The District Municipality of Muskoka Corporate & Emergency Services Committee Meeting CES-2-2017 Minutes Place: Council Chamber, District Administration Building Time: 1:00 p.m. Date: March 23, 2017 Present: Committee Chair S. Aitchison; District Chair J. Klinck; Members L. Braid, P. Donaldson, G. Smith Absent: Members D. Furniss, B. Young Officials Present: M. Duben, Chief Administrative Officer; J. Stevens, Commissioner of Finance & Corporate Services; D. Crowder, District Clerk Others Present: Councillor D. Smith; Inspector E. Medved, Inspector J. Graham – Ontario Provincial Police; S. Donald, Director of Budgets and Financial Planning; L. Bissonette, Director of Finance; J. Yeo, Manager, Facilities Services; M. Misko, Director, Continuous Improvement Unit; R. Francis, Manager, Continuous Improvement Unit; L. Kerswell, Coordinator, Records Management; J. Binkley, Administrative Assistant Call to Order Committee Chair Aitchison called the meeting to order at 1:04 p.m. Declaration of Pecuniary Interests None were declared. Delegations a) Use of Water Bubblers in Muskoka James Boyd, Director, Muskoka Ratepayers Association CES-2-2017-DEL-A – Presentation Earlier in the week, it was determined that Mr. Boyd would appear at the April 18, 2017 District Council meeting. Invited Presentations a) Ontario Provincial Police Inspector Ed Medved Inspector John-Paul Graham Re: OPP Reporting CES-2-2017-DEL-B Ms. Stevens advised that the Detachment Commanders were in attendance in order to receive input from Committee on what they would like to see the OPP report to District Council. Committee members suggested that they could report on emerging trends, critical issues and items with broader social implications. Ms. Stevens reiterated the differences between contracted services and the provision of police services through a section 5.1 agreement which is currently the case for the District. Some Committee members and staff advised that the Detachment Commanders already exhibit a good level of open communication. It was felt that the OPP could provide a ‘policing 101’ session to educate members of Council and as comfort level increased, could bring forward more imminent and pressing issues at future Council meetings. Councillor D. Smith and the OPP Detachment Commanders left the meeting at 1:35 p.m. b) Grant Thornton LLP, Auditors Mike Bunn, CA Principal Re: Report to Council – Initial Communication on Audit Planning The District Municipality of Muskoka, for the year ended December 31, 2016 CES-2-2017-INFO-A Mr. Bunn highlighted the 2016 year-end audit. Facilities a) Award of Provincial Offences Basement Development Project Report CES-2-2017-1 (Delegated Decision) Moved by G. Smith and seconded by L. Braid D12/2017-CES THAT the District Municipality of Muskoka be authorized to negotiate the final terms and enter into a contract with Davicor Construction Inc. for the development of the basement area of the Provincial Offences building within the project funding amount under Capital Project 130118; AND THAT the final terms of the contract be to the satisfaction of the Commissioner of Finance and Corporate Services and the District Solicitor; AND THAT the District Chair and Clerk be authorized to sign the contract on behalf of The District Municipality of Muskoka. Carried. Administration a) Corporate Records and Information Management Program Update Report CES-2-2017-2 Ms. Kerswell highlighted her PowerPoint presentation and answered questions regarding project timelines; duties of the Project Manager; the future Electronic Document and Records Management System (EDRMS) and composition of participating municipalities. Ms. Stevens advised that once the project management component had been completed, a business case will be brought forward and a budget amendment will be required for an EDRMS. To access Ms. Kerswell’s presentation, please click on the following link: https://muskoka.civicweb.net/document/29395 Ms. Kerswell left the meeting at 2:11 p.m. Mr. Clow provided an overview of the following two reports: b) The District Municipality of Muskoka ats. Van Slyutman (CV-16-158) Report CES-2-2017-3 c) The District Municipality of Muskoka ats. Van Slyutman (CV-16-159) Report CES-2-2017-4 d) Shared Services Inventory Report CES-2-2017-5 Moved by G. Smith and seconded by L. Braid R13/2017-CES THAT the District Municipality of Muskoka continue to pursue shared service opportunities with the Area Municipalities and other partners; AND THAT staff be directed to report back to the Corporate and Emergency Services Committee as significant shared service arrangements are undertaken. Carried. e) Internal Services and Operational Review Report CES-2-2017-6 Mr. Misko highlighted the information report and answered questions regarding waste diversion. Mr. Misko and Ms. Francis left the meeting at 2:21 p.m. Budgets a) Rate Supported Operating Budget Variance Report – December 31, 2016 Report CES-2-2017-7 In answer to a question regarding electricity consumption during peak periods (i.e. water tower filling and pumping), Mr. Yeo advised that staff do endeavour to run equipment in order to optimize operating efficiencies at the least possible cost. In response to a suggestion that staff investigate the impact of increased rates across the corporation, Ms. Stevens advised that she could bring forward a report to a future meeting and added that housing facilities are eligible for the anticipated reduction in rates as they are considered residential. Moved by G. Smith and seconded by P. Donaldson R14/2017-CES THAT the Rate Supported Operating Budget Variance Report as at December 31, 2016 be received. Carried. b) Corporate and Emergency Services Department Operating Budget Variance Report – December 31, 2016 Report CES-2-2017-8 Moved by G. Smith and seconded by J. Klinck R15/2017-CES THAT the Corporate and Emergency Services Department Operating Budget Variance Report as at December 31, 2016 be received. Carried. c) Capital Project Quarterly Variance Report – December 31, 2016 Report CES-2-2017-9 Moved by J. Klinck and seconded by G. Smith R16/2017-CES THAT the recommendations related to the individual Tax Supported Capital Budget projects, as summarized in Schedule “A” to Report CES-2- 2017-9, be received. Carried. d) Capital Project Quarterly Variance Report – Corporate Summary – December 31, 2016 Report CES-2-2017-10 Moved by G. Smith and seconded by P. Donaldson R17/2017-CES THAT the Capital Project Quarterly Variance Report – Corporate Summary – December 31, 2016, as summarized in Schedule “A” to Report CES-2-2017-10, be received. Carried. e) Status of Reserve and Reserve Funds – December 2016 Report CES-2-2017-11 Moved by L. Braid and seconded by P. Donaldson R18/2017-CES THAT Report CES-2-2017-11, Status of Reserves and Reserve Funds – December 2016, be received. Carried. Finance a) Financing Leases 2016 Annual Report Report CES-2-2017-12 Moved by P. Donaldson and seconded by G. Smith R19/2017-CES THAT the report on the status of the 2016 Financing Leases be received. Carried. b) Policing Cost Comparisons Report CES-2-2017-13 Ms. Stevens highlighted the information report and noted that of all the municipalities serviced by the OPP, the District of Muskoka’s costs fall within the mid-way point of that comparison. New Business a) Impact of new Fees and Charges By-law (2016-48) Committee members discussed the unintentional consequence of section 11.2.7 to the fees and charges by-law whereby charitable organizations would be charged the $200 fee for conducting fundraising “walks” due to required road closures. An amending motion was prepared to include wording to exclude non-profit organizations from paying the $200 fee, and the motion was read and passed. A Councillor suggested that section 11.2.7 be removed in its entirety as the majority of applications to enter into use agreements are from charitable organizations. As the original amending motion had already been approved, the Clerk suggested that by a 2/3 vote, Committee could suspend the rules to allow for the mover and seconder to withdraw their motion to allow for a new amending motion to be considered. The Committee unanimously voted to suspend the rules by a show of hands and the following motion was withdrawn: Moved by G. Smith and seconded by L. Braid 20/2017-CES THAT Section 11.2.7 of Schedule “A” to By-law 2016-48 be deleted and substituted with the following: 11.2.7 Road Closure/Use Agreement $200.00 Yes (non-profits excluded) Withdrawn The following amending motion was introduced that would in effect delete section 11.2.7 retroactive to January 1, 2017 when the fees and charges by-law was last updated as follows: Moved by G. Smith and seconded by L. Braid R21/2017-CES THAT Section 11.2.7 of Schedule “A” to By-law 2016-48 be deleted effective January 1, 2107; AND THAT any fees that were received after January 1, 2017, shall be reimbursed. Carried. b) Special Meeting of the Corporate and Emergency Services (CES) Committee Re: Made in Muskoka Solution to Policing Issues In response to Councillor Donaldson’s enquiry regarding what information would be made available prior to the Special CES Committee meeting which is to commence on Tuesday, April 18, 2017 at 4:00 p.m. and any proposed recommendations that might be considered during that meeting; Ms. Stevens advised that she would be bringing forward two reports. The first report will provide direction to staff to obtain a second legal opinion subsequent to the 2014 Aird & Berlis opinion regarding the taxation of policing costs. The second report will provide information on what the allocation of policing costs would look like if on the general levy or through a special services area levy; or a blended option of the two. Adjournment Moved by P. Donaldson and seconded by L. Braid P22/2017-CES THAT the Corporate and Emergency Services Committee adjourns to meet again on Thursday, March 30, 2017 at 9:00 a.m.