TOWNSHIP OF LAURENTIAN VALLEY
COUNCIL IN COMMITTEE MEETING TUESDAY JUNE 4, 2013 - 5:30 PM
1. CALL TO ORDER
2. APPROVAL OF AGENDA
3. DISCLOSURE OF PECUNIARY INTEREST
4. DELEGATIONS
5. PLANNING & ECONOMIC DEVELOPMENT SERVICES
A. BUSINESS a) i) Public Meeting Under the Planning Act – Application for Page 3 - 16 Zoning By-law Amendment File Z-2013-04 Eder/Nagora ii) Report/Motion – Application for Zoning By-law Amendment File Z 2013 04 Eder/Nagora
b) Report - Need to Extend Golf Course Road Municipal Drain Page 17 - 25
B. INFORMATION a) Ottawa River Flotilla for 400th Anniversary of Champlain – Page 26 - 27 June 16, 2013
C. SUB COMMITTEES a) Pembroke & Area Airport
b) Upper Ottawa Valley Physician Recruitment
c) Emergency Management Program Committee
6. CORPORATE SERVICES
A. BUSINESS a) Report/Motion - Heavy Extrication Agreement Page 28 - 46
b) Report/Motion - Water/Ice Rescue Services Agreement Page 47 - 57
c) Report/Motion - Hours of Work and Overtime Page 58 - 60
d) Report /Motion - Special Projects Clerk Extension Page 61
e) Report/Motion - Investment Policy Page 62 - 69
f) Report/Motion - Council Expense Allowance Page 70 - 71
g) Report/Motion - iSolara Solar Power Municipal Project Page 72 - 83
h) Report/Motion - Accumulated Surplus Deficit Actual Page 84 - 89 Allocation
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i) Council Computerization Presentation - Kayla Janke Page 90 - 99
B. INFORMATION a) Aviation Day - Pembroke and Area Airport - June 15, 2013 Page 100
b) Ministry of Energy - Renewable Energy Development Page 101 - 105 Information
C. SUB COMMITTEES a) Festival Hall
b) Pembroke Public Library
7. PUBLIC WORKS, PROPERTY & PROTECTION
A. BUSINESS - None
B. INFORMATION a) Report - Public Works Information Items Page 106 - 109
C. SUB COMMITTEES a) Laurentian Valley Policing - Minutes of May 22, 2013 Page 110
b) Ottawa Valley Waste Recovery Centre
c) Upper Ottawa Valley CPAC
8. PUBLIC SERVICES & PROGRAMS
A. BUSINESS a) Report/Motion - Protective Surfacing - Municipal Playgrounds Page 111
B. INFORMATION a) Ontario Family Fishing Week July 6 – 14, 2013 Page 112
C. SUB COMMITTEES a) Friends of the Disabled
b) Shady Nook Recreation Association
c) Alice and Fraser Recreation Association
d) Forest Lea Park Association
e) Pleasant View Park Recreation Association
f) Stafford Park Recreation Association
9. IN CAMERA a) Personal matters about an identifiable individual, including municipal or local board employees (s239(2)(b))
10. RETURN TO OPEN SESSION AND REPORT ON IN CAMERA SESSION
11. ADJOURNMENT
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TOWNSHIP OF LAURENTIAN VALLEY
PLANNING & ECONOMIC DEVELOPMENT COMMITEE
TO: Chair Bennett and Members of Committee FROM: Lauree J. Armstrong, MCIP, RPP, Township Planner
CC: Dean Sauriol, CAO/Clerk
DATE: May 30, 2013
RE: Application for Zoning By-law Amendment File No. Z 2013 04 – Eder/Nagora
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
RECOMMENDATION:
That a recommendation on approval of Application for Zoning By-law Amendment Z- 2013-04 – Eder/Nagora be tabled until such time as it can be demonstrated that a suitable building envelope exists on the proposed severed lot which accommodates at a dwelling, well and septic system, and which meets the minimum 10 metre setback from top of slope and the minimum front yard depth of the R1 zone.
BACKGROUND:
Location of Property: Round Lake Road and Zadow Street, in Part of Lot 27 Concession A, in the geographic Township of Alice Roll Number: 47-66-074-055-16500 Property Owner(s): Ida-Marie Nagora Applicant: Sharon Eder (daughter) OP Designation: Suburban and Environmental Protection Existing Zoning: Suburban Reserve (SUR) and Environmental Protection (EP) in Comprehensive Zoning By-law No. 08-04-391 of the Township of Laurentian Valley Proposed Zoning: Residential One (R1), Residential One-Exception Twenty-Nine (RU- E29), Suburban Reserve (SUR) and Environmental Protection (EP) Existing Land Use: Existing Single detached residential dwelling known municipally as 1209 Zadow Street, undeveloped lands and ravine Proposed Land Use: Proposed Retained Lot: Existing single detached dwelling; Proposed Severed Lot: Proposed new single detached dwelling Servicing: Proposed Retained Lot: Existing Private Individual Well and Septic System; Proposed Severed Lot: Proposed Private Individual Well and Septic System Access: Zadow Street
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PLANNING & ECONOMIC DEVELOPMENT COMMITTEE RE: Application for Zoning By-law Amendment File No. Z 2013 04 – Eder/Nagora
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
COMMENTS: The purpose of this report is to provide Council with background information and a staff recommendation on an Application for Zoning By-law Amendment filed by Sharon Eder (daughter) on behalf Ida-Marie Nagora, the property owner.
Nature and Extent of Proposed Rezoning The purpose of Z-2013-04 is to rezone an area of land abutting Zadow Street in order to permit the construction of a single detached residential dwelling within a specified building envelope on a portion of an approximately 0.748 ha (1.85 acre) proposed severed lot. The zoning by-law amendment is required in order to permit the severance and would also recognize the existing single detached dwelling on the retained lot. The portions of the proposed severed lot that are currently zoned Environmental Protection (EP) will remain EP. With the exception of the proposed building envelope on the proposed severed lot and the lands in the proposed retained lot, the remainder of the lands currently zoned SUR would also remain SUR. Both the EP zone and the SUR zone are zone categories which do not permit new development and include lands with development constraints including an existing ravine and creek and lands within a 10 metre no development setback from the top of slope of the creek on the property. The 10 metre setback requirement is as a result of the recommendation from a routine geotechnical investigation that was required for the property due to the presence of clay slopes in the area. The purpose of the zoning by-law amendment is also to recognize the location of the existing dwelling and surrounding building envelope located on the approximately 4046 m² (1.0 acre) retained lot (1209 Zadow St).
The effect of the amendment is to rezone a portion of the proposed severed lot (Item 1) from Suburban Reserve (SUR) to Residential One-Exception Twenty-Nine (R1-E29) and a portion of the proposed retained lot (Item 2) from Suburban Reserve (SUR) to Residential One (R1). The existing dwelling and the proposed building area of the lot are proposed to be rezoned to Residential One (R1) as that is the zone category which the surrounding lots on Zadow Street, Shalom Street and Round Lake Road are currently zoned.
Geotechnical Review to Address Slope Stability and Potential for Unstable Soils As the subject lands are in an area of the Township where hazardous slopes and unstable soils may be present, Section 2.2 (12) (a) of the Official Plan provides for the requirement for development to be supported by a geotechnical study prepared by a geotechnical engineer, indicating that the proposed development can safely occur and how development can be accommodated on the particular site. In order to address this requirement, the applicant submitted a report prepared by Geo-Logic Inc. entitled “Erosion Hazard Limit Study 1209 Zadow Street, Twp. of Laurentian Valley, Ontario Geo-Logic In. Project No.G021553A1” dated March 7, 2013. Subsequent to the Township’s Engineer of Record, Neil Caldwell of Jp2g Consultants Inc., reviewing the report, the applicant was requested to either have the top of slope or 10 metre setback identified by Geo-Logic on a drawing or staked in the field. Geo-Logic has since staked the top-of-slope on the property and noted the approximate location of the top of slope on the property as confirmed by Elizabeth Reid of Geo-Logic. As initially it was not clear whether it was the top of slope that was staked on site or the 10 metre setback, the boundary of the proposed R1-E29 zone has been drafted to reflect the approximate location of the 10 metre setback line and not the rectangular building envelope shown in the original sketch attached to the application by Mrs. Eder. As the zoning maps are not survey perfect, the requirement for development to be set back a minimum of 10 metres from the top-of-slope is the reason for the exception zone being applied to the building area of the proposed severed lot.
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PLANNING & ECONOMIC DEVELOPMENT COMMITTEE RE: Application for Zoning By-law Amendment File No. Z 2013 04 – Eder/Nagora
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
Need for Additional Information From Applicant As a result of subsequent site visits by the Township’s Chief Building Official and the Township Planner, some concerns have been identified with regard to the potential building envelope for the severed lot in a concurrent application for consent has been filed with the County of Renfrew Land Division Committee being File No. B57/13. The concerns relate to the ability to accommodate a proposed new single detached dwelling, a relocated garage structure, a new well and a septic system on the severed lot while still complying with the 10 metre setback from the top-of-slope and the minimum front yard setback. It is noted that Sharon Eder, the applicant is also the proposed owner of the severed lot should the consent process be approved. Mrs. Eder has been contacted to advise that additional information will be required in order to satisfy the Township and the County of Renfrew who have similar concerns related to the concurrent application for consent. The recommendation that the County has discussed is that the 10 metre setback line from the top of slope be identified on the draft survey which will be required as a condition of consent approval. As prior to conditional consent approval being recommended or the associated zoning by-law amendment that is before Council being passed the Township also requires confirmation that there is an adequate building envelope. In this regard, the applicant is being requested to either have the complete building envelope staked out on site along with the proposed footprint locations of the dwelling, garage, well and septic system, to ensure that they fit and/or show all of these items on a conceptual survey sketch of the property. Such a survey sketch would have to properly identify the lands that are outside the 10 metre setback and the front lot line which is edge of the Zadow Street road allowance. If it can be demonstrated that a satisfactory building envelope exists, it would then also be recommended that should the amendment to the zoning by-law move forward, a site plan agreement be required to be entered into as a condition of consent and that a holding symbol be applied to the R1-E29 zone to implement the recommendations of the Geo-Logic Report and ensure that development does not occur within the 10 metres of the top of slope. A draft copy of the proposed zoning by-law amendment is attached to this report. Provided that the applicant is able to demonstrate that there is an adequate building envelope that meets the recommended development setback per the Erosion Hazard Limit Study prepared by Geo- Logic, the proposed amendment will comply with the policies of the Official Plan of the Township of Laurentian Valley and will not contravene the provisions of the Provincial Policy Statement (PPS).
Comments from the Public or Agencies At the time of writing of this report the only comments that were received were from the County of Renfrew Public Works & Engineering Department. As the access to the property is from Zadow Street, the County indicated that that they had no concerns from the County Road perspective.
SUMMARY Staff recommends that any decision on Application for Zoning By-law Amendment File No. Z 2013 04 be tabled until such time as the Applicant can demonstrate that there is an adequate building envelope on the proposed severed lot that would accommodate a new single detached dwelling with associated septic system and a well that meets the minimum setback requirements for front yard depth and does not include any areas within 10 metres of the setback from the top of slope as required per the Erosion Hazard Limit Study prepared by Geo- Logic, dated March 7, 2013.
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PLANNING & ECONOMIC DEVELOPMENT COMMITTEE RE: Application for Zoning By-law Amendment File No. Z 2013 04 – Eder/Nagora
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
PEOPLE CONSULTED
Claus Trost, CBO Neil Caldwell, P.Eng – Jp2g Consultants Inc. (Ottawa) – Township Engineer of Record
FINANCIAL IMPLICATIONS
N/A
ATTACHMENTS: 1. Location Map 2. Draft By-law 3. Erosion Hazard Limit Study, March 7, 2013, prepared by Geo- Logic Inc. 4. Supplementary Sketch Showing Approximate Location of stakes placed along top-of-slope by Geo-Logic Inc. 5. Aerial Photograph of Property
Respectfully Submitted Township of Laurentian Valley
“ORIGINAL SIGNED BY”
Lauree J. Armstrong, MCIP, RPP Township Planner
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TOWNSHIP OF LAURENTIAN VALLEY
PLANNING & ECONOMIC DEVELOPMENT COMMITEE
TO: Chair Bennett and Members of Committee FROM: Lauree J. Armstrong, MCIP, RPP, Township Planner
CC: Dean Sauriol, CAO/Clerk and Claus Trost, Drainage Superintendant
DATE: May 30, 2013
RE: Need to Extend Golf Course Road Municipal Drain
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
COMMENTS: The purpose of this report is to provide Council with background information related to the need to extend the Golf Course Road Municipal Drain to include lands associated with the Lapointe Nissan Site Plan and include additional minor amendments which were not previously addressed by bylaw and formal process.
Section 10. of the Site Plan Agreement that was entered into for Lapointe Nissan identified the following clauses which were agreed to by the Owner (Developer):
“(e) The “Township” and “Owner” agree that as of the date hereof, two options for drainage to a good and sufficient outlet are being reviewed. The “Township” has entered this Agreement at this time to assist the “Owner” in completing the re-development of an already existing site. The two options for drainage to a good and sufficient outlet are Hale’s Creek and the Golf Course Municipal Drain. The cost of construction of the Hale’s Creek option has been included in Schedule “C”. The Golf Course Municipal Drain option cannot yet be costed because the costs flow from a process pursuant to the Drainage Act. In consideration of the “Township” entering this Agreement at this time, the “Owner” agrees that all of the security will be held by the “Township” pursuant to the provisions of paragraph 17 notwithstanding if the Hale’s Creek option is not chosen.
(f) The “Owner agrees to advise the “Township” of the “Owner’s” choice in writing as to whether the Hale’s Creek option or the extension of the Municipal Drain option for drainage has been chosen by April 30, 2012 and agrees to diligently proceed with the severances and conveyances and to complete same and provide the “Township” with copies of the permanent registered easements on or before April 30, 2013. If the extension of the Municipal Drain option is chosen, the “Owner” agrees to apply for the extension of the Municipal Drain no later than May 31, 2012, and to cooperate and provide whatever information is necessary so that the process under the Drainage Act proceeds diligently.”
The Municipal Drain option was selected and the Developer moved forward with undertaking the necessary works. The Developer commissioned the associated Engineering Report which was prepared by Stantec Consultants Ltd. The report has been reviewed by the Township Drainage Superintendent and the Township is now in a position to move forward with the necessary by-
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PLANNING & ECONOMIC DEVELOPMENT COMMITTEE RE: Need to Extend Golf Course Road Municipal Drain
SUBJECT: Planning Memorandum No. 1 to Planning & Economic Development Committee
laws and notices associated with the Drainage Act requirements. A copy of the report and schedules are attached to this Report.
SUMMARY Staff is in the process of preparing the necessary by-laws and notices to move forward with the process and the necessary documentation will be provided at the next suitable Council/Committee meetings per the timing requirements of the Act.
PEOPLE CONSULTED
Claus Trost, Township Drainage Superintendent
FINANCIAL IMPLICATIONS
N/A
ATTACHMENTS: 1. Copy of Update to Golf Course Road Municipal Drain Report prepared by Stantec Consulting Ltd. Dated January 30th, 2013 (minus original version of Schedule A) 2. Revised Schedule A (two pages)
Respectfully Submitted Township of Laurentian Valley
“ORIGINAL SIGNED BY”
Lauree J. Armstrong, MCIP, RPP Township Planner
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Schedule A
Golf Course Road Municipal Drain Schedule for Future Maintenance Revised Assessment with Additional Drainage Areas & Owners
Township of Laurentian Valley
Main Drain Benefit Geographic Roll Number or Area Outlet in Outlet Revised Outlet Total Block Conc. Lot Name Outlet paid Assessment Township PIN (Hectare) 1986 $ Liability Outlet Liability Assessment Main Line 1 Stafford 1 Pt. 37 Leonel & Beverly Chaput 66 030 05000 0.09$ 169.00 $ 169.00 0.463%$ 83.57 0.296% nil 0.296% 2 Stafford 1 Pt. 37 Joseph & Veronia Lacaille 66 030 05100 0.64$ 1,947.00 $ 1,947.00 5.332%$ 962.75 3.415% nil 3.415% 3 Stafford 1 Pt. 37 Brian & Constance Chippure 66 030 05200 0.78$ 3,152.00$ 3,152.00 8.632%$ 1,558.60 5.528% nil 5.528% 4 Stafford 1 Pt. 38 Robert Montminy & Stacey Mortson 66 030 05300 0.39$ 761.00 $ 761.00 2.084%$ 376.30 1.335% nil 1.335% 5 Stafford 1 Pt. 38 Lloyd & Janet Borne 66 030 05400 0.33$ 666.00 $ 666.00 1.824%$ 329.32 1.168% nil 1.168% 6 Alice A Pt. 36 Clouthier Bros. Farms Ltd. 74 065 19200 0.35$ 422.00 $ 422.00 1.156%$ 208.67 0.740% nil 0.740% 7A Pembroke 1 Pt. 22 Buildex Home Centre (Pembroke Ltd.) 62 045 03440 0.23$ 720.48 $ 720.48 1.973%$ 356.26 1.264% nil 1.264% 7B Pembroke 1 Pt. 22 Mallard Street 0.06$ 187.95 $ 187.95 0.515%$ 92.94 0.330% nil 0.330% 7C Pembroke 1 Pt. 22 Raymond & Mary Ferri 62 040 03441 0.11$ 344.58 $ 344.58 0.944%$ 170.39 0.604% nil 0.604% 8 Pembroke 1 Pt. 22 William & Josie Pynn 62 045 03500 0.05$ 157.00 $ 157.00 0.430%$ 77.63 0.275% nil 0.275% 9 Pembroke 1 Pt. 22 Raymond & Mary Ferri 62 045 03300 0.05$ 157.00 $ 157.00 0.430%$ 77.63 0.275% nil 0.275% 10 Stafford 1 Pt. 37 Elizabeth Reid 66 030 04700 0.27$ 366.00 $ 366.00 1.002%$ 180.98 0.642% nil 0.642% 11 Stafford 1 Pt. 37 Victor Hans 66030 04800 0.32$ 428.00 $ 428.00 1.172%$ 211.64 0.751% nil 0.751% 12 Stafford 1 Pt. 37 Anna Hans 66 030 04900 0.19$ 338.00 $ 338.00 0.926%$ 167.13 0.593% nil 0.593% 13 Stafford 1 Pt. 38 David & Sheryl Trimm 66 030 05500 0.43$ 483.00 $ 483.00 1.323%$ 238.83 0.847% nil 0.847% 14 Stafford 1 Pt. 38 Michael Trubela & Tammy Davis 66 030 05600 0.24$ 96.00 $ 96.00 0.263%$ 47.47 0.168% nil 0.168% 15 Stafford 1 Pt. 37 Penetanguishene‐Huronia Bingo Inc. 66 030 00500 0.11$ 116.00 $ 116.00 0.318%$ 57.36 0.203% nil 0.203% 16 Alice A Pt. 22 Home Hardware Stores Limited 74 065 18700 2.69$ 5,802.88 $ 3,560.05 9.750% $5,802.88 20.581% nil 20.581% 17 Alice A Pt. 22 1364959 Ontario Inc. 74 065 18250 0.53$ 1,142.16 $ 700.71 1.919% $1,142.16 4.051% nil 4.051% 18 Alice A Pt. 22 Fred Murphy Holdings Inc. 74 065 18200 0.32$ 689.91 $ 423.26 1.159% $689.91 2.447% nil 2.447% 19 Alice/Stafford Township of Laurentian Valley 0.47$ 1,014.41 $ 622.34 1.704% $1,014.41 3.598% nil 3.598% 20 Alice/Fraser A PT 36 Pemboke Honda 57 138 0292 0.40 $ 753.89 $ 405.37 1.110%$ 753.89 2.674% nil 2.674% 21 Alice/Fraser A PT 36 Pembroke Honda 57 138 0246 1.10 $ 2,053.21 $ 1,103.88 3.023%$ 2,053.21 7.282% nil 7.282% 22 Alice/Fraser A PT 36 57 138 0247 0.38 $ 700.47 $ 376.60 1.031%$ 700.47 2.484% nil 2.484% 23 Alice/Fraser A PT 36 57 138 0250 0.16 $ 293.64 $ 157.87 0.432%$ 293.64 1.041% nil 1.041% 24 Alice/Fraser A PT 36 57 138 0251 0.07 $ 136.92 $ 73.61 0.202%$ 136.92 0.486% nil 0.486% 25 Alice/Fraser A PT 36 Pembroke Nissan 57 138 0248 0.89 $ 1,665.62 $ 895.49 2.452%$ 1,665.62 5.908% nil 5.908% Road Allowance between Townships Township of Laurentian Valley 0.10$ 160.00 $ 160.00 0.438%$ 79.12 0.281% nil 0.281% of Stafford and Alice & Fraser $ ‐ 0.000% 0.000% Road Allowance between Townships Township of Laurentian Valley 0.70 $17,524.00$ 17,524.00 47.992%$ 8,665.28 30.733% nil 30.733% of Stafford and Pembroke 12.45$ 42,448.11 $ 36,514.18 100%$ 28,195.00 100% nil 100.00% $ 28,195.00 $ 14,253.11 $ 13,941.89 49% Schedule A
Golf Course Road Municipal Drain Schedule for Future Maintenance Revised Assessment with Additional Drainage Areas & Owners
Township of Laurentian Valley Main Drain Benefit Geographic Roll Number or Area Outlet Assessment Total Block Township Conc. Lot Name PIN (Hectare) Liability Main Line Assessment 1 Stafford 1 Pt. 37 Leonel & Beverly Chaput 66 030 05000 0.09 0.296% nil 0.296% 2 Stafford 1 Pt. 37 Mark McKenna 66 030 05100 0.64 3.415% nil 3.415% 3 Stafford 1 Pt. 37 Brian & Constance Chippure 66 030 05200 0.78 5.528% nil 5.528% 4 Stafford 1 Pt. 38 Robert Montminy & Stacey Mortson 66 030 05300 0.39 1.335% nil 1.335% 5 Stafford 1 Pt. 38 Lloyd The Mover Ltd. 66 030 05400 0.33 1.168% nil 1.168% 6 Alice A Pt. 36 2266351 Ontario Inc 74 065 19200 0.35 0.740% nil 0.740% 7A Pembroke 1 Pt. 22 Blair & Donna Degeer 62 045 03440 0.23 1.264% nil 1.264% 7B Pembroke 1 Pt. 22 Mallard Street 0.06 0.330% nil 0.330% 7C Pembroke 1 Pt. 22 Raymond & Mary Ferri 62 040 03441 0.11 0.604% nil 0.604% 8 Pembroke 1 Pt. 22 William & Josie Pynn 62 045 03500 0.05 0.275% nil 0.275% 9 Pembroke 1 Pt. 22 Raymond & Mary Ferri 62 045 03300 0.05 0.275% nil 0.275% 10 Stafford 1 Pt. 37 Elizabeth Reid 66 030 04700 0.27 0.642% nil 0.642% 11 Stafford 1 Pt. 37 Victor Hans 66 030 04800 0.32 0.751% nil 0.751% 12 Stafford 1 Pt. 37 Anna Hans 66 030 04900 0.19 0.593% nil 0.593% 13 Stafford 1 Pt. 38 David & Sheryl Trimm 66 030 05500 0.43 0.847% nil 0.847% 14 Stafford 1 Pt. 38 Michael Trubela & Tammy Davis 66 030 05600 0.24 0.168% nil 0.168% 15 Stafford 1 Pt. 37 Penetanguishene‐Huronia Bingo Inc. 66 030 00500 0.11 0.203% nil 0.203% 16 Alice A Pt. 22 Home Hardware Stores Limited 74 065 18700 2.69 20.581% nil 20.581% 17 Alice A Pt. 22 1364959 Ontario Inc. 74 065 18250 0.53 4.051% nil 4.051% 18 Alice A Pt. 22 2308272 Ontario Inc. 74 065 18200 0.32 2.447% nil 2.447% 19 Alice/Stafford Township of Laurentian Valley 0.47 3.598% nil 3.598% 20 Alice/Fraser A PT 36 James Lapointe Motor Holdings Inc 74 065 18400 0.4036 2.674% nil 2.674% 21 Alice/Fraser A PT 36 James Lapointe Motor Holdings Inc 74 065 18400 1.0992 7.282% nil 7.282% 22 Alice/Fraser A PT 36 Al‐Cha Rentals 74 065 19000 0.375 2.484% nil 2.484% 23 Alice/Fraser A PT 36 Tiffany & Michael Schroeder 74 065 19500 0.1572 1.041% nil 1.041% 24 Alice/Fraser A PT 36 Terry Cochrane 74 065 19400 0.0733 0.486% nil 0.486% 25 Alice/Fraser A PT 36 James Lapointe Motor Holdings Inc 74 065 18800 0.8917 5.908% nil 5.908% Road Allowance between Townships Township of Laurentian Valley 0.1 0.281% nil 0.281% of Stafford and Alice & Fraser 0.000% 0.000% Road Allowance between Townships Township of Laurentian Valley 0.7 30.733% nil 30.733% of Stafford and Pembroke 12.45 100% nil 100% News Release For Immediate Release May 14th, 2013 Department of Economic Development, Recreation, & Tourism Ottawa River 400 Boat Flotilla Marks Samuel de Champlain's 1613 393 Pembroke St reet Landing at Morrison Island near Pembroke, Ontario West Pembroke, ON K8A 6X3 (Pembroke, ON) The City of Pembroke and the Municipality of Allumette Island's Tourism Committee are getting ready to celebrate the 400th anniversary of Samuel de Champlain's 1613 landing at Morrison Island, on the Ottawa River just east of Pembroke.
On Sunday, June 16th the public is invited to be a part of the largest flotilla of boats, kayaks and canoes ever assembled on the Upper Ottawa River between Pembroke, Ontario and Desjardinsville, Quebec. The committee is expecting 400 watercrafts to participate- one for every year since 1613!
All participating boaters must pre-register and will receive a 400th anniversary flag. Cost for each watercraft registration is $10.00, and prizes will be given for the best decorated boat and the best costume (Samuel de Champlain's era is the theme). Registration forms are available at the municipal office in Chapeau, and the Recreation Departments of Pembroke and Petawawa.
Boaters and paddlers can launch for free that day from the Pembroke Marina and Petawawa Point on the Ontario side and from Fort William and Desjardinsville on the Quebec side.
All participants are asked to be in place on the water between Pembroke and Desjardinsville at 4:00 pm when aerial photographs of the flotilla will be taken and a commemorative exchange between Mayor Winston Sunstrum and Mayor Ed Jacyno representing their communities will take place in the middle of the river.
Participants and spectators are also welcome to attend a family picnic at the Desjardinsville marina from 11 am to 7 pm. Registration information can be found at www.isle-aux-allumettes.com and at www.pembroke.ca -30- For further information:: Ms Gene O'Brien Susan Ellis Chair, Manager, Ec.Dev. Rec. Tourism Allumette Island Tourism Committee City of Pembroke 819-689-2410 613-735-6821 [email protected] [email protected]
This inter-provincial event is sponsored by Municipality of L 'ls/e-aux-Ailumettes ,Heritage Canada, Ottawa River Waterway, City ofPembroke, Town ofPetawawa, Ontario Provincial Police, Quebec Provincial Police, Pembroke Fire Department, L 'lsle-aux-Ailumettes Fire Department, CREO, MRC Pontiac Flottille Flotilla
16-06·2013
Take part in the largest Interprovincial flotilla of boats, kayaks and canoes ever assembled on the Upper Ottawa River between Pembroke, ON and Oesjardlnsvllle, QC to mark the 400th anniversary of Samuel de Champlain's arrival to Morrison Island. Aerial photo 4 PM Picnic at Desjardinsville Marina 11 am - 7pm. Prenez part a Ia plus grande flottllle lnterprovlnclale de bateaux I kayaks I canots jamals rassembles sur Ia rlvlere des Outaouals entre Pembroke, Ontario et Oesjardlnvllle, Quebec pour marquer le 400ieme anniversaire de l'arrivee de Samuel de Champlain a l'ile Morrison. Photo aerlennes 4PM Plque-nlque a Desjardinsvllle 11 :00-19 :00
Registration- Pembroke Marina Md Recreation Dept in PMC $10 includss •nnivBnlllfY flag Enregistrement: Bureau municipal L~lale-aux-AIIumettea QC $10 inc/us drapeau 1111nivsT'BIIirs Further Information: www.isle-aux-allumettes.com
TOWNSHIP OF LAURENTIAN VALLEY
CORPORATE SERVICES COMMITTEE
TO: Corporate Services Committee FROM: Dean Sauriol, CAO DATE: June 4, 2013 SUBJECT: Heavy Extrication Services
RECOMMENDATION That we enter into an agreement with the City of Pembroke and the Town of Petawawa for the provision of Heavy Extrication Services to Laurentian Valley.
BACKGROUND In the past the Township of Laurentian Valley has received Heavy Extrication services through the Renfrew County Mutual Aid program. The Renfrew County Mutual Aid group has reviewed their services and mandate and have reinforce their mandate to state that they are to provide reciprocal services and for them to provide non reciprocal services to certain municipalities is not within their scope and extends their liability.
Therefore as a group they have decided and been instructed to enter into servicing agreement when covering a municipality that cannot reciprocate a particular service. Currently within the county and the city of the 18 municipalities 6 do not have Heavy Extrication Services.
The present mutual services will cease to exist on December 31st, 2013.
DISCUSSION In discussion with our fire chief the recommendation is to enter into the attached proposed agreement with the City of Pembroke and the Town of Petawawa in order that they may provide coverages to the Township of Laurentian Valley. For us at this time to equip and train our own fire department (who have never provided/participated) in this service would be in excess of $100,000.
Call volumes over the past 3 years are as follows:
2010 – 15 Calls 5 MTO 10 LV 2011 – 16 Calls 4 MTO 12 LV 2012 – 7 Calls 3 MTO 1 LV
PEOPLE CONSULTED John Primeau , Fire Chief
FINANCIAL IMPLICATIONS There would an annual standby cost of $1000.00 per agreement (we would require 2 agreements).
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As for the costs for the actual calls would be as a follows: - On MTO owned roads the responding service provider would invoice MTO directly to recover costs. - On Municipally own roads the responding service provider would invoice the township. If interested we could then create and pass a bylaw to allow us to collect costs from individual insurance companies. Calls placed where they are dispatched then called off in progress would be considered cancelled calls and the township would be solely responsible for the costs with no ability to recover
ATTACHMENTS - Schedule of Implementation of Changes - Draft Agreement - County of Renfrew Memorandum Information Package
Respectfully Submitted Township of Laurentian Valley
“Original Signed”
Dean Sauriol Chief Administrative Officer
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January 31,2013 RECE ~ VEID Mr. Dean Sauriol, C.A.O., FEB 0 ~ 2013 Laurentian Valley Township, ______.__.., __ _ 460 Witt Road, . - R.R. #4, - Laurentian Valley ON K8A 6W5
Dear Mr. Sauriol:
RE: Removal of Heavy Rescue (Extrication) from Renfrew County Mutual Aid Program
Please find attached a copy of a l~tter sent to you on December 18th, 2012 explaining the upcoming removal of Heavy Rescue (Extrication) from the Renfrew County Mutual Aid program.
5 As stated in the attached letter the anticipated removal is January 1 \ 2014 and the Renfrew County Rescue Committee would provide a Standard Agreement for municipalities to consider and a Schedule for Implementation of Changes.
Please find enclosed the proposed draft Standard Agreement and Schedule for Implementation of Changes. This information has been provided electronically to all Renfrew County Fire Chiefs and Deputy Fire Chiefs and can be provided to you electronically at your request.
The Renfrew County Rescue Committee has worked diligently to prepare a draft Standard Agreement in a timely manner to ensure municipalities have sufficient time to consider all options available and to make an informed decision regarding Heavy Rescue services within their municipal boundaries.
Please note the Schedule for Implementation of Changes shows September 3rd, 2013 as the target date for all agreements to be in place. This leaves sufficient time for the committee to complete mapping changes with the County and dispatching changes with the C.A.C.C. Dispatch 5 Centre prior to the targeted January 1 \ 2014 implementation.
Fire Ch ief Dan Herback, Co-ordinator, cjo Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario KSA 4KS [email protected] -2-
It is imperative that each municipality, whether receiving or providing services, begin discussions toward agreements immediately to ensure target dates are met for completion. Please take the time to consult with your Fire Chief as soon as possible regarding how these changes affect Heavy Rescue within your municipality and to begin the process for any required agreements.
Please do not hesitate to contact me with any questions you have regarding this issue.
Sincerely,
Fire Chief Dan Herback, Co-ordinator, Renfrew County Mutual Aid.
/lee
Attach.
cc. Mayor, Reeve, and C.A.O., Renfrew County Municipalities Fire Chiefs, Deputy Fire Chiefs, Renfrew County Fire Departments Tawnya Roberts, OFM Advisor Renfrew County Dispatch (C.A.C.C.) O.P.P. Staff Sergeants, Renfrew County Detaclunents Mike Nolan, Chief, Renfrew County Paramedic Services
Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario K8A 4K5 [email protected] RENFREW COUNTY MUTUAL
Removal of Heavy Rescue (Extrication) from Renfrew County Mutual Aid Program
Schedule for Implementation of Changes
Date Action
Renfrew County Fire Chiefs Association December 5, 2012 motion adopted to remove Heavy Rescue from the Renfrew County Mutual Aid Program
Chief Waito, Chair of Renfrew County Fire Chiefs Association letter received by Chief Herback, Coordinator of Renfrew County December 17, 2012 Mutual Aid advising of the Association's motion to request removal of heavy rescue from the Renfrew County Mutual Aid Program
Chief Herback, Coordinator of Renfrew County Mutual Aid approval letter sent to all Renfrew County Fire Chiefs, Deputy Chiefs, Mayors, C.A.O.'s, Paramedic Services, OFM Advisor, December 18, 2012 OPP Staff Sergeants, C.A.C.C., advising of the Association's motion to request the removal of Heavy Rescue from the Renfrew County Mutual Aid Program and coordinators agreement.
Fire Chief Dan Herback, Co-ordinator, cjo Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario KSA 4KS dherback@ oem broke .ca Date Action
January 1st-30th, 2013 Renfrew County Rescue Committee prepares Standard Draft Services Agreement and Schedule for Implementation of Changes
Standard Draft Services Agreement and Schedule for Implementation of Changes is circulated to all Renfrew County Fire Chiefs, January 31st, 2013 Deputy Chiefs, Mayors, C.A.O.'s, Paramedic Services, OFM Advisor, OPP Staff Sergeants, C.A.C.C., by Chief Herback, Coordinator of Renfrew County Mutual Aid
Municipalities complete Standard Fire Services February 1st-September 3rd, 2013 Agreements and forward to Rescue Committee and Coordinator
Rescue Committee completes the mapping and dispatch changes in consultation with September 4th- December 31st, 2013 Renfrew County Mapping Department and C.A.C.C. Dispatch Centre
January 1st, 2014 All changes implemented
Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario K8A 4K5 [email protected] '
Heavy Rescue (Extrication) Agreement
BETWEEN
The Corporation of ______1 ______: (Hereinafter referred to as "------'
AND
The Corporation of ______.2. ____ ~ (Hereinafter referred to as "---- - ::---=---")
IN CONSIDERATION OF MUTUAL COVENANTS AND ~REEMENTS HEREIN CONTAINED, IT IS AGREED BETWEEN TH 0 PARTIES AS FOLLOWS:
1. Definitions
"Call" shall mean an emergenc ·ncident ~th i n the Municipality of 2 I for the pro "sion,ef Heavy Rescue (Extrication) services.
"Equipment" shall mean the equipment necessary for Heavy Rescue (Extrication) services owned by the::---....,---1..;._ ___ _
"Incident ommander shall mean the Fire Chief or designate of the :....__ _ _1 , Fire Department or responding Officer in Charge.
It is agree ttiat the ~ Fire Department will respond to calls within the ag eed portio~ of the Municipality of 2 and that all calls for Hea0 Rescue (Extrication) within the agreed portion will im ediately dispatch the 1 Fire Department.
2.2 The 1 Fire Department shall make all reasonable attempts to respond to any call of which it has been notified within the agreed portion of municipal boundaries of the Municipality of 2 . Additional fire apparatus and firefighters will be provided by the _ _ 1 Fire Department as deemed necessary by the Incident Commander.
Page 1 of 6 Heavy Rescue (Extrication) Agreement
2.3 It is agreed between the parties hereto that should the 1 Fire Department be dispatched and respond to a call and upon arriving at the scene find the call is actually outside the agreed area of response within the Municipality of 2 , that the 1 Fire Department will notify the 2 Department but continue to service the call until such time as the correct Fire Department in whose jurisdiction the call is within arrives at the scene, and to bill the Municipality of! 2 accordingly for the call for which 2 agrees to pay.
3. Equipment & Firefighters
3.1
3.2 In any event it is understood that all efforts will be made y, the '----~1 ___... Fire Department to ensure that minimum response to a call will be one ( 1) apparatus, I necessa Heavy Rescue (Extrication) Equipment and three (3)):>erso nel.
3.3 It is agreed that any pe o nel.or equip~n of the 1 Fire Department above the agreed minimum resp nse will be at the expense of the responding 1 ire Department.
4.
4.1 In the eve t the 1 , Fi e Department receives a call within their municip lity. whiJe respondi~g to, or at the scene of a call, the Incident Commander will immealatelv notify 2 Fire Departm nt via dispatch and update the dispatch centre that a 1 1 Fi e Department rescue response cannot be made.
Whenever the 1 Fire Department is committed to a call ithin their boundaries, or within another agreement area or to a Re frew Co~nt~ Mutual Fire Aid assistance call and there is a request for H~vyfi"e&eue (Extrication) services, the Incident Commander will notify drspatch and update the 2 Fire Department that 1 will be unable to provide service and the nearest neighboring Heavy Rescue (Extrication) service will be dispatched. The Chief will notify the 2 ] Fire Department through dispatch as soon as the service can again be provided.
4.3 It is understood that if for any reason the 1 Fire Department cannot respond to a call for service within the Municipality of 2 that the 1 Fire Department will make all necessary arrangements for response through Renfrew
Page 2 of6 Heavy Rescue (Extrication) Agreement
County Mutual Aid by another neighboring municipality which provides Heavy Rescue(Extrication) services.
4.4 It is further understood and agreed that notwithstanding the provisions of the Agreement, and as provided for in The Municipal Act, S.O. 2001, c. 25, and any amendment thereto, no liability shall accrue to the ....____ 1_ Fire Department for failing to supply the use of Heavy Rescue (Extrication) services, equipment or any of it, in answer to a call.
5. Indemnification
5.1 The Municipality of 2 agrees that it will at all times indemnify and save harmless the Mun"cipality o 1 and the members of the 1 Fire _Department f r any and all claims, actions, suits or demands for'clamage or otherwise for any negligence of action on the pg of the Municipality of 1_ _ _ and the members of the 1 Fire Department while performing any of the services provided by this Agreement.
6. Liability
6.1 No liability shall attach or accrue to the Municipality of ___.;;;2 ,______, by reason of any injury or damaged sostan1ed by personnel, apparatus, or equiphlent of the 1 Fire Department while engagea in the provision of Pfeavy Rescue (Extrication) services within the m fcipal boundaries of the Municipality of 2
7.
7.~ Should additio al a~stance by way of personnel, apparatus, or ~uipment in addition to that provided by the 1 Fire ~apartment be required, the Incident Commander may invoke the app i ble provisions of the County of Renfrew Mutual Aid Plan.
8. Reports
8.1 The ___1 ___ ..:.. Fire Department shall provide an incident report to the 2 Fire Department after each incident.
9. Authoritv at the Scene
9.1 The Incident Commander shall have full authority and control over all personnel and equipment which may be engaged at the call. Page 3 of6 Heavy Rescue (Extrication) Agreement
9.2 Transfer of command to the 2 Fire Department may be done at the discretion of the Incident commander when the Extrication call is complete and it is safe to do so.
9.3 Upon transfer of command to the 2 Fire Department all 1 Fire Department equipment and personnel will be released from the call as soon as this can be done safely.
10. Fees
10.1 The Municipality of 2 hereby agrees to pay the Municipality of 1 an an9 al ~dministration Fee in accordance with Schedule "A" for the provision of Heavy Rescue (Extrication) Services which shall be due and pay bte January 1st of 5 each year beginning January 1 \ 2014.
10.2 In addition to the Administration Fee, the Murucipality of ..___~2 agrees to pay the Municipaiity of 1__ __, a Service Rate in accordance with q,checfuiEf"A" for response to calls for Heavy Rescue (Extrication) Servic s.
10.4 In the case"op a call on Ministry ofTransportation Ontario (M.T.O.) roads the MGnicipality of 1 will invoice M.T.O directly and will not in oice the Municipality of 2 l
n th~case of a call being cance ed or called off after the :...,_,.._...,.---1 __ Fire Department has been dispatched the Municipality of I 2 ill be invoiced and agree to pay for such response in accordan<>e with Scftedule "A". Calls cancelled on M.T.O. roads are not exempt from this fee.
10.6 THe fees contained within Schedule "A' of this Agreement are subject to revie afte o e (1) year and every three (3) years thereafter and wheneve there is an increase to rates paid by the M.T.O. for Heavy Rescue (Extrication) Services.
11. Terms of Agreement
11 .1 It is agreed between the parties hereto that the terms of this Agreement shall come into force and take effect on the __ day of 201 and remain in full force and effect for a ------period of one-- (------1) year after which the agreement is automatically renewable annually unless notice is given to terminate this agreement as per article 11.3. Page 4 of 6 •
Heavy Rescue (Extrication) Agreement
11 .2 Amendments may be made at any time by the mutual consent of the parties after the party desiring the amendment(s) gives the other party thirty (30) days written notice of the proposed amendment. Both parties must agree in writing to the amendments.
11.3 This agreement may be terminated by either party by giving notice to the other party not less than ninety (90) days prior to the desired termination date. Any monies owing to the Municipality of ___1 and not paid shall forthwith be paid to the Municipality 1 ] prior to the date of said term·nation.
12. Severabilitv
12.1 In the event that any covenant, provision..,or term oNhis agreement should at any time be held by any competent tribunal t be void or unenforceable, then the agreement shall not fail but the covenant, provision or term shall be deemed to be severable from th emainder of this agreement which shall re in in ful f rce and effect mutates mutandis.
IN WITNESS WHEREOF the parties have hereun~o affixed their Corporate Seals under the hand of its Officers duly authorize MAYOR CLERK Page 5 of 6 Heavy Rescue (Extrication) Agreement Heavy Rescue (Extrication) Agreement Schedule "A" Fees # Description Fee 1 2 $250 per % hour $500 per hour Minimum charge of $500 Will be charged in accordance with Service Rate Page 6 of 6 9 INTERNATIONAL DRIVE PEMBROKE, ONTARIO K8A6W5 (613) 735-7288 OFFICE OF THE Toll Free: 1-800-273-0183 COUNTY WARDEN FAX: (613) 735-2081 www.countyofrenfrew.on.ca MEMORANDUM TO: Local Municipalities FROM: Peter R. Emon, Warden County of Renfrew DATE: January 18,2013 SUBJECT: Renfrew County Mutual Aid Program I am attaching for the information of your Council a letter dated December 18, 2012 from Fire Chief Dan Herback, Coordinator of the Renfrew County Mutual Aid who is advising of the removal of the Heavy Rescue Program from the Renfrew County Mutual Aid Plan as approved by the Renfrew County fire Chief's Association (see attached Jetter). Chief Herback points out that the implementation of the recommendation of the Renfrew County Fire Chiefs Association by January of 2014 will mean that each municipality will be responsible fo r the provision (or lack thereof) of a Heavy Rescue Program. I was recently informed of thls situation by Chief Herback and agreed that I would pass on the information that I am sure you may already be aware of. Sincere!J->; . .· Peter R. Emon, Warden County of Renfrew [email protected] PRE:rmg Attachment -- --- .-. ._.-. RENFREW COUNTY MUTUAL AID December 18,2012 Warden Peter Emon, County of Renfrew, 9 International Drive, Pembroke ON K8A 6W5 Dear Warden Emon: Re: Removal ofHeayy Rescue (Extrication) from Renfrew County Mutual Aid Program Please find attached a letter dated December 1ih, 2012 from Chief Kevin Waito, Chair of the Renfrew County Fire Chief's Association, informing that their Association conducted a recorded vote to recommend removal of the Heavy Rescue Program from the Renfrew County Mutual Aid Plan. This letter to you is to inform you that as the County Mutual Aid Co-ordinator, I am in agreement with the Fire Chief's recommendation and will be forwarding it to the Ontario Fire Marshalls Office for advice and assistance in making this change to the Renfrew County Mutual Aid Plan. The Heavy Rescue Program is an optional program within the Mutual Aid Plan and was started approximately thirty years ago with only five municipal departments initially taking part and protecting all of the Renfrew County roads. The number of municipalities now providing heavy rescue within the County has expanded to eleven and a twelfth is equipped and will soon be ready to provide the service. Further, two departments, being Madawaska and Laurentian Hills, have agreements already in place with neighboring municipalities for this service. This leaves only six county municipalities not providing the service or at least protected by a service agreement. It is important to note that Mutual Aid is meant to be reciprocal in that any aid between municipalities can be reciprocated. The current Rescue Program is operating in a way that is actually not reciprocal. In this case, generally, a Fire Services Agreement between municipalities for fees and costs is the norm. Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax} Pembroke, Ontario K8A 4KS dherback@ pembroke. ca -2- As stated in Chair Waito's letter, the cost of providing extrication is born completely by the municipalities providing the service. With continually escalating expenses and each municipality's efforts to recover costs, it is evident that services cannot continue to be provided free of charge to neighboring mwlicipalities. Removing the Heavy Rescue Program from the Mutual Aid Plan will essentially assure that each municipality will be responsible for the service or lack thereof within their municipal boundaries. Removal will also ensure all County municipalities pay their share of the costs of this important and expensive service. Upon removal of the program from the Renfrew County Mutual Aid Plan the options left to the individual municipalities would be: 1. Provide the service within their municipality, protecting the roads with their own Heavy Extrication service. 2. Do not provide the service within their municipality, leaving the roads of the municipality without Heavy Extrication services. 3. Affect a Fire Services Agreement with neighboring municipalities for Heavy Extrication Services effectively continuing protection of the mwlicipality's roads. Chair Waito's letter indicates that the Renfrew County Rescue Committee anticipates removal by January 2014 and the committee will prepare a standard agreement for municipalities to consider and a schedule for implementation of changes. I await those documents and will ensure that all interested parties and agencies receive them in a timely manner. If you have any questions please don't hesitate to contact me. Respectfully yours, Dan Herback, Fire Chiet: Co-ordinator, Renfrew County Mutual Aid. /lee Encl. Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario K8A 4KS [email protected] cc. Mayor, Reeve, and C.A.O., Renfrew C01mty Municipalities Fire Chiefs, Deputy Fire Chiefs, Renfrew County Fire Departments Tawnya Roberts, OFM Advisor Renfrew County Dispatch (C.A.C.C.) O.P.P. Staff Sergeants, Renfrew County Detachments Mike Nolan, Chief, Renfrew County Paramedic Services Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario K8A 4K5 [email protected] Renfrew County Fire Chief's Association December 17,2012 Chief Dan Herback, Coordinator, Renfrew County Mutual Aid Association, c/o Pembroke Fire Department, 273 Victoria Street, Pembroke ON K8A 4K5 Dear Chief Herback: Re: Removal of Heavy Extrication Rescue from Renfrew County Mutual Aid Plan The Renfrew County Rescue Committee consists of all Fire Chiefs within Renfrew County whose municipality participates in the Renfrew County Heavy Rescue (extrication) program. It is this committee that organizes the Renfrew County Heavy Rescue Program. Currently there are eleven municipalities of the nineteen within Renfrew County providing this service. The number of municipalities taking part has continually grown since the inception of the program in the early 1980's. These municipalities respond to areas outside of their respective boundaries and entirely fund this service individually, without any funding from the County of Renfrew. All costs and subsequent recovery of costs rests with the municipality providing the service. With this optional program as part of the Mutual Aid Plan, recovery of costs is not applicable. The principle of mutual aid is to reciprocate aid without charges between municipalities. The municipalities not currently providing the service cannot reciprocate. This type of arrangement is generally done as an agreement between municipalities with a Fire Services Agreement including fees. At the October lih, 2012 Rescue Committee meeting, a motion was carried that the Committee would make a presentation and recommendation to the Renfrew County Fire Chiefs Association that the Heavy Rescue program be removed from the Renfrew County Mutual Aid Plan. It was further discussed and agreed that this removal would be completed by January 2014 and that the Renfrew County Rescue Committee would prepare a standard agreement and a schedule for implementation of changes to be sent to all fire chiefs, municipalities and agencies affected by this change. Fire Chief Kevin Waito, Chair c/o Laurentian Hills Fire Department 61 3.401-5711 (cell) 34465 R.R. #1 613.584-3285 (fax) Deep River, Ontario KOJ 1PO Email [email protected] -2- The Committee's presentation and recommendation was made to the Renfrew Cow1ty 11 Fire Chiefs Association at their December st , 2012 meeting. Following the presentation the Renfrew Cow1ty Fire Chiefs a motion was brought forward and voted overwhelmingly in favor of removing heavy rescue from the Renfrew County Mutual Aid Plan and recommending this change to the Renfrew County Mutual Aid Coordinator. This was a recorded vote. This letter serves as notice to you of the above mentioned vote and recommendation of the Renfrew County Fire Chiefs Association. Please advise of the direction you will be taking as Renfrew County Mutual Aid coordinator to comply with the Renfrew County Fire Chiefs requirements and do not hesitate to contact me with any questions. Sincerely, ChiefKevin Waito, Chair. Renfrew County Fire Chiefs Association. /lee Fi re Chief Kevin Waito, Chair c/o Laurentian Hills Fire Department 613.401-5711 (cell) 34465 R.R. # 1 613.584-3285 {fax) Deep River, Ontario KOJ lPO Email [email protected] Renfrew County Fire Chief's Association Recorded Vote Date: December 5, 2012 Motion: Moved by Chief Wayne Heubner Seconded by: Chief John Rutledge THAT the Renfrew County Fire Chiefs are in favour of removing heavy rescue f rom the Renfrew County Mutua l Aid Plan and recommending t his change to the Renfrew County Mutual Aid Coordinator. Municipality Name In attendance Electronic In Against vote Favour Arnprior ChiefOkum Yes yes Bonnechere Valley Chief Dodge Yes Yes Brudenell, Lyndoch Chief Rutledge Yes yes CFB Petawawa Chief Nagora Yes( abstained) Deep River Chief Thompson Yes yes Douglas Chief McHale Yes yes Greater Madawaska Chief Sayers Yes yes Horton Chief Corbin Yes no Killaloe, Hagarty Chief Gareau Yes yes Laurentian Hills ChiefWaito Yes yes Laurentian Valley Chief Primeau Yes yes Madawaska ChiefThom yes yes Madawaska Valley Chief Peplinksi Yes yes McNab Braeside Chief Walton Yes yes North Algona Chief M arshall Yes no Pembroke Chief Herback Yes yes Petawawa Chief Knott Yes yes Renfrew Chief Longtin yes yes Whitewater Chief Heubner Yes yes Whitney Chief August Yes yes TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services Committee FROM: Dean Sauriol, CAO DATE: June 4, 2013 SUBJECT: Water /Ice Rescue Services RECOMMENDATION That we enter into an agreement with the City of Pembroke for the provision of Water /Ice Rescue Services to Laurentian Valley. BACKGROUND In the past the Township of Laurentian Valley has received Ice/Water Rescue Services through CFB Petawawa. In a letter received from Renfrew County Mutual Aid we have been notified that as of January 31st, 2013 CFB Petawawa will no longer provide this service DISCUSSION In discussion with our fire chief, the recommendation is to enter into the attached proposed agreement with the City of Pembroke to provide this service to Laurentian Valley. It would not be practical or feasible for us at this time to equip and train our own fire department. The City service would only be provided to the Ottawa River portion of the Township. All other inland lakes and water bodies would be covered by Township by way of shoreline rescue. In the County the call volume for this type of service has been 14 calls in the past 2 yrs with 8 of them being city jurisdiction PEOPLE CONSULTED John Primeau , Fire Chief FINANCIAL IMPLICATIONS There would an annual standby cost of $1000.00. As for the costs for the actual calls would be as a follows: - All calls where the city is the service provider would be invoiced to the township based on the fee schedule in the agreement. This would include cancelled calls as well. ATTACHMENTS - Canadian Forces Base Letter - Renfrew County Mutual Aid Letter - Email from Laurentian Valley requesting service - Draft Agreement Page 1 of 2 Respectfully Submitted Township of Laurentian Valley “Original Signed” Dean Sauriol Chief Administrative Officer Page 2 of 2 National Defence Defense nationale Canadian Forces Base/Area Base des Forces canadiennes/Unite Support Unit Petawawa de Soutien de Secteur Petawawa P.O. Box 9999, Sin Main C.P. 9999, succ. Main Petawawa, ON K8H 2X3 Petawawa, ON K8H 2X3 1200-01 (B3) J~ ovember 2012 Warden Bob Sweet County of Renfrew 9 International Drive Pembroke, ON K8A 6W5 Dear Warden Sweet: The intent of this letter is to inform you that Canadian Forces Base Petawawa will no longer provide Water and Ice Rescue Services to the entirety ofRenfrew County effective 31 January 2013. The Base will however, continue to provide these services to the towns ofPetawawa and Pembroke in accordance with our previously established Memorandum of Understanding (MOU). As I know you are acutely aware, funding and surplus capacity is non existent and I must sustain the current level of readiness and capability for the entire garrison first. I am bound by the Depattment ofNational Defence policies on Provision of Services. In accordance with this policy, services such as Water and Ice Rescue should not be provided by the Base. By providing this service to the County, the Base has prevented other responsible govemment depattments or the private sector from developing their own capabilities. This situation has set an expectation for similar services to continue, which I am not funded or required to provide. Canadian Forces Base Petawawa cannot compete with local businesses or provide services that another government department ought to provide, and in this instance, if we continue to provide the expertise and resources, the Base and the Canadian Forces would duplicate and be in competition with private businesses. l am truly sorry that I cannot continue to provide these services to the entire Cotmty, but I must abide by the policy in place and I look forward to continuing to work with you on the services that l can provide. Sincerely, C.C. Moyle Lieutenant-Colonel Base Commander Canada ~pid-\o ~_r,frl~ ~~ ~ (~ ~~ ~ vfE !i) Renfrew County Mutual Aid j c 0 2012 December 6, 2012 Mayor Jack Wilson, Laurentian Valley Township, 460 Witt Road, R. R. #4, Pembroke ON K8A 6W5 Your Worship: Re: C.F.B. Petawawa Removal ofWater and Ice Rescue Services Please find attached a letter from Lieutenant-Colonel C. C. Moyle, Base Commander, C.F.B. Petawawa that was sent to Warden Bob Sweet, County of Renfrew and forwarded to myself as Mutual Aid Coordinator, Renfrew County Fire Services. This letter states that Water and Ice Rescue Services currently being provided by C.F.B. 5 Petawawa Fire Department within Renfrew County will be removed as of January 31 \ 2013. I have forwarded this letter via e-mail to all Fire Chiefs in Renfrew County and am enclosing a copy herein to ensure timely notification to you and the decision makers of your municipality. I expect that you will find Lieutenant-Colonel Moyle's letter to be self- explanatory. Do not hesitate to contact me if you have any questions. Respectfully yours, Dan Herback, Fire Chief, Co-ordinator, Renfrew County Mutual Aid. /lee Encl. Fire Chief Dan Herback, Co-ordinator, c/o Pembroke Fire Department 613.735-6821 X 1201 273 Victoria Street 613.732-7673 (fax) Pembroke, Ontario KSA 4K5 d herback@pem broke .ca Dean Sauriol From: Dean Sauriol [[email protected]] Sent: December 19, 201 2 10:24 AM To: 'Terry Lapierre' Cc: Tri-Township Fire Department Subject: Water and Ice Rescure Services Terry As you are aware our township along w ith ot hers have received a letter stat ing from CFB Petawawa notifying us t hat 51 t hey will no longer provide Water and Ice Rescue off base as of January 31 , 2013. Our council is wondering if t his is a service that the city could possibly provide to the Township of Laurentian Valley. Would you please consider this and let us know if t his would be acceptable and if so what the terms might be for Council to consider. Thanks and Merry Ch ristmas Dean Sauriol Chief Administrative Officer/Clerk Township of Laurentian Valley 460 Witt Road, RR # 4, Pembroke ON KBA 6W5 Phone: 613-735-6291 ext. 206 Fax: 613-735-5820 1 /J/Cv.)}s - S Cd-y (' _!yrs __.__. WATER/ICE RESCUE AGREEMENT BETWEEN The Corporation of the Township of Laurentian Valley (hereinafter referred to as "the Township of Laurentian Valley") AND The Corporation of the City of Pembroke (hereinafter referred to as "the City of Pembroke") IN CONSIDERATION OF MUTUAL COVENANTS AND AGREEMENT HEREIN CONTAINED, IT IS MUTUALLY AGREED BETWEEN THE TWO PARTIES AS FOLLOWS: 1. Definitions "Call" shall mean an emergency call from the Towns hip of Laurentian Valley for the provision of water/ice rescue services only by the City of Pembroke. "Equipment" shall mean the equipment necessary for water/ice rescue owned by the City of Pembroke. "Pembroke Fire Chief' shall mean the Fire Chief or designate of the Pembroke Fire Department or responding officer in charge. 2. Area to be Protected 2.1 The Pembroke Fire Department shall make all reasonable attempts to respond to a call of which it has been notified on the Ottawa River where it borders with the municipal boundaries of the Township of Laurentian Valley. Additional fire apparatus and firefighters will be provided by the Pembroke Fire Department as deemed necessary by the Pembroke Fire Chief. 2.2 It is agreed between the parties hereto that should the Pembroke Fire Department respond to a call and upon arriving at the scene find the call is actually outside the area of the Ottawa River where it borders the municipal boundaries Township of Laurentian Valley, that the Pembroke Fire Department will notify the Laurentian Valley Fire Department but continue to service the call until such time as the correct Fire Department in whose jurisdiction the call is within arrives at the scene, and to bill the Township of Laurentian Valley accordingly for the call. Page 1 of 5 ,. WATER/ICE RESCUE AGREEMENT 3. Equipment & Firefighters 3.1 It is agreed that sufficient firefighters to operate the water/ice rescue equipment and whatever other equipment in the opinion of the Pembroke Fire Chief is deemed necessary shall respond to each call. 3.2 It is agreed that the Laurentian Valley Fire Department staff will also respond to each call and will act as shore based support until such time the Incident Commander deems the call is terminated. 3.3 It is understood and agreed that the Laurentian Valley Fire Department Staff will train to and maintain a minimum level of competency for water rescue. This level being shore based. 3.4 It is agreed that the Laurentian Valley Fire Department staff will cooperate in at least one mock training exercise annually in conjunction with The Pembroke Fire Department Staff. It is agreed that Laurentian Valley will pay all costs associated with this exercise. 4. Response 4.1 In the event the Pembroke Fire Department receives a call for Water/Ice Rescue within Laurentian Valley while responding to, or at the scene of a Water/Ice Rescue call, the Pembroke Fire Chief will immediately notify Laurentian Valley Fire Department via dispatch and update the dispatch centre that a Pembroke Water/Ice rescue response cannot be made. 4.2 Whenever the Pembroke Fire Department is committed to a call within their boundaries, or within another agreement area or to a Renfrew County Mutual Fire Aid assistance call and there is a request for water/ice rescue services, the Pembroke Fire Chief will notify dispatch and update the Laurentian Valley Fire Department that Pembroke will be unable to provide water/ice rescue until further notice. The Chief will notify Laurentian Valley Fire Department through dispatch as soon as the water/ice rescue services can again be provided. 4.3 It is further understood and agreed that notwithstanding the provisions of the Agreement, and as provided for in the Municipal Act, S.O. 2001, c. 25 and any amendment thereto, no liability shall accrue to the City of Pembroke for failing to supply the use of water/ice rescue services, equipment or any of it, in answer to a call. Page 2 of 5 WATER/ICE RESCUE AGREEMENT 5. Indemnification The Towns hip of laurentian Valley agrees that it will at all times indemnify and save harmless the City of Pembroke and the members of the Pembroke Fire Department for any and all claims, actions, suits or demands for damage or otherwise for any negligence of action on the part of the City of Pembroke and the members of the Pembroke Fire Department while performing any of the services contemplated by this Agreement. 6. liability No liability shall attach or accrue to the Town ship of laurentian Valley by reason of any injury or damaged sustained by personnel, apparatus, or equipment of the Pembroke Fire Department while engaged in the provision of water/ice rescue within the municipal boundaries of the Township of Laurentian Valley. 7. Mutual Aid 7.1 Should additional assistance by way of personnel, apparatus, or equipment in addition to that provided by the laurentian Valley Fire Department be required, the Pembroke Fire Chief or such other person as may be in charge may invoke the applicable provisions of the County of Renfrew Mutual Fire Aid Plan. 7.2 It is agreed that the Pembroke Fire Chief may request the use of the Township of Laurentian Valley owned public works equipment. 8. Reports The Pembroke Fire Chief shall provide an incident report to laurentian Valley Fire Department within ten (10) working days after each incident. 9. Authority at the Scene 9.1 The Pembroke Fire Chief shall have full authority and control over all personnel and equipment which may be engaged at the call until the arrival of equipment and personnel from the Laurentian Valley Fire Department. 9.2 Transfer of command to the Laurentian Valley Fire Department may be done when the water/ice rescue is complete and it is safe to do so. 9.3 Upon transfer of command to the Laurentian Valley Fire Chief or designate, all Pembroke equipment and personnel will be released from the call as soon as this can be done safely. Page 3 of 5 ' WATER/ICE RESCUE AGREEMENT 10. Fees 10.1 The Township of Laurentian Valley agrees to pay the City of Pembroke an annual fee in accordance with Schedule "A" of this agreement for the provision of Water/Ice Rescue Services. Said fees to be paid within 30 days after entering into this agreement and every year thereinafter. 10.2 In addition to the annual fee, the Township of Laurentian Valley agrees to pay The City of Pembroke an hourly Service fee for each water rescue call in accordance with Schedule "A" of this agreement 10.3 A statement of calls along with an invoice for such calls will be provided monthly. 10.4 The fees contained herein are subject to an annual review. 11. Term of Agreement 11.1 It is agreed between the parties hereto that the terms of this Agreement shall come into force and take effect on the __ day of ------200X and remain in full force and effect for a period of one ( 1) year after which the agreement is automatically renewable annually unless notice is given to terminate this agreement. 11 .2 Amendments may be made at any time by the mutual consent of the parties after the party desiring the amendment(s) gives the other party thirty (30) days written notice of the proposed amendment(2). Both parties must agree in writing to the amendments. 11.3 This agreement may be terminated by either party by giving notice to the other party not less than ninety {90) days prior to the desired termination date. Any monies owing to the City of Pembroke and not paid shall forthwith be paid to the City of Pembroke prior to the date of said termination. 12. Severability In the event that any covenant, provision or term of this agreement should at any time be held by any competent tribunal to be void or unenforceable, then the agreement shall not fail but the covenant, provision or term shall be deemed to be severable from the remainder of this agreement which shall remain in full force and effect mutates mutandis. Page 4 of 5 WATER/ICE RESCUE AGREEMENT IN WITNESS WHEREOF the parties have hereunto affixed their Corporate Seals under the hand of its officers duly authorized in that behalf. CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY MAYOR CLERK CORPORATION OF THE CITY OF PEMBROKE MAYOR CLERK Page 5 of 5 Fees # Description Fee 1 Annual Ad minis Fee 2 $250 per % hour $500 per hour Minimum charge of $500 Will be charged in accordance with Service Rate Page 6 of6 CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY Policy Manual SECTION NAME: SECTION # 4 POLICY # 4 - 016 Employment Benefits SUBJECT: Review: # of Pages: 5 Hours of Work & Overtime January 1, 2013 EFFECTIVE DATE REVISIONS May 7th, 2013 Approval Motion #: RM13-05-??? PURPOSE The Corporation of the Township of Laurentian Valley (the “Municipality”) is committed to ensuring that overtime hours and premiums are administered consistently, fairly and equitably; recorded accurately and paid correctly. SCOPE This Policy applies to all municipal employees. POLICY Overtime work is governed by the Employment Standards Act, Canada Labor Code as applicable. Overtime must be authorized by the Department Manager or CAO/Clerk in advance, unless superseded by written procedure of the Department or in the case of a municipal emergency situation. Policy 4 – 16 Page 2 Hours of Work and Overtime HOURS OF WORK AND OVERTIME PROCEDURES 1. The following apply to hours of work: (a) The normal minimum daily hours of work for all full-time management administrative and administrative support employees is seven (7) hours per day. (b) The normal minimum daily hours of work for all permanent part-time administrative support employees is nine (9) hours per day. (c) The normal daily hours of work for all Public Works employees consist of eight (8) hours per day as designated by the Department Head. (d) A fifteen (15) minute break period is provided in both the first and second half of a shift; and (e) Each Department Head ensures that each employee in his/her Department is working the required number of hours for his/her classification. 2. The following apply to overtime: (a) All authorized work performed by fulltime employees (except those indicated in 2(b) below) beyond the normal daily hours is considered overtime and is paid at the rate of time and one-half or, upon mutual agreement with their Department Head, employees may receive time and one-half off with pay at a mutually agreeable time for overtime hours worked. Overtime shall not accumulate on a time-off-in-lieu basis beyond ten (10) working days at any given time. A maximum of five (5) working days may be carried from one year to the next. (b) Management employees are eligible for time off in lieu of overtime pay, to a maximum of ten (10) working days per calendar year. All overtime is banked at the rate of straight time. A maximum of five (5) working days may be carried from one year to the next provided that the maximum accumulation never exceeds ten (10) working days at any time. Any carry over must have the approval of the CAO. The Job Classes deemed to be Management for the purpose of this policy only are: Chief Administration Officer/Clerk Treasurer/Deputy Clerk Planner Public Works Manager Office Manager (c) All authorized work performed by permanent part-time employees (except those indicated in 2(a) & 2(b) beyond the normal work days is considered Policy 4 – 16 Page 3 Hours of Work and Overtime overtime and is paid at the rate of straight time. Overtime worked above 40 hours in a week will be paid at a rate of time and one-half. Overtime shall not accumulate on a time-off-in-lieu basis beyond nine (9) hours at any given time. (d) Under special circumstances Management employees may be granted permission to exceed maximum banked days. Permission must be obtained from the Corporate Services Committee. (e) All overtime must be pre-approved by the employee’s Department Head or designate and shall not include elective overtime; (f) Public Works operational employees who are called in prior to their normal starting time are required to go home after a total of eight (8) hours are worked, unless after eight (8) hours of work the Supervisor assigns additional work. (g) For all employees, except those indicated in 2 (b), any banked time remaining at the end of November of each year over any requested carry (Max 5 Days) will be paid on the first pay in December at the rate in which it was banked on the first pay in December. (h) For Management employees as outlined in 2 (b), any banked time remaining at the end of December 2011, will have three (3) years to take the remaining time off in-lieu. 3. The following applies to office hours: (a) The normal hours of business for all departments operating out of the Administrative Office are 7:30 a.m. to 4:30 p.m.; (b) The normal hours of operation for the Public Works garages are designated by the Public Works Manager according to seasonal requirements. TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services FROM: Dean Sauriol DATE: June 4, 2013 SUBJECT: Special Projects Clerk Extension RECOMMENDATION Recommend that we extend the contract of employment of Kayla Janke for an additional period ending September 6, 2013. This position will be full time at 35 hours per week. BACKGROUND In the midst of several changes and new initiatives currently going on and not yet completed. Seeing that the Township did not hire a student for the office this summer and several projects are being currently addressed. We are currently working on the corporate structure review complete with job description, performance appraisals and pay equity review. Hopefully will be able to complete this work throughout the summer months in order to have council approve any recommended changes. DISCUSSION In the essence of moving forward and not losing momentum of the current projects suggest that Kayla Janke contract be extended to September 6, 2013. PEOPLE CONSULTED Charlene Jackson, Treasurer FINANCIAL IMPLICATIONS The cost of this appointment through to September 6, 2013 would be Approx $6000.00. ATTACHMENTS - None Respectfully Submitted Township of Laurentian Valley “Original Signed” Dean Sauriol Chief Administrative Officer Page 1 of 1 TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services Committee FROM: Charlene Jackson, Treasurer/Deputy Clerk DATE: May 29th, 2013 SUBJECT: Investment Policy RECOMMENDATION THAT Corporate Services Committee recommend to Council to forward By-law 2013-06-XXX as attached to the Regular Council Meeting of May 21st, 2013. BACKGROUND Section 7(1) of O.Reg. 438/97 states that: 7. (1) Before a municipality invests in a security prescribed under this Regulation, the council of the municipality shall, if it has not already done so, adopt a statement of the municipality’s investment policies and goals. And further: Section 9.3 of the inter-municipal agreement for the Ottawa Valley Waste Recovery Board states that the Board shall establish perpetual care reserve fund and shall include in each annual budget submitted to each of the Councils of the parties the proposed means of accumulating sufficient funds in the Reserve to ensure that, at the time that each cell and the Landfill closes, there is enough to pay for all closure and perpetual care costs. DISCUSSION The Township has received a legal opinion from the Township lawyer, Roy C. Reiche outlining his opinion with regard to the proposed Investment Policy. The CAO/Clerk and Treasurer have reviewed those comments and have made any necessary changes to the policy as required. The Treasurer will be meeting further with Treasurer’s from the partner municipalities for the OVWMC to review the proposed policy prior to adoption at the Council meeting on June 18th. Any changes will be reflected in the final documentation. PEOPLE CONSULTED Dean Sauriol, CAO/Clerk Page 1 of 2 FINANCIAL IMPLICATIONS N/A ATTACHMENTS By-law 2013-06-XXX Investment Policy Respectfully Submitted Township of Laurentian Valley “ORIGINAL SIGNED” Charlene Jackson, AMCT, Dipl. M.M. Treasurer/Deputy Clerk Page 2 of 2 THE CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY BY-LAW NUMBER 2013-06-XXX Being a By-Law to Adopt an Investment Policy WHEREAS Paragraph 7(1) of Ontario Regulation 438/97 provides that before a municipality invests in a security prescribed under this Regulation, the council of the municipality shall, if it has not already done so, adopt a statement of the municipality’s investment policies and goals. NOW THEREFORE the Council of the Corporation of the Township of Laurentian Valley enacts as follows: 1. The Investment Policy as shown on attached Schedule “A” and forming part of this By-Law, is hereby adopted. 2. This By-Law shall come into force and effect on the date of passing thereof. Read a FIRST and SECOND time this 18th day of June, 2013 Read a THIRD time and PASSED this 18th day of June, 2013 ______Jack Wilson, Mayor Dean Sauriol, CAO/Clerk CORPORATION OF THE TOWNSHIP OF LAURENTIAN VALLEY SECTION NAME: Finance SECTION # POLICY # SUBJECT: Investment Policy Review: # of PAGES: EFFECTIVE DATE : REVISIONS: Approval Motion #: PURPOSE The goal of the Township investment policy shall be to set out the guiding principles and establish a statement of the Township’s investment policies and goals for the purpose of investing public funds held by the Ottawa Valley Waste Management Board, while meeting the related statutory requirements. Ideally the market yields should be higher than the rate given by the Township’s bank for the various bank accounts. GUIDING PRINCIPLES The Township shall adhere to the following guiding principles in the consideration, purchase, disposal and administration of any Township held investments: a) Adhere to statutory requirements b) Preservation of capital c) Liquidity d) Diversification e) Yield Definitions: CAO means the Chief Administrative Officer of the Township of Laurentian Valley Treasurer means the Treasurer of the Township of Laurentian Valley OVWMB means the Ottawa Valley Waste Management Board Investment Manager(s) means the person that makes investments in portfolios of securities on behalf of the Township of Laurentian Valley, in accordance with the investment objectives and parameters defined Investment Policy Page 1 of 5 by this policy. An investment manager may be responsible for all activities associated with the management of client portfolios, from buying and selling securities on a day-to-day basis to portfolio monitoring, settlement of transactions, performance measurement, and regulatory and client reporting. Custodian means an agent, bank, trust company, or other organization which and safeguards an individual's, or investment company's assets for them. Adhere to Statutory Requirements All investment activities shall be in compliance with the relevant sections of the Municipal Act, 2001 along with any applicable legislation and related regulations as amended from time to time Preservation of Capital Safety of principal is a primary objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating or cash flow requirements and limit temporary borrowing requirements. Furthermore, since all possible cash demands cannot be anticipated, the portfolio shall consist largely of securities with active secondary or resale markets. A portion of the portfolio may also be placed in local government investment pools that offer liquidity for short-term funds. Diversification The portfolio shall be diversified by asset class, issuer type, credit rating and by term to the extent possible, given legal and regulatory constraints. Yield The Township shall maximize the net rate of return earned on the investment portfolio, without compromising the other objectives listed previously. Investments are generally limited to relatively low risk securities in anticipation of earning a fair return relative to the assumed risk. PRUDENCE Investments shall be made with judgement and care, under circumstances then prevailing, which persons of prudence, direction and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of capital as well as the probable income to be derived. Authorized employees acting in accordance with this policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes. Investment Policy Page 2 of 5 DELEGATION OF AUTHORITY The Treasurer has overall responsibility for the prudent investment of the Township’s portfolio. Authority to manage and implement the investment program may be granted for all or a portion of the Township’s overall investment portfolio, to an external investment Agent, to act as an Investment Manager on behalf of the Township, as determined through an independent and competitive bidding process every five (5) years. That Agent shall act in accordance with the established procedures and internal controls consistent with this investment policy. The performance of any Agent will be assessed annually. Those investments governed by the provisions of the “ONE – The Public Sector Group of Funds” agreement shall be deemed delegated to that Agent. SAFEKEEPING & CUSTODY The Custodian services are to be provided by a designated Custodian. ELIGIBLE INVESTMENTS Investments issued or guaranteed shall be in accordance with Ontario Regulation 438/97 as amended. REPORTING The Treasurer shall submit an annual investment report to Council of the Township of Laurentian Valley, together with the annual audited Township Financial Statements. The Treasurer shall also submit an annual investment report to the Ottawa Valley Waste Management Board. The investment report should include the following: a) A listing of individual securities held at the end of the reporting period by maturity date; b) A statement about the performance of the portfolio of investments of the Township during the period covered by the report; c) A description of the estimated proportion of the total investments of the Township that are invested in its own long-term and short-term securities to the total investment of the Township and a description of the change, if any, in that estimated proportion since the previous year’s report; d) A statement by the Treasurer as to whether or not, in his or her opinion, all investments were made in accordance with the investment policies and goals adopted by the Township and the Ottawa Valley Waste Management Board when applicable; Investment Policy Page 3 of 5 e) A record of the date of each security transaction, including a statement of the purchase and sale price of each security; f) Such other information that the Council may require or that, in the opinion of the Treasurer, should be included. PERFORMANCE BENCHMARKS The investment portfolio will be managed in accordance with the parameters specified within this policy. The portfolio should obtain a market average rate of return throughout budgetary and economic cycles that is commensurate with the investment risk constraints and cash flow needs of the Perpetual Care Reserve held in trust by the Township for the Ottawa Valley Waste Management Board. MARKET VALUE The market value of the portfolio shall be calculated at least annually as at December 31st. SIGNING AUTHORITY Transactions related to investments made by the Township require staff approval by the Treasurer. In the absence of that individual, staff approval shall be given to the CAO. Decision making authority for investment transactions may be delegated by the Township directly to an Investment Manager, following an independent and competitive bidding process, to the extent that the Treasurer provides that Investment Manager with funds to invest and manage on behalf of the Township. MAXIMUM MATURITIES To the extent possible, the Township shall attempt to match investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the Township will not directly invest in securities maturing more than fifteen (15) years from the date of purchase. Reserve and Trust funds with longer- term horizons may be invested in securities exceeding ten (10) years if the maturities of such investments are made to coincide as nearly as practicable with the expected use of the funds. CURRENCY The Township shall not invest in a security that is expressed or payable in any currency other than Canadian dollars. Investment Policy Page 4 of 5 EXEMPTION Any investment currently held by the Township that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. RESPONSIBILITIES CAO Obtain adequate insurance coverage to guard against any losses that may occur due to misappropriation, theft, or other unscrupulous acts of fraud with respect to the Township’s financial assets. Treasurer Enters into arrangements with Investment Managers; Executes and signs documents on behalf of the Township and performs all other related acts in the day to day operation of the investment and cash management program; and Develops and maintains all necessary operating procedures for effective control and management of the investment function and reasonable assurance that the Township’s investments are properly managed and adequately protected. Investment Manager(s) Allocates assets and selects securities or investments within such classes, in accordance with established investment policy; Provides regular reports (quarterly, at a minimum) to Administration, which include the performance and risk characteristics of the Township’s Investment Portfolio and meets with Administration and / or Council as required; Recommends changes to established investment policy that are deemed appropriate; Provides advice and counsel with respect to the Investment Portfolio; and May also act as Custodian. Custodian Provides safekeeping of the Investment Assets; Processes transactions as directed by the Investment Manager(s) and / or the Township; Collects interest, dividends and the proceeds of cash equivalent and fixed income instrument maturities; Deposits funds and pays expenses as directed by the Township; Maintains a record of all transactions; Provides regular (monthly at a minimum) reports to the Township; and Provides the Investment Manager(s) and the Township with information required to fulfill their duties. Investment Policy Page 5 of 5 TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services Committee FROM: Dean Sauriol, CAO DATE: June 4, 2013 SUBJECT: Councillor Expense Allowance RECOMMENDATION That each member of Council would be entitled to the following accountable allowance limit to be used at the Member`s discretion: Mayor $700 per annum Councillor $500 per annum All expenses shall be reviewed by CAO and Treasurer. In the opinion of CAO or Treasurer Eligibility of certain expenses shall be discussed with the Mayor who shall have final decision authority. BACKGROUND In an effort to monitor and allow members to attend events or functions that they see as beneficial to the Township. In the past items are being bypassed for the simple reason that bureaucracy gets involved in the decision as to whether or not it is worthy of attendance. DISCUSSION This will allow council members the freedom of conducting business in an accountable and responsible fashion. Members can personally make decisions to attend/acquire items necessary for their role as a township leader. PEOPLE CONSULTED Charlene Jackson, Treasurer FINANCIAL IMPLICATIONS This cost would be fixed at $3700.00 for 2013 as a maximum amount. Each Council member shall have an allowance account set up and it will be monitored by the treasurer and CAO. Also expenses will by law be reported in March of the following year as part of the annual Council Expense Declaration. ATTACHMENTS - NONE Page 1 of 2 Respectfully Submitted Township of Laurentian Valley “Original Signed” Dean Sauriol Chief Administrative Officer Page 2 of 2 TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services Committee FROM: Dean Sauriol, CAO DATE: June 4, 2013 SUBJECT: iSolara MicroFIT Project RECOMMENDATION That we make application to Hydro One to see if we might be successful in obtaining possible microfit projects for our municipal buildings. BACKGROUND In an effort to consider and look at all possible sources of revenue and possible revenue generation, Municipalities are looking at these types of projects as a way of investing in its own infrastructure. DISCUSSION I have received this proposal from a County of Renfrew Company that has evaluated our buildings to see if they are suited for this type of project. The ones identified in the report would be possible. Although with the ball diamond very near by the Alice and Fraser site would not be practical. At this time the only commitment the Township would have is that we would apply to Hydro One and see if we would be permitted to proceed if council saw fit to do so. PEOPLE CONSULTED FINANCIAL IMPLICATIONS There would be a significant frontend capital outlay with basically a 6 year payback with a 20 year lease agreement. Which could transpire into approximately 80,000 dollar profit per site over the term of the lease. ATTACHMENTS - iSolara Solar Power MicroFIT Report Respectfully Submitted Township of Laurentian Valley “Original Signed” Dean Sauriol Chief Administrative Officer Page 1 of 1 30/05/2013 iSolara Solar Power MicroFIT Overview Township of Laurentian Valley John Sirosky - EE Solar Power Consultant Renfrew County iSolara Solar Power • Ottawa based company established in 2003 • One of top 3 system integrators serving Eastern Ontario • More than 2.5MW of Solar PV installed • We assist customers in taking advantage of FIT (Feed In Tariff) program through Ontario Power Authority • OPA contracts are fixed 20 year Power Purchase Agreements • MicroFIT, Small FIT and Large FIT “Our vision is to enable every citizen, business and organization to invest in green energy solutions” 1 30/05/2013 Large FIT at a glance • Large is greater than 500kW 23 MW Solar Farm 3.7 MW Solar Farm Arnprior, ON Beachburg, ON Small FIT at a glance • Small is 10kW to 500kW Medium size roof tops such as hospitals, schools, & farms • Small FIT 1.0 ($0.71/kWh) from 2010 5 Connected Projects • Small FIT 2.0 ($0.539/kWh) late 2012 16 applications in queue including two for Pembroke Hospital 2 30/05/2013 Small FIT 2.0 Point System • Difficult to get a contract • Only 200MW will be awarded (800MW applied!) • 50MW awarded to community & aboriginal groups • Balance awarded on a point system Small FIT 2.0 Continued • $500 application fee plus security deposits • Application Process may be up to a year • Still have to apply to Hydro One or Local utility for a connection • $3500 paid to Hydro One for Impact Assessment with no guarantee of connection • There are engineering consulting fees • If approved, construction may be up to 2 years • Could be up to 3 years before any revenue is seen 3 30/05/2013 MicroFIT • Micro is 10kW or less – It’s very easy to apply compared to FIT – Thousands of projects across Ontario – More than 190 iSolara projects Trinity United Church, Renfrew Sandvik, Arnprior $0.549/kWh on rooftop for 2.0 Very close to FIT 2.0 rates MicroFIT 2.0 and Municipalities • 50MW of contracts were to be released • 4.9 MW remained as of May 15, 2013 • Another 50MW will be available at a lower rate • Municipalities may submit multiple applications – Restricted to one application per land title • No application fees or security deposits • And it is possible to check for Hydro One grid capacity before applying to OPA 4 30/05/2013 Connecting to the Grid- Summary ORPC has stated that there are no constraints within the city of Pembroke. Connecting to Grid Alice & Fraser 5 30/05/2013 Office, Shady Nook Hwy 41 Municipal Office & Garage 6 30/05/2013 Hwy 41 Garage – Snow Country Fire Hall 7 30/05/2013 Alice & Fraser Shady Nook 8 30/05/2013 Total Revenue & Profit Some Final Thoughts… • We use Canadian Solar PV Modules – #1 in Canada & #4 Worldwide – 25 year warranty and will last over 30 years • We use Enphase Energy Microinverters – World’s most efficient microinverter – 25 year warranty and free monitoring • We have a trained installation team • We use Certified Electrical Contractors • We use Licensed Structural Engineers • We are experts at what we do… 9 30/05/2013 In Summary… • Solar Energy is a Secure & Green investment • Township of Laurentian Valley can get equivalent revenue to a 50kW FIT revenues today using five MicroFITs • It is free to apply • Let iSolara assist in obtaining MicroFIT contract offers • Any costs for utility connection will be known up front • Six months to complete project • System may be used in Net Metering configuration after contract to reduce utility bills at each project location ISolara Solar Power Confidential 20 10 Dean Sauriol From: John Sirosky Panels over 35 years life Warranty 25 years on both panels and inverters John Sirosky EE I Solar Project Consultant Re nfrew County (613) 570-4757 On 2013-05-29, at 2:47PM, Dean Sa uriol Hi John Have one quest ion Can you give me the details again on Life expectancy of panels and equipment And also what is the warranty period and items covered. Thanks Dean Sauriol Chief Administrative Officer/Clerk Township of Laurentian Valley Witt Road, RR#4, Pembroke, ON KBA 6W5 Phone: 613-735-6291 ext206 Fax: 613-735-5820 1 TOWNSHIP OF LAURENTIAN VALLEY CORPORATE SERVICES COMMITTEE TO: Corporate Services Committee FROM: Charlene Jackson, Treasurer/Deputy Clerk DATE: May 30th, 2013 SUBJECT: Accumulated Surplus/Deficit Actual Allocation RECOMMENDATION THAT Corporate Services Committee recommend to Council to transfer the following additional surpluses: GENERAL SURPLUS - $71,357.00 To: Working Capital - $71,357.00 SEWER SURPLUS - $39,299.00 To: Sewer Reserves - $39,299.00 BACKGROUND The Township budget was passed May 22, 2013. The actual accumulated (surplus)/deficits have been reported from the auditor as follows: ACTUAL BUDGET DIFFERENCE GENERAL ($471,357.00) ($370,000.00) ($101,357.00) SEWER ($39,299.00) $0.00 ($39,299.00) STREET LIGHTS ($3,244.00) ($5,663.00) $2,419.00 WATER $35,469.00 $0.00 $35,469.00 DISCUSSION GENERAL SURPLUS: The total difference between the budgeted amount and the actual is $101,357.00. It is recommended that $30,000.00 remain in the general funds to offset a future ARB Minutes of Settlement. SEWER SURPLUS: The total difference between the budgeted amount and the actual is $39,299.00. It is recommended that the full amount be transferred to the Sewer Reserves. Page 1 of 2 STREET LIGHT SURPLUS: The total difference between the budgeted and actual amount is $2,419.00. At this time it is recommended that a recommendation will come forward at the end of 2013 that will determine a transfer to or from reserves. WATER DEFICIT: The total difference between the budgeted and actual amount is an accumulated deficit of $39,299.00. At this time it is recommended that a recommendation will come forward at the end of 2013 that will determine a transfer to or from reserves to offset the accumulated deficit. PEOPLE CONSULTED Dean Sauriol, CAO/Clerk FINANCIAL IMPLICATIONS N/A ATTACHMENTS History of (Surplus)/Deficits from 2007 to 2012 Respectfully Submitted Township of Laurentian Valley “ORIGINAL SIGNED” Charlene Jackson, AMCT, Dipl. M.M. Treasurer/Deputy Clerk Page 2 of 2 Township of Laurentian Valley General (Surplus)/Deficit Surplus/Deficit YEAR Per Year Accumulated 2007 $ (128,236.90) $ (128,236.90) 2008 $ 753,397.34 $ 625,160.44 2009 $ (1,260,400.87) $ (635,240.43) 2010 $ 134,558.20 $ (500,682.23) 2011 $ 329,901.90 $ (170,780.33) 2012 $ (300,576.67) $ (471,357.00) Township of Laurentian Valley Sewer (Surplus)/Deficit Surplus/Deficit YEAR Per Year Accumulated 2007 $ 55,414.45 $ 55,414.45 2008 $ 115,567.33 $ 170,981.78 2009 $ (142,276.22) $ 28,705.56 2010 $ (71,397.00) $ (42,691.44) 2011 $ 28,646.48 $ (14,044.96) 2012 $ (25,254.04) $ (39,299.00) Township of Laurentian Valley Street Lights (Surplus)/Deficit Surplus/Deficit YEAR Per Year Accumulated 2007 $ (286.74) $ (286.74) 2008 $ (2,876.50) $ (3,163.24) 2009 $ 6,834.15 $ 3,670.91 2010 $ (4,583.32) $ (912.41) 2011 $ (4,548.18) $ (5,460.59) 2012 $ 2,216.59 $ (3,244.00) Township of Laurentian Valley Water (Surplus)/Deficit Surplus/Deficit YEAR Per Year Accumulated 2007 $ 14,137.63 $ 14,137.63 2008 $ (108,870.99) $ (94,733.36) 2009 $ (55,833.36) $ (150,566.72) 2010 $ 58,324.80 $ (92,241.92) 2011 $ 101,459.17 $ 9,217.25 2012 $ 26,251.75 $ 35,469.00 30/05/2013 iCompass Training Prepared For: Council Prepared By: Kayla Janke OVERVIEW 1. What is iCompass 2. Using iCompass 3. Laptop View a) Process b) Demonstration 4. iPad View 5. Advantages & Disadvantages 6. Questions 1 30/05/2013 What is iCompass A Cloud Electronic documents are located on the Internet 4 components of iCompass FilePro Action Tracking Meeting Manager Records Manager Using iCompass Username & Password Download package before meeting Bring laptop or iPad to meeting and view agenda on iCompass Make notes on laptop or iPad 2 30/05/2013 Laptop View THE PROCESS 3 30/05/2013 1. Receive Email As outlined in the Council Procedural By- Law; the agenda and reports for Regular Council Meetings shall be distributed to members by 4PM on the Friday before the meeting date. Note the 2 links you can view (your preference): PDF Splitscreen 4 30/05/2013 2. Login Once you click the link it will prompt you to log into FilePro. PDF – Normal View 5 30/05/2013 Splitscreen – Agenda on left with links to items that show on right Splitscreen – Cont’d 6 30/05/2013 3. Making Notes PDF SPLITSCREEN Will have to save it to Can only make your computer notes on word Must have Adobe program or paper Professional to make direct notes Or you can make notes on other word program Demonstration 7 30/05/2013 iPad View http://www.icompasstech.com/agendanotesipad Advantages & Disadvantages 8 30/05/2013 Laptop Advantages Disadvantages Larger & more More complex to use screen space Battery Life Keyboard & mouse Slower to make notes on Adobe Pro Word Processing Requires purchase of additional software iPad Advantages Disadvantages Easy to use Smaller screen Quick access Possible purchase Battery Life of a keyboard & Light/portable mouse Easy to make notes Requires wireless Free App for router iCompass 9 30/05/2013 Questions? 10 Saturday, June 15, 2013 Celebrating 45 years in aviation. Free Flights For Kids (Ages 8-17) Mason's Child ID Program, Ry-J's lnflatables, Algonquin Aeromodellers, Visiting Aircraft and BBQ ($5 per person) 9:00am to 3:00pm. BBQ is ll :OOam to l :OO pm For information please contact: ~~~~~~~Phone: 613-687-5300 or [email protected] CANADI AN OWNE RS AN D PILOTS ASSOCIATION ViS it OUr website: www.flycyta. CO COPA FLIGHT 1 78 Facebook.com/flycyta Dean Sauriol From: Laurentian Valley TWP From: Hon. Bob Chiarelli [mailto:[email protected]] Sent: May-30-13 12:00 PM To: Mayor Wilson Subject: A message from the Honourable Bob Chiarelli Ministry of Energy Ministere de I'Energie Office of the Minister Bureau du ministre 4th Floor, Hearst Block 4e etage, edifice Hearst 900 Bay Street 900, rue Bay Toronto ON M7A 2E1 Toronto ON M7A 2E1 D Tel.: 416-327-6758 Tel.: 416 327-6758 Fax: 416-327-6754 Telec.: 416 327-6754 May 30, 2013 MEMORANDUM TO: His Worship Jack Wilson MEMORANDUM FROM: The Honourable Bob Chiarelli RE: Stronger Municipal Voice in Renewable Energy Development Our government committed to give municipalities a stronger voice in decisions about renewable energy development. Premier Kathleen Wynne made that commitment in her Throne Speech. As Minister of Energy, I have reiterated that commitment in the Legislature and in the communities I have visited across the province. I am pleased to say that we are following throug h and making changes to give municipalities a stronger role in decisions about future renewable energy development. Earlier this month, I asked the Independent Electricity System Operator (I ESO) and the Ontari o Power Authority (OPA) to develop a new regional energy planning process to help improve the way we plan, site and build future large energy infrastructure. This process will be based on formal input from municipalities, communities and the energy sector. The IESO and OPA are expected to report back with a joint implementation plan by August 1, 2013. Today, I am announcing a major change to the way large renewable energy projects are contracted in Ontario. We will ask the OPA to develop a competitive procurement process 1 to replace the large project stream of the Feed-in Tariff (FIT) program for projects greater than 500 kilowatts. In developing this procurement process, the OPA will be required to engage with municipalities to identify appropriate technical siting requirements and locations for future large renewable energy projects. Competitive procurements tailored to meet the needs of communities to ensure that renewable energy developers work directly with municipalities before contracts are awarded. Ontario is also moving forward with procuring small renewable energy projects by introducing clear, predictable procurement windows. This fall, the Ontario Power Authority (OPA) will open a new procurement window for 70 megawatts (MW) for Small FIT and 30 MW for microFIT. In addition, Ontario is setting annual procurement targets from 2014 to 2018- 150 MW for Small FIT and 50 MW for microFIT. In total, that's 900 MW of new capacity. This represents an estimated 6,400 jobs between now and 2018 and enough new, clean electricity each year for more than 125,000 homes. In addition, the province is taking steps to make it easier for municipalities to bring their own clean energy projects online. While some municipalities are already participating in the FIT program, the FIT rules will be revised to encourage even more municipalities to participate. The Ministry of Energy plans to work with the OPA to: • Revise definitions under the FIT program, including setting aside part of the annual procurement target for projects partnered or led by municipalities and giving these projects priority in the same manner as projects with community and Aboriginal participation. • Provide municipalities with access to funding for soft costs associated with the development of Small FIT projects. Ontario also wants to provide further support and revenue opportunities for municipalities: • We would like to help municipalities maximize their local energy opportunities by providing support for the development of a Municipal Energy Plan. These optional plans will integrate energy, infrastructure, growth and land use planning to support economic development, increase conservation and identify green energy opportunities. The program will focus on small to medium-sized municipalities. • The OPA is developing a pilot program for FIT projects on unconstructed buildings. This will provide new opportunities for municipalities to generate extra revenue when planning future buildings such as arenas, libraries and community centres. • Mu nicipalities have also told us they would like to see more tax revenues from local projects. We will work with municipalities to determine the right property tax rate increase for wind turbine towers. These changes will continue our commitment to clean energy, while giving municipalities a stronger voice, more options and new tools when it comes to renewable energy. Our goal is to ensure that the right projects are built in the right places at the right time. If you have questions about these changes, you can contact Ministry of Energy staff in the Renewable Energy Facilitation Office (REFO) at [email protected] or by phone at 1-877- 2 440-7336 (416-212-6582 within the GTA). Sincerely, 10=~------·---- Bob Chiarelli Minister of Energy 3 Dean Sauriol From: AMO Communications TO THE IMMEDIATE ATTENTION OF THE CLERK AND COUNCIL May 30, 2013 Ontario Government's Renewable Energy Changes Aimed at Municipalities Today Bob Chiarelli, Minister of Energy announced several new renewable energy program changes and initiatives at the CanSIA Solar Ontario Conference aimed at municipal concerns. The announcement gives us a better sense of how the Province intends to approach project siting differently, with greater local input and a focus on more willing communities. For its part, AMO continues to press for programs that provide appropriate local input for communities willing to host these projects, while respecting the wishes of those who are not. Broadly, the announcement has six key elements that impact municipalities, which reflect some of AMO's recommendations on FIT 2.0 review: 1. Changes to the siting of large renewable projects will require developers to work directly with municipalities to identify appropriate locations and site requirements for any future large renewable energy project. The Province will move to a procurement model for these large projects. We understand there will be consultations with municipalities this summer to formulate this process. A crucial component will be determining how developers will work directly with municipalities before contracts are awarded. AMO is also seeking clarity on the tools available to communities who are unwilling to host large renewable energy projects. 2. There is a dedicated municipal allocation for FIT. The FIT program will be amended so that municipalities are eligible for priority points, have access to "soft costs" and are eligible for "set-asides" under the procurement target. 3. The property tax assessment on wind turbine towers will increase, although the amount has not yet been determined. The Ministry of Energy has indicated that they will be working with municipalities on this matter as well. 4. Small and medium municipalities will be eligible for funding for Municipal Energy Plans, which align infrastructure, energy and land use planning. These plans will focus on increasing conservation and helping to identify the best energy infrastructure options for a community. 5. The Long Term Energy Plan for the Province is being revised based on regional consultation this summer. 1 6. A pilot project for small FIT rooftop solar projects is intended to encourage buildings to be designed for rooftop solar installations. We look forward to meaningful consultation and results on these initiatives and we will keep AMO members posted on any new developments and details as they become available. For more information on the Ministry of Energy's announcement: Ontario Working With Communities to Secure Clean Energy Future AMO Contact: Cathie Brown, Senior Advisor, E-mail: [email protected] - 416.971.9856 ext. 342. PLEASE NOTE AMO Breaking News will be broadcast to the member municipality's council, administrator and clerk. Recipients of the AMO broadcasts are free to redistribute the AMO broadcasts to other municipal staff as required. We have decided to not add other staff to these broadcast lists in order to ensure accuracy and efficiency in the management of our various broadcast lists. DISCLAIMER These are final versions of AMO documents. AMO assumes no responsibility for any discrepancies that may have been transmitted with the electronic version. The printed versions of the documents stand as the official record. 2 TOWNSHIP OF LAURENTIAN VALLEY PUBLIC WORKS, PROPERTY & PROTECTION COMMITTEE TO: Chair Sheedy and Members of the Public Works, Property & Protection Committee FROM: Mark Behm, Public Works Manager DATE: May 30, 2013 SUBJECT: Information Items Water Restriction By-Law As Council knows, a Water Restriction By-law was recently passed for users of Municipal water. This by-law deals with the restriction of water usage during a drought situation only. This differs from a by-law recently passed by the City of Pembroke which imposes water restrictions from May 15 to September 15 annually. Call for Tender Several tenders have been called for various projects in the Township. These include Roy Street West Reconstruction, Gravel Road Resurfacing, Supply & Stockpile of Winter Sand and Guiderail Repairs. A tender for the replacement of the Backhoe damaged by fire has also been issued. All tenders close on Monday June 17th. Roy Street West CCTV Inspection On May 29th, a CCTV inspection was completed on a section of the Roy Street West Sanitary Sewer. This section of the sewer was thought to have structural issues and was potentially scheduled for replacement as part of the upcoming reconstruction project. The inspection has found that sanitary sewer is in reasonable condition and will not need to be included in the scope of work for the project. A letter from Mr. Ron Moss of Jp2g Engineering is attached for Committee’s review. Sign Retro-reflectivity Testing The testing of sign retro-reflectivity has been completed for all regulatory and warning in the Municipality. This is a requirement under the Minimum Maintenance Standards. The study, prepared by Advantage Specialties, has found that 313 of 851 signs tested do not meet the minimum reflectivity requirements. The majority of these signs are warning signs, including various curves sign and stop ahead signs. Funds have been allocated in the 2013 budget for the replacement of a significant amount of the signs. All high priority signs will be changed first and low priority signs will be changed in 2014. Community Safety Zones Under the Township’s current speed limit by-law, Community Safety Zones (CSZ) are designated near all parks and playgrounds in the Municipality. While staff are currently reviewing the by-law, it is felt that the implementation of the zones is imperative. Staff will be installing the required signage for the Community Safety Zones in the coming weeks. The OPP will also be notified of the upcoming changes. Page 1 of 2 Collection of Container Recycling Over the last month, meetings have been held between the Ottawa Valley Waste Recovery Centre and representatives from Laurentian Valley, the Town of Petawawa and the City of Pembroke. The discussion is around the collection of container recycling (cans, plastic, glass) in plastic bags from residents properties in all 3 Municipalities. Under the current collection contract, materials are not permitted to be placed in plastic bags. Over the upcoming weeks, a media campaign will advise residents that bagged material is not permitted. At the end of the campaign, all Contractors will cease to collect bagged items. The major issue with the bagged material is the amount of time it takes for staff at the OVWRC to manually open each bag. Respectfully Submitted Township of Laurentian Valley “Original Signed” Mark Behm Public Works Manager Page 2 of 2 J.M. Janota, M.Sc., P.Eng. Jp2g Consultants Inc. J.E. Hunton, MCIP, RPP ENGINEERS ■ PLANNERS ■ PROJECT MANAGERS May 30, 2013. Township of Laurentian Valley 460 Witt Road, RR #4 Pembroke, Ontario K8A 6W5 Attention: Mr. Mark Behm Public Works Manager RE: Roy Street Reconstruction Sanitary Sewer cctv Inspection MH Roy-9 to MH Roy-7 Jp2g Project No. 2114246a Dear Sir: In reference to a cctv inspection completed yesterday on your behalf and prior to our receipt of the cctv contractors report our summary of the cctv investigation is as follows. 1. The condition of the sanitary sewer from Manhole # Roy-9 to manhole Roy-7 appears to be sound and in good condition. There appeared to be very little infiltration observed within the sewermain. We do not anticipate that Sewer construction will be required under the project noted above. 2. A summary of our observations and subsequent discussions with the cctv contractor and your Mr. Lorne Rathwell is as follows: MH ROY-9 to MH ROY-8 (at Indian Court intersection) - Contractor supplied a sewage pump by-pass system for the duration of the day in order to reduce sewage flows in order to view the entire sewer main. The cctv contractor was not commissioned to provide a by-pass system on the initial cctv inspection dated July 9 2009. At that time the contractor was not able to report on the sewer main due to the depth of sewage flow. - One obstruction was encountered yesterday and it appeared to be a 3 or 4 inch rock as well as stones and sand which all was subsequently removed from the sewer by the contractor. - As the camera approached the manhole and drop connection at MH there appeared to be a 2 inch sump in the sewermain. Due to the proximity of the drop connection we do not anticipate that this would be problematic. - All service connections appeared to be adequate with some some having exposed gaskets. We do not anticipate that this would be problematic. MH ROY-8 (at Indian Court intersection) to MH ROY-7 (at Karen St) - Contractor supplied a sewage pump by-pass system for the duration of the day in order to reduce sewage flows in order to view the entire sewer main. - The cctv camera was inserted into the sewermain within manhole ROY-8 and proceeded towards manhole ROY-7. A protruding service connection was encountered (house # 564) but the camera was able to pass with no difficulty. The protrusion does not appear to be problematic and in this regard the trimming of the service was cancelled. - As the camera approached manhole ROY-7 it appeared that the benching was constructed higher than the sewermain invert into the manhole. The difference appears to be 3 or 4 inches higher than the sewermain invert. This condition does not appear to be an immediate concern, however, 12 International Drive • Pembroke • Ontario • K8A 6W5 • Tel (613) 735-2507 • Fax (613) 735-4513 • www.jp2g.com • [email protected] Page 2 we suggest that the benching needs to be broken out and redone in order to provide adequate access to the sewermain for any maintenance that would be required and to provide more efficient sewage flow thru the manhole. In order to complete this a sewage by-pass system similar to the set up used for this cctv inspection as well as a sewage sucker truck all for an estimated cost of $ 10,000 including HST. This work could be completed by Drain-All Ltd. - We also observed that the crown of the sewermain had a few small puncture marks likely caused from larger stones in the pipe bedding at the time of construction. These puncture marks may become worse due to roadway compaction equipment which will be operated during the reconstruction process of Roy Street this summer. We suggest that a cctv inspection be conducted upon completion of the roadway reconstruction to view the pipe punctures. Should you have any questions in regards to the above, please do not hesitate to contact the undersigned. Yours truly, Jp2g Consultants Inc. Engineers ▪ Planners ▪ Project Managers Ron Moss, C.E.T. Project Manager cc: Steve Webster, Principal, Pembroke Office Manager 1150 Morrison Drive • Suite 410 • Ottawa • Ontario • K2H 8S9 • Tel (613) 828-7800 • Fax (613) 828-2600 • www.jp2g.com • [email protected] Township of Laurentian Valley Policing Committee Minutes – May 22, 2013 Meeting Present: Marcel Marsan, Denise Seigel, , Allan Wren, Keith Watt, Marcel Levesque Charlotte Witt Regrets: Kevin Leach, Phil Saar, Brian Burger Visitor: Sgt. Nancy Graves The minutes of Apr 17/13 meeting approved, motion by Denise 2nd by Allan. Sgt. Graves attended the meeting and brought The April Violations Report for The Twp of Laurentian Valley. The listing was reviewed, a discussion followed and questions were answered. The next CPAC meeting is June 19th at the detachment office. Old Business 1.) Invoices for Dr Viallancourt had been received and forwarded to Twp treasurer for payment. 2.) Keith reported that Rockwood’s Bicycle rodeo would be June 13th. Adam Yantha’s stunt and safety session for the senior grade students will be June 12th.Action Item Keith to get times for both events and forward to members. Also check with beth re Rodeo Certificates. Note Both events start at 9:30am and will end at approx. 11:25am. We require volunteers for the Rodeo only. Let me know if you plan to attend. 3.) Police Records check letter given to Marcel Levesque. Action Brian; will get his letter at June meeting. 6. Const. Beth Ethier’s request for us to help with counterfeit money session. Allan stated he had over 60 local business fax numbers, which he could send a poster or notice concerning the counterfeit presentation. Action Item Allan: to check on a Shady Nook Hall Rental if we were to sponsor. 7. Projects for next fall & winter – Drive Wise, Road Safety Challenge, 8. Committee agreed that students are welcome to participate as volunteers with our committee. Action Item Keith to write letters to principals of Bishop Smith & Fellowes High Schools making it known our committee would welcome students as volunteers, should they be so inclined. 9. ChiP Program by Mason’s; Marcel Marsan will participate from 10am to 3:00pm. Action Item Keith will let Derek know. Motion to adjourn by Denise. Next Meeting Date : Mon. June 17th 2013 TOWNSHIP OF LAURENTIAN VALLEY PUBLIC SERVICES & PROGRAMS COMMITTEE TO: Chair Robinson and Members of the Public Services & Programs Committee FROM: Mark Behm, Public Works Manager DATE: May 30, 2013 SUBJECT: Protective Surfacing – Municipal Playgrounds RECOMMENDATION That Council authorize the funding of additional material for protective surfacing at all playgrounds in the Municipality. BACKGROUND In 2012, the Township spent approximately $800 to add sand to playgrounds in the Municipality. One of the Recreation Association’s had noted that they were receiving sand as a donation from a local contractor. When measurements were taken in 2013, it was found that 2 parks required much more sand than initially estimated. DISCUSSION $2,000 was allocated in the budget for protective surfacing at all playgrounds in the Township. The Pleasant View Park Association also budgeted $1000, knowing that a considerable amount of work was required to bring the park up to standard. Inspections of the protective surfacing recently conducted found that Pleasant View Park and Stafford Park required much more material than originally estimated. Quotations received for the playground sand were in the range of $9,000 for all five parks combined, leaving a $6000 shortfall. As the code states that the sand must be a minimum of 12-inches in thickness, the material is required. The parks would otherwise have to be closed. PEOPLE CONSULTED Dean Sauriol, CAO Charlene Jackson, Treasurer FINANCIAL IMPLICATIONS The budgeted amount for park sand is $2,000; therefore the amount that is proposed would put the line item over budget. It is recommended at this time, to wait until the end of 2013 to review the overall expenses for the Township to determine whether or not a transfer from recreation reserves is required. ATTACHMENTS - None Respectfully Submitted Township of Laurentian Valley “Original Signed” Mark Behm Public Works Manager Page 1 of 1 OFAH FILE: 422FFE May 17, 2013 Darrel Ryan Township of Laurentian Valley 460 Witt Road Pembroke, Ontario K8A 6WS • Dear: Darrel Ryan SUBJECT: Ontario Family Fishing Events celebrates 20 years of licence-free fishing this summer July 6-14, 2013 Ontario Family Fishing Events (OFFE) is a wonderful initiative that invites new anglers out onto the waters to cast a line. This year marks 20 years of licence-free fishing for the summer events. Each year, the Ontario Government designates two periods throughout the year as license-free, one in February and one in July. During all other time periods, Canadian residents between the ages of 18 and 64 years must purchase an OUTDOORS card and a fishing license to legally fish in Ontario. This year, the summer licence-free days are scheduled for July 6-14, 2013. During these nine days many fish festivals, clinics, or conservation and educational activities may be held in your area. Please help raise awareness for these licence-free days by adding July 6-14, 2013 to any summer events calendar in which you participate. In addition, please consider "declaring" these dates as Ontario Family Fishing Events. If you require any further information please contact us at [email protected] or (705) 748-6324 ext. 254, or visit www .ontariofamilyfishing.com. Yours in Conservation, like us on Fac-ebook and follow us 011 Twitter! (onjam.ftsh) 1: (J This is also a great tool to use for promoting your event. Rachel Pearson Conservation Outreach Programs Coordinator /rp t>ontario (Q ••• =-- =· ~~~D~~ tJnt::Jrin ~Qr/Qr~tinn nf Jlnnlt:Jrc:: ~nrll-lnntorc:. J.i=in-t ~llthrio nriva. PatorhrtY.I'\III""'h 11ntarin . 1<0 I Rl &; • /71)1:;}7.t.f.J:J_t::~':JL1 ovf ?~L1