from and against all claims, demands, actions, suits, damages, liabilities, losses, settlements, judgments, costs and expenses (including but not limited to reasonable lawyers' fees and costs), whether or not involving a third party claim, which arise out of or relate to (1) any breach of any representation or warranty of the Community contained in this Agreemenf andf or (2) any breach or violation of any covenant or other obligation or duty of the Community under this Agreement or under Applicable Law.
Section 7.2 Insurance
It shall be the sole responsibility of the Community to determine what insurance coverage is necessary and advisable for its own protection during the delivery, installation and thereafter and/ or to fulfill its obligations under this Agreement.
Section 7.3 Exclusion of Liability
CANADA COMPANY MAKES NO REPRESENTATIONS OR WARRANTIES AS TO THE QUALITY OF THE DESIGN, FITNESS, FABRICATION AND/OR INSTALLATION OF THE MONUMENT AND IN NO EVENT SHALL CANADA COMPANY BE LIABLE FOR ANY DAMAGES ARISING FROM ANY SUCH DEFECT OR DEFICIENCY. NEITHER PARTY SHALL BE LIABLE TO THE OTHER PARTY FOR ANY SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES ARISING OUT OF THIS AGREEMENT.
ARTICLE 8 MISCELLANEOUS
Section 8.1 Notices.
Any notice, direction or other communication given pursuant to this Agreement (each a "Notice") must be in writing, sent by personal delivery, courier, facsimile or email and addressed: -8
(1) to Canada Company at:
Toronto-Dominion Centre TD Bank Tower 66 Wellington Street West P.O. Box 314, Suite 3100 Toronto, ON, MsK 1K2
Attention: Shawn Deane, Project Manager, LAV III Monument Program Telephone: 41. 6 -869 -845 6, 41 G865 -431't Email: shawn. deane@canadacompany. ca, inf [email protected]
(2) to the Community at:
The City of Quinte West
7 Creswell Drive PO Box 490
TrentorL Ontario K8V 5R6
Attention: Charlie Murphy, Chief Administrative Office & Kevin Heath, City Clerk Telephone: 613-392-2841. Facsimile: 613-392-5608 Email: [email protected]
A Notice is deemed to be given and received (Ð if sent by personal delivery or courier, on the date of delivery if it is a Business Day and the delivery was made prior to 4:00 p.m. (local time in place of receipt) and otherwise on the next Business Day, or (ü) if sent by facsirnile, on the Business Day following the date of confirmation of transmission by the originating facsimile or (iü) if sent by emaif when the sender receives an email from the recipient acknowledging receipt, provided thgt an automatic "read receipt" does not constitute acknowledgment of an email for purposes of this Section 8.1. A Party may change its address for service from time to time by providiog u Notice in accordance with the foregoing. Any subsequent Notice must be sent to the Party at its changed address. Any element of a Party's address that is not specifically changed in a Notice will be assumed not to be changed.
Section 8.2 Amendments.
This Agreement may only be amended, supplemented or otherwise modified by written agreement signed by all of the Parties.
Section 8.3 Waiver
No waiver of any of the provisions of this Agreement will constitute a waiver of any other provision (whether or not similar). No waiver will be binding unless executed in writing by the Party to be bound by the waiver. A Par!/s failure or delay in exercising any right under -9 this Agreement will not operate as a waiver of that right. A single or partial exercise of any right will not preclude a Party from any other or further exercise of that right or the exercise of any other right it may have.
Section 8.4 Entire Agreement.
This Agreement constitutes the entire agreement between the Parties with respect to the transactions contemplated by this Agreement and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or writterL of the Parties with respect to such transactions. There are no representations, warranties, covenants, conditions or other agreements, express or implied, collateral, statutory or otherwise, including implied warranties or conditions of merchantability or fibress for a particular purpose, between the Parties in corurection with the subject matter of this Agreemenf except as specifically set forth in this Agreement.
Section 8.5 Successors and Assigns.
(1) This Agreement becomes effective when executed by all of the Parties. After that time, it will be binding upon and enure to the benefit of the Parties and their respective successors, legal representatives and permitted assigns.
(2) Neither this Agreement nor any of the rights or obligations under this Agreement may be assigned or transferred, in whole or in parf by any Party without the prior written consent of the other Party.
Section 8.6 Severability.
If any provision of this Agreement is determined to be illegaf invalid or unenforceable, that provision will be severed from this Agreement and the remaining provisions will remain in full force and effect.
Section 8.7 Governing Law.
(1) This Agreement is governed by, and will be interpreted and construed in accordance with, the laws of the Province of Ontario and the federal laws of Canada applicable therein.
(2) Each Party irrevocably attorns and submits to the exclusive jurisdiction of the courts of Ontario situated in the City of Toronto.
Section 8.8 Counterparts.
This Agreement may be executed in any number of counterparts, each of which is deemed to be an original, and such counterparts together constitute one and the same instrument. Transmission of an executed signature page by facsimile, email or other electronic means is as effective as a manually executed counterpart of this Agreement.
[Remainder of page intentionally left blank. Signature page follows.] -10
The Parties have executed this Agreement.
THE CORPORATION OF THE CORPORATION OF THE CITY OF QUINTE WEST THE CITY OF QUINTE WEST
By' By, Authorized Signatory Authorized Signatory
Printed Name Printed Name
CANADA COMPANY: MANYWAYS TO SERVE
By, Authorized Signatory
Printed Name
Signature page to LAV III Monument Agreement. SCHEDULE A
Legal Description of Lands or Land Use Authorization
[see following page(s)] SCHEDUTE B
Monument Location
Bain Park
F{wy 2 at RCAF Rd
Quinte West, Ontario
K8V 1M1 SCHEDULE C
Installation Guidelines
Installation guidelines
[description of structural requirements and dimensions of concrete pad/pedestal and anchoring, load bearing and stability requirements for installation of the MonumenÇ see following page(s)l SCHEDULE D
Nontransfer and Use Certificate
[see following page(s)] ISCHEDULE E
Supporting Groups and Organizations]
See Attached Tel: 613-392-2841 P.O. Box 490 Toll Free: l-866-485-2841 7 Creswell Drive TTY: 613-965-6849 Trenton, Ontario K8V 5R6 Fax 613-392-0131 www.quintewest.ca A Natural Attraction kevinh@quintewest.ça
Kevin Heath, City Clerk
April 19,2016
BY EMAIL
Mr. Shawn Deane Project Manager, LAV lll Monument Program Canada Company
Dear Mr. Deane:
RE: LAVlll Monument Program
Further to our previous correspondence, this letter will serve to advise that the Corporate & Financial Services Committee passed the following recommendation at their meeting on April 6, 2016:
"That the City of Quinte West enters into a LAVlll Monument Agreement with Canada Company as a result of a request from the Honorary Colonel's Group of 8 Wing Trenton with the understanding of the intention that all associated costs will be fundraised through the Honorary Colonel's Group."
This recommendation was subsequently approved by Council at their meeting held on April 18,2016.
The City looks forward to working with you in this regard.
Yours truly,
Kevin Heath, City Clerk
cc: John Smylie, Honorary Colonels Group - I Wing Trenton ø"gfur* STATIC LAV III MONUMENT STAM PED CONCRETE PAD MONUMENTv2
ACTUAL I.AVIII
REV:l DAre: OCT.22,2015 STAÏIC CONSTRUCTION NOTES: B. STRUCÍURAL STEEL I- STRUCTURAL STEEL SHALL CONFORM TO CAN/CSA-SI6.OI AND THE CISC CODE OF PRACIICE. A. CONCRETE STANDARD 2. STRUCÍURAL STEEL SHALL CONFORM TO CAN/CSA G4O.2O.O4' G4O.21.O4 GRADE 35OW CLASS C FOR H.S,S. AND G.4O.21.O4 GRADE 35OW FOR W SHAPE SECTIONS' I. CONCRETEWORK SHALL CONFORM TO CAN/CSA-423.1, A23,2 AND 423.3. FABRICATED USING SÌEEL ROD CONFORMING TO CSA G40.21 CONCREÍE PROPERTIÉS: 3. ANCHOR BOLTS SHALL BE GRADE 3OOW' 4. WELDING SHALL CONFORM TO CSA W59 AND CSA W47 DIVISION I OR DIVISION 2''1 BY ll-" E CONCRETE PROPERTIES THE CANADIAN WELDING BUREAU, WELDING SHALL BE COMPLETED BY CWB CERÏIFIED 22= ERECTORTO fHE CSA STANDARDSWTs.l AND WI7A.2. E FABRICAIORAND r/roftw WEATHER IS BE HOT DIP GALVANIZED CONFORMING 14 rl r I r. E 5. STRUCTURAL STEEL EXPOSED TO TO fl-Ê--.2Í,r TO CAN/CSA.GI64. ALL COATINGSARE TO BE TOUCHED UP ON SITE WTHAPPROVED u :t?= 1. e .¿l 2 PAINT FOR PRIMED STEEL AND ZINC RICH PAINT FOR GALVANIZED STEEL. ô Ircð :; LOCATION u ",,9tñ"lil 2cr "t lll 2 2. CONCRETE DESIGN IS BASED ON COMPRESSIVE SIRENGTH. PHYSICAL PROPERTIÊS (SLUMP, AGGREGATESIZE, ETC.) TO SUIT INSIALI-ATION (BY OTHERS) NOT TO AFFECT STRENGTH SPECIFIED. 3, ALL CONCRETÊ SHALL BE TESTED BY A CSA CERTIFIED CONCRETE TESTING LABORATORY. CONTRACIORTO PROVIDE COPIES OF TESTING RÊPORTS TO fHE ENGINEER' NOÏ LESS THAN oNE TEST SHALL BE MADE FOR EACH lOOm' OF CoNCRETE WITH AT LEASÍ ONE TEST FOR EACH CTASS OF CONCRETE USED. A MINIMUM OF THREE TESTS IS REQUIRED FOR EACH CI..ASS, 4. SLUMP OF CONCRE-TE TO BE SOMM +/- SOMM PRIOR TO SUPER PLASTICIZERS BEING ADDED. 5. ALL CONCRETE FORMS ARE TO BE WET THOROUGHLY PRIOR TO PLACING CONCRETE. WATER CURING OF CONCRETE IS RECOMMENDED. 6, ÐO NOT ADD WATERTO THE CONCRETE, 7. ALL CONCRETE EXCEPT FOR CONCRETE SLABS lSomm (6) OR LESS SHALL BE MECHANICALLY VIBRATED. 8, CONTROL JOINTS IN CONCRETE SLABS ON GRADE ARE TO BE SPACED AT MAXIMUM 30 TIMES THE SLAB THICKNESS NOT TO EXCEED 45OOmm (15'-o) AND A DEPTH OF 1/4 ÌHE THJCKNESS OF THE SLAB. CUT 50% OF THE REINFORCING STEEL AT CONTROL JOINT LOCATIONS. 9, REINFORCING STEEL SHALL CONFORM TO CAN/CSA-G30.18. REINFORCING BARS SHALL BE DEFORMED, GRADE 400 MPa. IO. MAINTAIN THE FOLLOWNG CONCRETE CLEAR COVER TO REINFORCING: a) 75mm (3) FOR CoNCRETE CAST AGAINST EARTH b) 3amm(l 1/2") FOR CONCRETÊ CAST AGAINST FORMWORK c) 64mm (2 ll2"> FoR CONCRETE EXPOSED TO ÐE-lClNG CHEMICALS lr- Ár-l net¡¡roncrNc srEEL, DowELs AND ANcHoR BoLTs ARE To BE cLEAN AND FREE OF RUST, DIRT, FORM RELEASE AGENT, ETC. PRIOR TO POURING CONCREÏE' '12. LAP REINFORCING STEEL MINIMUM 36 TIMES THE BAR DIAMETER, LAP ALL HORIZONTAL BARS AT CORNERS WITH BENT DOWELS MEETING THE MINIMUM LAP REQUIREMENTS IN BOTH DIRECTIONS. SHOP FABRICATE ALL REINFORCING STEEL TO INCLUDE HOOKS AND BENDS. 13. REINFORCING STEEL, DOWELSANO ANCHOR BOLÎS ARE TO BE SECURELY T¡ED PRIOR ÌO PLAC¡NG CONCRETE. REINFORCING STEEL CHAIRS AND SUPPORTS SHALL BE MADE OF CONCRETE BLOCKS, PLASTIC OR WIRE, 14. DOWELS SHALL MATCH REINFORCING UNLESS NOTED OTHERWISE, LAY III MONUMENT 1of 7 CONSTRUCTION NOTES REV:I onre: OCT. 22, 2015 FOUNDATI0I{ SCIJEDULE v2 STATIC SLS SOIL BEAR¡NG mril;ll CÂPÂdfY (psf; stzE REINFORCNG (BOTTOM) PI 22B6mm xlel6lnm x450mm 4 15ML0NG ' BlsM Sl-loRl 83mm x 63mm x 6.3smm PosT. (BOTTOM) CMAX.'300nm HE¡GHT) '1500 2131mm x3ltm x 4&0mm 3l&M LONG+ B-15MSHORT 'l-15M 3000 l'iBinmx162mm x4&0mm 3-lsM LONG+ SHORÍIEIOIIOMJ I 305mm x 305mm x 16mm E3AE FLAIE MOUN'TED FLUSH T/ìII.I TOP OF CONCRETE P2 ls24mm xgl&mm x4s0mm slsMLoNG+ 6l5M SHORT lElOÍoMJ c/w 14) llmm PIA ANcl-loRS 400mm LoNG, lddmml-IooKs (s "';{ UJETDEP TO IJNDERSIDE OF BASE PLATE lzlonfi x162mm x 4s0mm 3-15M LONG+ r15M SHORÍ (BOTTOM) dl -{$li. 3000 12l9mx61elx4s0mm 3lst, LoNG+ 515M SHORT(BOTTOM) W COhITACT A LOCAL G€OTËCHÎ{ICAL ENGINEER TO VERIFY SOIL BEARING CAPACITIES PRIOR TO CONSTRUCTION B30m x 63mm x ô.35mm POST CMAX,9OOMM HEIGHT) 30&mm x 305mm ¡ 16nm UJEI-D PLATE X MOUNTED FLUSHUJIII.I TOP OF CONCRETE cl( (4)l'inn PIA ANCIIORS 400mm LONG, loelmmHOOKS L: I]- WELDED TOUNDERSIDE OF BASE PLATÊ i , il*l I ...----.. .o*a^u* rouNDAtoN.sEE scHEDUTEFoR PETAILS l-- tl í SEE I SCHEDULE 'l LAV III MONUMENT 2 oÍ7 FOUNDATION PIER & POST DETAILS REV:I o¡re: OCT- 22, 2015 A e NOTE: s ATIC tlIVlll WEIGHTS 23,500 lbs. t- 226t t_ 3074 2261 coÀlc_ ForlNDallol.l, 45ønm coNc FouNDAllol.l, 45âñ I etñE 9EE DEPII.I BELdIJ CONC. gLAB DEFITI BELOIjJ CONC. gLAB .I -*r -:---+- ,l )' u : :- PI SCALE= 1:50 9rÞE OUILINE OF LAV fII @ @ COLUMN / PIER IÁYOUT STEEL I\4OUNTING LOCATIONS åaALE" 1,rø I TO IJÆ OF LAY III FOUNDATION SCI-IEDULE v2 616 6OIL BEARING REINFORCING *o**l CAPACIW (psfr 61ZE PI 1000 2286mm x l061mm x400mm 4 l LONG. B l!;M51]0RT (BOTTOM) 1[>00 2l34mmx3llrnn x 400mm 111:>M LoNG + &1!:>M SHORT (BoTTOM) 3000 $f lr>M LONG+ 1l5M 51-l0R'l ( BOTToM ) P2 1 000 315M LONG+ elsM SHORllEorrOM) + (E30tl0M) 1 500 12l0mm xl62mm x400mm 3-l5M LONG 5-'t5tv SHoRT 3000 1213ñm x 6'10x 400mm 3¡5M LONG+ l:>.15M SHOR-I (EOlTOlvl) UNDERSIDE VIEW OF LAV III SCALE= 1i50 DWG: LAV I¡I MONUMENT . 3 ofl PLAN VIEW SLAB ON GRADE REV:I o¡rr: OC'|. 22, 2015 3 STATIC ''----1--508 zsq lzsq LAv lll BOLTED CONNECTION&TO UNDERSIDE Of LAV III l2tmm CONC.&[¡B ONGRADE, c/w MlN. ltonm COIVPACÍED GRANULAR 'A' SASE, STAMPED CONC.FINIS BOT 10M REBAR ft 300mm BOT 10M REBAR il 300mm DIRECTION&,INMIDDLE OF &LAB DIRECTION&, IN MIDDLE OF &LAB f I.IICKENEÞ PERI'1ETÊR SLÁts Ï.IICKEI.IED PERII'IEIER SLAB (x4) (x4) lgH REBAR ctu ¡51'1 REBAR, c/u láM cct'lc. CÕVER 16ñnCAE..COÆR lóm 5lEËL U.ELD FLAIE Itîn DlA.4325 ROD', 4øøñLdú,\Øøñþ&, FRONT VIEW OF LAV III SCATE= l:2& DU/G: LAV III MONUMENT 4 ol? FRONT ELEVATION SECTION DETAIL REV:'I orre: OCT. 22, 2015 ' STATIC 3078 LAY III fl EoLIFD ccr'hiEcllol{3 To l3OLfEP CONN CTIONo TO III li25mm coNc.SLAl3 0¡,1 GRADE, c¡r UNDERgIDE OF LAV III UNOERSIDE OF LAY 125nm coNe 6LAl3 ON GRADE,c/w ¡rlN.l8elmm COITPACTËD GRANULAR GRANUTAR MlN. l&elnm COMPACTD 13ASE, STAI\¡PED CONC.FINIS 'I( l3A6E,6TAIMPED CONC,FINIS \ Í l" ll2lll REBAR e 3elelmm Bom leJ¡,t FE13AR e 3121elnm 1307 DIRECTIONS, INMIDDLE G DIRECTIONS, INMIDDLE Of 51A13 51413 T ICKENED T ICKENED PERIMEIR SLAB PERIMETER SLAB (x4) l5H REBAR, ctu (x4) l5H FEBAR, c/u 16nm CO|IC COVER 16m cdlc. COÊR lgîm DlÀ 432å A\icl-loR RODS lg¡m DlA. Æ25 A.lÕl-lOR ROD6, 4øøiñ LolIG, lØøñn uooK 4øøttû lo.r4, løØffi þo< SIDE VIEW SCATE= 1:25 DWG: LAV III MONUMENT 5 ol7 SIDE ELEVATION , SECTION DETAIL REV:1 onr¡: OCT. 22, 2015 4 STATIC LAV III BOLTED CONNECÏIONS IO UNÐERSIDE OF LAV III 125mm CONC.SLABON 6RADE, c¡ll [4lN.1l:omm CaIFACTED 6RANUIAR ,A' BAS, STIMFED CONC, FINISII 10¡TREBAR 300mm BOTII loMREBAR 300mm gOTl-! DIREC'Í IONS, IN MIDDLE OF SLAB OIRECTIONS, INMIDDLE OF STAB .TLI¡CKENED TIIICKENED PERIMETER SLAB PERIMETER SLAB lx4) l5l1 REBAR c/u lx4) I5l'1 FEBAR c^r ]óm æl.lc-covER 16fficAlC.cnvER l3m DlA.4325 Á}{cl.loR RoDg, lgln DlA.4325 A',lCl¡oR RoDS, AØnl lo\c,lØøîn UoO< Aøùffi LcltJ, lØøtîn ÅOOK REAR VIEW OF LAV III SCALE= 1:25 DWG: LAV III MONUMENT 6 ol7 REAR ELEVATION SECTION DETAIL REV:1 o¡re: OCf. 22, 2015 ' STATIC LAV lll Monument v2 LAV lll Monument v2 Un¡t Ratê Totals Rem¿rks lTETvlS Quantly I Un¡ts Unit Ralê Totals Remarks lTETvlS Quanlity I unlls 1000 psfSo¡l capacity 1500 psf So¡l capacity Excavation 4m3 $ Excavation 4m3 Backtill 4mg $ Backf¡ll 4m3 Excavat¡on Total 1 allow $ 2,000 min Charge Excavation Total I allow 2,000 min Charge Armor Stone (vl only) tonne 220.OO $ Armor Stone (v1 only) tonne $ 220.00 Landscape Repair Allowance 1 al¡ow 500.00 $ u* Landscape Repair Allowance l allow $ 500.00 500 concrete Foundalions 2m3 450.00 $ 900 Concrete Foundat¡ons 1.7 ñ3 $ 450.00 Foundal¡on Rebar 45 kg 2.00 $ 90 Foundation Rebar 35 kg $ 2.00 70 Concrete SIab (V2 only) 28m2 I t5.00 $ 3,220 Concrete Slab (V2 only) 28m2 $ 115.00 3,220 Slab Rebar 300 kg 2.00 $ 600 Slab Rebar 300 kg $ 2.00 600 Structural Stub Columns 4 each 500.00 s 2,000 Structural Stub Columns 4 each $ 500.00 2,000 $ $ Total Est¡mate 1551 LAV lll Monument v2 lTETviS unn *"," Totals Remarks I or"ntity I unls I I 3000 psf So¡l capacity Excavat¡on 4m3 $ Backfill 4m3 $ Excavation Total 1 allow $ 2,000 m¡n Charge Armor Stonê (vl only) tonne 220.OO $ Landscape Repa¡r Allowance 1 allow 500.00 $ 500 Concrete Foundat¡ons 1.4 m3 450.00 $ 630 Foundalion Rebar 30 kg 2.OO $ 60 Concrete Slab (V2 only) 28m2 115.00 $ 3,220 Slab Rebar 300 kg 2.00 $ OUU Slructurâl Stub Columns 4 each 500.00 $ 2,000 $ s Total Estimate (excl. H.S.T.)| $9,0101 COST ESTIMATE BASEÐ ON D¡ífERENT SOIL BEARING CAPACITIES DWC: LAV ¡II MONUMENT 7 oÍ7 GOST ESTIMATE REV:1 o¡re, OCT. 22. 2015 + \) z- 230 o ,@ o N ro cr) O N @ I 20x230x1 9 TOP PLATE (BOLTED CONNECÏlON TO LAV) B B a^à SECTION n-n TOPVIEW ì 20x230x1 9 TOP PLATE (BOLTED CONNECTION 120 TO LAV) 230 CONT. FIELD FILLEÏ WELD; POST To EMBEDDED WELD r fn PLATE CONT. FACTORY FJLLET WELD 89x89xó.35 HSS 89 230x230xì9 BASE P FACÏORY FILLET WELD O. 305x305x1 9 WELD o. PLATE TO BE EMBEDDED IN I CONC. FOOTING t -t -To.l CONT. FACTORY 9t -t ISOMETRIC ISOMETRIC FILLET WELD 305 EXPLODEDVIEW VIEW A \ I9 DIA. ANCHORS 400 LoNG. 100 HooK DAIE (TYP.) 19 CHECKED iilLE: o\ ENG APPR. LAV III 19 MONUMENT ¿oMMENrs' SIZE DWG. NO. B POST & WELD PLATE DETAILS SIDEVIEW 5ó¡Lr: r:e WËIGHT: SHEET 1 OF I 4 3 2 I INSTRUCTIONS FOR DSP-83 The U.S. Department of State requires that this completed form DSP-83 be included as a part of an application for authorization to export significant military equipment and classified equipment or data (22 CFR SS123.10(a), 12410 and 125.7.) Failure to submit will result in the application being returned without action. The form DSP-83 must be completed by the appropriate foreign persons (e.9., consignee, end-user, government) and forwarded to the U.S. Department of State through the U.S. person making the application. 1. Item 1 The U.S. Department of State will enter the application number when the form DSP-83 is submitted with the application. The U.S. applicant must provide the application number when form DSP-83 is submitted separately from the application' 2. Item 2. Show the name of the U.S. person submitting the application to the U.S. Department of State. 3 Item 3. Show the foreign person that will receive the articles/data for end-use. A bank, freight fonrvarding agent, or other intermediary is not acceptable as an end-user' 4 Item 4. Show the country in which the articles/data will ultimately receive end-use. 5 Item 5. Show precise quantities of the articles/data. List each article/data clearly, giving type, model number, make and (if known) U.S. military designation or national stock number. When components and spare parts are involved, fully identify the minor component, major component and end item in which they will be used (e.9., turbine blades for C-34 jet engine lor F24B aircraft). Give a separate value for each major component, Values must iepresent only the selling price and not include supplementary costs such as packing and freight. 6. ltem 6. To be completed by the foreign person who has entered into the export transaction with the applicant to purchase the articles/data for delivery to the end-user. This item shall be completed only if the foreign consignee is not the same as the foreign end-user. 7. ltem 7 To be completed by the foreign person, in the country of ultimate designation, who will make final use of the articlesldata. 8. ltem 8. When requested by the U.S. Department of State, this item is to be completed by an official of the country of ultimate destination having the authority to so commit the government of that country. 9. Item I Certification of U.S. applicant. ,. fù:.. U.S. Department of State 1. This certificate is submitted in OMB No. 1405 0021 EXPIRATION DATE: 093G2o08 connect¡on with export application UNITED STATES OF AMERICA *ESTIMATED BURDEN: 1 Hour no. w NONTRANSFER AND USE CERTIFICATE (lnstruction Page) 2. Name of United States 4. ntry ultimate destination We certify that we have placed an order with the person named in item 2 for the following articles/data in the quantity and value shown below: QUANTITY ARTICLES/DATA DESCRIPTION VALUE (U.S. $) 6. Certification of foreign consignee We certify that .we- are ilp_ort¡9 the articlêi/_data listed in item 5 for delivery to the end-user in item 3. Excêpt as specif¡cally authorized by prior written âpproval of the U.S. De-partment of State, we will not re-export, reåell, or otherw¡se dispose of any df thosd articþsTdata (1) outsióe the country. in item 4 aþgve., or (2) to any person, including the end-user, if there is reason to believe that-it will result, directly or indirectly, in disposition the articles/data contrary to the representat¡ons made in this certif¡cate by any party. We further certify that facts -of 'facts all of the contáined in this certifìcate are true and correct to the best of our knowledge and belief and we do not know of any additional that are inconsistent with this .ertificate. We will promptly send a supplemental certifìcate to the U.S. applicant in item 2 disclo-sing any change of facts or ¡ntentions set forth in this statement. Sign here in ink Signature of Official, Foreign Consignee Date Signed (mm-dd-yyyy) Type or print Seal /. uenmcalton oI Toretgn eno-user W-e_certify that we are the end-user of the articles/data in item 5. Except as specifically authorized by prior wr¡tten approval of the U.S. Department of State, we will not re-export, resell, or otherwise dispose of any of those articles/data (1) outside the country in item 4 above, or (2) to any other person. lf the end-user is a foreign government, we certify that we will observe the assurances contained in item 8. We further certify thai all of the facts contained in this certificate are true and correct to the best of our knowledge and belief and we do not know of any additional facts that are inconsistent with this certificate. Sign here in ink S¡gnature of Off¡c¡al, End-User Date (mm-dd-yyyy) Type or print Seal Name and Title of Signer E. Gert¡ficat¡on of fore¡gn government W.e certify .that w€ will not authorize the_re-export, resales-or other disposition of the articles/data authorized in item 5 outside the country in item 4 without prior written approval of the U.S. Government. lf the art¡cles/data are for use by our "armed forces" (i.e., army, navy, mariné, air force, coast gu_ard, national guard, national police, and any military unit or military personnel organized under or assigned to an international organization), we certify thqt lve _will use the authorized articles/data only: (a) for the purposes specified in the Mutual Dèfense Assistance Agreemént, if any, between the U.S. Government and this government; (b) for the purposes specified in any bilateral or regional defense treaty tõ which the U.S. Government. and this government are both parties, if subparagraph (a) is inapplicable; or (c) for internal security, individual self-'defense, and/or civic action, if subparagraphs (a) and (b) are inapplicable. Sign here in ink Signature of Government Official Date Signed (mm-dd-yyyy) Type or print Seal Name and Title of Signer 9. We certify-that no conections, additions or alterations were made on this form by us after it was signed by the foreign consignee, foreign end-user or foreign government. Sign here in ink ùrgnarure o1 Appilc€¡nl Date Signed (mm-dd-yyyy) Type or print Seal Name and T¡tle of Signer DSP-83 l0-2005 Page 1 of I P.O. Box 490 Tel: 6l 3-392-2841 Toll Free: I -866-485-284 I 7 Creswell Drive A Natural Attraction Trenton, Ontario K8V 5R6 TTY: 6 I 3-965-6849 www.quintewest.ca Fax 6l 3-392-0714 David ^7tê Þirector Corporate & Financial Services DATE: April 26, 2016 TO: Council FROM: David Clazie SUBJECT: Accounts Payable -April 2016- Invoices The following five (5) April 2016 listings totaling 54,984,076.L6 are being provided for your information. If you have any questions please feel free to contact the Finance Department. PAYABLE LISTING DATE TOTAL April 11,2016 $373,851.70 April12,2016 1,216,947.28 April 18,2016 3,297,382.95 April 19,2016 86,848.98 April26,2016 9,045.25 TOTAL s4,984,076.16 David Clazie Director Corporate and Finance ø4fu* City of Quinte West General Bank Account Payables Exceeding S10,000.00 All itemized payables are included ìn totalvoucher Note: lf any member of Council has any questions concerning any of the items below please contact the D¡rector of corporate and Finance for lnvo¡ce details prior to the Council Meeting Vendor Name Cheque amount Cheque number Tr¡nsaction AQUICON CONSTRUCTION 5 1,027,247.27 7OO720 Public Works Operations GEERTSMA HOMES LTD 25,628.40 100736 Public Works Operations Centre HYDRO ONE 176,332.40 700740 April/2016 billing ITRON CANADA INC. 11,039.61 700742 Water Meters(120) JOHN'S EQUIPMENT SALES & SERVICE LTD 12,048.30 100743 Various vehicle repairs RADIUS CONTRACTING INC. 20,272.58 100756 Skate Park Design CODE 4 FIRE & RESCUE INC 14,684.35 100789 Jaws of Life COUNTY OF HASTINGS-SOCIAL SERVICES 846,527.00 100790 February/20 1 6 COUNTY OF HASTINGS.EMERGENCY MEDICAL 303,315.00 100791 February/2016 COUNTY OF HASTINGS-L.T.C. MANORS 118,004.00 700792 February/2016 HYDRO ONE 36,981.31 100806 April/2016 billing JOHN.S EQUIPMENT SALES & SERVICE LTD 13,899.86 100808 Various vehicle repairs K+S WINDSOR SALT LTD./K+S SEL WINDSOR LTEE 23,845.05 100809 Bulk salt LOBLAW PROPERTI ES LIMITED tt,t25.o9 100813 Vacancy Rebate LUYM ES CONSTRUCTION LTD 22,792.10 100814 Work done at Arena & OPP Station MINISTER OF FINANCE-POLICING 666,435.47 100817 Municipal policing for April/2016 PEAK ENGINEERING & 7,067,457.55 100823 TRWWTP Headworks upgrades UNIONGAS - ALL GAS BILLS 14,820.42 EFT000000000466 April/2016 billing WSP CANADA INC. 17,458.50 EFT000000000467 Metering Chamber SMITH'S SEPTIC TANK SERVICE LIMITED 782,947.0r EFT000000000496 Dewater/Haul biosolids 5 4,612,855.27 STAFF REPORT { 6-051CFS A Natural Attraction DATE: April 25, 2016 TO Mayor Harrison and Members of Council FROM: David Clazie Director of Corporate & Financial Services SUBJECT: Purchasing Policy Update Recommendation: That Staff report 16-051 regarding the Purchasing Policy Update be received as information. Background: At the April lBth Council meeting, Council approved the revised Purchasing Policy for the City which had been recommended by the Corporate and Financial Services Committee. Upon further review of the approved by-law it became evident that two items were inadvertently missed and therefore the by-law is being brought back to Council for approval again at this meeting. The actual by-law that was repealed at the last meeting (By-law 10-01) contained a number of clauses regarding conflict of interest, and when a conflict of interest may arise for potential bidders. These clauses were not included in by-law 16- 040 approved on the 18th. Staff have gone back and incorporated these clauses into the actual purchasing policy which will ensure all of these items are now within the policy rather than being split between the policy and the by-law. Please note that none of the rules or criteria have changed; just the location of the clauses within the policy. ø"sfum The second item is regarding single and sole sourcing of products. Staff had recommended that the Committee endorse some changes which will allow staff to approve smaller dollar items that the City either single or sole sources throughout our regular course of business. Any single or sole sourcing items approved at the staff level will be reported on a quarterly basis to the Corporate and Financial Services Committee. Any large dollar items will still require Committee and/or Council approval before they can be made. The updated language regarding this approvalwas missed and has been corrected in the version presented to Council for approval at this meeting. 2 StÂf.åf{Ë* ty 2 0'6ïgftrmrgfiriräv-#-?;"RR? 2 Quinte Belleville, ON KBN 422 CONSERVATION phone: (6'l 3) 968-3434 phone: (61 3) 354-331 2 fax: (61 3) 968-8240 www. g u i n t e co n s e rva t i o n. câ -õ Minutes of the meeting of the Quinte Conservation Executive Committee held on Fehruary 79, 2Ol$at a:S\prn in the Joe Ëberwein Room Members Present: Henry Hogg, Addington Highlands Township, Mike Kerby, Centre Hastings Municipality; Jackie Denyes, Cíty of Belleville; Paul Carr, City of Belleville; Mitch Panciuk, City of Belleville; Allan DeWitt, City of Quinte West; James Flieler, Municípality of Tweed; Dale Grant, Stirling Rawdon Township; Carrie 5míth, Township of Madoc; lrene Martin, Tudor and Cashel Township; John Wise, Stone Mills Township, Roger Cole, Town of Greater Napanee; Heather Lang, Tyendinaga Township; Janice Maynard, County of Prince Edward; Jim Dunlop, County of Prince Edward; Jamie Forrester, County of Prince Edward; John Hirsch, County of Prince Edward; Ray Hobson, County of Prince Edward; Tom Livingston, County of Prince Edward. Members Absent: Peter Keizer, County of Prince Edward; Steven Everhardus, Town of Deseronto; William Robinson, South Frontenac Township; Phillip Smith, Cenffal trontenac Township; Sandy Fraser, Marmora and Lake MunÍcípality. Alsa Present: Brad McNevin, Watershed Science and Monitoring Manager; Paul McCoy, Planning and Regulations Manager; Christine McClure, Water Resources Manager; Terry Murphy, General Manger and Secretary/Treasurer; Jennifer May-Anderson, Communications Manager; Liping Kong, Accounting Assistant; Mark Boone, Hydrogeologist. 1. Çall lo Qr$.çr Chaír, Jackie Denyes, called the meeting to order at 4:00 pm. N"otic.e-Fgsardine Cell Phones and Ppqet; Cell phones and pagers are not permitted to be turned on during the meeting, except ¡n an evênt of an emergency. lf the devicê ís to be left on, it must be announced at the beginning of the meeting. Çglleçtion pf Pçrçç¡aI Infcrmatiq"n.f"gr BgAf"C Minutps This is addressed to anyone that ís not a board member and/or staff person of Quinte Conservation: Your name will be used in the board meeting minutes and the minutes wíll become public information after review and approval of the board. lf you are present for a delegation or hearíng, the context of your presentation will be recorded in the minutes of the board meeting. TM/jma Page X of 12 2. Apnrpvg! gtAgexda Þiscussion: There was no discussion MAIlpfi&ç Å2a1x.5. THAT, thê Agenda for February 1B, 2û16 be approved Moved by: Henry Hogg Seconded by: Heather Lang CARRIËD 3. üigglosures of Pe.Quniary lnterest There were no disclosures of pecuniary interest. 4" Anprqvnl of !!.e Minptes of the Qvinte Cqnçervation Executive Committe.p Mgetins of Ng.y_"qmber 20. zotq tiscussisn: There was no discussion. MWION.QçftA/Jí: THAT, the Minutes of the Quinte Conservation Executive Committee meeting of November 1^9, 2015 be approved. Moved by: Ray Hobson Seconded by: John Wise CARRIED 5. Bq$nps"s.Ar¡.gjnsflom the M¡nu There was no business arising from the nrinutes. 6" Þglesations There were no delegatíons. 7. Emplpygå Rggpgrutien The Chair recognized the following staff for their years of service: ú Terry Murphy, General Manager {25 years) ¡ Tammy Smith, Corporate Services Manager {25 years) c Liping Kong, Accounting Åss¡stänt {5 years) TM/jma Page 2 of 12 n. &eviçsr*å$d App Discussion: There was no discussion. M?TIAN Qç 124/15r THAT, the SectiCIn 28 Regulations and Perrnits be approved Moved by; RaY Hobson Seconded by: lrene Martin CARRIüD 9. llan.Rev¡qw ssmmgrv Discussion: There was no discussion. MOfiAN QC 125/i.5: THAT, Plan Review Summary be approved. Moved by: Mike KerbY Seconded by: Tom Livingstone CARRIËD 10. Þ-udgçqçantral Discussion: There was no discussion, M0'{JQN.QC lå611ët THAT, the Budget Control be approved. Moved by: Roger Cole Seconded by: James tlieler CARRIüD 1"1. HvdfQ"Begg$ Discussion: A board member asked what the report meant. Staff replied that the report shows that revenue was generated but there are no profits because that revenue is being used to build up reserves and pay offthe loan for the hydro dam project. A board member asked what happened to the proposed tailwater project. staff replied that the project is on hold because an environmental assessment may need to be done as five mussels were found on the site' Page 3 of 1¿ TM/jma MffiIQN-NJLZIIE: THAT, the Hydro Report be approved. Moved by: Paul Carr Seconded by: John Wíse CARRIED L2. Mpd ia Eeleåsgç p.nd" ççmmgniçÊLignå_ßepsrrg Discussinn: There was no discussion. MorLo-NJeC IHltrSl THAI the media releases and communications reports be received. Moved by: Heather Lang Seconded by: Ray Hobson CARRIËD 13. Other Businese There was no other business. 14. Adi"çurnmpql MarroU K,1?9I15: THAT, the ¡tëms Õf the 2015 Business of the Quinte Conservation Ëxecutive Board be accepted and the meetíng adjourn to the 2016 Business. Moved by: Mike Kerby eùuv¡rekY€n¡nnrlo¿l út.[r¡¡. Tom Llvingstone Time: 4:L1" pm CARRIËÞ 1.M/jmä Page 4 of 12 i0JF åqsinesg r.Ç-aüleftder The 201"6 meeting was called to order at 4:L2 ¡:m. qo ¡ 2 " Çq.Jf iJ m nÍLç"mftwo lte.a.r- a n n t Çs"nçff vprÌ o UË xeËuSw_Bgåld Discussion: There was no discussion M0IJPNÊÊ gll¿Ê: THAT, the follow¡ng positions be conflrmed for 201.6 Moira Watershed Advisory Board Chair: Jackie Denyes Vice Chair: Irene Martin Napanee Regicn Watershed Advisory Board Chair: John Wise Vice Chair: Heather Lang Prince Edward Region Watershed Advisory Board Chaír: Janice Maynard Vice Chair:Jim Dunlop Quinte Conservation Executive Board Chair: Jackie Denyes Vice Chair: Janice Maynard Moved by: lrene Martin Seconded by: Henry Hogg CARRIËD 3. Apnointment qf $!rulng 0ffigclË-fgLagXs þiscussion: MqneN eC ALÅt6: THAT, the signing authorities for Quinte Conservation for 201"6 be any two of the following: Jackie Denyes, Chair; Janice Maynard, Vice Chair; Terry Murphy, General Manager / Secretary*Treasurer; or Tammy 5mith, Corporate Services Manager. Moved by: Ray Hobson Seconded by: John Wise CARRIËD TM/)ma Page 5 of 12 4"nM Ðiscussion: There was no discussion. "lHAl', MtllgV OC gêl!ü.: THAT, Collins Barrow Chartererl Accountants be selected âs the åuditors for 2ü1"6, and staff be authorized to negotiate the fee. Moved by: Heather Lang Seconded by: James Flieler CARRIID 5 e A!¡ r¡lv g¡,t$.lç " åa.pp-¡ n trit nt -Êf . t bp $el i .f"ç"r, ?CI. *fi Discr¡ssios!: A board member asked if the solicitors are reappointed every year or is there a tender process, Staff noted that Quinte Conservation uses this particular firm as it is the only local one thät has a lawyer who specializes in water, regulations and lands issues and the firm has provided excellent service over the years, always being available when required. M4IIAN ç"ç.p3fi6-: THAT, Templeman Menninga be appointed as solicitors for Quinte Conservation for issues relating to wäter mänâgËment and land manãgement. Moved by: Mike Kerby Seconded by: Dale Grant CARRIED 6. Äppointme¡t of ConrervatiÊn t$afio Counc¡l,8eug$ Þiseussion: There was general discussion on the best people to serve as representatives to Conservation Ontario considering the timing of the meeting$. WQTION QC 05nQ: THAT, the Vice Chair, Janice Maynard, and 6eneral Manager / Secretary-Treasure r, Terry Murphy, and one alternate, jim Dunlop, be the appointed members to the Conservation ûntår¡ô Council for 201-6. Moved by: llenry Hogg Seconded by: John Wise CARRIED TM/lmît Page 6 of 12 z, Diseussion: There was general discussion on whích member would be appointed to the Staff Personnel Committee. M9tfl"9I!-9Ê s6119r THAT, Ray Hobson be appointed to the Staff Personnel Committee for 2016 Moved by: Roger Cole $econeled hy: Mitch lranciuk C/lRRIËD ß. Appgr$tnç¡-t ef ane PoåfüMennbel Discussion: There was no discussion. MQnqN AÇ g7ßq: THAT, Mike Kerby be appointed to the Source Protection Committee for 201"6. Moved by: lohn Wise Seconded by: John Hirsch CARRIED 9. Approval of the 2oÂ9.."Fprr Discussion: There was no discussion. MOfßXt plÇ_pn/16: WHËRËAS, it is necessary for the Quinte Conservation Authority (Hereinafter called the 'Authority") to borrow up to the sum of One Million Dollars ($1,000,000.00) required for its purposes until payment to the Authority of any grants and/or sums to be paid to the Authority by the partic¡patíng municipalities designated as such under the Conservation ,Authority Act, 1"980; BË IT THËREFORE RËSOLVÊD: 1", THAT, the Authority does borrow from the Royal Bank ofCanada up to the sum of CIne Million Dollars ($1",000,000,00) as necessary for its purposes on the promissory note or notes of the Authority to the Authority by participating municipalities at such rate of interest as the Minister of Natural Resources approves' Z. THAT, the Chair or the Vice-Chair together with the General Manager/Secretary- Treasurer or Corporate Services Manager of the Authority be and they are here by authorized to execute for and on behalf of the AuthCIrity as promissory note ôr notes for the sum to be borrowed under paragraph numbered I hereof. 3. THAT, the ümount borrowed pursuant tCI thi$ resolution with inte rest thereon at the rate approved by the Minister of Natural Resources be a charge upon whole of the monies received or to be received by the Authority from the participating municipalíties as and when such monies are received. TM/jma Page 7 of t2 4. THAT, the Chair or the Vice-Chair or the General Managerlsecretary-Treasurer or lhe Corporate Services M*nager of the ÂuthoriTy be and is hereby authorir*d and directed to apply, in pðyment of the monies borrowed pursuânt to this resolution together with interest thereon at the rate approved by the Minister of Natural Resource$, all of the monies reeeived by the Authority from the participâting municipalities. Moved by: Ray Hobson Seconded by: Paul Carr CARRIHD xCI. 3$å-6gridryt Discussion: There was no discussion [ylOnON Aç 09fi9: THAT, the 2016 Budget as recornmended at the Novembe r L9, 20L5 board meeting, be ratifíed. Moved by: PaulCarr Seconded by: Mike Kerby CARRIËÛ 3.1. t{çari,ne,Çgmmittee Repo$ Discussion: Staff provided a review of the details on the recent Hearing regarding proposeel projects at Pícton Terminals. /|t/'" ., n f 1Ê, {lrv*!^¡tlrïI,.t^, rYrll L(9 +lg,! 4v. THAT, the Hearing Committee Report be received Moved by: Mike Kerby Seconded by: Jim Dunlop CARRIED 1ã" Flemd Forec-Agl!"ng..pnj WarrtlngRËp0rt Ðiscussion: Staff gave a report on the roles and responsibilities of Suinte Conservation and its nrember municipalities regarding flooding. Staff saicl that Quinte Conservation is responsible for foreeasting, warning, anrl eommunication while municipalities äre responsible for respanding and following their emergency plans^ Staff noted that currently there are 25-75 millimetres of snow-water equivaient in the TM/jma Page I of 13 watershed and that flows are above average for Ëebruary due to warm temperatures and receiving rain instead of snow. A board member asl staff said that each municipality would have its response outlined in its emergency plan' Staff suggested that all board me mbers check with their municipal staff to see if they have read the f:lood Warning Plan and if they are familíar with the contents. A board member aske d if there were any concerns for flooding over the coming weekend, staff replied that the current conditions are unlikely to cäuse concern and noted there has been some sheet and frazil ice buildup at Kingsford, some frazil ¡ce at the mÕuth of the Moirä River and some frazil ice at the Mcleod Dam. MPf !!-NJL/lÊt THAT, the tlood Forecasting and Warning Program report be received Moved by: Mitch Panciuk Seconded by: Tom Livingston CARRIID L3, Strenm of Dreams Discussion: A board member asked if staff could prioritize Stream of Dreams programs within the Quinte Conservation watershed. Staff replied that would be the case. Menqv qç,n/$-: THAT, Stream of Dreams will be offered to schools within our watershed at a cost of $3/students, or a minimum of $350 and further, IHAT, Stream of Dreams will be offered to schools outside of the watershed (within 100 km) at a cost of $S/students, or a minimum of $500, and covers all costs to deliver. Moved by: Ray Hobson Secsnded by: lrene Martin CARRIED 14. Deef-opk LqJ(ç nepofl Discussion: A board member said that the residents of Flinton think there should be two Rs in the name of Deerock Lake. Staff noted thât the Ministry of Natural Resources maps say ¡t is Deerock with one R. 'tM/jma Page9 ot t2 MQTMN"aC WaÅþ: THAT, the Þeerock Lake Report be received. ft/lnvo¿{ hv: ñ¡1ike l(orhv Seeonded by: lrene Martín CARRIËI] 1.5. Eleetric Car Purchase Þisc¡.¡ssion: Staff reporte d lhat as part CIf the climate change strategy to reduce Quinte Conservation's carbon footprint and provide a good example for the community Quinte Conservation shoukJ consíder purchasing an electric vehicle, Staff noted that ân electric car is not in the 20L6 budget but that there is â green energy reserve åccount that could be used for the purchase. Staff said that the electric vehicle would replace the 2003 Honda Civic, which is scheduled for replacement. Staff reported that an application has been put in for a Level 2 charging station for which the Province of Ontario would pay the entíre cost and that there may be an rpportunity to use the sÕlar panels already on the roofto charge the ear, A board member asked if it is possible to make an income by charging other people to charge their cars. Staff replied that it is possible to charge othérs for charging their cars. A board member asked how much is in the reserve account. Staff said that there is currently $L00,000 in the green energy reserve account, A board member said that they would prefer to wa¡t another month to make the decision as they have some concerns about the carbon output of an electríc vehicle dependíng on what is used to genêrate the electrícity tCI charge the car. Staff noted that the car would be charged at night anel carbon emissions would still be saved A board member said there are arguments on both sides but Quinte Conservatíon should set an example, A hoarel member said that the board should remember the arguments about bringíng in a üTa increase in the 2016 budget and the cost of an electric vehicle is too high. 5t"1ff noted that the car would be purchased from reserve funds and nrt the operating budget and that ncw there ãre grånts which cnuld be gone in the future. A board rnember eskcd if Quinte trnservation nee ds a car Staff replied that the ?003 Honda Civic is scheduled tÕ be replãced. TM/jnra Page 1,0 of X.2 M0Tt8N4eJ4ßql THAT, staff be cJirected to purchase an electric car and take advantage of any available grants' Moved by: Mitch Panciuk Seconded by: John Wise CARRIED 16" Phrqs.mjteå-çq$rgl Discussion: MQJlst!.N"-Låßâ: THAI Quinte Conservation use the Conservation Ontario letter as a template to eontåct their MPs and MPPs regarding recommendations for phragmites control Moved by: Carrie Smith Seconded by: Jamies Ëlielcr CARRIID 17. An¡qqlBep-q$ Discussion: There was general discussion on the Annual Report sponsorship opportun¡ties. MQTLQJ-V,NJÊßÉ: THAT, the Annual Report update be received, Moved by: Mitch Panciuk $econded by: Carrie Smith CARRIED 18. Õtfrgr Ëusines$ 18a. MunicipalFundi. Discusslon: A board member noted that the current municipal funding formula should be changed to be more equitable for all municipalitíes and it shouldn't be based on property values. The board memher noted that bringing in a AYo inrease across the board is not beneficial to the conservation authority and also, w¡th the current formula, meäns that some municipalities experience a decrease in their levy while others experience an increase. TM/jma Page 11 of 12 MOflON Aç.,!qígñ: THAT, $taff write a letter to Conservation Ontario and the Provínce of Ontario indicating the challenges of the current funding formula and ask for feedback on a process to follow to initíate changing it. Moved by: Allan DeWitt Seconded by: Jim Dunlop CARRIËD 18b. Truck Replqçpment Discussion: Staff reported that the truck currently used to service the Napanee watershed is in disrepair and the repairs are going to be more costly than is reasonable for a vehicle of its age and condition. MOTTON QC 16/76: THAT, staff be directed to send out a tender for a replacement vehicle and the chair to authorize the purchase price. - tl Moved by: rvilKe^ ^tl ñef^..1- py Seconded by: Tom Livingston cnnnlro 19. Þptg aqd time of next meetins &pT{å}, ä.Så$-ðå3j3$_ RrE or earlier at the call of the Chair 20. Adiournfnent MÇ.rtþN-ac sfi6: THAT, the meeting be adjournecl. Moved by: Ray Hobson Seconded by: Time: 5;30 pm CARRIEÞ ie Denyes, Chair niee Maynard, Vice-Chair Terry M urphy, 6enera I Manager/Secretary-Treasure r "rM/ima Page LZ af Xz flKrñn I LOWE.K TKLNT CONST.KVATI O N û¡6 BOARD OF DIRECTORS MEET¡NG tlH H MINUTES MEETING # 2 March 10,2016 714 Murray Street, Trenton 6:30 p,m. PRESËNT IN ORDER OF MUNICIPALITY: Ray Benns, Mary Tadman, Erlc Sandford, Don Clark, Jim Alyea, Karen Sharpe, Rick Engllsh REGRETS: John Martinello, Bob Mullín, BlllThompson OTHERS: STAFF: Marilyn Bucholtz, Janet Noyes, Glenda Rodgers, Kelly Vandette GUESTST Quinte West Ontarlo Provinciaf Police (OPP) Detachment, Sergeant, Rene Menard. t. Call to order The meetlng was called to order by the Chair Ray Benns at 6:30 p,m. He welcomed staff and guests in attendance, 2, Disclosure of pecuníary lnterests There were no dlsclosures of pecuniary interests. 3. Approval oftheAgenda RES:G24l15 Moved by: Karen Sharpe Seconded by: Don Clark THAT the Agenda be amended to remove item number L4 - Section 29 - Provincial Offences Officers Appolntment. Carrled 4. Delegatlons Quínte West Ontarlo Provincial Police {OPP) Detachment, Sergeant, Rene Menard spoke about the enforcement actlvitles on our Conservation Areas. He thanked the Board for having him attend. The OPP have a "Mobilization" program that builds partnershlps by identifying areas where activities unbecoming of public interest and safety are being observed. Jlm Alyea suggested Lower Trent Conservation brïng the OPP and Maxama (the security company hired for by-law enforcement! together to collaborate in assesslng the activities to find ways to work together in addressing issues of concern and deter these types of activities. Glenda Rodgers, CAO/Secretar¡Treasurer, will provide contact informatlon to Maxama and the OPP to arrange further discussions. Poge 1 of 6 5. Adoption of the Minutes RES: G25l16 Moved by: Mary Tadman Seconded by: Eric Sandford THAT the Board minutes of February L3-, 2AL6 be adopted as prínted and circulated; and THAT the ln Camera Board rneeting minutes of February 11, 20L6 be adopted as prlnted anlclr¡ulated. LArfleo 6, Business arlslng from these mlnutes a. ln-Camera Sessions - Provislon of information on discussion ltems - Glenda Rodgers GJenda Rodgers proposed that additional information regarding in-camera session be sent by email confidentially to Board members a couple days in advance of board meetings, Thls would be a brief synopsis of the discussion item (e,g,, location, interference with wetland, leave of absence) without giving specifics (i.e., names). The email would also note whether it was an update or if a decision was required. lf Board members required further information, they can contact the CAO prlor to the meeting. A copy of the Lower Trent Conservation policy and procedures as it relates to closed sessions was also provided. Karen Sharpe suggested that staff should note in the email, sent in advance of the meeting, if any of the items have budget considerations. The Board was in general agreement to proceed in this manner in the short term but also asked staff to investlgate ways in which Board members can access in- ca mera confidentia I docu ments usin g tech nology. RES: G26116 Moved by: MaryTadman Seconded by: Karen Sharpe THAT staff research and provide a report as to the ways and costs assoclated with using technology for emaf I and/or internet website access to confidential in-camera documents for Board members, Carried b, Bill 118-An Actto Create a Right of Passage alongthe shoreline of the Great Lakes -Jim Alyea, Board Dlrector. Jim Alyea discussed Bill 118 and informed the Board about Bill 100 - Supporting Ontario Trails Act. His concerns relate to impacts to private landowners. He noted that others have raised concerns regarding environmental impact to shorelíne vegetation due to more foot trafflc. He encouraged the other board members to review the proposed legislation. RESt G27176 Moved by: Eric Sandford Seconded by: Rick English THAT the Business matter on Bill L18 be received for information, Carried Page 2 of 6 r,.:.:.r..: ::i iL.r: :{ :r: r:r: jr.,:ri:, j:irn..:.ii:i::i s'rA,[lfDf l!G-.IIEMfi 7. Correspondence There was no correspondence. 8. Section 28, Ontario Regulatíon L63106, Development lnterference with Wetlands & Alterations to Shorelines & Watercourses Regulation - Summary of Permits approved by staff RES: G2BlL6 Moved byr Jim Alyea Seconded by: Rick English THAT the summary of Section 28 Permits pursuant to Ontario Regulation t63/06 approved by staff for the period from February 1to February 29, 2016 be adopted as printed and circulated. Carried 9. Adoptlon of the rnonthly list of Cheque Accounts issued RES: G29l16 Moved byr Eric Sandford Seconded by: Don Clark THAT the list of cheque accounts from #10853 to #10900 in the amount of 548,704.52forthe period of February 1,201.6 to February 29,20t6be adopted as printed and circulated. Carried 10. Updates a. Drinking Water Source Protection Update Glenda Rodgers indicated that a Source Protection Committee meetíng is scheduled for March tt,Z0t6, One of the main topics of discussion is water quantity issues in the Kawartha Haliburton Source Protection Area. While changes will be required for the Trent Source Protection Plan, it doesn't affect the Lower Trent watershed. b. Bay of Quinte Remedlal Actlon Plan Update Glenda Rodgers elaborated on the highlights of the Bay of Quinte Remedial Action Plan Februa ry 2Ot6 Newsletter. c. Plannlng and Regulations Update Janet Noyes, Manâger, Watershed Sciences & Services announced the Environmental Planner & Regulations Offlcer, Leah Stephens is currently taking the Level One Compliance Training Course. Also, Leah is scheduled to attend the next Board meetlng, at which time, staff will request she be appointed as a Provincial Offences Officer. RES: G30/16 Moved by; Jim Alyea Seconded by: Don Clark THATthe Drinklng WaterSource Protectíon Update; THAT the Bay of Quinte Remedial Actlon Plan Update (February 2016 Newsletter); and THATthe Planning & Regulations Update be received as information, ceü!ed Poge 3 of 5 . - Ir :. r::i:. :.1:...rr'r:: -..:;r.:ii.1.:i STAIF;;BFP,o"ßïS 11, 2015 Annual Report - Presentation & Handout Marilyn Bucholtz, Communlcations and Outreach Coordinator, presented the hightights of the 2015 Annual Report and distributed an eco-friendly Lower Trent Conservation promotional pen. RES: G311L6 Moved by: MaryTadman Seconded by: Don Clark THAT the 20L5 Annual Report be adopted by the Board as printed and circulated. Carrled L2. Feasibillty Report on LTC Use of Unmanned AerlalVehicles {UAVs/drones} Glenda Rodgers províded the findings of staff research regarding the use of Unmanned Aerial Vehicles (UAVs) or drones to monitor the Lower Trent Conservation watershed for activities being carried out in contravention of Lower Trent Conservation's Development, lnterference with Wetlands and Alternations to Shorelines and Watercourses regulation (163/05). Staff recommended that the use of UAVs by Lower Trent Conservation for surveillance would not be feasible as per the reasons provided in the report. RES: G32116 Moved by:Jim Alyea Seconded by: Mary Tadman THAT the staff report on the feasibility of Lower Trent Conservatlon uslng Unmanned Aerlal Vehicles (UAVs/drones) for survelllance be received. Carried. L3. Access Concerns at Proctor Park Conservation Area ln response to a concern brought forward at prevlous meetlngs, Glenda Rogers revíewed the staff report on addressing ãccess concerns at Proctor Park Conservation Area. RES: G33/16 Moved by: Jim Alyea Seconded by: Rick English THAT a bollard type device be fabricated by staff and installed duringthe winter season at Proctor Park Conservation Area at the access adJacent to George Street to prevent through vehlcular traffic, Carried 14, Section 29 - Provlncial Offences Officers Appolntment Removed from agenda item as per RES: Gà4l16, 15. Draft Updated Ontario Regulation L63106 Policy & Procedures Manual Janet Noyes provided background on the updating of Lower Trent Conservation's Ontario Regulation 163/06 Policy & Procedures Manual. She specified that it will be circulated to the Board and asked that any comments be forwarded to her, She will address questions received at the May Board meeting. Page 4 of 6 RES: G34116 Moved by: Eric Sandford Seconded by: Don Clark THAT the staff report on the draft updated Ontario Regulation 163/06 Pollcy & Procedures Manual be received for information. Carried 16. Freedom of lnformatÍon & Protection of Privacy Policy & Procedures Manual Review Kelly Vandette reviewed the Lower Trent Conservation's Freedom of lnformation & Protection Privacy Policy & Procedures Manual update. The majority of the manual content remains intact with the exception of minor changes as per the summary list of revisions recommended to align with best practices, RES: G35/16 Moved by: Karen Sharpe Seconded by: Rick English THAT the staff report on the Freedom of lnformation & Protection of Privacy Policy & Procedures Manual be received as information; and THAT the updated changes to the Freedom of lnformation & Protection Policy and Procedures Manual be adopted as printed and circulated. Carried oir¡È*Ë-ñru,Ë5$ 17. CAO's Report Glenda Rodgers distributed her report and expanded on the following items o Tree Seedling Program c Spring Flood Outlook RES: G36/16 Moved by: Rick English Seconded by: Eric Sandford THAT the CAO's Report be recelved as information. Carried 18. Members lnquÍries/Other Business No matters or inquiries 19. ln-camera Session to D¡scuss Matters Relating to: a. Litigation b. Personal Matters About an ldentifiable lndividual RES: G37116 Moved by: Jim Alyea Seconded by: Mary Tadman THAT the Lower Trent Conservation Board of Directors rnove into camera to discuss matters relating to litigation and Personal Matters about an ldentifiable lndividual. Time:7:42p.m. Carrled Page 5 of 6 r¡:träñäiii-$.a-ffifi RES: G38/1Q Moved by: Jlm Alyea Seconded by: Mary Tadman THAT the Lower Trent Conservation Board of Dlrectors move out of cam era' Time: 7:56 p.m. Carried RES:639/16 Moved by:JlmAlyea Seconded by: MaryTadman THAT information provided in-camera be received and that staff proceed with d¡rect¡on provlded in-camera, Carried 20. AdJournment There being no further business the rneeting was adJourned on a motion from Jim Alyea, Time:7:58 p.m. Ray enns, ch a Poge 6 of 6 HASTI NGS/QU INTE LONG.TERM CARE COMMITTEE Hastings Gou nty Administration Building, Belleville, Ontario, March 9,2016 A meeting of the Hastings-Quinte Long-Term Care Committee was held with the following members present: Warden Rick Phillips, Councillors Bob Sager, Tom Deline and Bonnie Adams (County of Hastings), Councillors Keith Reid, Dave McCue, and Karen Sharpe (City of Quinte West), Councillors Egerton Boyce, Kelly McCaw, and Garnet Thompson (City of Belleville). Also in attendance were Debbie Rollins, Director of Long-Term Care, Erin Chapman, Director of Nursing-Hastings Manor, Larry Dean, Director of lnformation Technology, Justin Harrow, Director of Planning, Sue Honrood, Director of Finance, Sue Bell, Deputy Treasurer, Shauna Guernsey, Financial Analyst, Shaune Lightfoot, Director of Human Resources, Jim Pine, CAO, Jim Dutfin, Deputy Clerk, Cathy Monzon-Bradley, Executive Assistant to the CAO & Warden, and Sharon Christopher, Administrative Assistant. Callto Order (a) The meeting was called to order by the Chair Disclosure of lnterest (a) Disclosure of lnterest at the March 9,2016 meeting There was no disclosure of interest at the March 9, 2016 meeting. Glosed Session (a) Closed Session pursuant to Section 239 (2Xd) of the Municipal Act being, "labour relations or employee negotiations" Moved by Councillor Dave McCue; Seconded by Councillor Garnet Thompson; THAT Committee move into Closed Session pursuant to Section 239 (2Xd) of the Municipal Act being, "labour relations or employee negotiations". CARRIED Moved by Councillor Bonnie Adams; Seconded by Councillor Karen Sharpe; THAT Committee move out of Closed Session. CARRIED Review of Minutes (a) Review of the Closed and Business Session Minutes of the February 10, 2016 meeting Moved by Councillor Keith Reid; Seconded by Councillor Dave McCue; THAT the Closed and Business Session Minutes of the February 10,2016 meeting be approved. CARRIED Business Arisinq from the Minutes Account Vouchers and Year to Date Expenditure Report (a) Cheque Register Summary Reports for both Hastings and Centennial Manor, and Hastings and Centennial Manor TRUST dated March 2016 Moved by Councillor Garnet Thompson; Seconded by Councillor Bonnie Adams; THAT the Cheque Register Summary Reports for both Hastings and Centennial Manor, and Hastings and Centennial Manor TRUST dated March 2016 be approved' .ARRTED Communications 1 . lnformation Correspondence 2. Action Gorrespondence and Recommendation to Gountv Council (a) Hairdresser and Donation Funds recommendation Moved by Councillor Karen Sharpe; Seconded by Councillor Dave McCue; THAT Hastings / Quinte Long Term Care Committee approve utilizing funds from the Hairdresser Trust Account and Hastings Manor Donations Account for the purchase of Resident Safety devices. CARRIED (b) Ratification of Long Term Care Homes Service Accountability Agreements (LSAA) Moved by Councillor Tom Deline; Seconded by Warden Rick Phillips; THAT Hastings / Quinte Long Term Care Committee ratifies the Warden and CAO signing the Long Term Care Homes Service Accountability Agreements for both Hastings - Centennial Manor and Hastings Manor. CARRIED Reports (a) Director's Report - Hastings and Centennial Manor - February 2016 Moved by Councillor Bonnie Adams; Seconded by Councillor Garnet Thompson; THAT Committee receive the Director's Report for Hastings and Centennial Manor for February 2016. CARRIED Strateqic Plan (a) 2016-2021Strategic Plan and Major Projects Forecast Jim Pine, CAO, reviewed the draft strategic plan for Committee and sought input from members, He explained that the department head group undertook a recent review and update of the plan avoiding the hiring of a consultant. Moved by Councillor Karen Sharpe; Seconded by Councillor Kelly McCaw; THAT the proposed 2016-2021 Strategic Plan be recommended to County Council for approval. CARRIED Budqet (a) 2016 Budget Sue Horuvood, Director of Finance, and Debbie Rollins, Director of Long- term Care, presented and reviewed the proposed 2016 budget for both Hastings and Centennial Manor. Ms. Horwood spoke to the budget pressure facing the homes. She detailed that the budget increase for Hastings Manor is $108,919 and Centennial Manor is $109,357. She noted that 4.5% of the proposed 6.26% increase is a result of increased hydro costs. Ms. Horwood explained the affect of CMI (Case Mix lndex) on the funding this year and that the 2o/o increase predicted affects only nursing and personal care envelope whereas OHANSS suggests that the increase should be 2.8% which should be broken down by 1.1 of acuity and 1.7 inflation across all funding envelopes. Ms. Horwood detailed the capital projects proposed for both homes and asked that the capital budget be amended to remove the dryers from the Centennial Manor budget noting that a resident bath tub needs immediate replacement along with resident beds. Moved by Councillor Tom Deline; Seconded by Councillor Bonnie Adams; THAT the proposed 2016 budget be recommended to County Council for approval. CARRIED Health and Safetv Other Business Next Meetinq (a) Date of next meeting - April 13,2016 Adiournment Moved by Councillor Dave McCue; Seconded by Councillor Karen Sharpe; THAT the March 9,2016 meeting be adjourned. CARRIED Chair Date THE CORPORATION OF THE COUNTY OF HASTINGS HASTINGS/QUINTE SOCIAL SERVICES COMMITTEE County Administration Building Belleville, Ontario, March 9,2016 A meeting of the Hastings/Quinte Social Services Committee was held with the following members present: Warden Rick Phillips, Councillors Carl Tinney and Rodney Cooney (County of Hastings), Councillors Paul Carr, Garnet Thompson, Kelly McCaw, and Egerton Boyce (City of Belleville), Councillors Keith Reid, Karen Sharpe and Dave McCue (City of Quinte West). Also in attendance were Steve Gatward, Director of Social Services, Pam Murphy, Manager of Housing Services, Matt Carty, Assistant Manager Facilities Management, Cathy Utman, Child Care Manager, Sue Horwood, Director of Finance, Sue Bell, Deputy Treasurer, Shauna Guernsey, Financial Analyst, Shaune Lightfoot, Director of Human Resources, Larry Dean, Director of lnformation Technology, Jim Pine, CAO, Jim Duffin, Deputy Clerk, Cathy Monzon- Bradley, Executive Assistant to the CAO & Warden and Sharon Christopher, Administrative Assistant. Call to Order (a) The meeting was called to order by the Chair Disclosure of Interest (a) Disclosure of lnterest at the March 9,2016 meeting There was no disclosure of interest at the March 9,2016 meeting Closed Session (a) Closed Session pursuant to Section 239 (2Xd) of the Municipal Act being, "labour relations or employee negotiations" Moved by Councillor Dave McCue; Seconded by Councillor Keith Reid; THAT Committee move into Closed Session CARRIED Moved by Councillor Warden Rick Phillips; Seconded by Councillor Egerton Boyce; THAT Committee move out of Closed Session CARRIED Review of Minutes (a) Review of the Minutes of the February 10,2016 meeting Moved by Councillor Carl Tinney; Seconded by Councillor Paul Carr; THAT the Minutes of the February 10,2016 meeting be approved. CARRIED Business Arisinq from the Minutes Account Vouchers and Year to Date Expenditure Report (a) Cheque Register Summary Report dated March 2016 Moved by Councillor Dave McCue; Seconded by Councillor Karen Sharpe; THAT the Cheque Register Summary Report dated March 2016 be approved CARRIED Gommunications 1. lnformation Correspondence (a) Employment Connection Report - on desk Moved by Councillor Rodney Cooney; Seconded by Councillor Kelly McCaw; THAT lnformation Correspondence item a) be received CARRIED 2. Action Gorrespondence and Recommendation to Countv Council (a) 2016 Child Care Service Agreement with the Ministry of Education Moved by Councillor Karen Sharpe; Seconded by Councillor Carl Tinney; THAT the Hastings/Quinte Social Services Committee recommend to Hastings County Council approval of the 2016 Ch¡ld Care Service Agreement and any subsequent amendments between the County of Hastings and the Ministry of Education which includes Ministry funding of up to $11,381,914. CARRIED (b) MMAH Social Housing Electricity Efficiency Program (SHEEP) funding Moved by Warden Rick Phillips; Seconded by Councillor Carl Tinney; THAT the Hastings/Quinte Social Services Committee recommends to Hastings County Council to authorize staff to submit to the Ministry of Municipal Affairs and Housing an Expression of lnterest in the Green lnvestment Fund - Social Housing Electricity Efficiency Program (SHEEP) in the amount of $880,855.00 CARRIED (c) Deseronto Library Lease Moved by Councillor Paul Carr; Seconded by Councillor Kelly McCaw; THAT Hastings/Quinte Social Services Committee recommends to Hastings County Council that the office space rented by Hastings County Social Services at the Deseronto Public Library be increased by $600 per annum from the current rate of $7,200 per year to $7,800 per year, retroactive to January 1,2016. CARRIED Strateqic Plan (a) 2016-2021Strategic Plan and Major Projects Forecast Jim Pine, CAO, reviewed the proposed revised County strategic plan. He explained that the department head group undertook a recent review and update of the plan avoiding the hiring of a consultant. He reviewed the changes of the Social Services department plan and highlighted the new additional major projects section that details work facing the County over the next 5 years. Moved by Councillor Rodney Cooney; Seconded by Councillor Karen Sharpe; THAT the proposed Strategic Plan be received CARRIED Budset (a) 2016 Budget Sue Horwood, Director of Finance, and Steve Gatward, Director of Social Services addressed Committee and reviewed the proposed 2016 Social Services Budget advising that there is an overall decrease of 1.37o/o as a result of the Provincial Municipal Fiscal and Service delivery review upload. Mr. Gatward reviewed the forecasted 3% increase in the Ontario Works caseload along with various program funding allocations including the Community Homelessness Prevention lnitiative (CHPI) and the Ontario Child Benefit/SocialAssistance Reinvestment. He also advised that, included in the budget is a proposed part-time before and after school program supervisor's position of 24 hours per week that is fully funded. Ms. Horwood spoke to the affect of the increasing costs of utilities on the Housing Services budget and Mr. Gatward spoke to the other operating challenges within the Housing Services. Ms. Honuood reviewed the Housing Services capital as well as the reserve funds level for capital projects. Moved by Councillor Karen Sharpe; Seconded by Councillor Rodney Cooney; THAT the proposed 2016 Hastings/Quinte Social Services budget be recommended to County Council for approval. CARRIED Health and Safetv Other Business Next Meetinq (a) Date of next meeting - April 13,2016 Adiournment (a) Adjournment of the March 9,2016 meeting Moved by Councillor Dave Mc0ue; Seconded by Councillor Keith Reid; THAT the March 9,2016 meeting be adjourned. CARRIED Chair Date 71 Adam Street 71 rueAdam Belleville, ON K8N 5K3 Belleville, 0N K8N 5K3 Tel:613 967-0196 Téléphone:613 967{196 Fax: 613 9671341 TélécoPieur: 61 3 967-1341 Toll Free: 1 8ô6 83'l-5446 Sans frais: 1 8ô6 831-5446 www.southeastlhin,on.ca www.southeastlhin.on.ca ./ Electronic DeliverY OnlY,/ Date: April 13,2016 To: Jim Harrison City of Quinte West Re Summary of the Process and Data Supporting Recommendations to lncrease Long- Term Care (L Home Capacitv in the South East LHIN (SE LHIN) On April 1,2016, a business case was submitted to the Ministry of Health and Long-Term Care with a plan to restore LTC home capacity in the SE LHIN by 78 beds. I am pleased to provide you with a copy of the attached document which summarizes the process and data that was used to develop the recommendations contained in the plan. Specific recommendations from the proposed plan are not referenced ¡n this document as they are confidential until the ministry's ievíew process is complete. Once the ministry has made decisions regarding the recommendations, ihe SE LHIN will advise LTC home operators of the bed allocations. There was considerable interest from LTC home operators across the SE LHIN in securing additional beds. Fifteen homes submitted requests totalling 415 beds. These beds have been temporarily out-of-service since September 2Q12 and we look fon¡vard to having these valuable resources back in our communities. Sincerely, Æ,ø* Paul Huras Chief Executive Officer South East Local Health lntegration Network Ontario Lool Hcålth lntegrat¡on l¡ôtwork né3êåu locâl d'lnrógtatlon d€3 s€rvices de ganté Summary of the Process and Data Supporting Recommendations to lncrease Long-Term Care Bed Capacity in the South East LHIN April 12,2016 Ontario Lodl H€alth lntêgråtlon Nêtwork Ré5eau locrl d'lntégntlon dec $rulc€5 ds sntó Background and Purpose On October 22, 2015, the ministry provided an opportunity for the South East Local Health lntegration Network (SE LHIN) to develop a business case with a proposed plan to restore Long- Term Care (LTC) home capacity by up to 78 beds for the ministry's review and consideration. The ministry noted that the proposed plan must include recommendations that outline: the allocation of beds and the rationale for the allocation per community and per home; demonstrated need for the beds in the proposed communities; an options analysis that considers the assessment of strengths and risks, operator readiness for redevelopment, as applicable, and the impact the proposed plan will have on the balance of non-profit and for profit homes; the longer term plan for the 22 temporary convalescent care beds at Lennox and Addington County General Hospital; the methodology and the process employed to develop the proposed plan; and the implementation plan and timelines ln addition, the ministry strongly encouraged the SE LHIN to take this opportunity to incent the redevelopment of as many older homes as possible through a bed allocation plan that supports operators in "right-sizing" homes to achieve operational efficiency. On April 1,2016, a business case was submitted to the Ministry of Health and Long-Term Care with the plan to restore Long-Term Care home capacity in the SE LHIN by 78 beds. This document provides an overview and update on the process and data used to develop the recommendations that are in the plan. Most of this information was previously provided to LTC home operators in correspondence dated November 18, 2015 and January 28,2016 and through a February 3'd webinar. The information is summarized here for general distribution. Waitlist data has been updated from previous correspondence. Specific recommendations from the proposed plan are not referenced in this document as they are confidential until the ministry's review process is complete. Once the ministry has made decisions regarding the recommendations, the SE LHIN will advise LTC home operators of the bed allocations. llPage Process tdentifyíng the Recommended Commu nities To identiff communities deemed to be most in need for additional beds, sub-LHIN planning boundaries (see Figure 1) were used taking into consideration the following factors: Demand (Figure 2) o The ielative demand for LTC beds in each community based on the number of individuals on the LTC homes waitlist. Supply' (Figure 2) o The supply of beds in each community based on the bed rate - the number of available LTC beds per 1000 population aged 75 and over. Other factors as appropriate (Figure 3). o Population to be served, the size of the waitlist in a given area, etc. Figure 1: Heatth Link and Sub-LHtN Ptanning Area boundaries of the South East LHIN North East TJTIN Champla¡n THIN I ,Rutêt t1e:,t¡ngs Hältt, Link Ruêt tçlng stan a Health LDlk Csnùal Easl lh.'r¡, THIN N LrD!. + :û :ú ¿0 05f0æl{l0meùs! Hoêlilt Li¡tt South East SubLHlNshrye ¡lrè, í¿bèt5 and ÈrêY iror(1¡lr: Health Links hæe blãck labels and c. itl{ed areas Note: Dots indicate the tocation of LTC homes across Health Link and sub-LHIN planning boundaries. 2lPage Figure 2 shows both the demand for beds and the supply of beds in each sub-LHIN area. The number of indivÍduals on the waitlist range from a low of 23 in Addington North Central Frontenac to a high of 487 in Kingston South Frontenac and the lslands. ln terms of supply, SE Leeds Grenville and Quinte West have the lowest supply of LTC beds based on the bed rate, while Tyendinaga Napanee and Central Hastings have the highest supply of any area in the SE LHIN. Figure 2 - Waitlist and Bed Supply 6æ u c S soo or d ¡ Total Bêsidents on Wait Lisl i aoo .g (J ã 300 a E €r* ît*õ B EEI!EEr* E !¡ E û1 02 03 Ð4 05 06 07 08 o9lr0 11 12113 14 1s per 200 r Rate fûtr {aged 75 and orær} 2,Oæ @ ILTCBeds ç LHt¡t rùte r,i rso 196:O -sE 1,500 Þ t27.2 Ð @ Ø E Eq 92,0 3 roo '83.9 1,000 EO (J - 64.4 L q 55.O 3so 500 -i q & o Þ þ ä 'ã # å ü Ë z i { È s:2 0 å'.å Ë 5 ã C Þ þ I i ã E s # a E õ F 3 b :. ; ë E g ãËË=-E<3>ÉÈdËþEE!-ZËïE E ï Ë åË *Ë E; E $ ; etsqvË I €p 01 a2 0B & 05 06 07 ffi 8/to 11 12/13 14 15 Waitlist information was provided by the South East Communig Care Access Centre and reflects the status of waitlisted individuals as of October 28,2015. Allwaitlist data identifies the individuals' ' place of residence by sub-LHIN planning areas. 3lPage Population Across the sub-LHIN areas, the population aged 75 and over is highest ín Kingston & the lslands with over 12,OOO residents in this age group. The Quinte West / Belleville axis has a slightly smaller number with just under 10,500. The lowest volume of 75 plus residents are in the large rural extents of the northern and central areas of the LHIN (Fþure 3). Figure 3: Proiected Aged 75 and Over by Sub-LHIN Area Soufh Easf LHIN, 2016 14AOO L2,?LO L2000 10000 c 8000 6000 4AOO 2¡gg 7",284 'í "î".1 - o I I'Í'i'i" l'i'- !f .EËõäE_åÊÊE6EÊ'þã*åþ4ÈËÉÉë+ 5 3 i å y É. * Ë € Ë ä ËE ä F z Ë - gåsüË z. ËE.<È Ë $ t1 02 út û4 05 tfi ú7 îß rþ.,1o LI lzitz tc L5 While the SE LHIN has the third smallest population across the LHlNs, the SE LHIN has the highest percentage of individuals aged 75 and over in the province. This segment of the population will grow by approximately 49o/o by 2026 and more than double by 2035. ldentifying the Recommended Homes To consider as many homes as possible as well as to increase the range of possible options to assign beds, Health Link boundaries were used to soficit reQuests from homes. This was then ref¡néd to specific sub-LHIN areas to assign beds to. A brief SE LHIN survey was used by LTC operators t'o identiñy the requested number of beds, their location and the timeline for imptementation. Thisinformation along with information from the ministry's Enhanced Long-Term Câre Home Renewal Strategy (ELTCHRS) Survey was considered in developing the recommendations. 4lPage Using the ministry expectations noted earlier, a combination of the following factors were considered in determining which homes to most appropriately assign beds to: . that the beds will be located in a recommended community; ' that the allocation plan will support as many smaller homes as possible; ' that where possible, non-profit homes would be given preference (considering the impact the allocation will have on the balance of non-profit and for-profit homes); ' that where possible, preference would be given to homes redeveloping under the MOHLTC Enhanced LTC Home Renewalstrategy (ELTCHRS);and . that the beds can be in operation as soon as possible. For the purpose of the submission, a small home was defined as having 128 beds or fewer. Of the 36 homes in the SE LHIN, 27 fit this definition. "Right-sizing" was defined as supporting as many smaller homes as possible. Figure 4 provides a brief profile of LTC homes in the SE LHIN Non-Profit Homes l2 Total number of Homes 36 Total number of Beds - - -4028 . Municipal- 9 . Non-Profit- 12 . Non-Profit- 1770 . Charitable 1 . For-Profit - 24 . Êor-Profit- 2258 - . Non-Profit - 2 Size of Home based on Number of Homes with Beds to Total Number of Beds to bed count Redevelop - 24 Redevelop - 1938 27 homes with 128 beds . Non-Profit - 4 . Non-Profit - 451 or less . For-Profit - 20 . For-Profit- 1487 t homes with more than 128 beds Note: These figures do not include the 22 convatescent care beds at Lennox & Addington County Generat Hospitat.. Process - Stakeholder Engagement On November 18, 2015, LTC home operators were advised in writing that a business case would be submitted to the ministry to restore bed capacity and were provided with the following: . information regarding ministry expectations for the business case; ' the criteria that would be used for developing recommendations as to which communities and homes to most appropriately assign beds; ' that a SE LHIN survey would be used to identiff operator interest in acquiring additional beds; ' that information from the MOHLTC ELTCHRS survey would be used to assíst ín the development of the recommendations; and ' that information regarding the recommended areas to assign beds to and the SE LHIN survey would be available in January. SlPage çdÍfiftfi rTlltillTIIrçfi f il[ltfi To support the process, LTC home operators were invited to a February 3'd webinar. Updated and additional information regarding the process was provided on January 28th and included: . the identification of preferred areas to assign beds; . the criteria that would be used in determining which communities and homes within these areas to most appropriately assign beds to; . a copy of the SE LHIN survey with a return date of February 12th; . a presentation outlining expectations on the selection process, survey etc.; and . that operators would be informed of additional bed allocations once the business case is approved. Operators with homes outside of the preferred areas could request beds but were advised that homes within these areas would be given preference. The South East Community Care Access Centre was actively involved in this process by providing waitlist information, analyzing data, identiffing service priorities and developing recommendations. Additional Factors Not Taken lnto Consideratíon Bed Relocation Possible LTC bed relocations did not factor into decisions regarding recommendations. Alternate Level of Care As of March 1"t, 142 individuals designated as ALC were waiting for a LTC bed across all hospital sites. Given the relatively small number of beds to be allocate (78 beds represent approximately 2o/o oÍ bed totals in the SE LHIN), it was felt that bed location would not significantly impact on ALC rates. Popu latio n Proiections Figure 3 referenced earlier demonstrated that the population of individuals 75 and over across the SE LHIN will increase by 49o/o by 2026 and more than double by 2035. Vr/hile the rate of change varies by sub-LHIN areas, all will see significant increases in this population segment along with increased demand for LTC beds. Occupancv With the exception of a few homes, occupancy is well above 97o/o 6lPage ffieceíq¡,ffin{ Mayor Jim Harrison APR 1 I ?û10 7 Creswell Drive, P.O. Box 490 ptf{ue Trenton, ON K8V 5R6 oî ffire* ibfayr;r" Dear Mayor, "Plastic Waste a Big Concern in Canada According to the Greener Footprints Society, a not-for-profit environmental advocacy group in 8.C., Canadians use between 9 and 15 billion plastic shopping bags a year which, if tied together, would be enough to circle the Earth 55 times. It's estimated that 1 billion tonnes of plastic have been discarded globally since the L950s and research suggests it will take up to 500 years for some forms to biodegrade. According to the U.S. Environmental Protection Agency, only 8o/o of the total plastic waste generated in 2010 in the U.S. actually made it to recycling plants. The other 92% was shuffled off to landfills or found its way into the water According to the CBC, paper and plastic makes up roughly 2O% of the waste collected from homes in Ottawa, Ont. Approximately 55% of that waste currently ends up in the landfill. While that suggests Canadian cities may be faring better than some U.S. cities both statistics suggest more needs to be done to keep plastic waste out of landfills." Above Quote is the one I give to my customers why I will start to charge 5 cents per plastic shopping bag and outcome is very cheerful that almost everybody understand that we have to do something to preserve our environment. As you must already be aware, the negative effects of plastic bags to communities and the world environment have been well documented over the years. Despite the government taking action to charge for plastic bags at major grocery retailers a few years ago, these same bags are still heavily used at retailers across the nation. But we are now starting to see other communities take steps in the right direction. ln a Canadian Press article published on February L7,2OL6, it was announced that the city of Brossard, Que., passed a bylaw to ban the use of single-use plastic shopping bags in the Montreal suburb as of Sept. 1. Brossard is one of at least five smaller Canadian municipalities that have instituted similar bans. The bylaw was adopted by the Brossard council despite a legal letter the community received on Feb. 11 from the Canadian Plastic Bag Associat¡on demanding it back down. Plastic bags are a source of pollution, end up in and our waters and landfills and take a long t¡me to decompose. With our city beautifully located on the Bay of Quinte, our residents and tourists can easily spot the numerous bags that wash up on our shores. Also, on the yearly "street cleaning day", the majority of the garbage collected are plastic bags. I personally have already taken ínitiative and started charging 5 cents per bag at my business. Already the demand for plastic bags dropped by more than half and I have seen how easy it is for resídents to adopt the environmentally friendly habit of not taking one. As the mayor of the cíty, I believe it is your office's fiscal duty to take positive actíon and leave a lasting legacy for improving the conditions for this and future next generations. l'd like to see you include us as one of the first cities to adopt the ban on plastic bags. Let's do our part to ensure Quinte West remains beautiful for generations to come. Thank you for your attention on this matter. Sincerely, Joe Kim, Front St. Variety TOWNSHIP OF SOUTH FRONTENAC P.O. Box 100 Telephone 376-3A27 t 1€00-559- 5802 4432 George Street FAX (613) 376_6657 Sydenham, Ontario, KOH 2T0 E-mail: [email protected] April21,2016 Honourable Kathleen Wynne Premier of Õntario Room 281 111 Wellesley Street West Toronto, Ontario M7A 1AI Dear Premier: The Council of the Township of South Frontenac endorsed the following resolution at their regular meeting held April 1g, 2016: "whereas the Province is moving forward with another round of large renewable procurement initiatives; And whereasthese projects can create economic opportunities for property owners and munlcipalities as wsll as job creation in both mánufacturins, ¡n"tribt¡on and site maintenance; And whereas certain large renewable procurement projects may not be aligned with the prioríties of residents and municipal councils, oespúe mun¡cipáiàãvemment having been given enhances power to negotiate with green firoponents; "n"igy And whereas the installation of large renewable procurement projects can have a signifÍcant impact on municipal infrastructure and operating costs; Now therefore be it resolved that the council of south Frontenac calls upon the Provincial government to regulate that; where there is not a willing municipat host and subseguently no community benefit agreement in place and greeñ projects are awarded anyway that; successful proponents would be rãsponsibte"nãrgy ió iai to ttre municipality, ancording to an established formula, and over the lifespán otihé prdect, ths associated costs to both infrastructure and operations commonty known as a Community Vibrancy Fund. premier, And that this resolution be sent to the the Leaders of the opposition, Local MPP's the IESO , Local Municipallties and AMO. Garried. We request to be notlfied of any action taken in this matter. Yours nistrative Officer WO:am cc IESO AssociatÍon of Municipalities of Ontario Patrick Brown, Leader of the Ontario pC party Andrea Horwath, Leader of the Ontario NDp Randy Hillier, MPp, Lanark-Frontenac-Kingston All Ontario Municipalities TOWNSHIP OF SOUTH FRONTENAC P.O. Box 100 Telephone 376-3027 / I -800-559-5862 4432 George $trsat FAX (613) 376-6657 Sydenham, Ontario, KOH 2T0 E-mail: worr@southfrontenac. net April21, 2016 Honourable Marc Garneau Minister of Transport Housê of tommons Ottawa, Ontario K1A 0A6 Dear Ministen The Council of the Township of South Frontenac endorsed the following resolution at their regular meeting held April 19, 2016: "That Council endorse$ the resolution passed by the Township of Georgian Bay on March 14,2016 requesting the implementation of legislation that would provide authorities with the ability to enforce the "No Wake" restriction on Ontario's navigable walers. Carríed" The erosion of shorelines, danger to swimmer$ and disruption of wetland habitat and interference of safe navigation are of concern to this Council. We respectfully request to be notified of any action taken in this matter. Yours Chief Admin istrative Officer WO:am cc Township of Georgian Bay Sætt Reid, MP, Lanark-Frontenac-Kingston All Ontario Municipalities 14 MillAvenue P0 Box 250 ZURICH ON NOM 2TO 51 9-236-4351 or 51 9-565-521 2 Fax 519-236-4329 www. mu n icipal ityofbl uewater.ca February 19,2016 Kathleen Wynne, Premier of Ontario VIA - Email Dear Premier Wynne, Please be advised that the Council of the Municipality of Bluewater passed the following motion at their Council meeting on February 16,2016: Moved by Councillor Zimmerman, seconded by Councillor Hill that: Whereas Ontario's growing and aging population is putting an increasing strain on our publicly-funded health care system; And Whereas since February 2015, the Ontario government has made an almost 7% unilateral cut to physician services expenditures which cover all the care doctors provide to patients - including cuts to programs which are specifically designed to act as incentives for physicians to practice in rural areas: And Whereas the decisions Ontario makes today will impact patients' access to quality care in the years to come and these cuts will threaten access to the quality, patient-focused care Ontarians need and expect: And Whereas Ontario in experiencing a growing rural population as retirees move to the countryside; And Whereas many rural municipalities in Ontario have formed physician recruitment and retention committees and strategies to deal with the reality of physician retirements and shortages; And Whereas rural areas in Ontario are already at a distinct disadvantage in recruiting family physicians due to a number of factors; Now Therefore Be lt Resolved that the Council of the Municipality of Bluewater hereby requests that the Minister of Health and Long Term Care reinstate incentives for physicians to practice in rural areas of Ontario, and that the minister return to the table with Ontario's doctors and work together through mediation-arbitration to reach a fair deal that protects the quality, patientfocused care Ontario families deserve; And Be lt Further Resolved that copies of this resolution be sent to the Premier of Ontario, the federal and provincial Ministers of Health, the Ontario College of Physicians and Surgeons, and all municipalities in Ontario. Carried. lf you require any further information, please do not hesitate to contact me. Kind Regards, Sx^,tú' *; Charlene Overholt Manager of Corporate Services/Clerk TOWNSHIP OF WARWICK "A Community in Action" 6332 Nauvoo Road, R.R. #8, Watford, ON NOM 2S0 Township Office: (51 9) 849-3926 I 1-877 -849-3926 Works Department (519) 849-3923 Watford Arena: (519) 876-2808 Fax: (519) 849-6136 Website: www. warwicktownsh ip. ca E-ma i I : i nfo@warwicktown gl i q. ca April 14,2016 Dear Kathleen Wynne, Premier of Ontario VIA E-MAIL RE: Phvsician Recruitment Please be advised that at the regular Council meeting of April 11,2016, Wanuick Township Council approved the following resolution: WHEREAS WarwickTownship Council supports and endorses fhe Municipality of Bluewater's resolution dated February 16,2016; NOW THEREFORE BE lT RESOLVED THAT the Council of the Township of Warwick hereby reguesfs that the Minister of Health and Long Term care reinstate incentives for physicians to practice in rural areas of Ontario, and that the minister return to the table with Ontario's docfors and work together through mediation-arbitration to reach a fair deal that protects the q ual ity, p ati ent-focused care O ntario fami I ies deserve,' AND THAT copies of this resolution be sent to the Premier of Ontario, the federal and provincial Ministers of Health, the Ontario College of Physicians and Surgeons and all municipalities in Ontario. - Carried. A copy of the resolution approved by the Municipality of Bluewater is enclosed for your reference. Kindest Regards, It ,\.,,i \r.,å:. ' \'- "-'- - Amanda Gubbels Clerk/Deputy Admi nistrator Township of Warwick COUNGIL RESOLUTION Res: 2016- a"/ // Wednesday Apf il 13tr', 2016 Moved by: Seconded by: WHEREAS lnvenergy was awarded a contract for the Strong Breeze Wind Project despite the fact that the Council of the Municipality of Dutton Dunwich surveyed the community as to whether its citizens were in favour or opposed to having an IWT project, and 84% of respondents stated they were not in favour; AND WHEREAS lnvenergy was awarded a contract for the Strong Breeze Wind Project despite the lack of municipal support; AND WHEREAS lnvenergy was awarded a contract for the Strong Breeze Wind ProJect with support from six Ontario First Natlons communities, none of which are local First Nation Bands, and some of which are 1,000 km away from Dutton Dunwich. THEREFORE BE 11 RESOLVED THAT the Council of the Municipality of Dutton Dunwich requests: t. That the "Municipal Support Resolution" becomes a mandatory requirement in the IESO process; 2. That any points for Aboriginal partic¡pation in a given power project be limited to the First Nation who has a comprehensive claim on the land where the project will be built; 3. That any announcement of the successful bldders includes an explanation of the points awarded to each bid. 4. AND THAT this resolutíon be forwarded to the Chalr of the Board & President of IESO, the Minister of Energy, Elgin-Middlesex-London MPP Jeff Yurek, AMO and all municipal¡ties within the Province. ,,4*¡p f,vv¡;w*ft¡i { Yeas Navs Carried: LFleck "J D. Mcl(illop I Mayor M. Hentz J Defeated: B. Purcell J C. McWilliam - Mayor J Mayor The Corporation of the Township of Date: April L\ 2A16 p*S I NORTHSTORMONT Resolution No. I" Õq RESOLI.]TION MOVED BY: SECONDED BY: Deputy Mayor Bill McGimpsey Deputy Mayor Bill McGimpsey n Councillor Jim Wert ? Councillor Jim Wert ü Councillor François Landry a Councillor François Landry ü./ Councillor Randy Douglas tl Councíllor Randy Douglas { WHEREAS the OËB file Ë3-2015-0179 (dated July 23, 2015) application and pre-filed evidence from Union Gas Limited is seeking approval of its proposed Community Hxpansion Program with intent to support the expansion of infrastructure necessary to provide natural gas to communities that would otherwise not receive natural gas service (Rural areas); WHEREAS the Ontario Energy Board issued a Notice for Public Hearing EB-2016-004 (dated January 2016) regarding OEB's intent to review the following issues in May 2016: 1, Should the OEB implement new ratemaking mechanisms including changes to current economic ' tests to encourage utilities to expand natural gas distribution service to new communities? If so, what should these new mechanisms be? 2. Should the OËB consider imposing conditions or making other changes to Municipal Franchise Agreements and Certificates of Public Convenience and Necessity to reduce barriers to natural gas expansion? 3. Does the OEB have the authority to require the ratepayers of one utility to subsidize the costs of another utility to expand into new communities? If so, underwhat circumstances (if any) would this be appropriate? WHËREAS the Eastern Ontario Warden's Caucus's letter of comment (dated April 6, 2016) regarding the Ontario Energy Board's Generic Proceeding EB-2016-004 with ¡ntent for the Warden Caucus to support the initial application from Union Gas (EB-2015-0179) and also slmilar entities that wish to expand natural gas service to rural and remote communities; WIIEREAS the Township of North Stormont has sig ned a 20 year Franchlse Agreement with Enbridge and has attempt many communications with them to have natural gas service in the"¡df6t our Township without any responses or actions being taken by Enbridge; roR AGATNST Recorded Vote¡ CARRIED: DEFEATHDI Mayor Mayor Declaration of Conflict of interest: ü Disclosed His/Her/Their interest fl Vacated His/Her/Their Seat H Deferred CAO/Clerk The Corporation of the Township of Date: April L\ 2OL6 pon* ¿ NORTH STORMOT$T Resolution No. b,-9I RNSOLUTTON MOVËD 8YI SËCONÞED BY; Deputy Mayor Bill McGimpsey Deputy Mayor Bill McGimpsey Councillor Jim Wert V Councillor Jim Wert ü Councillor François Landry Councillor François Landry tr/ Councillor Randy Douglas Councillor Randy Douglas a/ IittHEREAS the West part of the Township of North Stormont is being served by Union Gas and that the separation is even made on the West side of a road (serviced by Union Gas) versus the Ëast side of the same road (unserved by Enbridge); WHEREAS the Township of North Stormont made representation with Union Gas to endeavor possible development of the natural gas services on the East side of the Township; THHREFORE BË IT RESOLVED by the Council of Township of North Stormont that the OËB examine the proposal to expand natural gas services and make it available to all of Eastern Ontario rural areas such as the United Counties of Stormont, Dundas & Glengarry and the Unlted Counties of Prescott'Russell as it is vital to our Economic Development and ta Business expansion and retention as well as the increase of employabilily in our sector. ANÞ BË IT ALSO nfSOlfO THAï this resolution supports the letter of comment sent to the CIntario Energy Board by the Eastern Ontario Warden's Caucus. ANÞ BË IT FURTHËR RËSOLVËÞ THAT this resolution be circulated to all municipal and reglonal councils in Ontario requesting that they endorse and support this resolution and communicate their support to the Premier, the OËB and the Ministers of Economic Development, Ëmployment and Infrastructure, Ënergy, and Agriculture and Rural Affairs. Passed by the Council of the Township of North Stormont on April L2, 2Ot6 FOR AGAINST Recorded Vote: CARRÏED: DEFEATËþ: Mayor Mayor Declaration of Conflict of interest: fl Disclosed H is/Her/Their interest t Vacated His/Her/Their Seat ü Deferred CAO/CIerk CITY OF WËLLAND Legislative Services Office of the City Clerk 60 East Main Street, Welland, ON L3B 3X4 Phone: 905-735-1700 ext. 2159 Fax: 905-732-1919 E-mail: [email protected] www.welland.ca Aprit21, 2016 File No. {6-70 Region of Niagara 2201 Et. David's Road P.O. Box 1042 Thorold, ON LzV 4ï7 Attention; Ralph Walton, Regional Clerk Dear Mr. Walton: RE: April 19. 2016 - WËLLAND CITY COUNC¡¿ At its meeting of April 19,2A16, Welland City Council passed the following motion: "THAT THE COUNCIL OF THE CITY OF WELLAND supports the development of Provincial Legislation requiring the reglstration, licensing and setting Provincial Standards, for Private Supportive Living Accommodations, where the operator provides accommodations and where the operator provides or arranges for services that relate to the health, safety and security of the residents; and further THAT Welland City Gouncil requests the support of the Region and our local MP and MPP and that a copy of this recommendation be forwarded to all Ontario Municipalities and their local MPP's, AMO and FCM for support." Yours truly, Tara Stephens Acting City Olerk TS:cp cc: - Vance Badawey, M.P. - Cindy Forstet, M.P.P - Ontario Municipalities - Association of Municipalities of Ontario - Federation of Canadian Municipalities TTtr FOR€TrCs/l..I Regular Council April 25,2A16 - ïd* 2016 .S'w, {'ü,e {.'tnf*} Moved by: Seconded by: WHEREAS human trafficking is a heinous crime that has been referred to as modern day slavery, and WHEREAS traffickers recruit, transport, harbor, and control the girl next door for sexual exploitation or forced labour; and WHEREAS it is one of the fastest growing crimes that starts and stays in Canada, targeting victims - 90 percent of which are Canadian-born and predominantly female, averaging the age of 14; and WHEREAS Ontario is a major hub of human trafficking in Canada, and victims are lured, manipulated and coerced, often over the internet from every part of Ontario; and WHEREAS human trafficking is in our neighbourhoods and our communities; THEREFORE BE lT resolved that the Council otthe Town of Prescott support Bill 158, Saving the Girl Next Door Act, 2016, support MPP Laurie Scott's motion for a multi- jurisdictional and coordinated task force of law enforcement agencies, Crown prosecutors, judges, victims'services and frontline agencies; and îTü,FO8eîO$iN That a copy of this resolution be fon¡¡arded to all Members of Provincial Parliarnent and municipalities. TED BY: RECORÐED VOTE YES. NO Councillor Leanne Burton Councillor Teresa Jansman Councillor Fraser Laschinger GARRIED; V Councillor Lee Mc0onnell TABLED: Councillor Mike Ostrander DEFEATED: Mayor Brett Todd RECORDED VOTE: Councillor Ray Young BRETT;IOQP, MAYOR KIMBERLEY CASSELMAN, RK L bj,þ,q ffiry c å. tì, .d i{ \r I l: \1' Aprif 26, 2016 Filer C00.001 Laurie Scott, MPP H al íbu rton*Kawartha La kes-Brock Rm, 434, Main Legislatíve Building Queens Park TorQnto ON, M7A 148 Re: Support Resolution - llnti-Human Trafficking Ta*k Force & Bill L58 Councll of the Township of Clearview is in receipt of your letter dated April 7, 2016 regarding human trafficking. Please be advised that Council passed the following support resolution at their April 25, 2016 meeting: Whereas human trafficking is a heinous crime that has been referred to as modern day slavery; and Whereas traffickers recruit, transport, harbour and control the girl next door for sexual exploitation or forced labour; and Whereas it is one of the fastest growing crimes that starts and stays in Canada, targeting víctims - 90 percent of which are Canadian-born and predominantly female, averaging the age of 14; and Whereas Ontario is a major hub of human trafficking in Canada, and victims are lured, manipulated and coerced, often over the internet from every part of Ontario; and Whereas human trafficking is ín our neighbourhoods and our communities; Therefore Be Tt Resolved that Council of the Township of Clearview suppori Bill 158, Saving the Girl Next Door Act, ZCI16, support MPP Laurie Scott's motion for multi- jurisdictional and coordinated task force of law enforcement agencies, Crown prosecutors, judges, victims' services and frontline agencies; and That a copy of this resolutíon be forwarded ts all Members of Prcvincial Parliament and municipalities. Motion Carried, Box 200, 217 Gideon St. ' Stayner, Ontario LOM 1S0 T: 705.429.6?30 F: 705.428.0288 r.., ri'i...,. i-¡ ] ç.'¡_i ¡'r¡ t * rl. { ¡ j CLäÁ.RVI HW If you have any questions or concerns regarding the above resolul¡on, please contact the undersigned. Regards, TOWNSHIP OF CLEARVTËW 8.4., , Þipl. M.A. Þirector, Legislative Services/Clerk Box 2û0, 217 Gideon 5t. r $tayner, Ontario LOM 1S0 T: 705.428.6230 F: 705.428.0288 lEt{t'v. cì tä rr., i e p;, c¿i The Corporation of The Gity of Quinte West By-Law Number 16-060 Being A By-Law To Gonfirm The Minutes And Proceedings Of The May 2nd, 2016 Regular Meeting Of The Council Of The Corporation Of The City Of Quinte West. Whereas subsection I of Section 5 of the Municipat Act (S.O. 2001, c.25, as amended) provides that the powers of a municipal corporation shall be exercised by its Council; And Whereas subsection 3 of Section 5 of the Municipal Act (S.O. 2001, c.25) provides that except where otherwise provided, the jurisdiction of every council is confined to the municipality that it represents and its powers shall be exercised by by-law; And Whereas it is deemed expedient that the Minutes and proceedings of the Council of the City of Quinte West be confirmed and adopted by by-law; Now Therefore Be lt Enacted By The Gouncil For The Corporation Of The City Of Quinte West As Follows: 1. That this by-law shall be entitled the "The May 2nd, 2016 Regular Gouncil Meeting Confirmation By-law". 2. The actions of the Council of the Corporation of the City of Quinte West, at its May 2nd,2016 meeting and each motion and resolution passed and other action taken, and the Minutes of said meeting, are hereby confirmed and adopted as if such proceedings were expressly embodied in this by-law. Read A First, Second And Third Time And Finally Passed This 2nd Day Of May, 2016. Jim Harrison, Mayor Kevin Heath, City Clerk