The Corporation of the Municipality of Chatham-Kent
Chatham-Kent Council Meeting
Council Chambers, Chatham-Kent Civic Centre
October 2, 2017 4:30 P.M.
1. Call to Order
The Mayor called the meeting to Order:
Present: Mayor Randy Hope, Councillors Authier, Bondy, Canniff, Faas, Fluker, Herman, B. McGregor, C. McGregor, Myers, Pinsonneault, Robertson, Sulman, Thompson, VanDamme, Vercouteren and Wesley
Absent: Councillor Leclair
2. Disclosures of Pecuniary Interest (Direct or Indirect) for Closed Session Agenda items and the General Nature Thereof
3. Supplementary Closed Session Agenda Items
4. Recess to Closed Session – 4:30 p.m. Councillor Carmen McGregor, Closed Session Chair
That Council moved into a Closed Session Meeting of Council pursuant to Section 239 of the Municipal Act, 2001, as amended, for the following reasons:
. A proposed disposition of land by the municipality or local board with regard to Offer to Purchase Road Allowance former Gesner Line, Orford. Section 239(2)(c) Municipal Act, 2001. . A proposed disposition of land by the municipality or local board with regard to Offer to Purchase alley from Peel Street to St. George Street, Shrewsbury. Section 239(2)(c) Municipal Act, 2001. . A proposed disposition of land by the municipality or local board with regard to Offer to Purchase alley corner of Wellington Street and St. George Street, Shrewsbury. Section 239(2)(c) Municipal Act, 2001.
. Proposed acquisition of land by the municipality or local board with regard to 100 King Street West, Chatham. Section 239(2)(c), Municipal Act, 2001. . Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local boards with regard to Wind Turbines. Section 239(2)(e), Municipal Act, 2001.
5. Adjournment of Closed Session
Resumption of Open Council Meeting – 6:00 p.m.
6. Approval of Supplementary Agenda
Chatham-Kent Council at its meeting held on October 2, 2017 Page 1 of 40
There was no supplementary agenda.
7. Disclosures of Pecuniary Interest (Direct or Indirect) for Open Session Agenda Items and the General Nature There Of
There were no disclosures of pecuniary interest for open session agenda items.
8. CK Community Development Forum
(a) Regulating Rental Housing in Chatham-Kent
The Chief Legal Officer noted that in March of 2017 Council directed administration to review the definitions of boarding houses, rooming houses and single detached dwellings as part of a zoning by-law review. Administration has since launched a public survey and held public consultation meetings in Chatham and Ridgetown. Input received from Council during this forum will be reviewed along with that received from the pubic with by-law recommendations coming in November for Council’s consideration.
9. Announcement by Mayor
(a) Road Closings – Pank Street, First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street, Chatham
Municipality of Chatham-Kent
Finance, Budget & Information Technology Services
Financial Services
To: Mayor and Members of Council
From: Steve Brown, CPA, CMA Director, Financial Services
Date: September 18, 2017
Subject: Road Closings - Pank Street, First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street, Chatham
Recommendations
It is recommended that:
1. A By-Law be passed to close the road allowances of Pank Street, First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street, Municipality of Chatham-Kent, legally described as Pank Street Plan 11, First Street, Plan 11; Second Street, Plan 11; Catharine Street, Plan 11; the Alley within Block AG, Plan 11; Brooke Street, Plan 4; Thomas Street, Plan 4; being parts of P.I.N.s 00548-0098 (R), 00548-0389 (R) and 00548-0390 (R), of the property located at 240, 280 and 300 Grand Avenue East in Chatham.
2. The Mayor and Clerk are authorized to sign the above noted By-Law on behalf of the Municipality of Chatham-Kent.
3. Pank Street be declared as surplus to municipal needs and included with the already approved sale of lands known as 300 Grand Avenue East, Chatham.
Chatham-Kent Council at its meeting held on October 2, 2017 Page 2 of 40
Background
In preparation for the upcoming sale of 300 Grand Avenue East, Chatham as approved by Council at the December 5, 2016 Council meeting, administration has found the road allowances of Taylor Avenue and Pank Street have not been legally closed. On March 6, 2017 a Bylaw was passed to close Part of Pank Street and Part of Taylor Ave. It was subsequently discovered that a portion of Pank Street was not included in that Bylaw.
A portion of Pank Street is being transferred to an abutting owner to 300 Grand Ave. (known as 280 and 240 Grand Ave.) in order to correct a title issue with 300 Grand Ave. Legal Counsel for this abutting property owner has requested that the Municipality close several road allowances which cross 280 and 240 Grand Ave., specifically First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street.
Comments
There were no objections internally to the closing of the roads. A notice will be published in the Chatham Voice for the week of September 25, 2017. Additionally, the notice was published on the Municipal website beginning September 25, 2017. The formal closing of this road and registration of the By-Law will assist in the closing of the sale and provide clear title to the purchaser.
At this time no objections have been received; however, members of the public may ask to be heard at the October 2, 2017 Council meeting.
Areas of Strategic Focus and Critical Success Factors
The recommendations in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendations in this report support the following critical success factors: Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Chatham-Kent Council at its meeting held on October 2, 2017 Page 3 of 40
Consultation
The Technical Advisory Committee confirmed this parcel to be surplus to municipal needs and has no issues with the closing of the roads.
All Public Utilities have been contacted to ensure the required easements are implemented in this process.
Legal Services was consulted during this process and will continue to assist with the road and lane closing process.
Financial Implications
The sale of the property related to these road closings will provide cost savings to the Municipality due to reduced maintenance and liability costs.
Prepared by:
______Amy McLellan, CPA, CGA Manager, Revenue
Reviewed by: Reviewed by:
______Steve Brown, CPA, CMA Mike Turner, CPA, CMA Director, Financial Services Chief Financial Officer, Treasurer
Councillor Robertson moved, Councillor Authier seconded:
“That
1. A By-Law be passed to close the road allowances of Pank Street, First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street, Municipality of Chatham-Kent, legally described as Pank Street Plan 11, First Street, Plan 11; Second Street, Plan 11; Catharine Street, Plan 11; the Alley within Block AG, Plan 11; Brooke Street, Plan 4; Thomas Street, Plan 4; being parts of P.I.N.s 00548-0098 (R), 00548-0389 (R) and 00548-0390 (R), of the property located at 240, 280 and 300 Grand Avenue East in Chatham.
2. The Mayor and Clerk are authorized to sign the above noted By-Law on behalf of the Municipality of Chatham-Kent.
3. Pank Street be declared as surplus to municipal needs and included with the already approved sale of lands known as 300 Grand Avenue East, Chatham.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes
Chatham-Kent Council at its meeting held on October 2, 2017 Page 4 of 40
Councillor Vote Councillor Vote Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
10. Deputations – items on current agenda (requests must be received by 3:00 p.m.)
No requests for deputations for items on the current agenda were received.
11. Consent Agenda
(a) Information Reports
(i) Schedule for 2018 Budget Committee Meetings
(ii) Bates Subdivision Intersection Traffic Control – Communities of Harwich and Howard
(b) Routine Approvals
(i) Taxes and Assessment Adjusted to August 31, 2017
Councillor Vercouteren moved, Councillor Fluker seconded:
”That the items listed on the Consent Agenda be approved as presented and that action be taken as required, excluding those items places aside.”
The Mayor put the Motion Motion Carried
12. Notices of Motion
(a) Presentation of new Notices of Motion
No new notices of motion were presented.
13. Tender Awards
(a) Request for Proposal Award: R17-273 Engineering Services for Bloomfield Road Storm Sewer and Road Reconstruction, Community of Chatham
Municipality of Chatham-Kent
Infrastructure and Engineering Services
Engineering and Transportation Division
To: Mayor and Members of Council
From: Adam Sullo, P.Eng.
Chatham-Kent Council at its meeting held on October 2, 2017 Page 5 of 40
Director, Engineering and Transportation
Date: September 12, 2017
Subject: Request for Proposal Award: RFP R17-273 Engineering Services for Bloomfield Road Storm Sewer and Road Reconstruction, Community of Chatham
Recommendations
It is recommended that:
1. The Request for Proposal R17-273 Engineering Services for Bloomfield Road Storm Sewer and Road Reconstruction, Community of Chatham be awarded to HRYCAY Consulting Engineers Inc. in the amount of $128,683.84 including HST.
2. The Mayor and Clerk be authorized to enter into the recommended contracts.
Background
In 2001 the Municipality of Chatham-Kent began the planning for the reconstruction of Bloomfield Road between Richmond Street and Riverview Drive by conducting a borehole investigation of the road allowance. In 2008 the Municipality of Chatham-Kent Transportation Master Plan was completed and from that document the strategic direction for the Western Transportation Link was established. In 2014 the Western Transportation Link Environmental Study Report was finalized and provides the template for the reconstruction of this portion of Bloomfield Road.
The majority of the development along this section of Bloomfield Road has been completed thus providing the Municipality an opportunity to reconstruct the road and improve the drainage for the long term, mitigating additional lifecycle expenses.
The Engineering and Transportation Division reviews lifecycle requirements regularly and it was determined that this project would make up part of the 2018 construction season. A Request for Proposal was issued by the Engineering and Transportation Division for the associated design, inspections, and contract administration through the use of consulting engineering services to complete this project.
Comments
The project consists of improving the storm sewer system, reconstructing the road and installing new curbs and multi-use trail.
Ten (10) separate proposals were received by the Purchasing Officer on August 30, 2017 and forwarded to Engineering and Transportation Division for review and evaluation using the Council approved evaluation matrix (as shown in Table 1) provided in the proposal call to all submitting firms. The ten (10) proposals are shown in Table 2. The proposals were received using a two-envelope system with the fee schedule submitted in a separate envelope opened by the panel only after the ratings had been determined.
Table 1: Evaluation Matrix
Qualification Category Qualification Criteria Weighting
Company Profile & Project Manager and Senior Designers 18
Qualifications of the Technical Support Staff Design 10
Project Team Contract Administration & Tech Support 8
Experience on Similar Projects 15
Chatham-Kent Council at its meeting held on October 2, 2017 Page 6 of 40
Qualification Category Qualification Criteria Weighting Management Availability of Key Staff 5 Qualifications Local Office 3
Approach and Methodology 15
Project Implementation Scheduling / Understanding Key Activities 12
Project Quality Assurance 12
Price Project Fee 42
TOTAL 140
Table 2: Summary of Evaluation Scores
Rank Submitting Firm Office Location Final Score
1. HRYCAY Consulting Engineers Inc. Windsor 1179
2. R.C. Spencer Associates Inc. Chatham, ON 1110
3. Dillon Consulting Limited Chatham, ON 997
4. GM BluePlan Engineering Limited London, ON 922
5. Baird AE Inc. Chatham, ON 904
6. Mooney Metaxas Engineering Waterloo, ON 883
7. B.M. Ross and Associates Limited Sarnia, ON 809
8. MTE Consultants Inc. London, ON 733
9. CiMA Canada Inc. Kitchener, ON 730
10. Glos Associates Inc. Windsor, ON N/C * * The submission was Non-Compliant.
Nine of the proposals submitted adhered to the requested content of the RFP. The submission from Glos Associates Inc. was deemed to be Non-Compliant therefore the Financial Proposal was not opened.
The proposal submitted by HRYCAY Consulting Engineering Inc. (HCEI) illustrated the staffing resources, methodology and quality controls necessary to initiate and successfully complete the project. Based on the panel review process, the proposal submitted by HCEI was deemed to be the preferred submission, ranked highest by the panel as identified in Table 2.
Areas of Strategic Focus and Critical Success Factors
The recommendations in this report support the following areas of strategic focus:
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
Chatham-Kent Council at its meeting held on October 2, 2017 Page 7 of 40
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendations in this report support the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The proposals were received, opened and distributed to the Engineering and Transportation Division by the Purchasing Officer. Proposals were reviewed, evaluated and ranked by a panel consisting of Engineering Technologists and the Director, Engineering and Transportation.
Financial Implications
Costs associated with engineering consulting fees and disbursements will be funded via the following sources:
• 2018 Lifecycle storm sewer replacement budget • 2018 Lifecycle road resurfacing budget
The specific details surrounding the funding of the tendered construction project will be presented to Council in detail upon receipt of bids for same.
Proposal R17-273 Engineering Services for Bloomfield Road Storm Sewer and Road Reconstruction Community of Chatham
Description Total (A) Recommended RFP $113,879.50
Engineering Plus HST 13% $14,804.34
Services Fee Less HST Rebate 11.24% $- 12,800.06
Total Current Project Costs $115,883.78
Description Total (B) 2018 Storm Lifecycle Budget – 50% $57,941.89 Estimated Project 2018 Road Lifecycle Budget – 50% $57,941.89 Funding Total Current Project Funding $115,883.78 NOTE: Final percentages will be calculated once the project is constructed.
The recommendations in this report have an associated financial implication of $115,883.78 in consulting fees. This fee covers all aspects of the project from the
Chatham-Kent Council at its meeting held on October 2, 2017 Page 8 of 40
completion of the engineering design, geotechnical investigation and contract administration.
Prepared by: Reviewed by:
______Matthew Link, A.Sc.T. Adam Sullo, P.Eng. Engineering Technologist Director Engineering and Transportation Engineering and Transportation
Reviewed by:
______Thomas Kelly, P.Eng., MBA General Manager Infrastructure and Engineering Services
Consulted and confirmed the content of the consultation section of the report by:
______Jennifer Scherle Purchasing Officer Finance, Budget & Information Technology Services
Councillor B. McGregor moved, Councillor Bondy seconded:
“That
1. The Request for Proposal R17-273 Engineering Services for Bloomfield Road Storm Sewer and Road Reconstruction, Community of Chatham be awarded to HRYCAY Consulting Engineers Inc. in the amount of $128,683.84 including HST.
2. The Mayor and Clerk be authorized to enter into the recommended contracts.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
(b) Tender Award for the Story Drain Branch, Community of Harwich
Chatham-Kent Council at its meeting held on October 2, 2017 Page 9 of 40
Municipality Of Chatham-Kent
Infrastructure and Engineering Services
Drainage, Asset and Waste Management
To: Mayor and Members of Council
From: Tim Dick, C.E.T, Director, Drainage, Asset and Waste Management
Date: September 18, 2017
Subject: Tender Award for the Story Drain Branch - Community of Harwich ______Recommendations
It is recommended that:
1. The tender in the amount of $269,392.00, including HST, for the construction of the Story Drain Branch in the Community of Harwich be awarded to the low bidder, G. W. Clarke Drainage Contractors LTD.
2. The Mayor and Clerk be authorized to sign the necessary agreement.
Background
The Municipality of Chatham-Kent appointed Dillon Consulting to prepare an engineer’s report under section 78 of the Drainage Act to address improvements to the drainage scheme. Tenders were called and received by the Purchasing Officer on September 14, 2017. The results were as follows:
Tender: Contract T17-300 Story Drain Branch in the Community of Harwich Name of Tender Bid Amount HST Amount Total Amount
G. W. Clarke Drainage Contractors Ltd. $238,400.00 $30,992.00 $269,392.00
Bishop Contracting $297,568.00 $38,683.84 $336,251.84
VanBree Drainage and Bulldozing Ltd. $311,450.00 $40,488.50 $351,938.50
Murray Mills Excavating and Trucking (Sarnia) $437,967.92 $56,935.83 $494,903.75 Ltd.
Comments
The tenders have been reviewed by the Drainage Division and found to be complete. The estimated construction cost contained within the engineer’s report is $291,950.00. Accordingly, it is recommended that the tender in the amount of $269,392.00 (including HST) be awarded to the low bidder, G. W. Clarke Drainage Contractors LTD of Blenheim, Ontario.
Areas of Strategic Focus and Critical Success Factors
The recommendations in this report support the following areas of strategic focus:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 10 of 40
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendations in this report support the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The Tender was opened by the Purchasing Officer, and reviewed by Drainage Division, Infrastructure and Engineering Services.
Financial Implications
The estimated assessment to Chatham-Kent roads is $25,978.00, which has been included in the Infrastructure and Engineering Services 2017 budget for road assessment shares for municipal drainage projects. The remainder of the project will be funded by individual landowners in Chatham-Kent as outlined in the schedule of assessment in the engineer’s report.
Prepared by: Reviewed by:
______Mike Demers Tim Dick, C.E.T. Drainage Superintendent Director, Drainage, Asset and Waste Management
Reviewed by:
______Thomas Kelly, P. Eng., MBA General Manager Infrastructure and Engineering Services
Councillor Vercouteren moved, Councillor Fluker seconded:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 11 of 40
“That
1. The tender in the amount of $269,392.00, including HST, for the construction of the Story Drain Branch in the Community of Harwich be awarded to the low bidder, G. W. Clarke Drainage Contractors LTD.
2. The Mayor and Clerk be authorized to sign the necessary agreement.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
(c) T17-143 Municipal Parking Lots Improvements, Various Communities
Municipality of Chatham-Kent
Infrastructure and Engineering Services
Engineering and Transportation Division
To: Mayor and Members of Council
From: Chris Thibert, P.Eng. Engineering and Transportation
Date: September 8, 2017
Subject: Tender Award: Contract T17-143 Municipal Parking Lot Improvements – Various Communities
Recommendation
It is recommended that:
1. The Municipal Parking Lot Improvements tender be cancelled as all the bids received were over budget.
Background
In 2015, the Engineering and Transportation Division compiled a list of approximately 160 Municipal parking lots for the purpose of reviewing each lot and determining a ranking for each parking area. On-site reviews were completed to determine an overall ranking and note all municipal assets within the parking area. Ranking was established based on the overall surface condition and the amount of remediation required.
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In 2017 the list was reviewed for parking lots that require asphalt resurfacing and asphalt repairs. The Engineering and Transportation Division consulted with various departments in order to determine what parking areas were a concern.
The engineering, contract administration and inspection on this project are being carried out by the Engineering and Transportation Division.
Comments
The Municipality of Chatham-Kent has budgeted $389,000 for the 2017 Municipal parking lot improvements based on estimated construction fees. This estimate was completed prior to the closing of this tender.
The tender was opened on August 11, 2017 and the Purchasing Officer received and opened tenders for the work on Thursday, August 24, 2017. The results are as follows:
Contract T17-143 Municipal Parking Lot Improvements Various Communities Rank Tenderer Tender Amount includes HST
1 Elric Contractors of Wallaceburg Ltd. $455,884.47 *
2 Armstrong Paving and Materials Group Ltd. $465,715.74 *
*Small math errors were found in the bids but did not change the overall ranking
Both bids were in excess of the projected budget.
It is recommended, due to being over budget, that this contract be cancelled. The work contained in this contract will be combined with the planned 2018 Municipal parking lot improvements contract which will become a larger contract and tendered all together for 2018. The project would start in summer 2018 and be completed prior to the end of 2018.
Areas of Strategic Focus and Critical Success Factors
The recommendation in this report support the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendation in this report support the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 13 of 40
The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The tenders were opened by the Purchasing Officer and reviewed by the Engineering and Transportation Division, Infrastructure and Engineering Services.
Financial Implications
There are no financial implications associated with this report. The financial implications of the combined project tender award will be provided to Council at the time of that report.
Prepared by: Reviewed by:
______Paul Tippin, A.Sc.T. Chris Thibert, P.Eng. Engineering Technologist Manager, Infrastructure Services Engineering and Transportation Engineering and Transportation
Reviewed by: Reviewed by:
______Adam Sullo, P.Eng. Thomas Kelly, P.Eng.,MBA Director General Manager Engineering and Transportation Infrastructure and Engineering Services
Consulted and confirmed the content of the consultation section of the report by:
______Jennifer Scherle Purchasing Officer Financial Services
Councillor Myers moved, Councillor Pinsonneault seconded:
“That
1. The Municipal Parking Lot Improvements tender be cancelled as all the bids received were over budget.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes
Chatham-Kent Council at its meeting held on October 2, 2017 Page 14 of 40
Councillor Vote Councillor Vote Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
(d) Tender Award: T17-305 Trucking Stockpile and Shouldering Material
Municipality Of Chatham-Kent
Infrastructure & Engineering Services
Public Works
To: Mayor and Members of Council
From: Jerry Corso Manager, Public Works South
Date: September 8, 2017
Subject: Tender Award: T17-305 Trucking Stockpile & Shouldering Material
Recommendations
It is recommended that:
1. The trucking service for stockpile and shouldering material be single sourced to Rene Blain Trucking Ltd.at a total value of $177,596.45 (including HST).
2. The total project cost of shouldering $28,436.45 be funded from various Public Works division accounts, and the total project cost of stockpiling of $149,160.00 be funded from Gravel Pit Operations.
3. The Mayor and Clerk be authorized to sign the necessary agreements.
Background
The Procurement By-law #03-2016 was adopted by Council on January 11, 2016. The Procurement By-law Section 121 - Single Source states the following:
A non-competitive direct award of Contract may be used to purchase Deliverables from Municipality funds only and with a value of $100,000 or more with the prior approval of Council under the following circumstances:
a. Where there is one or no Response to a competitive process;
Comments
On September 7, 2017 only one tender was received for supply of all labour, equipment and materials to complete trucking service for stockpile and shouldering material from Rene Blain Trucking Ltd.
Based on Section 121 - Single Source of the Procurement By-law, Administration recommends single sourcing T17-305 Trucking Stockpile and Shouldering Material to Rene Blain Trucking Ltd.
Chatham-Kent Council at its meeting held on October 2, 2017 Page 15 of 40
Areas of Strategic Focus and Critical Success Factors
The recommendations in this report support the following areas of strategic focus:
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendations in this report support the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The Tender was opened by the Purchasing Officer, and reviewed by the Manager of Public Works South.
Financial Implications
The total project cost of shouldering $28,436.45 (including HST) will be funded from Public Works various division accounts. The total project cost of stockpiling $149,160.00 will be funded from Gravel Pit Operations account.
Prepared by: Reviewed by:
______Jerry Corso Miguel Pelletier, CD, P.Eng., PMP, MBA Manager, Public Works South Director, Public Works
Reviewed by:
______Thomas Kelly, P.Eng., MBA General Manager Infrastructure and Engineering Services
Chatham-Kent Council at its meeting held on October 2, 2017 Page 16 of 40
Consulted and confirmed the content of the consultation section of the report by:
______Jennifer Scherle Purchasing Officer Finance, Budget & Information Technology Services
Councillor Vercouteren moved, Councillor Authier seconded:
“That
1. The trucking service for stockpile and shouldering material be single sourced to Rene Blain Trucking Ltd.at a total value of $177,596.45 (including HST).
2. The total project cost of shouldering $28,436.45 be funded from various Public Works division accounts, and the total project cost of stockpiling of $149,160.00 be funded from Gravel Pit Operations.
3. The Mayor and Clerk be authorized to sign the necessary agreements.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
14. Community Development / Fire & Emergency Services
(a) Council Support for the 2018 Pinty’s Elite 10 – Grand Slam of Curling Event (presentation and report)
Municipality of Chatham-Kent
Community Development
Community Attraction and Leisure Services – Parks and Open Spaces
To: Mayor and Members of Council
From: Jeff Bray Manager, Parks and Open Spaces
Date: September 19, 2017
Chatham-Kent Council at its meeting held on October 2, 2017 Page 17 of 40
Subject: Council Support for the 2018 Pinty’s Elite 10 - Grand Slam of Curling Event
Recommendations
It is recommended that:
1. The hosting fee of $160,000 payable from the net proceeds at the conclusion of the Pinty’s Elite 10 - Grand Slam of Curling event, payable to Rogers Media Inc. be guaranteed by the Municipality of Chatham-Kent.
2. The amount of $10,000 be provided towards the host requirement to spend $10,000 on marketing expenses to promote the event within the host community funded by the Strategic Development Fund.
3. The amount of $40,000 be provided towards the event to assist the Chatham-Kent Elite 10 organizing committee in achieving a successful event and ensuring Chatham-Kent receives the benefits of a national and local marketing campaign that includes; commercial spots, in-ice logos, and rink board advertising. Funding allocations be provided from: $5,000 from the Community Partnership Fund – Festivals and Events component, $5,000 from the Tourism Reserve, and $30,000 from the Public Health Unit Reserve Chatham-Kent Operations.
4. The Mayor and Clerk be authorized to enter into the agreements reviewed by Administration involving the parties.
Background
In July 2017, representatives from the Chatham Granite Curling Club approached administration with a proposal to bring the Pinty’s Elite 10 - Grand Slam of Curling event (the event) to the Thames Campus Arena in the Community of Chatham. This event brings together the five top-ranked female and male curlers in the world. On August 11, 2017, representatives from Sportsnet reviewed and approved the Thames Campus Arena as an acceptable venue for the event.
Administration has subsequently had numerous meetings both internally and with the Chatham-Kent Elite 10 organizing committee (which is comprised of Chatham Granite Curling Club members and administration) along with meetings with Sportsnet staff and the John D. Bradley Convention Centre staff to determine financial expectations for the 2018 Pinty’s Elite 10 - Grand Slam of Curling event.
To assist in event planning, administration has had discussions with two recent host committees on their Pinty’s Grand Slam of Curling events, both of which had surpluses. Based on these discussions, the conservative expectation is the event would have a marginal surplus, including the hosting fee payable to Rogers Media Inc.
The intention is the first $50,000 surplus would be payable to the Chatham-Kent Elite 10 Committee (the Committee). These funds would be used at the Chatham Granite Curling Club for maintenance and repairs. The guaranteed $160,000 payment would only come into effect if there was a deficit for the event.
The funds required for the loss of revenue at the Thames Campus Arena would also be covered from the event proceeds and would be transferred to the Municipality. From a marketing perspective, Chatham-Kent would benefit significantly during the 20 hours the event is broadcast on Sportsnet. Included during the broadcasts would be 30 second commercial spots during each event draw, on-ice logos and rink board advertising for the Municipality and local companies who choose to sponsor the event.
The Committee has promised to engage all Chatham-Kent curling clubs. There would be opportunities for club members to volunteer as security, score keepers, and other support services during the event. Each volunteer would be given orientation instruction by the World Curling Tour and receive an event jacket which is unique to the Elite 10
Chatham-Kent Council at its meeting held on October 2, 2017 Page 18 of 40 event. There would also be opportunities for junior curlers from all clubs to volunteer in assisting the TV production crews and cameramen.
The event organizers plan to have play downs with junior curlers across the Municipality during the upcoming season. The winners from each club would meet at the end of the year to determine which club teams would play at the Thames Campus Arena before fans and friends with television exposure and would be sponsored by the Committee. Players from the event would also provide curling clinics for children at the arena during the event. The Committee would work with their sister clubs within the Municipality to plan and arrange a visit by a high profile curler (Olympic, World or Canadian Champion) to each of their rinks. This is not guaranteed at this time, but based on the Committee’s experience with teams and individual athletes, they believe they can make this happen. This would provide fundraising opportunities for the sister clubs.
To promote ticket sales, the Committee would offer their sister clubs financial incentives for assisting in event ticket sales and would sponsor the Senior >55 Men’s and Women’s events with cash prizes to assist in their success. They would also sponsor an event with the Chatham Royal Canadian Legion, where all proceeds are donated to veterans.
The Chatham Granite Curling Club also provides instruction to school children on a weekly basis. The Municipality would feature this activity in the advertising for the event and provide support throughout the 2017-2018 curling season. The event would be encouraging physical activity throughout the community.
Comments
As a billion dollar industry, sport tourism is the fastest growing segment of Canada’s tourism industry. In 2012*, visitor expenditures associated with sport tourism reached $5.2 billion dollars, up 5.3% from 2011. The domestic market continues to be the largest source of sport tourists, accounting for 84% of all spending.
Chatham-Kent has yet to focus on the sport tourism market. Hosting the 2018 Pinty’s Elite 10 - Grand Slam of Curling event would provide Chatham-Kent with the opportunity to capitalize on this financially lucrative market and take the first steps in supporting a rare sport tourism opportunity of international significance. Stakeholders would see an increase in accommodation and restaurant bookings, along with the potential for retail and miscellaneous spending, e.g. gas, souvenirs, etc. Representatives from Sportsnet have noted that an economic impact assessment of a curling bonspiel in the greater Truro/Colchester County area of Nova Scotia generated more than $1.25 million in direct benefits to businesses.
Sportsnet’s promotion of the Municipality for eight months prior to and during the event is invaluable. It is proposed that a thirty second promotional video highlighting all of Chatham-Kent would run throughout the event. This international exposure would provide an incredible opportunity to “put Chatham-Kent on the map”. This would expand recent efforts to revitalize Chatham-Kent’s tourism offerings as recommended in the Tourism Development Management Plan that was approved by Council in 2015. The promotion of the Chatham-Kent name, images of the Municipality, and the word of mouth shared by visitors attending the Elite 10 event is beyond monetary value.
* Custom data tabulations from the Travel Survey of Residents of Canada (TSRC), International Travel Survey (ITS)
Areas of Strategic Focus and Critical Success Factors
The recommendations in this report support the following areas of strategic focus:
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
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A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendations in this report support the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The Chief Financial Officer, Finance, Budget and Information Technology Services was consulted and confirmed allocation of the required funding.
Financial Implications
The Municipality would be providing a guarantee to Rogers Media Inc. that if the event has a shortfall of the $160,000 hosting fee, which is included in the forecasted income and expenses, the Municipality would cover any shortfall in a payment to Rogers Media Inc.
The Municipality would provide $10,000 towards the host requirement of spending $10,000 on marketing expenses to promote the event within the host community funded by the Strategic Development Fund.
The Municipality would also provide an additional $40,000 towards supporting the event to receive the benefits of the national and local marketing campaign, which includes Sportsnet commercial spots, in-ice logos, and rink board advertising for Chatham-Kent.
These funds to be provided as follows:
• $5,000 from the annual allocations of the Community Partnership Fund – Festivals and Events component • $5,000 from the Tourism Reserve
• $30,000 from the Chatham-Kent Public Health Unit reserve CK Operations to promote physical activity across Chatham-Kent.
An agreement has been reached with the Chatham-Kent Elite 10 Committee that any funds beyond an event surplus of $50,000 would be equally split with the Municipality and the Chatham-Kent Elite 10 Committee.
The funds recouped by the Municipality shall be directed towards other activities in the community that encourage physical activity and active events. If the Municipality
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receives their $50,000 contribution back, any additional funds would go fully to the Chatham-Kent Elite 10 Committee.
Prepared by: Reviewed by:
______Jeff Bray, Manager for Evelyn Bish, Director Parks and Open Spaces Community Attraction and Leisure Services
Reviewed by:
______Bob Crawford General Manager, Community Development
Consulted and confirmed the content of the consultation section of the report by:
______Mike Turner, CPA, CMA Chief Financial Officer, Treasurer
Fred Rose and Randy MacIntosh spoke on behalf of the Chatham Granite Club. They were requesting that Chatham-Kent provide the hosting fee of $160,000 for the Pinty’s Elite 10 – Grand Slam of Curling. The event will provide a benefit to the community and a benefit to the Granite Club to provide much needed upgrades to their facility.
Kristi Petrushchak and Jennifer Kjell are the Event Managers from Sportsnet. Sportsnet is the owner and operator of the Pinty’s Elite 10 – Grand Slam of Curling. The event will include the top ten men’s and top ten women’s teams in the world.
Sportsnet brings all of the event management, signage, ice transition and all necessary equipment. Business is brought to the community in the way of use of local printers, hotels, restaurants and various other businesses.
Councillor Myers moved, Councillor Robertson seconded:
“That
1. The hosting fee of $160,000 payable from the net proceeds at the conclusion of the Pinty’s Elite 10 - Grand Slam of Curling event, payable to Rogers Media Inc. be guaranteed by the Municipality of Chatham-Kent.
2. The amount of $10,000 be provided towards the host requirement to spend $10,000 on marketing expenses to promote the event within the host community funded by the Strategic Development Fund.
3. The amount of $40,000 be provided towards the event to assist the Chatham- Kent Elite 10 organizing committee in achieving a successful event and ensuring Chatham-Kent receives the benefits of a national and local marketing campaign that includes; commercial spots, in-ice logos, and rink board advertising. Funding allocations be provided from: $5,000 from the Community Partnership Fund – Festivals and Events component, $5,000 from the Tourism Reserve, and $30,000 from the Public Health Unit Reserve Chatham-Kent Operations.
4. The Mayor and Clerk be authorized to enter into the agreements reviewed by Administration involving the parties.”
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The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault No Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 16 No Votes: 1 Motion Carried
15. Health and Family Services
(a) Home for Good Initiative Program funding (presentation and report)
Municipality Of Chatham-Kent
Health and Family Services
Employment and Social Services
To: Mayor and Members of Council
From: Valerie Colasanti, Director, Employment and Social Services
Date: September 19, 2017
Subject: Home for Good Initiative
Recommendation: It is recommended that: 1. The implementation of the Homes First for Youth Program under the Home for Good Initiative be approved, including: a) Hiring three full time permanent Youth Intensive Case Managers with 100% provincial funding and no cost to the Municipality of Chatham-Kent. b) Hiring one full-time permanent Administrative Assistant ll with 100% provincial funding and no cost to the Municipality of Chatham-Kent. c) Hiring one full-time permanent Supervisor Position with 100% provincial funding and no cost to the Municipality of Chatham-Kent. d) The Director of Employment and Social Services be authorized to execute the required Purchase of Service Agreement with the Canadian Mental Health Association, Lambton Kent, to provide funding for eight portable housing benefits annually, to be prepared by the Legal Officer of the Municipality of Chatham-Kent. e) The Director of Employment and Social Services be authorized to execute the required Purchase of Service Agreement with the House of Sophrosyne, to provide funding for five portable housing benefits annually, to be prepared by the Legal Officer of the Municipality of Chatham-Kent.
Chatham-Kent Council at its meeting held on October 2, 2017 Page 23 of 40
Background
In May, 2017, the Ministry of Housing did an Expression of Interest process for the Home for Good program (HFG). The HFG is a homelessness-focused program delivered through the Service Managers that supports the Province’s goal of ending chronic homelessness by 2025. Home for Good provides housing assistance and supports services to people who are homeless or at imminent risk of homelessness, who are within the following four provincial priority homelessness areas: • Chronic homelessness • Youth homelessness • Indigenous homelessness • Homelessness following transitions from provincially-funded institutions and service systems (e.g. hospitals and prisons)
Home for Good is a new, separate, provincially funded program that does not replace other Ministry funded Housing or Homelessness programs. Service Managers were encouraged to partner with community agencies to assist members of the four provincial priority homelessness areas.
Throughout the last decade, the number of people in receipt of social assistance has continued to be higher in Chatham-Kent in comparison with other service areas, and the average length of time on social assistance continues to increase. This is especially true of youth social assistance caseloads. As of March 2017, 834 Ontario Works recipients were between 16 and 25 years of age. Evidence indicates this age group is relying on social assistance for longer periods of time, and have significantly more mental and physical health issues, addictions, episodic homelessness and life skill barriers than their historical peers. Consequently, there is a noticeable increase in shelter instability, homelessness and service system involvement and an increase in educational and labour market detachment.
Chatham-Kent’s 10 Year Housing & Homelessness Plan study estimated that annually approximately 108-144 youth are homeless or precariously housed. In 2016, 111 youth accessed homelessness, trusteeship and housing stability support services. 58 of those youth were between 16-21 years of age. The Housing & Homelessness Plan emphasized that improved service coordination, transitional housing and housing with supports were required to end homelessness in Chatham-Kent. The plan also states that specific program investments were required for the following vulnerable groups, either because there are limited services available to meet their needs or because they are more likely to struggle to afford housing in Chatham-Kent:
• Youth between the ages of 16 and 18 years old are vulnerable as they may not be eligible for Ontario Works assistance if they do not attend school, and many can no longer access services through Children’s Aid Societies; • Persons with compromised mental wellness or addiction issues; • Households receiving Ontario Works and Ontario Disability Support are often precariously housed and at higher risk of homelessness as social assistance shelter rates are well below average rents; • First Nations service providers who work with the First Nations communities reported that some individuals who move off-reserve may lack the resources necessary to access and retain housing in the Municipality, and the supports that are available may not adequately reflect cultural sensitivity.
In support of Chatham-Kent’s Housing First philosophy, local motels are used for emergency and transitional housing. Given youth’s unique vulnerabilities and security needs, motels are often not suitable or appropriate emergency or transitional shelter space. This further intensifies the need for a supportive Housing First program for youth,
Comments
Chatham-Kent Employment and Social Services has been approved and granted 100% provincial funding to implement a collaborative and supportive youth-focused Housing
Chatham-Kent Council at its meeting held on October 2, 2017 Page 24 of 40
First program called “Homes First for Youth.” The program will provide youth (aged 16 to 25) with a permanent home in the community of their choice, and the supports needed to maintain housing and become self-sufficient.
The Homes First for Youth (HFY) program will be modelled after The Infinity Project, a highly effective evidence-based Housing First supportive youth housing program launched in 2009 by the Boys and Girls Clubs of Calgary. Since inception, the Infinity Project has supported over 58 youth in becoming housed. This program concept will be adapted to the current needs of youth in Chatham-Kent, and will focus on the following priority populations: youth experiencing chronic homelessness, indigenous youth experiencing homelessness, and youth transitioning from provincially-funded institutions such as correctional facilities and child protection agencies. Youth with addiction and/or mental health concerns will also be prioritized.
Youth homelessness is unique, as youth are often still in the developmental stage of their lives when family breakdown and/or homelessness occurs, leaving them without the traditional family support mentoring that is essential in becoming self-sufficient adults. The HFY program proposes to combine a Portable Housing Benefit with intensive case-management services tailored to each youth participant to support the youth’s transition out of homelessness and towards long-term housing stability. Youth assessed to be priority (chronic, Indigenous, transitioning out of provincially funded institutions, or facing addiction and/or mental illness barriers) will be quickly placed into affordable permanent housing or provided rapid re-housing, if necessary, using a scattered site approach. Ongoing intensive case management will provide life and tenancy skill coaching, family reunification where possible, mentoring, and mental health and addiction stability supports. Key to the success of the program will be the development of client-identified goals and support plans to achieve self-sufficiency that respect the choice, autonomy, and unique needs of the individual. Supports and mentorship will continue with varying intensity to ensure stability throughout the transition to adulthood.
The existing Infinity Project model will be expanded locally into the proposed HFY program through coordinated partnerships and collaboration. HFY will partner with existing Local Health Integration Network (LHIN) funded supportive housing programming with the Canadian Mental Health Association Lambton Kent (CMHA) and The House of Sophrosyne (HOS), offering an array of individualized clinical and support services that are flexible and community-based. High-acuity youth with complex needs will be supported by an existing LHIN-funded Assertive Community Treatment (ACT) model of care through CMHA and/or HOS programming, while mid-acuity youth participants with moderate needs will be supported through an Intensive Case Management (ICM) model of care by Employment and Social Services. The HFY program will be partnered and housed within Chatham-Kent’s ACCESS Open Minds youth service hub. ACCESS Open Minds is a multidisciplinary network of stakeholder groups – including youth, family members/carers, community organizations and community members, service providers, researchers, as well as policy and decision makers. These sites wrap multi-disciplinary mental health, addiction and community resource supports around vulnerable populations such as homeless youth, indigenous youth and youth in contact with the criminal justice and/or child welfare systems. Frontline mental health services are supported by and connected to specialized services to promote better service integration within different levels of care.
This concentrated, multidisciplinary partnership will enable the “Homes First for Youth” program to leverage Chatham-Kent’s existing community service capacity to provide a wrap-around community of care environment, while providing streamlined access and targeted homeless intervention models of care appropriate to each individuals unique barriers and preferred service path. The Homes First for Youth program will achieve the following outcomes:
• Improved access to housing assistance; • Improved access to other supports to meet individual goals; • Increased housing stability;
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• Increased sense of inclusion and community connection; and • Improved physical, mental and emotional wellbeing.
Areas of Strategic Focus and Critical Success Factors
The recommendation in this report supports the following areas of strategic focus:
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources The recommendation in this report supports the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The members of the Chatham-Kent Housing and Homelessness Committee, co-chaired by the Director, Employment and Social Services and the Director, Housing Services, were consulted to assist in the development and local approval of the proposal. The Erie-St. Clair Local Health Integrated Network was also consulted and provided support for the proposal.
The Supervisor, Finance and System Support was consulted on the proposed budget for this report.
Financial Implications
There are no financial implications with this report. The funding for the administration and program delivery front line staff for the Homes First for Youth Intensive Case Management program is 100% provincially funded from the Ministry of Housing under the Home for Good Initiative.
Chatham-Kent Council at its meeting held on October 2, 2017 Page 26 of 40
The funding for the Supervisor of the program is also 100% provincially funded from the Ministry of Housing, however 50% of the funding is from the Home for Good Initiative and 50% of the funding is from the Community Homelessness Preventative Initiative, which is part of the Employment and Social Services Division base budget. The Supervisor will also supervise existing full-time staff involved in the Community Homelessness Prevention Initiative.
Year 1 Year2 Year 3 Combined Total (2017-18) (2018-19) ( 2019-20)
Support Services $279,053 $488,440 $488,400 1,255,893 (wages, benefits, travel, computers, blackberries) Rent Supplement/Housing Allowances; estimated expense based on a Rent Subsidy average of $364.00/month; last month’s rent; damages to units; (beyond normal wear & tear per Residential Tenancies Act); $53,130 $218,364 $218,364 489,858 Year one - 26 units ( 4 – CMHA); Year two – 48 units ( 8 CMHA & 5 – House of Sophrosyne; Year three – 48 units ( 8 CMHA & 5 – House of Sophrosyne
TOTAL COST $332,183 $706,804 $706,804 1,745,791 Provincial Subsidy – HFG funding $307,463 $657,364 $657,364 1,622,191 Provincial Subsidy – CHPI funding $24,720 $49,440 $49,440 123,600
Prepared by: Reviewed by:
Valerie Colasanti, (Hon) BA, CMM III Dr. April Rietdyk, RN, BScN, MHS, PhD PUBH Director General Manager Employment & Social Services Health and Family Services
Consulted and confirmed the content of the consultation section of the report by:
Jeff Millman, CPA, CGA Supervisor, Finance & System Support Employment & Social Services
The Director of Employment and Social Services explained that the Home for Good Initiatives is a homelessness-focused program delivered through the Service Managers that supports the Province’s goal of ending chronic homelessness by 2025. Home for Good provides housing assistance and supports services to people who are homeless or at imminent risk of homelessness, who are within the following four provincial priority homelessness areas: chronic homelessness, youth homelessness, indigenous homelessness and homelessness following transitions from provincially-funded institutions and service systems.
Chatham-Kent Homes First for Youth program will provide youth with a permanent home in the community of their choice, and the support needed to maintain housing and
Chatham-Kent Council at its meeting held on October 2, 2017 Page 27 of 40 become self-sufficient. This program concept will be adapted to the current needs of youth in Chatham-Kent, and will focus on the priority populations.
Councillor Herman moved, Councillor Wesley seconded:
“That
1. The implementation of the Homes First for Youth Program under the Home for Good Initiative be approved, including:
a) Hiring three full time permanent Youth Intensive Case Managers with 100% provincial funding and no cost to the Municipality of Chatham- Kent. b) Hiring one full-time permanent Administrative Assistant ll with 100% provincial funding and no cost to the Municipality of Chatham-Kent. c) Hiring one full-time permanent Supervisor Position with 100% provincial funding and no cost to the Municipality of Chatham-Kent. d) The Director of Employment and Social Services be authorized to execute the required Purchase of Service Agreement with the Canadian Mental Health Association, Lambton Kent, to provide funding for eight portable housing benefits annually, to be prepared by the Legal Officer of the Municipality of Chatham-Kent. e) The Director of Employment and Social Services be authorized to execute the required Purchase of Service Agreement with the House of Sophrosyne, to provide funding for five portable housing benefits annually, to be prepared by the Legal Officer of the Municipality of Chatham-Kent.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
16. Infrastructure and Engineering Services (electronic voting)
(a) Ontario Community Infrastructure Fund Amended Agreement Application - Based Funding Contribution OCIF AC2-0059 Rehabilitation of the Fifth Street Bridge over Thames River, Community of Chatham
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Municipality of Chatham-Kent
Infrastructure and Engineering Services
Engineering and Transportation Division
To: Mayor and Members of Council
From: Jason Cikatricis, C.E.T., Engineering Technologist - Engineering & Transportation Division
Date: September 14, 2017
Subject: Ontario Community Infrastructure Fund Amended Agreement for the Application – Based Funding Contribution OCIF AC2-0059, Rehabilitation of the Fifth Street Bridge over Thames River, Community of Chatham
Recommendation
It is recommended that:
1. In order to adhere to (OCIF) Ontario Community Infrastructure Fund (Application- Based Component):
a) The Mayor and Treasurer be authorized to sign the necessary Amended Contribution Agreement (CA) with the Ministry of Agriculture, Food and Rural Affairs for the OCIF – Application-Based Component Grant, OCIF AC2-0059 – Rehabilitation of the Fifth Street Bridge over Thames River – Community of Chatham.
b) Engineering and Transportation Division be authorized to prepare and coordinate approvals for any necessary reporting forms and forward to the Ministry of Agriculture, Food and Rural Affairs (OMAFRA) at the appropriate time.
Background
In August 2012, The Government of Ontario released the first phase of a Municipal Infrastructure Strategy. The strategy requires municipalities to show how proposed projects fit within a comprehensive Asset Management Plan. The program is set up to support the most critical roads, bridges, and water and wastewater projects. The Asset Management Plan that was developed in 2013 for Chatham-Kent, positions the Municipality to demonstrate that proposed projects are their top priorities and that the full range of local infrastructure financing tools have been explored.
Since the first phase of a Municipal Infrastructure Strategy, the Province is planning more than $130 billion in infrastructure investments over the next ten years. These investments will help to strengthen communities across the province. As part of this ten- year commitment, Ontario is continuing its support for strong communities under the Municipal Infrastructure Strategy by launching:
• The Ontario Community Infrastructure Fund or the OCIF, which will provide $100 million per year to continue to support the revitalization and repair of roads, bridges and other critical infrastructure in small, rural and northern communities. The OCIF includes $50 million per year in application-based funding and another $50 million per year in stable, predictable formula-based funding.
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On July 28, 2015, the Municipality of Chatham-Kent received notice regarding the eligibility to submit a single project under the OCIF – Application-Based Funding Grant Program. The program was set up to support the most critical roads, bridges, and water and wastewater projects. Only one single application per Municipality was accepted with funding up to 90% of project costs or $2 million whichever is lower.
Staff reviewed the numerous needs and consulted with other departments on potential projects. It was determined and approved by the Executive Management Team that the Rehabilitation of the Fifth Street Bridge over the Thames River in the Community of Chatham was the project that was best suited for submission under the OCIF Application-Based grant. The OCIF submission report was approved at the August 10, 2015 session of Council.
Administration submitted the initial application for the first round of intake in accordance with the pre-screening requirement with the submission of the expression of interest form in September 2015. Applications have a two stage process of approvals. The application was approved for the second round which builds on the first submission with additional detailed project information. The application was submitted and approval notification for funding under the OCIF was received on February 5, 2016.
The project was approved as application OCIF AC2-0059 – Rehabilitation of the Fifth Street Bridge over Thames River – Community of Chatham for funding of up to a maximum of $2,000,000.
Comments
The original OCIF grant submission required that project was to be completed by December 31, 2017.
The Engineering and Transportation Division contacted the Ontario Ministry of Agriculture Food and Rural Affairs (OMAFRA) on May 9, 2017 to request a project completion extension into June 2018. The request for an extension was made due to the feedback that was received from bidders during the tendering period. Their main concern was the long length of time for fabrication and installation of certain bridge components, with the relatively short completion date.
Due to the size and complexity of this project, bidders requested (and were granted) an extension to the original tender close date. The tender was awarded by Council at the May 29, 2017 meeting.
The OCIF grant extension was granted by OMAFRA on July 28, 2017 therefore we have until June 30, 2018 to complete the project.
This report authorizes the execution of the necessary amended OCIF – Application- Based Funding Contribution Agreement as per the requirements under the OCIF grant program.
The signed executed agreement along with the Resolution of Council by-law must be returned to OMAFRA and received by November 2017.
Areas of Strategic Focus and Critical Success Factors
The recommendation in this report supports the following areas of strategic focus:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 30 of 40
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendation in this report supports the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
No consultations were held in relation to the preparation of this report as it simply permits execution of the necessary amended agreement associated with the Ontario Community Infrastructure Fund – Application-Based Funding Contribution Agreement, as administered by OMAFRA.
Financial Implications
As indicated by OMAFRA, upon execution of the revised contribution agreement, the Municipality of Chatham-Kent will receive an allocation of up to a maximum of $2,000,000 funding for the rehabilitation of the Fifth Street Bridge over the Thames River.
Prepared by: Reviewed by:
______Jason Cikatricis, C.E.T. Adam Sullo, P.Eng. Engineering Technologist, Director, Engineering and Transportation Engineering and Transportation
Reviewed by:
______Thomas Kelly, P.Eng., MBA General Manager, Infrastructure and Engineering Services
Councillor B. McGregor moved, Councillor Bondy seconded:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 31 of 40
“That
1. In order to adhere to (OCIF) Ontario Community Infrastructure Fund (Application-Based Component):
a) The Mayor and Treasurer be authorized to sign the necessary Amended Contribution Agreement (CA) with the Ministry of Agriculture, Food and Rural Affairs for the OCIF – Application-Based Component Grant, OCIF AC2-0059 – Rehabilitation of the Fifth Street Bridge over Thames River – Community of Chatham.
b) Engineering and Transportation Division be authorized to prepare and coordinate approvals for any necessary reporting forms and forward to the Ministry of Agriculture, Food and Rural Affairs (OMAFRA) at the appropriate time.”
The Mayor put the Motion Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Not Present Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 16 No Votes: 0 Motion Carried
17. Finance, Budget and Information Technology Services
(a) June 2017 Budget Variance Forecast
Municipality Of Chatham-Kent
Finance, Budget and Information Technology Services
Budget & Performance Services
To: Mayor and Members of Council
From: Gord Quinton, MBA, CPA, CGA Director, Budget & Performance Services
Date: September 8, 2017
Subject: June 2017 Budget Variance Forecast
Recommendation:
It is recommended that:
1. Administration continue to monitor operations and report back to Council with an October variance report prior to the 2018 budget deliberations.
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Background:
The purpose of budget variance reports is to project the year-end financial position of Chatham-Kent on a department by department basis. Each department reviews and forecasts its budget on a line by line basis.
Comments:
Administration monitors the operating budget on an ongoing basis and, as with any forecast, the variance projections will become more accurate as the year unfolds. Significant use of estimates, historical knowledge and judgment is used in projecting budget vs. actual variances to year-end. Material fluctuations in the projections can occur if unforeseen activity is experienced in the local economy, e.g. social assistance caseloads, fuel and energy prices, seasonal issues for grass cutting and winter control, etc.
The following two sections provide explanations of the variance: A) Departmental B) Divisional variances > 2% overrun
A) Departmental:
Departments have prepared forecasts as at June to the end of the year. Future variance forecasts are scheduled for October 31 which will be updated during budget deliberations in January, 2018.
The June 2017 budget variance is forecasting a net surplus of $0.05M representing 0.02% of the gross operating budget and is detailed in Appendix A. The issues have been identified in the following table:
Department Summary of Projected Budget Variance June '17 Surplus Department (Deficit) Comments Non Departmental -$91,624 Bloomfield Business Park interest Chief Administrative Office $215,115 Staff related Legislative Services $9,051 POC deficit offset by Planning surplus Mayor, Council & Admin Support -$56 Community Development $137,412 Various minor surpluses Staff related and various minor Finance, Budget & Information Technology Services $46,134 surpluses in ITS Health & Family Services $0 Waste Management surplus offset by Infrastructure & Engineering Services -$346,921 Public Works deficit Police Services $86,495 Staff related Projected Surplus $55,606
Considerations (subject to final variance): One-time transfers: - Unfunded Capital - Bloomfield Business Park $12,358 - Reserve for Police Services $43,248 $55,606
Figure 1 - Department Summary of Projected Budget Variance B) Divisional:
The following explanations have been provided by the divisions regarding budget overruns >2% along with mitigating steps that have/or will be put in place:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 33 of 40
Legislative Services overall surplus of $9,050. The following divisional activities exceed a budget overrun of 2%:
Provincial Offenses Court Christine Jackson Net Final Budget $(606,380) Projected Deficit ($137,552) Calculated % 12.72%)
The projected deficit is mainly due to a loss of ticket revenue on the 401 due to construction. This is a temporary issue.
Areas of Strategic Focus and Critical Success Factors:
The recommendation in this report supports the following areas of strategic focus: Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendation in this report supports the following critical success factors: Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership Has the potential to support all areas of strategic focus & critical success factors Neutral issues (does not support negatively or positively)
Consultation:
Each department compiled and provided comments on their June 2017 variance report and developed options, if necessary, to manage to their bottom line.
Financial Implications:
Dependent on actual variance results at the end of 2017, administration will recommend that any surplus be transferred to unfunded capital issues or reserves to handle future issues.
Prepared by: Reviewed by:
______Gord Quinton, MBA, CPA, CGA Mike Turner, CPA, CMA Director, Budget & Performance Services Chief Financial Officer, Treasurer
Chatham-Kent Council at its meeting held on October 2, 2017 Page 34 of 40
Councillor Robertson noted the need to review the winter control budget and associated contracts since the winter control budget is projected to be in a deficit and there was a negligible amount of snow this year.
Councillor Fluker moved, Councillor Pinsonneault seconded:
“That
1. Administration continue to monitor operations and report back to Council with an October variance report prior to the 2018 budget deliberations.”
The Mayor put the Motion Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Not Present Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 16 No Votes: 0 Motion Carried
18. Legislative Services
(a) 2018 Schedule of Council Meetings
Municipality Of Chatham-Kent
Legislative Services
Municipal Governance
To: Mayor and Members of Council
From: Meredith Cadotte, Council Coordinator
Date: September 8, 2017
Subject: 2018 Schedule of Council Meetings ______
Recommendation
It is recommended that:
The attached 2018 Schedule of Council Meetings be approved.
Background
In order to schedule Council meetings for the year 2018, it is necessary to adopt a calendar of Council meeting dates.
Comments
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This calendar specifically addresses the meetings of Chatham-Kent Council for regular and planning items. Budget Committee meeting dates for 2018 budget deliberations are also included.
The following holidays are on a Monday: Family Day, Easter, Victoria Day, Civic Holiday, Labour Day, and Thanksgiving. Council meetings that would normally be scheduled for that Monday are rescheduled for the following Monday if possible.
During the summer months of July and August one combined meeting is held each month. Combined meetings address both planning and regular Council items.
Two Community Development Forums are planned for the months of April and June. The Community Development Forums will be combined with regular Council meetings.
Due to 2018 being a municipal election year, a limited number of meetings have been scheduled during the months of September, October and November. The municipal election will be held on Monday, October 22, 2018. December 3, 2018 will be the inaugural meeting of the new term of Council.
Areas of Strategic Focus and Critical Success Factors
The recommendation in this report supports the following areas of strategic focus:
Economic Prosperity: Chatham-Kent is an innovative and thriving community with a diversified economy
A Healthy and Safe Community: Chatham-Kent is a healthy and safe community with sustainable population growth
People and Culture: Chatham-Kent is recognized as a culturally vibrant, dynamic, and creative community
Environmental Sustainability: Chatham-Kent is a community that is environmentally sustainable and promotes stewardship of our natural resources
The recommendation in this report supports the following critical success factors:
Financial Sustainability: The Corporation of the Municipality of Chatham-Kent is financially sustainable
Open, Transparent and Effective Governance: The Corporation of the Municipality of Chatham-Kent is open, transparent and effectively governed with efficient and bold, visionary leadership
Has the potential to support all areas of strategic focus & critical success factors
Neutral issues (does not support negatively or positively)
Consultation
The Clerk’s Office consulted with the Mayor and the Chief Administrative Officer during the preparation of the Council meeting schedule.
Financial Implications
There are no financial implications resulting from the recommendation.
Prepared by: Reviewed by:
Chatham-Kent Council at its meeting held on October 2, 2017 Page 36 of 40
______Meredith Cadotte Judy Smith, CMO Council Coordinator Director, Municipal Governance/Clerk
Reviewed by: ______John Norton Chief Legal Officer, Legislative Services
Councillor Robertson moved, Councillor Authier seconded:
“That
1. The attached 2018 Schedule of Council Meetings be approved.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman Yes Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 17 No Votes: 0 Motion Carried
19. Closed Session Reports
Council Closed Session Report Monday, October 2, 2017 4:30 p.m. – 5:23 p.m.
MEMBERS: Chair C. McGregor, Mayor Hope, Councillors Authier, Bondy, Canniff, Faas, Herman, Pinsonneault, Robertson, Sulman, Thompson, VanDamme, Vercouteren and Wesley
Not Present: Councillor Fluker, Leclair, B. McGregor, and Myers
Council directed administration on: . Proposed disposition of land by the municipality or local board with regard to Offer to Purchase Road Allowance former Gesner Line, Orford. Section 239(2)(c), Municipal Act, 2001. . Proposed disposition of land by the municipality or local board with regard to Offer to Purchase alley from Peel Street to St. George Street, Shrewsbury. Section 239(2)(c), Municipal Act, 2001. . Proposed disposition of land by the municipality or local board with regard to
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Offer to Purchase alley corner of Wellington Street and St. George Street, Shrewsbury. Section 239(2)(c), Municipal Act, 2001. Proposed acquisition of land by the municipality or local board with regard to 100 King Street West, Chatham. Section 239(2)(c), Municipal Act, 2001.
Council received information: . Litigation or potential litigation, including matters before administrative tribunals, affecting the municipality or local board with regard to Wind Turbines. Section 239(2)(e), Municipal Act, 2001. The presentation by the General Manger of Health and Family Services and Dr. Colby was postponed to a future open session meeting.
Councillor C. McGregor moved, Councillor Pinsonneault seconded:
“That the October 2, 2017 Closed Session Report be received.”
The Mayor put the Motion
Councillor Vote Councillor Vote Authier Yes Myers Yes Bondy Yes Pinsonneault Yes Canniff Yes Robertson Yes Faas Yes Sulman No Fluker Yes Thompson Yes Herman Yes VanDamme Yes Leclair Absent Vercouteren Yes B. McGregor Yes Wesley Yes C. McGregor Yes Mayor Hope Yes
Yes Votes: 16 No Votes: 1 Motion Carried
20. Approval of Communication Items
(a) Approval of the October 2, 2017 Council Information Package
1. Staff Reports and Information (a) Action items from the September 18, 2017 Council Meeting.
2. Correspondence From (a) Letter from Peter Milczyn, Minister Responsible for the Poverty Reduction Strategy, Ministry of Housing, addressed to Mayor Randy Hope dated September 11, 2017 re Province’s Home for Good (HFG) Initiative Funding Approval.
Councillor Bondy moved, Councillor C. McGregor seconded:
“That the October 2, 2017 Council Information Package be approved.”
The Mayor put the Motion
Motion Carried
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21. Non Agenda Business
Councillor Wesley noted that when he put his motion on the floor at the August 21, 2017 Council meeting regarding water testing of impacted wells, it was his intent that the testing include both the water and the sediment in the water. No member of Council present indicated they disagreed with the intent of Councillor Wesley’s motion.
22. Reading of By-law
(a) First Reading
Councillor Vercouteren moved, Councillor Fluker seconded:
“That the By-laws be taken as read for the first time.”
The Mayor put the Motion Motion Carried
(b) Second Reading
Councillor Vercouteren moved, Councillor Fluker seconded:
“That the By-laws be taken as read for the second time.”
The Mayor put the Motion Motion Carried
(c) Council to go into Committee, if Required, to Discuss By-law
(d) Resumption of Council
(e) Third and Final Reading
i. By-law A By-law to provide for the closing of the road allowances of Pank Street, First Street, Second Street, Catharine Street, Alley within Block AG, Brooke Street and Thomas Street, Municipality of Chatham-Kent, legally described as Pank Street Plan 11, First Street, Plan 11; Second Street, Plan 11; Catharine Street, Plan 11; the Alley within Block AG, Plan 11; Brooke Street, Plan 4; Thomas Street, Plan 4. being parts of P.I.N.s 00548-0098 (R), 00548-0389 (R) and 00548-0390 (R), of the property located at 240, 280 and 300 Grand Avenue East in Chatham
ii. By-law to amend By-law Number 245-2004 of the Municipality of Chatham- Kent (Stop Signs in Bates Subdivision in the Community of Harwich
iii. By-law to confirm proceedings of the Council of The Corporation of the Municipality of Chatham-Kent at its meeting held on the 2nd day of October, 2017
Councillor Authier moved, Councillor Pinsonneault seconded:
“That the by-laws be taken as read for a third time and finally passed.”
The Mayor put the Motion Motion Carried
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23. Resolution Council in Closed Session & Adjournment
Councillor C. McGregor moved, Councillor Pinsonneault seconded:
“That Chatham-Kent Council adjourn to its next Meeting to be held on Monday, October 16, 2017 and that Chatham-Kent Council authorize itself to meet in closed session on that day to discuss any matters permitted by The Municipal Act.”
The Mayor put the Motion Motion Carried
The meeting adjourned at 8:12 p.m.
______Mayor – Randy R. Hope
______Clerk – Judy Smith
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