Agenda Council Meeting - Special Saturday, June 5, 2021 Electronic Participation 10:00 AM
The Council Chambers will be closed due to COVID-19 precautionary measures. The meeting is being held electronically.
The meeting can be observed by: Joining at the following link: (Insert link) Webinar ID: XXX-XXX-XXX Or Calling: 1 (XXX) XXX-XXXX Access Code: XXX-XXX-XXX
Accessible formats and communication supports are available upon request. The Municipality of Trent Lakes is committed to accessibility for persons with disabilities. Please contact [email protected] if you have an accessible accommodation request. Page
1. Opening Ceremonies
1.1. Call to Order
1.2. Roll Call
2. Disclosure of Pecuniary Interest
3. Approval of Agenda
4. Staff Reports
4.1. 2021 Budget 3 - 12 2021 Budget
4.2. 2020 Q4 Reports 13 - 124 Administration 2020 Q4 Report Finance 2020 Q4 Report Building and Planning 2020 Q4 Report Corporate Services 2020 Q4 Report Fire and Emergency Services 2020 Q4 Report Page 1 of 145
Public Works 2020 Q4 Report Recreation and Facilities 2020 Q4 Report
4.3. 2021 Work Plans 125 - 145 Administration/Finance 2021 Work Plan Building and Planning 2021 Work Plan Corporate Services 2021 Work Plan Fire and Emergency Services 2021 Work Plan Public Works 2021 Work Plan Recreation and Facilities 2021 Work Plan
5. Delegations
6. Adoption of Confirming By-law
6.1. Confirming By-law (B2021- )
7. Adjournment
Page 2 of 145 Page 3 of 145 2021 Overall Tax Rate Total Dollars to be Collected
County $8,816,693.00 Page 4 of 145 Education $4,134,152.29
Municipality $10,146,567.26
Total $23,097,412.55 Percentage Breakdown Page 5 of 145 38% 44%
County 38% Education 18% 18% Municipality 44% Total per $100,000 of Residential Assessment - Includes County & Education Page 6 of 145
2020 2021 Increase
$869.73 $879.43 $9.70 Homeowner Impact Municipality, County & Education Rates
$3,472.18 $54.74 $3,526.92 Page 7 of 145 2020 2021
Average assessed value for single family detached, single family detached on water and seasonal dwelling on water provided by MPAC in 2021 is $401,045.60 (up from $399,224.97 in 2020). Page 8 of 145 Tax Rates 2021 Budget Total 2021 Municipal Budget
2020 Budget 2021 Budget
Page 9 of 145 $16,013,350.46 $14,380,735.02 2021 COVID-19 Pressures Potential Impacts • Uncertain financial impacts and future grant assistance • Increased number of residents staying all year resulting in more Fire Department calls and increased materials Page 10 of 145 brought to Transfer Stations • Increased Volunteer Fire recruitment, expenses and costing with a need to adapt training methods • Electronic meetings and recording requirements • Increased tax arrears • Increased costs for PPE, cleaning and equipment • Continued changes in office processes to adapt to COVID restrictions Cost Savings Included
• Fit Test Machine purchased in 2020 resulting in reduced Emergency Services staff hours, fuel, vehicle
Page 11 of 145 maintenance and travel time for fitment in 2021 • Deferral in replacing Fire Department boats and support trailers • Reduced surface treat budget based on improved scheduled Asset Management Planning and associated costing updates • Continued digitization and process efficiencies Municipal Budget Apportionment
13.36 General Government 25.35
Page 12 of 145 Other Protection Services
17.91 Roads Parks and Recreation 8.54 Fire
Capital 6.34 28.5 Report to Council
To: Mayor & Members of Council From: Donna Teggart, CAO/Treasurer Date: February 2, 2021 Re: 2020 Administration Quarterly Reporting
Recommendation:
That Council receive the Administration Quarterly Reporting from the CAO/Treasurer for information purposes.
Financial Implications: N/A
Background:
The purpose of this report is to provide Council with Updated Departmental Work Plans for 2020 as attached. As indicated previously, staff have prepared these plans with a view to moving forward with the initiatives of Council, the Management Team, individual departments and through the approved Strategic Priority Action Document. The plans are also prepared based on various legislative requirements.
Although there has certainly been some further progression on Q4 initiatives, based on the urgent change of job priorities as a result of the COVID-19 pandemic, some of the initiatives may not have been met.
As a reminder, the attached plans do not represent all work carried out by departments for things like daily operations, meetings, contacts, professional development or management of other issues throughout the year. The attached reflects the successes along with the challenges being faced in the implementation of planned initiatives.
Some specific initiatives undertaken by the Administration Department in 2020 include:
• 2019 Annual Mandatory Accessibility Reporting • Coordinated COVID-19 Response and Reporting including the preparation of a Business Continuity Analysis by each department and regular conversations with Peterborough Public Health and the Ontario Provincial Police • Regular reporting on decisions made under Delegation of Authority to CAO • New Infectious Disease Preparedness and Response Policy with required changes to operations • Worker Safety Measure Reporting reflecting all workplace changes made to protect staff and enhanced cleaning requirements • Parking Solution Report with a signed agreement with the Buckhorn Community Centre for the use of their overflow lot • Updated Health and Safety Policy • Updated Performance Management Policy Page 13 of 145 • New Work from Home Policy • Memorandum of Understanding negotiated/signed with CUPE to extend contract by 1 year • Member of Short-Term Rental Working Group requiring weekly meetings, interviews and input • Member of the Facility Working Group requiring weekly meetings, interviews, input and preparation of Final Report resulting in a 10-year approved Facility Plan • HR related duties including performance evaluations and release of an employee survey in conjunction with SHRP. Scheduled and attended a session with SHRP to allow for optimal performance evaluations • Regular interaction with Committees of Council and Volunteer Committees including several meetings with Lakehurst Hall Board to improve operations and secure a location for the Foodbank • Discussions and two in-person meetings to foster improved relations with Curve Lake First Nation • Community Economic Development 201 training • Regular interactions with the Ontario Clean Water Agency for all issues at the two Municipal water systems
Specific Economic Development initiatives undertaken include:
• Continued promotion of the Trent Lakes Business Networking Facebook Group • Public engagement to solicit local photos for the new Trent Lakes Website to launch Spring of 2021 and work on new Website as part of the Project Team • Work on the business directory to divide it into sectors • Shop local social media marketing campaign launched to encourage residents to Christmas shop locally • Regular meetings with Economic Development partnering organizations
The cooperation between departments and their respective staff during these trying times continues to be greatly appreciated.
Submitted by:
Donna Teggart, CAO/Treasurer
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Page 14 of 145 2020 Work Plan - Administration Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support
Operations Review Review select departmental * Donna Q1 – Q4 All operational reviews operations to assess effectiveness * SHRP completed as planned Supports all and identify exact job duty **Management Strategic Priority improvements/requirements for: Team Results presented to Goals ➢ Finance Council and changes ➢ Corporate Services made as suggested ➢ Recreation and Facilities Expand to other departments if Page 15 of 145 possible
Committee, Hall County of Peterborough * Donna Q1 – Q4 Had regular meetings Board and Streamlining & Efficiency **Management during 2020 with all groups Working Committee Team identified on Work Plan Committees Implement approved initiatives Agreements with Hall Strategic Priorities from EDAC & PRCAC and attend Board Committees #2, #4, #6, #7, #8 meetings as required planned for 2021 as logistics of this are still Meet with all Hall Board being worked out. Committees to improve communications and processes Agreement by SHRP to and look to create service provide mandatory safety agreements training to Hall Board Committees but have been Continue to meet with CAO and unable to meet with Treasurer Lower Tier Working individual groups to Groups discuss due to COVID-19
Complete Investigate all requirements and * Donna Q1-Q4 Met with Working Group Mandatory Safety work with other lower tiers to **CAO Lower Tier 2021 Feb. 24. Joint tender to be Plan implement by January 1, 2021 Working Group released and Project Coordinator working on Trent Lakes portion. Delayed due to COVID-19.
New due date announced of July 1, 2021 but joint request submitted to Province to delay due
Page 16 of 145 inability to obtain community involvement
Accessible Finalize design work being * Ivan Q1-Q3 Work started in 2020 but Walkway in undertaken by the County of **Donna will not be finished until Buckhorn Peterborough and then tender for Spring of 2021 actual work #7 Now looking to add paving at Municipal lot and pedestrian crosswalks
New Website New Website tender after *Donna Q2-Q3 Tender awarded to completion of Communications *Jessie eSolutions Group. #2, #4, #8 Review *Management Individual departments Team working on content and launch of new site still set for April 2021
2020 Department Provide ongoing support and *Donna Q1-Q4 Ongoing with quarterly Work Plans resources to Management Team to updates presented to facilitate completion of 2020 Work Council Supports all Plans with ongoing progress Strategic Priority reporting to Council Goals
Recruitment, Recruitment as required, training *Donna Q1-Q4 Employee survey Training, with focus on legislation, Employee *Chasity released – report to Employee Survey & investigate implementing *Management Council presented results. Communications an Employee Newsletter Team Regular employee **SHRP communication emails to check wellbeing during Page 17 of 145 COVID-19. Implement findings of survey over 2021
Implement Ensure findings under studies that *Donna Q1-Q4 Group findings reported to approved findings are approved by Council are *Management Council and 10-year of Facility and implemented Team recommendations Fleet Audits approved
Ensure the Contact CUPE representatives and *Donna Q1-Q2 Negotiations delayed due negotiation of a Municipal Solicitor to set up dates *Ivan to COVID-19. new CUPE for negotiations and speak to *Chasity MOU signed to extend agreement as Council to seek their input *Solicitor contract by 1 year current one expires March 31, 2020
Work to find a Investigate options and come up *John Q1-Q2 Council directed hiring of solution for after with a solution that works for Trent *Donna TAS and agreement hours by-law Lakes *Jessie signed for this. Now up enforcement and *Ivan and running with regular call centre as **All staff stats being provided by requested by Building Department. Council Working Group created to look at Short Term Rentals and possible enforcement options. Deferred until September 2021
Page 18 of 145 2020 Work Plan - Treasurer ICIP – Rural and Ensure all requirements under * Donna Q1-Q4 Work completed and Northern Stream grant are met including proper **Ivan reporting requirements are Grant spending, reporting and claim met to date. Final report submissions submitted and all claims Supports all submitted but no payments Strategic Priority received from government Goals to date
Audit 2019 Ensure all required TCA/WIP * Donna Q4-2019 Final audit complete and entries are complete as well as all **Finance staff Q1-2020 results presented to Supports all required General Journal entries, Council May 5 Strategic Priority reconciliations and FIR data Goals preparation. Coordinate presentation with auditor of year- end financial statements
Budget 2020 Prepare budget (including water) * Donna Q3-4-2019 2020 Budget completed based on Municipal Budget Policy * Management Q1-2020 and approved by Council. Supports all and present Draft Budget to Team Amounts verified for Strategic Priority Council and the public. Allow for **Finance staff County and Education. Goals public consultation. Determine levy Final tax bills mailed out and calculate tax rates and end of June prepare by-law for adoption. Ensure/verify all billing amounts 2021 Budget commenced including County and Education. late summer Monitor throughout the year to ensure accuracy and proper Monitoring continuing with spending quarterly reporting to Page 19 of 145 Council
Asset Ensure adherence to Strategic * Donna Q1-Q4 In Progress Management Plan Asset Management Plan. ** Chasity **Management Report to Council on AMP Supports all Continue expanded use of Team review of water systems by Strategic Priority CityWide software for efficiency OCWA received and will Goals and better Council reporting be presented to Council
AMP Update will be provided to Council as part of the 2021 Budget process
MFOA has submitted request to delay July 1, 2021 O. Reg. 588/17 requirements due to pandemic Financial Policy Update/review of financial policies * Donna Q2-Q4 Partly ongoing and partly Review and including Investment Policy, * Finance Staff not started Update Reserve and Reserve Funds, **Management Capital Asset Policy Team Supports all Strategic Priority Goals
Energy/Climate Continue tracking of all municipal *Sarah Q1-Q4 In Progress. Energy Change energy accounts and implement *Donna reporting for 2018 provided Management recommendations from Energy *Management to Ministry as required Management Plan and Climate Team Change Plan as per latest Council Page 20 of 145 reporting
2021 Work Plan – Building & Planning Department
Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support
Trailer Park – Review properties and sites * John Eisinga Q1-Q4 Under investigation and Issuing Licences for compliance. ** Matt Wesley Licensing in Progress for 2021 Page 21 of 145 Computer at Better service for general public * John Eisinga Q1 *Completed - Q1 2021 counter and contractors
Computerize Better inspection reports * John Eisinga Q1 – Q2 Retained the services of and provide email reports for better ** Matt Wesley Cloudpermit for all matters response time pertaining to building permits.
Building Without Better process at issuing Order to * John Eisinga Q1 – Q4 Orders being issued on Permits Comply ** Matt Wesley properties, investigate appropriate penalty to be levied. Licence of Execution of Policy 5.35 - Licence * John Eisinga Q1 – Q4 Implementation of Occupancy of Occupancy ** Matt Wesley Licence of Occupancy ***Derek Bertram Work Plan
Short Term Investigation of Short Term * Working Group On hold until September Rentals Rentals in the Municipality 2021 as per Resolution R2021-19 Page 22 of 145
Stagnant Permits Review of inactive permits * John Eisinga Q1 – Q4 Review and close out ** Matt Wesley of inactive permits from 1990-2000
Public Education Provide Better Sample Drawings * John Eisinga Q2 In progress and Reference for House, Garage & Decks Consolidation of Consolidating all zoning * Tiffany Ly Q2 Text portion completed, Zoning By-law amendments with existing **Adele Arbour reviewing schedules and Comprehensive Zoning By-law mapping from County.
Municipal OPA Flood plain mapping * Adele Arbour Q2 In Progress, mapping being & ZBA Flood project with North ** Tiffany Ly developed Plain Mapping Kawartha & ORCA Page 23 of 145
Tree Protection/ Creation of policy for tree * Tiffany Ly Q1-Q2 Research in progress. Preservation protection within the Policy Municipality (R2019-153)
Official Plan update Official Plan intergration with * Tiffany Ly Q4 On-going County of Peterborough Telecommunication Develop telecommunication * Adele Arbour Q2 In progress Towers protocol
Update Amend current planning fees * Adele Arbour Q2 – Q3 In progress. Planning Fees ** Derek Bertram Page 24 of 145
Community Update to CIP * Adele Arbour Q3 Under review Improvement Plan
Two Storey Council to review two storey * Tiffany Ly Q1 *Completed Q4 2020 Boathouses boathouses (R2020-104) ** John Eisinga Report taken to Council on Dec 16 summarising research. Municipal To develop a policy (R2018-582) * Tiffany Ly Q3 In Progress Cannabis Policy ** John Eisinga
Existing By-Laws Review list of By-laws/AMP Systems *Adele Q3-Q4 Under review as per Resolution R2020-662 Page 25 of 145 2020 Work Plan – Director of Corporate Services/Clerk
Initiative/Strategic Actions * Lead Timing Status Priority Reference ** Support
Effective Meeting Facilitate a training session for * Jessie Clark Q3-Q4 Completed. Training Council, Committee/Board ** Ann Rooth Held Effective Meeting members and Management for Trailing for Council to Strategic Priority effective meeting procedures. coincide with orientation #2 for Councillor Franzen on
Page 26 of 145 September 14 and 21. Will investigate potential training for Committee/Board members and Management for 2021.
Communications Communications Review currently * Jessie Clark Q1 – Q4 Communications Review Review/Website underway with the Letter M * Donna Teggart Completed – Letter M Redesign Marketing to identify areas of * Letter M Marketing currently opportunity to maximize the Marketing drafting job description and Strategic Priority effectiveness of communication * Ann Rooth will assist with recruitment. #2 programs and practices. Website Redesign RFP Recommendations from the issued and awarded. New Communications Review to be website underway with implemented in Website Redesign. tentative completion in 2021 Q1.
Licence of Create a process for obtaining a * Jessie Clark Q1 Completed. Occupation Policy Licence of Occupation that is clear ** Donna Teggart Licence of Occupation and Procedures for residents and protects the ** Planning Staff policy passed with (Docks) Municipality ** Municipal amendment to Fees and Solicitors Charges By-law.
Staff completed investigation of Salmon Lake public access per Council’s direction.
Further report to be brought to Council.
Page 27 of 145 Livestreaming Investigate livestreaming/recording * Jessie Clark Q3 Completed. Council Meetings of Council meetings * Ann Rooth Procedure by-law/retention by-law passed and Strategic Priority Regular Council meetings #2 are being livestreamed and recorded beginning January 2021.
Off-Road Vehicle Update current off-road vehicle by- * Jessie Clark Q1 Completed. By-law law and remove restrictions south ** John Eisinga By-law passed March 3, of County Road 36 ** Steve 2020, correspondence Brockbank sent to County of Peterborough re: County roads, safety material distributed. Additional amendment completed in December, 2020. Records Continue maintaining current * Jessie Clark Q1 – Q4 Ongoing – Records Management records management processes * Ann Rooth Coordinator contract and look for improvements and ** Suzanne Lean position currently working additional ways to digitize records on upstairs vault to help facilitate future renovations to Municipal Office. Deputy Clerk working on Personal Information banks, decommissioning R Drive, retention by-law update, routine disclosure policy, ongoing use of FileHold. Additional
Page 28 of 145 Records Coordinator contract for 2021 to assist with completion of projects.
Noise Mitigation Draft a by-law for Council approval * Jessie Clark Q4 Completed. By-law to prohibit noise mitigation * Municipal By-law passed December measures on municipal road Solicitor 2020. allowances ** Ivan Coumbs ** Planning Staff
Legal Opinion on Council direction to obtain a legal * Jessie Clark Q3 Completed. Ontario Clean opinion on the indemnity clause * Donna Teggart Water Agency and other risks in the OCWA * Municipal (OCWA) Contract contract's terms and conditions Solicitor
Procurement Continue to provide for a * Jessie Clark Q1 – Q4 Completed – Cavendish procurement process that is open, * Ann Rooth Transfer Station, Pick-up honest and transparent. Trucks for Recreation and Facilities, Rehabilitation of Beaver Lake Road, Legal Review of Purchasing Policy, website design, RFI for Digital Key Fob/Card System, rolling stock.
Page 29 of 145 4th Quarter Status Report 2020 Work Plan Trent Lakes Fire Rescue – Jan 2021
Initiative/Strategic Actions Lead Timing Status Priority Reference Support
Station 2 • Tender & Award Fire Chief Q1 – Q4 Aligned with 10 year plan. Renovations • Complete Renovations Building Dept. Fire Officers Station 2 Staff Fire Admin
Station 2 • Design Fire Chief Q1 – Q4 Aligned with 10 year plan. Apparatus • Tender Mechanic
Page 30 of 145 Replacement • Order Station 2 Staff • Training Fire Admin Training Officer
Standard Operating Review with staff and section 21 Fire Chief Q1 – Q2 In Progress Guidelines/Revisions guidance notes Fire Officers Review/Revise and Additions Fire Admin
Fire Fighter • Active recruitment Fire Chief Q1- Q3 2020 Recruitment Recruitment • Accept applications Fire Officers Complete- 3 Recruits • Interview applicants Fire Admin have been hired • Candidate vetting SHRP
Essentials in Training for Elected Officials, Fire Chief Q2 –Q3 Currently on hold due to Municipal Fire Senior Management and Fire Fire Admin COVID-19 situation. Protection Officer’s Fire Officers
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4th Quarter Status Report 2020 Work Plan Trent Lakes Fire Rescue – Jan 2021
Peters Island Consultation with various Fire Chief Q1- Q4 Completed in January Bridge/Dutch Line agencies and municipal solicitor Management 2021 Bridge/City of Team Kawartha Lakes Fire Admin Agreements Fire Officers
Fire College for Fire Career Progression with EOETA Fire Chief Q1- Q2 2020 Completed – 3 Fire Fighters Training Officer Fighters waiting on Fire Officers Provincial Testing Results Fire Admin
Page 31 of 145 Rolling Stock Vehicle and Equipment review Fire Chief Q1-Q4 In-Progress Evaluation and regulatory requirements Fire Officers Mechanic Fire Admin
Community Risk Complete mandated study Fire Chief Q1- Q4 Ongoing Assessment required by OFM to be Fire Officers completed by 2023 Fire Admin
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2020 Work Plan – Director of Public Works
Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support Public Works - Provide safe, maintained roads * Ivan Coumbs Q1 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Snow plowing and Complete Supports Strategic sanding/salting as Priority Goals required #1, #3, #4, #6, #7, #8
Page 32 of 145 ➢ Brushing as weather Complete permits ➢ Patching as required Complete
Public Works - Provide safe, maintained roads * Ivan Coumbs Q1-Q2 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Service sweeping All Complete Supports Strategic equipment Priority Goals ➢ Spring Grading #1, #3, #4, #6, #7, #8 ➢ Patching as required ➢ Brushing as weather permits ➢ Sweeping of surface treated roads
Public Works - Provide safe, maintained roads * Ivan Coumbs Q2-Q3 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Gravel resurfacing in All Complete Supports Strategic accordance with Priority Goals Maintenance Policy #1, #3, #4, #6, #7, #8 • Bass Lake Road – Surface treatment to bridge • West Bay Road • Scotts Road • Russell Drive • White Lake Drive
Page 33 of 145 • South Salmon – (Boundary Lane to plow turn) • White Boundary Road • Salacoa Road
• Parkside Road
• West Bay – (plow
turn to end)
• White Boundary Lane ➢ Calcium Chloride Complete application to gravel roads ➢ Roadside mowing Complete ➢ Surface treatment Complete preparation
➢ Application of surface All Complete treatment • Bear Creek Road to end of Elim Lodge Road (4.1 kms) • Allen’s Ally (2.1 kms) • Allen’s Road (1.9 kms) • Mill Line Road (2.7 kms) • Crowes Line
Page 34 of 145 Road (1.8 kms) • Kennedy Drive (4.0 kms)
Public Works - Provide safe, maintained roads * Ivan Coumbs Q3 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Capital Road Projects Complete Supports Strategic o Beaver Lake Priority Goals Road #1, #3, #4, #6, #7, #8 o Sumcot Road ➢ Road Maintenance as Complete required
Public Works - Provide safe, maintained roads * Ivan Coumbs Q3-Q4 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Ditching – White Valley, In progress Supports Strategic Barcroft Road, Buckhorn Priority Goals Narrows and Deer Bay #1, #3, #4, #6, #7, #8 South ➢ Brushing – Bass Lake In progress Bridge to Beach ➢ Second grass mowing Complete complete and will be trimming back Beaver Lake Road
Page 35 of 145 ➢ Fall grading Complete ➢ Patching and edging of Complete Surface treated roads ➢ Equipment repairs for Complete winter storm events
Public Works - Provide safe, maintained roads * Ivan Coumbs Q4 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team ➢ Winter storm events Ongoing Supports Strategic Priority Goals #1, #3, #4, #6, #7, #8
Recreation and Facilities Work Plan Update – 2020 – Q4 Update
Initiative Actions *Lead Timing Status **Support SFOA Signage -Rink signage *R&F Q1 Complete -Addition Community recreation facility BRHC Roof -Budget Approval *R&F Q3/Q4 Tender Awarded -Tender Preparation & Issue **BRHC Staff for 2021 -Tender Closing and Award completion -Construction -Deficiency Corrections & Closeout Cavendish -Budget Approval *R&F Q2 Completed Flooring -Quotation – Completed **Hall Board -Award and Construction -Deficiency correction & Closeout KDHC Flooring -Budget Approval *R&F Q3 Completed Page 36 of 145 -Quotation – Completed **KDHC Staff -Award and Construction -Deficiency correction & Closeout Fleet -Budget Approval *R&F Q3 Completed Replacement -Tender Preparation (In progress) **Purchasing -Tender Closing and Award Coordinator -Construction -Deficiency Corrections & Closeout Staff Hiring -Posting (Completed) *R&F Q1/Q2 Completed -Interviews **CAO/HR -Award Orientation and -Recruitment *R&F Q2 Completed Training -Prepare training documentation (In Progress) -Conduct training -On-the-job training transition MESH Work -Formalize formatting hard copy (in *R&F Q3 Completed Orders progress) **GoEvo -Transcribe to MESH forms -Staff training -Implementation MESH -Weekly Facility (Complete & Testing) *R&F Q1-Q4 Completed Inspection -Monthly Facility (Complete & Testing) Implementation -Annual Facility (Complete & Testing) -Grass Cutting (Complete & Testing) -Park Inspection (Complete & Testing) MESH Inventory -Formalize MESH database *R&F Q2 In Progress -Input inventory information **GoEvo 2021 Low Priority -Staff training -Implementation and regular upkeep Use of Public -Research existing policies (done) *R&F Q2 Completed. Sent Spaces Policy -Determine key themes (done) *Corporate Services 2021 back to staff by -Draft framework (In Progress) Council -Customize to TL (In Progress) -Finalize for Management -Present Draft to Council for approval Sports Pad -Complete Major Sports Pad items while *R&F Q2/Q3 Completed Page 37 of 145 Improvements * fully staffed in summer *Volunteers Cleaning and -Saw cut solution inventory of -Board/Lexan replacement boards. Other -Emergency lighting items on hold -Overhead Light Cleanout Galway Wet -Remedial Actions (snow removal, *R&F Q2 Complete, minimal Basement eavestrough installation) (in progress) water intrusion. Solutions -Recruit contractors to conduct site visit Continue to -determine budget for repairs monitor -repair if possible SOP -Determine outstanding documents *R&F Q2 In Progress development required and complete 2021 -Review existing, looking confusing articles or procedures and opportunities for simplification Training -Research existing training materials *R&F Q2 In Progress Modules -Determine common themes/adopt 2021 acceptable training modules if applicable -customize to TL needs and equipment -Conduct training with Staff Website Refresh -Complete communications review *R&F 2021 In Progress (Recreation -Information consolidation **Corporate Page) -Meet with project team to ensure Services smooth implementation Lighting Energy -Determine candidate facilities *R&F Q3 Not Started Audits at select -Verify current state (equipment counts, facilities usage, etc) -Determine best technology for each application -Quotation for upgrade costs -Determine ROI for each facility and prioritize Grass Cutting -Evaluate collected data vs predictions *R&F Q1-Q3 In Progress. Optimizations -Validate reasoning for anomalies -Determine which anomalies can be reduced through optimization and
Page 38 of 145 special projects -Determine if current schedule can be further optimized -Complete special projects Sandy Lake -Budget Approval *R&F Q3 Completed Cemetery Band -Quotation Process (In Progress) Platform -Construction Suppression -Quotation Process (In Progress) *R&F 2021 In Progress. System -Council Input **Board Additional Cavendish** -Budget Approval contractors -Construction (Possible) required Facility -MESH Form Implementation *R&F Q3 Completed Condition (Complete) **Finance Assessments -Site Visits -Submission to Administration Quotations for -Review FMP recommendations *R&F Q1-Q3 Completed 2021 Budget -Review condition assessments *Various Depts Preparation -Contact Contractors -Review Quotations for Budget Implementation TLOC New -Meet with TLROC (In Progress) *R&F Q1 Completed Home -Determine TLROC requirements and **Corporate desires Services/ -Determine if any Municipal Facility will Administration suit needs -Report to Council on findings for direction Divest Deer Bay -Determine direction from Council *R&F Q3/Q4 -On Hold via Hall -Declare surplus *Corporate Council -Conduct Appraisal Services/ -Conduct Sale Administration Key Fob -Prepare and Issue request for *R&F Q4 Completed Implementation information to determine available *Various Depts technology to suit TL needs **County IT -Create specifications and issue tender -Award tender -Construction Page 39 of 145 Mvnicipdlity of Report to Council
Trent Lakes
To: Mayor & Members of Council From: Donna Teggart, CAO/Treasurer Date: February 2, 2021 Re: Finance Quarterly Reporting
Recommendation:
That Council receive the Finance Quarterly Reporting from the CAO/Treasurer for information purposes.
Financial Implications: N/A
Background:
As required under the Municipal Budget Administration Policy AD-48, the below reflects budget spending to December 31 before the completion of all required audit entries:
2020 % of 2020 % of Projected 2020 Annual Annual Budget 2020 Revenue/ Budget Budget Spending to Expense Actual 2020 Annual Used to Available for Department Dec. 31 (100%) to December 31 Budget Dec. 31 Use
Revenues $ (6,007,211.96) $ (4,728,433.48) $ (6,007,211.96) 79% 21%
Expenses General Government $ 1,721,129.06 $ 1,497,695.68 $ 1,721,129.06 87% 13% Other Protection Services$ 2,452,995.01 $ 2,323,911.12 $ 2,452,995.01 95% 5% Parks and Recreation $ 759,587.40 $ 728,482.79 $ 759,587.40 96% 4% Public Works $ 3,913,638.46 $ 3,324,376.92 $ 3,913,638.46 85% 15% Fire $ 1,157,539.60 $ 979,592.38 $ 1,157,539.60 85% 15% Capital $ 6,008,460.93 $ 4,513,913.70 $ 6,008,460.93 75% 25%
Total Expenses $ 16,013,350.46 $ 13,367,972.59 $ 16,013,350.46 83.48% 16.52%
Net Taxation Requirement$ 10,006,138.50 $ 8,639,539.11 $ 10,006,138.50 86.34% 13.66%
As previously reported, the COVID-19 pandemic has had a significant impact on Municipal operations. Through savings identified by staff as well as Safe Restart Funding received from the Provincial and Federal Governments, 2020 Budget impacts have been mostly mitigated. It should
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Page 40 of 145 be noted however that future financial needs and associated governmental funding relating to the pandemic are uncertain and it remains difficult to know the lasting effects.
As attached, spending for propane and oil is sitting at 70.59% and spending at the water systems is 89.05%.
In a continuing effort to move towards a paper lite system, staff implemented the use of electronic paystubs. Using electronic paystubs reduces paper, printing, envelopes, postage and labour costs. This electronic system uses SSL (secure socket layer) technology and password protected access to ensure the security of employee payroll information. Paystubs are available online for up to 2 years although employees have the ability to download and save paystubs if they would like to keep them longer. Anyone who does not have access to the internet can be accommodated with a printed copy at their request.
Other efforts undertaken in 2020 to improve efficiency in the Finance Department include:
• Asset Management Plan review of both water systems using Service Delivery Reserve funds • Lifetime dog tags • Ability for individuals to pay for Building Permits electronically
In 2020, there was a significant increase in both ownership changes and requests for tax certificates. This was most likely a result of an increase in property sales due to the pandemic. As below, this resulted in an increase in ownership changes of 31.19% and an increase in tax certificate requests of 20.00%:
Task Undertaken 2019 2020 Percentage Increase New Owner Packages 295 387 31.19% Tax Certificates 215 258 20.00%
The below chart shows a fourth quarter comparison between 2019 and 2020 for banked and overtime hours:
2019 2020 Paid Employee Earned 2019 Paid 2020 Earned Overtime Category Banked Overtime Hours Banked Hours Hours Hours Management N/A N/A N/A N/A Union 2,150.50 1,786.50 2,706.00 731.00 Non-Union 482.75 0 211.00 31.00
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Page 41 of 145
The December 31, 2020 overall Taxes Receivable amount owing was $1,512,829.64 or 6.56% of what was billed. At December 31, 2019, the overall Taxes Receivable amount owing was $1,392,521.00; an increase between 2019 and 2020 of $120,308.64 or 8.64%. It should be noted that $34,379.00 of the Taxes Receivable balance relates to a Supplemental Bill issued in 2020 that was not due until January 2021. The receivable balance continues to be regularly monitored and although the increase between 2019 and 2020 could partially be due to the pandemic, the percentage owing is still well below the 10% Provincial requirement.
Also attached is an updated list of available grants which are being monitored regularly as well as updated Capital Project Spending. I am also including a list of available grants for your information.
Submitted by:
Donna Teggart, CAO/Treasurer
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Page 42 of 145 2020.11 .04 8.0 9759b Municipality Of Trent Lakes 2021-01-25 4:27PM General Ledger Annual Department Budget vs. Actual Comparison Report Fiscal Year Ending: DEC 31 ,2020 - From Period 1 To Period 12 Ending DEC 31 ,2020
Previous Year Total Current Year To Date Account Description Actual Budget Budget Pct Used
REPORT SUMMARY
01-5597 HARVEY DEPOT 7,711.30 16,000.00 48.20 01-5598 GALWAY DEPOT 6,896.33 8,000.00 86.20 01 -5599 49 DEPOT 13,126.86 15,000.00 87.51 01-5632 ADMINISTRATION 2,629.42 4,000.00 65.74 01-5637 BUCKHORN REGIONAL HEALTH 2,552.88 3,500.00 72.94 01-5639 KINMOUNT MEDICAL CENTRE 4,294.75 3,500.00 122.71 01 -5665 FIREHALL - #1 - BUCKHORN 2,453.86 4,120.00 59.56 01-5670 FIREHALL #2 - CAVENDISH 2,676.45 3,700.00 72.34 01-5675 FIRE HALL #3 - GALWAY 1,945.10 4,000.00 48.63 01-5685 FIREHALL #4-NOGIES CREEK 6,909.43 7,210.00 95.83 01-5873 LAKEHURST HALL 2,105.90 3,500.00 60.17 01-5874 GALWAY HALL 3,477.16 8,500.00 40.91 01-5876 CAVENDISH HALL 3,019.1 1 4,600.00 65.63 01-5877 DEER BAY HALL 98.44 500.00 19.69 Fund 01 Total Expenditure 59,896.99 86,130.00 69.54
Fund 01 Excess Revenue Over (Under) Expenditures (59,896.99) (86,130.00) 69.54
02-5954 LIBRARY 3,018.38 3,000.00 100.61 Fund 02 Total Expenditure 3,018.38 3,000.00 100.61
Fund 02 Excess Revenue Over (Under) Expenditures (3,018.38) (3,000.00) 100.61
Report Total Revenue 0.00 0.00 0.00 Report Total Expenditure 62,915.37 89,130.00 70.59
Report Excess Revenue Over (Under) Expenditures (62,915.37) (89,130.00) 70.59
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Page 43 of 145 2020.11.04 8.0 9759b Municipality Of Trent Lakes 2021-01-25 4:26PM General Ledger Annual Department Budget vs. Actual Comparison Report Fiscal Year Ending: DEC 31 ,2020 - From Period 1 To Period 12 Ending DEC 31 ,2020
Previous Year Total Current Year To Date Account Description Actual Budget Budget Pct Used
REPORT SUMMARY
01-4610 OTHER REVENUE 345,435.00 349,470.00 98.85 01-4616 WATER UPGRADES REV 0.00 0.00 0.00 Fund 01 Total Revenue 345,435.00 349,470.00 98.85
01-5900 ALPINE/PIRATES W.S.S - EXPENSE 147,744.96 193,570.00 76.33 01-5910 BUCKHORN LAKE ESTATES W.S.S. 163,446.14 155,900.00 104.84 Fund 01 Total Expenditure 311 ,191.10 349,470.00 89.05
Fund 01 Excess Revenue Over (Under) Expenditures 34,243.90 0.00 0.00
Report Total Revenue 345,435.00 349,470.00 98.85 Report Total Expenditure 311,191 .10 349,470.00 89.05
Report Excess Revenue Over (Under) Expenditures 34,243.90 0.00 0.00
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Page 44 of 145 Total Amount Total Paid With Non Budget Vendor Without HST Rebatable HST Remaining Description
Total Beaver Lake Road Project Budget 1,834,250.00 2020 Budget Total Jewell Engineering 8,700.00 8,853.12 1,825,396.88 Engineering Dave Miller Welding and Repair 4,615.00 4,696.22 1,820,700.66 Excavator Lakefield Herald Ltd. 97.35 99.06 1,820,601.60 Advertising Jewell Engineering 18,697.00 19,026.07 1,801,575.53 Engineering Jewell Engineering 5,220.00 5,311.87 1,796,263.66 Engineering Curve Lake 475.65 484.02 1,795,779.64 Engineering Jewell Engineering 7,505.20 7,637.29 1,788,142.35 Engineering Staff Wages 2,759.86 2,759.86 1,785,382.49 Construction Coco Paving 111,076.04 113,030.98 1,672,351.51 Construction Jewell Engineering 1,685.50 1,715.16 1,670,636.35 Engineering Jewell Engineering 15,322.00 15,591.67 1,655,044.68 Engineering
Page 45 of 145 Coco Paving 556,517.86 566,312.57 1,088,732.11 Engineering GHD Limited 14,345.00 14,597.47 1,074,134.64 Material Testing Jewell Engineering 19,227.60 19,566.01 1,054,568.63 Engineering Coco Paving 596,289.42 606,784.11 447,784.52 Construction Staff Wages 810.38 810.38 446,974.14 Construction Jewell Engineering 15,112.50 15,378.48 431,595.66 Engineering Coco Paving 140,431.49 142,903.08 288,692.58 Construction Total 1,518,887.83 1,545,557.42 288,692.58 Project Under Budget
Funding Breakdown Total Beaver Lake Road ICIP Funding 1,275,725.37 OCIF Grant 84,551.00 Taxation 170,081.81 County 15,199.24 Total Funding 1,545,557.42 Total Amount Total Paid With Non Budget Vendor Without HST Rebatable HST Remaining Description
Total Sumcot Drive 375,000.00 2020 Budget Total WSP 6,870.00 6,990.91 368,009.09 Consulting Armtec 22,649.96 23,048.60 344,960.49 Culverts Wages 64,284.20 64,284.20 280,676.29 Municipal Staff Bobcaygeon Hardware 63.93 65.06 280,611.23 Spray Battlefield Equipment 2,275.00 2,315.04 278,296.19 Tamper Drain Brothers 30,306.62 30,840.02 247,456.17 Limestone Wages 374.37 374.37 247,081.80 Don on the Job 693.33 705.53 246,376.27 Ormell Sand & Gravel Limited 7,649.16 7,783.79 238,592.48 Drain Brothers 1,252.14 1,274.18 237,318.30 WSP 5,594.30 5,692.76 231,625.54 Coco Paving 365,239.94 371,668.16 (140,042.62)
Page 46 of 145 40,582.29 41,296.54 (181,339.16) Total 547,835.25 556,339.16 (181,339.16) Project Over Budget
Funding Breakdown Total Riverside Drive Taxation 275,000.00 Roads Capital Reserve 100,000.00 Total Funding 375,000.00 Grants Updated January 12, 2021
Fund Name Stream Intake Funding Examples or Eligible assets/expenses Canada The Canada Cultural Spaces Fund The Canada Cultural Spaces Fund The CCSF annual grants and Current projects can be found at: Cultural (CCSF) supports the improvement receives applications on an contributions budget is $54 million https://www.infrastructure.gc.ca//gmap-gcarte/index- Spaces Fund of physical conditions for arts, ongoing basis. for the period 2018-2028. eng.html from Canadian heritage, culture and creative Eligible Projects: To be eligible for funding from the Heritage innovation. The Fund supports renovation and construction Canada Cultural Spaces Fund, your project must aim projects, the acquisition of at: specialized equipment and feasibility studies related to cultural • the construction and/or renovation of arts spaces. and/or heritage facilities, or creative hubs; • the acquisition of specialized equipment; or
Page 47 of 145 A municipal administration, one of • the development of feasibility studies for the their agencies or an equivalent construction or renovation of arts and/or Indigenous peoples’ institution or heritage facilities, or creative hubs. organization that has historically demonstrated its support to Not eligible: professional artistic or heritage activities including Indigenous • historic building renovations or restorations that cultural practice in their community are not directly linked to professional arts or heritage programming; • construction or renovations to the physical envelope of buildings not owned by you; • projects related to regular or routine maintenance of a building; • projects primarily involving space for worship or congregational purposes, cemeteries or tourism signage; • design or production of exhibition content or artistic works; and • purchase and installation of public art as part of a stand-alone project.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Canada The initiative will support projects Funding for community projects NEW The Canada Healthy Communities Initiative will create Healthy under three main themes: will be available soon. $31 million in existing federal opportunities for community projects through funding Communities Infrastructure Canada is currently funding to support communities as that will be provided to one or more non-governmental Initiative • Creating safe and vibrant evaluating 12 applications for non- they deploy innovative new ways not-for-profit organizations. public spaces government not-for-profit to adapt spaces and services to Organizations with existing capacity and reach can o Projects that create new or organizations to work directly with respond to immediate and ongoing adapt existing public places communities to identify and fund needs arising from COVID-19 over participate in an open call for applications. NEW such as parks, main streets, local solutions under the Canada the next two years Intake for projects will begin only after the and other open spaces that Healthy Communities Initiative. organization(s) is/are selected and their Canada encourage safe social Healthy Communities Initiative funding program is interactions, cultural or established. physical activities, and local commerce. Municipalities, local governments, Indigenous communities and not-for-profit community partners will • Improving mobility options be eligible to apply for funding from the selected o Projects that permit physical organization(s). distancing through Page 48 of 145 Additional details on the application process will permanent or temporary be available soon. (Updated August 17, 2020) changes that make it easier for people to walk, bike, access public and private transit, or just meet with other people.
• Digital solutions o Innovative infrastructure- related projects that address changing community needs through the use of data and connected technologies.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Canada The program objectives have been Call for applications is open from The program provides wage Summer Jobs updated to: December 21, 2020 to January 29, subsidies to employers from not- Funding 2021. for-profit organizations, the public- • Provide quality work experiences sector, and private sector Youth for youth; Introduced temporary flexibilities to organizations with 50 or fewer full- respond to the needs of employers time employees, to create quality Employment • Respond to national and local priorities to improve access to the and youth in the context of the summer work experiences for Strategy, labour market for youth who face COVID-19 pandemic. young people aged 15 to 30 years. Employment unique barriers; and, As in 2019, funded employers are and Social • Provide opportunities for youth to no longer restricted to hiring Development develop and improve their skills. students: all youth aged 15 to 30 Canada years may be eligible participants. New expanded eligibility now OPEN includes all youth aged 15-30, and Not-for-profit employers are is no longer restricted to students. eligible to receive funding for up to 100% of the provincial or territorial minimum hourly wage. Public and Page 49 of 145 private sector employers are eligible to receive funding for up to 50% of the provincial or territorial minimum hourly wage. Celebrate The Blockbuster funding stream Will accept applications on an Blockbuster events must have • The Stratford Festival Ontario supports costs related to bidding ongoing basis, however you must cash operating expenses of at • Muskoka Maple Festival for and hosting major one-time least $1 million. Blockbuster – submit your application at • Kawartha Craft Beer Festival events or infrequently recurring Event Bid and least four months before your Peterborough Musicfest Event Hosting events that do not recur annually in Ontario, but travel nationally or event start date.
internationally to host destinations. OPEN
Ministry of Heritage, Sport, Tourism and Culture Industries
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Community Funding is available for non- Application deadline is April Funding includes capital projects Anniversaries recurring events that mark the 30 for events that will occur during up to a maximum amount of from Building 100th anniversary or greater, in the next calendar year. $25,000 (such as community art increments of 25 years (e.g., 125th, projects, restoration of objects, Communities Contact the nearest Canadian Through Arts 150th); of a significant local community history books, statues historical event or personality. Heritage regional office to request and murals). Successful projects and Heritage the Community Anniversaries may receive up to 100 per cent of program, Application Guide and an eligible expenses to a maximum of Canadian application form. $200,000 for events that: Heritage
• present the work of local artists, OPEN artisans and heritage performers or specialists; • actively involve members of the local community; and • are intended for and accessible to the general public. Page 50 of 145
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Non-repayable contributions Community Funding under this stream aims to Applications accepted on a • • Enhance business attraction, investment, retention Economic generate sustainable, inclusive continuous basis. from $250,000 up to $5 million per and employment opportunities in southern Ontario Development and growth and help small and rural project for not-for-profit communities. Diversification communities in southern Ontario to organizations. • Develop and expand collaborative efforts that from Federal fully participate in, and benefit from • No-interest, repayable strengthen regional competitiveness. Economic economic opportunities. contributions from $250,000 up to • Support regional businesses, hubs and communities $5 million per project for with the goal of economic diversification, integration Development incorporated businesses, including and • transformation. Agency for FedDev Ontario is committed to • Indigenous businesses. Southern Ontario, supporting tourism-dependent Examples of eligible project activities could include: Government of communities and local businesses Not-For-Profit Canada through the COVID-19 crisis. If you Organizations: Applicants are • Developing and/or expanding collaborations that: are a not-for-profit tourism normally eligible to receive up to connect smaller communities with larger firms or organization or tourism-dependent 50 percent of eligible and supply chains in urban centres, innovation centres, OPEN small- or medium-sized enterprise business consortia or other innovation platforms; supported project costs. On an (SME), you are encouraged to exceptional basis, FedDev Ontario enable communities or firms to work with post- contact FedDev Ontario toll-free at may consider projects eligible for secondary and research institutions; and/or, Page 51 of 145 1-866-593-5505 to review available up to 100 percent of eligible and support small communities to attract investment to funding options. supported project costs. their region. • Business attraction, growth and retention programs and services, including supply chain development Stream 3: Community Economic and succession planning. Development and • Business incubators and accelerators addressing Diversification aims to develop, needs at a sub-regional or community level. diversify and transform local • Supporting businesses through programs and economies by promoting small services, including training and mentoring. business development, community • Development of new technologies, processes, innovation and strategic prototypes, testbeds and/or commercially relevant collaborations. technology platforms. • Improving the availability of risk capital in the region, including by establishing or capitalizing an investment fund.
The implementation of community and/or regional action plans.
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Eastern Ontario The Eastern Ontario Development Speak with a regional advisor who Community Economic The fund supports projects that: Development Fund provides support for projects can help you complete and submit Development Projects: Fund and investments to businesses, the checklist. The checklist can be Funding amount: Up to 50% of • create jobs and build talent municipalities and not-for-profit found on Transfer Payment Ontario. eligible project costs for a • attract and encourage private sector Support to expand organizations for economic maximum grant of up to $1.5 investment development in eastern Ontario. million. your business or Application period 5 2021 • lead to business growth and broad positive economic impacts bring business to Application opening: The types of support available January 20, 2021–March 4, 2021 Restrictions: You are not allowed • encourage innovation, collaboration and cluster your community in include: to combine (or “stack”) Eastern development eastern Ontario. Application deadline: Ontario Development funding with • funding support March 4, 2021 other provincial programs. Community economic development projects: OPEN • complementary services and support Application assessment period (60 Community economic To be eligible, projects need to: business days): development projects: Applicants The fund supports projects that: March 5, 2021 – June 2, 2021 may be eligible for other • be led by municipalities, economic assistance related to advisory development organizations or sector services and navigation support • create jobs and build talent Notification date (last day to notify organizations • attract and encourage for land-use planning zones. • focus on economic and business development Page 52 of 145 applicants): private sector investment June 2, 2021 and job creation in the community or region by • lead to business growth and investing in infrastructure or implementing
broad positive economic strategies to advance regional economic impacts Application period 6 2021 development priorities • encourage innovation, Application opening: • lead to measurable outcomes including private collaboration and cluster April 22, 2021 – June 4, 2021 sector investment, growth and job creation development • invest more than $100,000 Application deadline: • have private sector support June 4, 2021 • be used for activities that are new to the organization Application assessment period (60 business days): • June 7, 2021 – September 1, 2021
Notification date (last day to notify applicants): September 1, 2021
Application Period 7 2021 Application opening: July 28, 202 – September 10, 2021
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses
Application deadline: September 10, 2021
Application assessment period (60 business days): September 13, 2021 – December 8, 2021
Notification date (last day to notify applicants): December 8, 2021
Application Period 8 2021-22 Application opening: November 4, 2021 – December 17,
Page 53 of 145 2021
Application deadline: December 17, 2021
Application assessment period (60 business days): December 20, 2021 – March 18, 2022
Notification date (last day to notify applicants): March 18, 2022
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses A capital project involves the As of April 1, 2020, GMF accepts Offer low-interest loans, in FCM's Green Municipal Fund (GMF) finances capital FCM Green retrofitting, construction, capital project applications on a combination with grants, to projects that improve air, water, and land and reduce Municipal Fund replacement, expansion, or continuous, year-round basis. implement capital projects. greenhouse gas emissions. (GMF) purchase and installation of fixed assets or infrastructure that will While they prepare for this Funding is provided for up to 80 • Plans. Create a plan that builds on your FCM's Green improve environmental change, you can still download per cent of eligible project costs. sustainable community plans or strategies you Municipal Fund performance in municipal, energy, and submit the capital projects The loan maximum is $5 million, already have in place. (GMF) finances transportation, waste, or water, or initial review form at any time. and the grant amount is 15 per • Studies. Assess whether your initiative is capital projects some combination of these sectors. They will contact eligible cent of the loan. Applicants with technically and financially feasible, as well as its that improve air, applicants with an application form high-ranking projects may be potential environmental, social and economic water, and land after April 1, 2020. eligible for a loan of up to $10 impact. and reduce Brownfield capital projects involve million, combined with a grant for • Pilot projects. Evaluate a small-scale version of greenhouse gas soil remediation or risk 15 per cent of the loan amount, to your initiative in real-life conditions. emissions. management to bring contaminated a maximum of $1.5 million. • Capitol project (usually after Pilot). Install a full- land into productive use. scale version of your project (usually done after OPEN you've conducted a pilot project). For municipal governments, we • Asset management. Enhance your asset Page 54 of 145 offer loans at competitive management practices and make informed rates that are typically lower than decisions about your infrastructure. other municipal financing sources, for the respective terms. https://fcm.ca/en/funding?f%5B0%5D=filter_by_typef%3A Capital%20project
Second call for applications period •80% of total eligible project costs, Fund a broad spectrum of asset management-related FCM’s Municipal will begin on January 19, 2021 to a maximum of $50,000 for activities: Asset individual applications Management You can apply if you’ve previously •Asset management assessments Program (MAMP) received MAMP funding, but read •90% of total eligible project costs, •Development of asset management plans, policies the application guide for details on to a maximum of $50,000 for and strategies second-time applicants. applicants: ◦With 1,000 citizens or •Asset-related data collection and reporting OPEN less •Asset management training and organizational Projects must be completed within ◦Who are an Indigenous development 12 months of receiving your community with a shared •Knowledge transfer around asset management funding approval notice. service agreement ◦Who are one of two or more Don't see your project listed here? Contact us to applicants applying to discuss the possibilities. complete a collaborative project
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses The Gas Tax Fund started in On June 1, 2020, the Government Communities select how best to direct the funds with The federal Gas Tax Fund (GTF) is Gas Tax Fund 2005-2006 and is ongoing. of Canada announced that the the flexibility to make strategic investments across the a permanent source of funding allocation of $2.2 billion under the following 18 different project categories: (GTF) provided up front, twice-a-year, to Because many municipalities federal Gas Tax Fund would be provinces and territories, who in across Canada continue to face accelerated this year and provided turn flow this funding to their • public transit serious infrastructure deficits, in a single payment in June to help municipalities to support local • wastewater infrastructure Budget 2019 allowed a one-time Canadian communities recover infrastructure priorities. • drinking water transfer of $2.2 billion through the from the COVID-19 pandemic as • solid waste management federal Gas Tax Fund to address quickly as possible while • community energy systems Municipalities can pool, bank and short-term priorities in respecting public health • local roads and bridges borrow against this funding, municipalities and First Nation guidelines. • capacity building providing significant financial communities. This doubled the • highways flexibility. Government of Canada’s • local and regional airports commitment to municipalities in • short-line rail 2018–19 and will provide much • short-sea shipping needed infrastructure funds for • disaster mitigation communities of all sizes, all • broadband and connectivity Page 55 of 145 across the country. • brownfield redevelopment • culture • tourism • sport • recreation
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses The COVID-19 Resilience The maximum size of projects CoVID-19 Resilience Stream Investing in Infrastructure Stream (CVRIS) under the stream is set at $10M Canada closed on Friday, October 30, total eligible costs. For projects Eligible infrastructure projects Infrastructure 2020 and is no longer taking under the COVID-19 Resilience Program: applications stream, the maximum federal The new stream will support the following types of COVID-19 contribution from all sources will projects: Resilience Projects submitted for approval be: under the COVID-19 Resilience • Retrofits, repairs and upgrades for municipal, Stream stream are first prioritized by the • Up to 80% for territorial, provincial and Indigenous buildings, province or territory and then provinces, municipalities and health infrastructure and schools; NEW submitted to Infrastructure not-for-profit organizations in • COVID-19 response infrastructure, including Canada. the provinces measures to support physical distancing; • Up to 100% for territories, • Active transportation infrastructure, including Applicants are encouraged to municipalities and not-for-profit parks, trails, foot bridges, bike lanes and multi- reach out to the existing provincial organizations in the territories use paths; and and territorial ministries that • Up to 100% for Indigenous • Disaster mitigation and adaptation projects, deliver on the other Investing in ultimate recipients in provinces including natural infrastructure, flood and fire Page 56 of 145 Canada Program streams on and territories mitigation, and tree planting and related prioritization of projects. • Up to 25% for for-profit private infrastructure. sector ultimate recipients The stream supports near-term, quick- start projects and projects must respect the following timeframes:
• Construction must start no later than September 30, 2021; and, • Projects must be completed by the end of 2021, or by the end of 2022 in the territories and in remote communities.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Investing in The Community, Culture and Based on current planning For projects funded through the Eligible Projects Canada Recreation stream will support expectations, the Ministry of Public Transit, Green Infrastructure community infrastructure priorities Infrastructure is proposing to roll- Infrastructure, Community Culture • Must include a capital component. across the province, improving out this funding stream through and Recreation Infrastructure, and • Must meet the outcome of improving access to Program: access to and/or quality of Community, two intakes: summer 2019 and a Rural and Northern Communities and/or increasing quality of cultural, recreational community, cultural and recreation second anticipated in 2021. Infrastructure streams under the and/or community infrastructure for Ontario and must Culture and priority infrastructure projects. integrated bilateral agreements, be publicly accessible. Recreation Projects must be completed prior Canada will invest up to: Stream Ontario is supporting community to 2027-28 Multi-Purpose Category: This project category infrastructure priorities across the • 40% of municipal and not-for- focuses on the principle of integrated service delivery province. Community infrastructure profit projects in the provinces; to address identified service gaps. The individual Currently is defined as publicly accessible, • 50% of provincial* projects; project cap will generally be $50 million in total project Closed. multi-purpose spaces that bring cost, but exceptions may be made in some cases. together a variety of different • 75% for projects in the
services, programs and/or social territories and for projects with Eligible projects consist of: and cultural activities to reflect local Indigenous partners; community needs. • 25% of for-profit private sector o new build / construction projects projects (except in the o larger scale renovation Page 57 of 145 o expansion of existing facilities Through the Community, Culture Community, Culture and
and Recreation Infrastructure Recreation Stream, where for- Rehabilitation and Renovation Category This stream, the Government is profit private sector projects are investing in projects that: not eligible). project category focuses on maximizing the funding impact of small-scale projects that would improve the Provinces will have to cost-share condition of existing facilities. The individual project • Improve cultural infrastructure, on municipal projects at a cap is $5 million in total project cost. Eligible projects like museums and Indigenous consist of: heritage centres; minimum of 33.33% of eligible o renovation and rehabilitations to address • Support upgrades to recreational costs. functionality and use of existing facilities facilities, like arenas and both o Small-scale improvements to address accessibility indoor and outdoor recreational spaces; and (e.g., hand rails, ramps, accessible • Improve community doors/parking/elevators, wayfinding and signage etc.) infrastructure, like community o Small new build / construction projects of recreation, centres and libraries. cultural or community centre infrastructure (e.g., playing fields, tennis courts, small community squares)
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Legacy Fund from Funding supports community- There is no established deadline Funds 50% of project’s total Funding supports community-initiated capital projects Building initiated capital projects that: date to submit a funding eligible expenses. Grants may be that: Communities application under Legacy Fund awarded in a single fiscal year, up Through Arts and • commemorate a significant local component, as applications are to a maximum of $50,000.00 per • commemorate a significant local historical event or Heritage program, historical event or pay tribute to a accepted on a continuous basis. project. Contributions may be pay tribute to a significant local historical awarded up to a maximum of Canadian Heritage significant local historical personality; personality; Encouraged to submit your $500,000.00 per project, • mark a 100th anniversary or greater, in increments
• mark a 100th anniversary or application at least 12 months regardless of the number of fiscal of 25 years (e.g., 125th, 150th); greater, in increments of 25 prior to the proposed start date for years. • involve the restoration, renovation, or transformation Organizations years (e.g., 125th, 150th); your project (or six months prior of existing buildings or exterior spaces with local wishing to propose a • involve the restoration, for smaller projects with total costs community significance that are intended for community project renovation, or transformation of of 200K or less). community use; can review existing buildings or exterior • encourage arts and heritage activities in the local the Application spaces with local community community that are intended for and accessible to Guidelines - Legacy significance that are intended for the general public. Fund. community use; • encourage arts and heritage Eligible projects also include the purchase, Page 58 of 145 activities in the local community commissioning, restoration, and/or installation of that are intended for and objects that will transform an existing building and/or accessible to the general public. exterior space intended for community use, such as, but not limited to:
• a work of art; • a monument; • a sculpture; and a public mural.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Ontario Municipal In 2021, the Province is providing the Partnership Fund The program primarily For 2021, the government is Municipality of Trent Lakes with (OMPF) offered by supports northern and rural maintaining the overall $1,350,300 in funding through the Employment and municipalities across the structure of the OMPF and the OMPF, which is the equivalent of province. Its objectives are to: program envelope at the same $194 per household. OMPF 2021 Social level as 2020. Development Allocation Notice (gov.on.ca) Canada • recognize the challenges of northern and rural Rural Communities Grant municipalities, while Component $911,800 targeting funding to those with more challenging Northern and Rural Fiscal fiscal circumstances; Circumstances Grant Component • support areas with limited $438,500 property assessment; and • assist municipalities that are adjusting to year- over-year funding
Page 59 of 145 changes.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Rural Economic 2 Streams – Economic The RED program is now open and Economic Diversification and Economic diversification and competitiveness Development Diversification and accepting applications. This intake Competitiveness Stream: up to projects: (RED) Program Competitiveness Stream and will close on February 1, 2021. 50% of eligible project costs to a Strategic Economic maximum of $150,000. • remove barriers to business and job growth Infrastructure Stream. Provides • attract investment cost-share funding to support Strategic Economic • attract or retain a skilled workforce activities that create strong rural Infrastructure Stream: up to 30% • strengthen sector and regional partnerships communities in Ontario, and opens of eligible project costs to a • diversify regional economies in Rural Ontario doors to rural economic maximum of $250,000. development through: Strategic economic infrastructure projects advance economic development and investment opportunities • funding assistance to address in Rural Ontario, such as: barriers to economic development, better position • rehabilitation of cultural, heritage or tourism rural communities to attract and attractions retain jobs and investment, and • redevelopment of vacant or under-used enhance economic growth properties Page 60 of 145 • funding to build community • main street minor capital improvements capacity and support for economic development in Applications for strategic economic infrastructure Ontario’s rural communities projects should include previously completed work (for example, plans, strategies, research and data) that Investments in rural communities to identifies the project as an economic development help diversify and grow local priority. economies – making economic growth more inclusive so Rural Ontario continues to share in the province’s economic prosperity
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Ongoing. The Tourism Development Fund Tourism The Tourism Development Fund Eligible expenses for Tourism Development Fund has no predetermined limit on the Development supports projects that encourage applications include, but are not limited to: Applications are accepted on an funding amount available. Fund three key streams: ongoing basis, and should be However, your request requires a submitted a minimum of four solid rationale to support the • Consulting services and project management. OPEN • tourism investment, months prior to the start of the funding amount you are • Research costs. • tourism product development project. requesting. • Tourism sector strategic planning. (Regional Tourism and • Business plan support, economic Organization 8) • industry capacity building. For information on how to apply, Funding support is available up to assessments and feasibility studies. please review the Application Guide 50 percent of total cash expenses • Organizational development and capacity as outlined in your project cash building. The Tourism Development Fund operating budget. • Conference organization costs including program provides non-capital, speaker fees. project-based funding to: The remaining project cash • Project-related permits, fees and other similar operating budget must come from charges. • develop research-based a combination of organization and • Other costs deemed reasonable. innovative and emerging tourism project partner cash contributions. Page 61 of 145 sectors; • support tourism organizations’ At least 20 percent of total cash capacity building; expenses must come from the • encourage new private sector organization. Please note that the tourism investment attraction; value of in-kind expenses or and contributions is not included in the • enhance Ontario’s overall determination economic competitiveness and opportunities for the Ontario tourism industry.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses The Tourism Economic Development and Recovery Tourism NEW The Tourism Economic Accepting applications on an Fund (TEDRF) program is an application-based, cost- Economic Development and Recovery Fund ongoing basis. sharing program designed to provide non-capital Development and (TEDRF) is an application-based, funding to projects that encourage the development of Recovery Fund cost-sharing program designed to innovative new tourism products, support tourism provide non-capital funding to investment or build the capacity of Ontario’s tourism projects that either: OPEN industry. The program is also supporting innovative tourism • encourage the development of innovative new tourism recovery projects aimed at increasing visitation across products Ontario and addressing the reduction in global travel as a result of COVID-19. TEDRF will provide support • support tourism investment to Ontario tourism industry associations to help offset • build the capacity of Ontario’s tourism industry membership fees and support industry recovery through access to membership services and benefits. The program also supports innovative tourism recovery Eligible program expenses include, but are not limited Page 62 of 145 projects aimed at increasing to: tourism within Ontario to address • Costs related to the delivery of membership the reduction in global travel as a services and activities provided by Ontario result of coronavirus (COVID-19). tourism industry associations • Consulting and project management services http://www.forms.ssb.gov.on.ca/mb • Contract staff to support the delivery of the s/ssb/forms/ssbforms.nsf/GetFileAt project tach/ON00108E~1/$File/ON00108 • Research and tourism sector strategic planning E.pdf (including tourism marketing strategies) • Business plan support and economic assessments • Organizational development and capacity building • Conference organization costs (including speaker fees) • Other costs deemed reasonable.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Ontario The Ontario Community All small municipalities (i.e., pops Communities need not apply for Capital expenditures on core infrastructure (roads, Community Infrastructure Fund (OCIF) less than 100,000) are eligible. the funding but will need to bridges, water and wastewater, including sanitary and Infrastructure provides funding for small, rural provide planning and reporting stormwater facilities) projects that are part of an asset Fund (OCIF) and northern communities to For the 2020 grants, the 2016 documents to the government to management plan are eligible, including: develop and renew their census data was used. Ontario will receive the grants. In 2019, Trent infrastructure. distribute approximately $200 Lakes received $86,858 • capital construction of new core infrastructure million to 424 communities across to be owned by the recipient that addresses an Ontario in 2020. existing health or safety issue. Under the top-up application This early in 2020 the status of the • capital maintenance for the renewal, component, approximately $100 additional top-up application rehabilitation and replacement of core million will be distributed among 2019 Trent Lake received $86,858 component was not available on infrastructure owned by the recipient, communities who successfully their website. We contacted OCIF • debt-financing charges specifically associated apply for additional funding to ask if the top-up application with the capital project activities above are through the Ontario Community 2020 Trent Lakes received $84,551 component will be continued in eligible, if started after January 1, 2017. Infrastructure Fund (OCIF). This 2020 and if there any intake dates allows communities to partner with Under the top-up application component, communities the province to invest in critical who successfully apply for additional funding Page 63 of 145 infrastructure projects. through the Ontario Community Infrastructure Fund (OCIF) allows communities to partner with the province to invest in critical infrastructure projects. i.e. The Township of Havelock-Belmont-Methuen received up to $1,877,386 to replace water, sanitary sewers and stormwater infrastructure below Mathison Street, Union Street, Quebec Street and Victoria Street in Havelock.
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Fund Name Stream Intake Funding Examples or Eligible assets/expenses Eco-Canada Wage funding for employers and • Winter 2020/2021 applications are Cover up to 50% of a student’s • Funding is for 12 to 16-Week paid work-terms. Student Work post-secondary partners to help now open! wages to $5,000 when employers• Students gain valuable on-the-job experience Placement students kick-start their career path• hire the brightest minds in • Employers increase future talent pool and resource Program • Three sessions per year: Winter Science, Technology, availability (Part of federal (January-April), Summer (May- Engineering, Math (STEM) and • Students and Employers are required to find their own August), Fall (September- Business. co-op placement government of December) Canada’s Work • Additional funding may be available for employers who Integrated • Applications open 3 months prior to hire student from one of the following groups: Learning Work start of co-op session Strategy) • Women in STEM • Indigenous People OPEN • Persons with Disabilities • First-year Students • Recent Immigrants (Permanent resident or refugee status)
Page 64 of 145 COVID-19 The COVID-19 Community • Automatically awarded based on Made possible thanks to a $10- Community Response Fund for Vulnerable those communities million philanthropic donation from Populations. Collaboration already identified as needing the Canadian Medical Association Response Fund between Federation of Canadian support to address homelessness Foundation. for Vulnerable Municipalities and the Canadian through the existing federal Populations Medical Association Foundation. it Reaching Home program will support 73 municipalities across (Designated Communities and the country as they address the Indigenous Communities streams). urgent needs of vulnerable populations struggling with the For Ontario, funding primarily impacts of the COVID-19 awarded to Cities with high pandemic, particularly those homeless populations. experiencing or at risk of homelessness. Trent Lakes was not on the listing. Mostly it was cities and larger urban areas already experiencing homelessness challenges. The City of Peterborough was on the list. The County was not.
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Report to Council
To: Mayor & Members of Council From: John Eisinga, Chief Building Official Date: February 02, 2021 Re: Building & Planning 2020 Year End Report
Recommendation:
That Council receive the Building & Planning 2020 Year End Report from the Chief Building Official for information purposes.
Financial Implications:
None.
Background:
The attached report summarizes the years activity for the Building and Planning Department.
Prepared by:
______Derek Bertram Building & Planning Assistant
Submitted by: Approved by:
John Eisinga, Donna Teggart, CBO Interim CAO & Treasurer
Appendix A: Building & Planning 2020 Year End Report
Page 65 of 145
Page 66 of 145 Contents
1 Building
2 Planning
3 By-law
Building Departments Key Role The primary role of the Building Department & Planning Department is to provide quality service to the community that is knowledgeable, efficient, comprehensive and helpful to the public. The intention is to safeguard life, health, property and public welfare by regulating and controlling the construction, quality of materials, use of all buildings and structures within the Municipality of Trent Lakes
Page 67 of 145
Building 2020 Building Activity Q1 & Q2 Building Summary
The year of 2020 was initially met with new found optimism but, as 6 3 14 we approached the first quarter of 2020, it was apparent that this year would not be like any other. On April 6th, the Ontario Government ordered that all residential projects that had not started prior to April 4th be put on hold until 16 further notice. This mandate was reflected in the building permit activity first two quarters of 2020, the order was amended on May 19th removing the restrictions to residential construction which was followed by an influx of permit activity for the latter half of the year. This influx resulted in surpassing 36 the five-year average of permit fee’s and construction value based on scope of work for each project. As noted below, construction projects were similar in quantity from the Q3 & Q4 previous year, but permit fee’s surpassed the five-year average which was largely due in part to the scope of renovations to existing dwellings and 14 29 complete rebuilds. Whereas new builds on vacant land were in line with 3 development in previous years. The building community is anticipating this trend of large scale rebuilds and renovations to continue into 2021.
Annual Building Permit Activity Comparison 39 138 130 140 105 120 100 61 80 55 60 35 37 28 30 40 New Dwelling Alter Dwelling 13 10 20
Accessory Other 0
Dwelling on Dwelling Accessory Trailer Park Misc - Other Vacant Land Alteration Structure Trailer Park 2020 2019
Building Inspections Five Year Average of Building Permit Fee’s $500,000
1785 2015 1614
1567 $400,000 2016
1458 2017 2018 $300,000 2019 5 Year Avg 2020 (YTD) $200,000 Indirect Costs Direct Costs $100,000
$0 2017 2018 2019 2020 JanPageFeb 68 Marof 145Apr May Jun Jul Aug Sep Oct Nov Dec
Planning
Planning Summary Minor Variance Submissions An unprecedented year of delays in the building sector due to Covid-19 gave 2020 47 way to all planning applications, with the exception of consent applications,
2019 37 exceeding the 5-year average. The Municipality experienced delays in processing applications in the 2nd quarter of 2021 until a digital meeting 2018 26 platform was established for the holding of public hearings. The Covid-19 2017 51 restrictions brought with them a higher than usual volume of property development inquiries, pre-consultation requests and severance related 2016 61 questions than experienced in previous years.
Zoning By-law Amendments
2020 33 Minor Variances Forty-seven (47) applications were submitted in 2020, three (3) of which 2019 24 were withdrawn by the applicant for various reasons. There is one (1) LPAT 2018 18 appeal that is waiting to be heard by the Tribunal.
2017 37
2016 34 Zoning By-Law Amendments
Consent Applications Thirty-three (33) applications were submitted in 2020, six (6) of which have been carried over to 2021 and are in queue to be processed. 2020 15 Planning staff have yet to process the Official Plan and Zoning By-Law 2019 12 Amendment for the North Kawartha Floodplain Mapping Project that was 2018 26 completed last year.
2017 15
2016 26 Site Plan Approval There are currently two (2) applications under review. Compliance Letter Zoning Requests 160 144 140 Planning Updates 140 Planning staff have been working towards taking over the review and 120 113 103 processing of Shoreline Allowance Closure applications and Unopened 100 Road Allowance applications from the Clerk’s Department. 80 Planning staff have set up a peer review process by utilizing the existing 60 peer-review agreement between the County of Peterborough and Stantec. 40
20
0 2017 2018 2019 2020 Page 69 of 145
By-law
By-law Summary Annual By-law Submissions The Trent Lakes By-law division saw a slight increase in by-law complaints in the year of 2020, but submissions were in line with the 4-year average. Short term rentals continued to be the forefront of conversation for residents and Staff, a Short-Term Rental Working Group comprising of Staff and Council was formed in the 3rd quarter to investigate the issue of Short Term Rentals in the Municipality. The Municipality continued to retain the contracted services of Kawartha Guard to handle the majority of by-law complaints and The Peterborough Humane Society to respond to all dog related complaints. The Municipality also contracted the services of TAS-Page Communications in May for the logging and forwarding of after-hours complaints and inquiries. This service was contracted to further assist the residents of Trent Lakes and to provide staff the ability to further understand the scope of time sensitive complaints. All COVID-19 complaints were advised to contact the OPP non emergency hot line, or Peterborough Public Health.
Annual TAS-Page Logging May 01 – Dec 31 By-law submission 4 years by type Waste 4 20 Fire 26 18 18
Noise 9 16
STR 4 14 13 13
Fire Works 3 12 11 10 Covid 19 5 10 9 9 8
Roads 6 8 7 6 6 6 6 Property 2 5 5 Standards 4 3 3 2 Dogs 5 2 1 1 0 Building 2 0 Misc Property Standards Dogs Noise Zoning
Other/Info Request 30 2017 2018 2019 2020
Page 70 of 145 Report to Council
To: Mayor & Members of Council From: Jessie Clark, Director of Corporate Services/Clerk Date: February 2, 2021 Re: Corporate Services 2020 Q4 Report
Recommendation: That Council receive the report from the Director of Corporate Services/Clerk regarding the 2020 Q4 Report for their information.
Financial Implications: n/a
Background: The following chart shows the resolutions from Council that are still outstanding, as well as items that were completed in Q4. Also included is a chart showing all completed items for 2020.
In addition, the Corporate Services Department completed the following in 2020:
Council Direction • Coordinated legal opinion on OCWA contract. • Coordinated responses for Peterborough County Recognition Awards. • Conducted research on Livestreaming/Recording of Council meetings and provided initial report with recommendations. Re-evaluated situation due to COVID-19 and prepared secondary report which included recommendations with respect to electronic participation and proxy voting. Research for third report to Council with recommendations to implement livestreaming/recording of Council meetings which included a thorough Retention and Procedure By-law Update and work to implement recording beginning January 2021. (youtube channel, additional equipment, compression application) • Member of Short Term Rental Working Group. Attended weekly meetings, took meeting notes, reviewed report, provided input, and coordinated feedback and webinars. • Corresponded with separate Counsel regarding a Noise Mitigation By-law, report to Council and review draft of by-law.
Council • Annual Remuneration Report for Council. • Processed monthly Council Expense Claims, including inputting into proper form, reviewing for compliance with policy, preparing reports to Council and follow-up with Accounts Payable for payment. • Review of Council Expense Policy and implementation of new practices around taxable benefits. • Preparation of Council/Committee Calendar.
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Page 71 of 145 • Coordinated attendance at 2020 Conferences, including requesting delegations and drafting of MNRF delegation regarding Starry Stonewort. Prepared report for 2021 conferences and AMO delegations. • Coordinated Meeting Procedure Training with Fred Dean • Processed and filled a Council Vacancy which included reviewing process with solicitor, drafting report to declare seat vacant, drafting policy for Council vacancy, assistance with appointment, and facilitated training. • Prepared Agendas and Minutes for Regular, Special, Closed and Emergency meetings of Council. • Advised on various procedural matters. • Coordination of Post-Council Follow-Up, including circulating resolutions to appropriate staff, correspondence regarding resolutions of support and proper scanning and record keeping of minutes, by-laws, agendas and reports. • Assistance with Electronic Participation at all Council and Committee meetings, as well as County Council, conferences, and external boards/committees.
Committees/Boards • Reviewed subcommittee structure and prepared amendment to Policy. • Posted 7 vacancies for Committees/Boards in accordance with the policy, reviewed applications, made recommendations to Council, and provided orientation to new members. • Provided procedural and secretarial assistance, including posting of agendas and minutes, for Economic Development Advisory Committee; Parks, Recreation, and Culture Advisory Committee; Committee of Adjustment and Police Services Board. • Ensured Committee/Board recommendations are forwarded to Council, which may include a corresponding report, in a timely manner. • Reviewed and provided input on Parks, Recreation and Culture Master Plan.
Records Management • Assisted the Records Coordinator contract staff member with beginning the appropriate categorization of roll file records in preparation for the upstairs vault renovation. • Developed a Records Storage System to identify file storage locations for the Fire Hall Storage area. • Management of electronic records management system (FileHold). • Created and populated Vital Statistics Registers to index Death Registrations and Still- birth Registrations. • Created and populated Pecuniary Interest Registry.
Various Legislated Duties • Received and assisted to process 1 Committee of Adjustment appeal. • Annual Committee of Adjustment Appointment By-law • Review of Line Fences Act, appointment of fence viewers, hearing for line fence and assisting with drafting award and notifying parties to all steps of the process, processing appeal and coordinating appeal hearing.
Purchasing • Includes drafting procurement document, coordinating with lead department, webinar for opening of submissions, review of submissions for compliancy, coordinating evaluation
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Page 72 of 145 committee for Request for Proposals, evaluating Proposals, drafting report to award procurement and service agreement/by-law. • Participated in the following 12 Procurements: o T-01-2020 for Low Retaining Wall and Reinforced Concrete Pad at Cavendish Transfer Station o T-02-2020 for Two Pick up Trucks o T-03-2020 for Rehabilitation of Beaver Lake Road o T-04-2020 for Rehabilitation of Sumcot Drive o T-05-2020 for Replacement Roof at the Buckhorn Regional Health Centre o T-06-2020 for Tandem Trucks (2021 rolling stock) o T-07-2020 for Pickups (2021 rolling stock) o RFP-01-2020 for Legal Review and Development of Purchasing Policy o RFP-02-2020 for Website Redesign and Implementation o RFI-01-2020 for Digital Key Fob/Card System o Peterborough County Tender T-02-2020 for Hot Mix Asphalt o Peterborough County Tender T-03-2020 for Surface Treatment • Reviewed and began transition to eProcurement. • Advised on emergency procurement.
Response to COVID-19 • Completed Business Impact Analysis at the onset of COVID to identify essential services. (elections, communication, burial permits) • Prepared three Procedure By-law Amendments in an expedient manner in order to address legislative changes to allow electronic participation in Council meetings. • Implemented Electronic Meetings which included assisting with the purchase and set up of equipment and safe set up of the Council Chambers and learning the webinar platform in order to conduct efficient meetings. • Reviewed changes to Liquor Control Act and drafted application and letter of support for extensions, as well as an information report to Council. • Training for all Committee/Council Members on webinar platform.
Accessibility • Began transition of accessibility function into the Corporate Services Department. • Accessible and consistent formatting for agendas and minutes for Council and Committees/Boards.
Real Property • Processed 5 applications to purchase Unopened Road Allowances which include a report to Council and may include preparation of advertisement, coordination of appraisal and reference plan, report back to Council, drafting of by-laws and correspondence with solicitor. • Prepared reports and researched access to Salmon Lake. • Processed 11 Shoreline Road Allowance applications which include correspondence with applicants, preparation of by-laws, and correspondence with solicitor. • Reviewed and brought forward Licence of Occupation Policy.
Special Projects • Lead department for the Communications Review. • Member of Website Redesign project team.
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Page 73 of 145 • Lead department for the Purchasing Policy Review.
Miscellaneous • Amended Off-Road Vehicle By-law to allow off-road vehicles on all municipal roads. o Second amendment to off-road vehicle by-law with new Ministry of Transportation legislation which included a report to Council, correspondence with Peterborough Public Health and Police Services Board, secondary report, coordination of delegation/correspondence with local associations and drafting of by-law. • Assisted with drafting various by-laws and amendments. • Ontario Clean Water Agency Annual Report pursuant to the Safe Drinking Water Act. • Reviewed election signs on county road allowance. • Conversed with municipal solicitor over various legal matters. • 2021 Work Plan, draft budget and efficiency and effectiveness for budget. • Prepared quarterly reports which includes corresponding with various departments to get update on status of outstanding resolutions. • 68 reports to Council on various matters. • Annual review of Fee By-law and report to Council and draft by-law for budget process.
2021 goals for the Corporate Services Department include: • Research and report to Council on the use of voting and vote-counting equipment. • Participate in Website Redesign, including the creation of accessible documents. • Engage in a strategic planning exercise with Council. • Continue to maintain current records management processes and look for improvements and additional ways to digitize records with the assistance of a Temporary Records Coordinator. • Continue to provide a procurement process that is open, honest and transparent. • Provide administrative, secretarial and technical support to Committees. • Review the Municipality’s Procurement Policy in order to update definitions and purchasing thresholds, decentralize procurement and ensure compliance with legislation and updating applicable templates to ensure consistency. • Provide assistance to Council on procedural matters and will endeavour to carry out the direction of Council in a timely manner.
Submitted by: Approved by:
Jessie Clark, Director of Corporate Services/Clerk Donna Teggart, CAO/Treasurer
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Page 74 of 145 Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible Outstanding R2018-582 11/12/2018 That Council direct staff to draft a Municipal Chief Building Regulations from the N Cannabis Policy Statement to be approved Official Province have been by Council to establish the criteria by which received. the Municipality will review license Report tentatively applications for retail cannabis submitted scheduled for 2021 Q3. through the Alcohol Gaming Commission of Ontario (AGCO); and further That Council grant the Planning Technician and the Chief Building Official authority to submit comments on behalf of the Municipality regarding licence applications for new Page 75 of 145 recreational cannabis retail businesses pursuant to the policy established by Council. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2019-153 19/02/2019 That By-law B2019-016, being 'A by-law to Chief Building Delegation received at November 19, Report tentatively N adopt a Tree Canopy Protection Policy', be Official 2019 Council Meeting. scheduled for 2021 Q3. read a first, second and third time and Revised Resolution # R2019-723. passed this 19th day of February, 2019; That Council receive the delegation from and further Edward Oakes regarding Tree Protection That Council direct staff to bring forward for information; and further recommendations for additional tree That Council directs staff to obtain a copy protection policies to be done after the of the City of Kawartha Lakes and the City County Official Plan. of Peterborough's Tree Preservation By- laws and to have staff review them and report back to Council. Report received at December 17, 2019 Page 76 of 145 Council Meeting. Revised Resolution # R2019-801. That Council defer the report from the Planning Administrator regarding the Tree Canopy Protection Policy until the Building and Planning Department is fully staffed; and further That Council direct staff to revisit more stringent environmental controls over tree protection. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2019-478 13/08/2019 That Council receives the report from the Director of Report received at October 6, 2020 Staff reached out to N Director of Recreation and Facilities Recreation and Council Meeting. Council to provide insight to regarding Rock the Locks at Ode'naang Facilities Revised Resolution #2020-520. their desires and have only Park for their information; and further That Council receive the report from the received one response. That Council approve the use of the park Director of Recreation and Facilities Staff will request again. for the event in 2019 with the condition that regarding the Public Space Rental Policy Council’s direction was the Municipality is provided with a copy of for their information; and further unclear. the Buckhorn Community Centre's proof of That Council refer Policy 5.37 Public event insurance with the Municipality being Space Rental Policy back to staff for named as an additionally insured party; and greater clarity. further That Council direct staff to research and Page 77 of 145 prepare a formal policy for the use of parks and public spaces for organized events to be implemented in 2020. R2019-635 15/10/2019 That Council receive the report from the Chief Building Verbal update at November N Chief Building Official regarding Building Official 5, 2019 Council meeting. Code Services for their information; and Due to COVID-19, the further Ministry of Housing has put That Council direct staff to prepare a on hold any review of response to the proposed Building Code Building Code Services. Services changes for the next Regular No updates from Ministry of Council meeting. Municipal Affairs and Housing. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2020-267 06/02/2020 That Council receive the delegation from CAO/Treasurer, Currently researching and N Bruce Averill and Greg Lawson regarding Director of compiling information. the Buckhorn Community Sports Complex Recreation and Report tentatively for their information; and further Facilities scheduled for 2021 Q1. That Council direct staff to look into the site suitability of the proposed site location; and further That Council refer this matter to the Parks, Recreation and Culture Advisory Committee.
R2020-352 07/14/2020 That Council receive the report from the Clerk Currently researching and N Page 78 of 145 Director of Corporate Services/Clerk compiling information. regarding Alternative Public Access to Report tentatively Salmon Lake for their information; and scheduled for 2021 Q1. further That Council deny the applications to purchase the municipal land leading to Salmon Lake from Betty Snell and Peter and Christine Kuttenkeuler; and further That Council direct staff to explore other solutions. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2020-463 09/01/2020 Whereas Short Term Rentals are a growing Short Term Report received December 1, 2020 Council to revisit in 2021 N challenge for Municipalities to manage; and Rental Working Council Meeting. Q3. Whereas this is a complex issue with many Group Revised Resolution # R2020-662: types of short term rentals, and negative That Council receive the report from the impacts as well as positive benefits; Temporary Manager of Building and Therefore Council directs the creation of a Planning, on behalf of the Short Term Working Group to investigate the issue in Rental Working Group, regarding Short our Municipality; to understand the Term Rental Licensing for their problems and the extent of them; to receive information; and further legal advice on enforceable options; to That Council direct staff to prepare a Short invite public input, including but not limited Term Rental (STR) Licensing By-law and to, impacted ratepayers, commercial tourist associated application forms for public Page 79 of 145 establishments, and ratepayers who own consideration; and further short term rentals; and to explore and That Council direct staff to review and recommend potential policies for Trent update the existing relevant by-laws as Lakes; and further outlined in this report and draft a Nuisance That Council appoint Mayor Clarkson and By-law for Council's consideration; and Councillor Armstrong to serve on the further Working Group with staff members as That Council direct the Short Term Rental appointed by the CAO; and further Working Group to reconvene two more That the Working Group be tasked with times to obtain information from presenting a report back to Council by year stakeholders which the Working Group end. has already heard from and fine tune the report to bring back to Council.
Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible Report received January 12, 2021 Council Meeting. Revised Resolution # R2021-019: That Council receive the report from the Temporary Manager of Building and Planning, on behalf of the Short Term Rental Working Group, regarding Short Term Rental Licensing - Revised Report; and further That Council defer a decision on Short Term Rentals until September. R2020-517 06/10/2020 That Council receive the report from the Public Works Tentative project start date N Page 80 of 145 Director of Public Works regarding the in 2021 Q2. Addition of a Permanent Structure in Cavendish for their information; and further That Council direct staff to budget for tender preparation and contract administration for the addition of the permanent structure at the Cavendish Public Works site in the 2021 Capital Budget; and further That Council direct staff to prepare a Minor Variance Application to be brought forward to the Committee of Adjustment once the size of the structure is determined. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2020-561 20/10/2020 That Council receive the delegation from Building and Report tentatively N Fiona Donoghue-Paylor regarding the Planning scheduled for 2021 Q2. Noise By-law for their information; and further That Council direct staff to review the noise by-law, including looking at benchmarks across the County of Peterborough, and report back to Council on potential changes. R2020-594 03/11/2020 That Council receive the report from the Corporate Council to revisit in 2021 N Director of Corporate Services/Clerk Services Q2. regarding the 2021 Council Meeting Page 81 of 145 Calendar for their information; and further That Council adopts the 2021 Council Meeting calendar, as presented; and further That Council revisit the 1:00 p.m. time for the July and August meetings in April 2021.
R2020-620 16/11/2020 That Council direct staff to approach the Recreation and No update. N County of Peterborough to confirm Facilities/Public responsibility of the maintenance of the Works road sides of Lakehurst Road in Buckhorn and request maintenance work be completed or request the Municipality be compensated for performing the work. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible R2020-661 01/12/2020 That Council receive the report from the Building and Report tentatively N Planning Consultant regarding Application Planning scheduled for 2021 Q1. for Zoning By-law Amendment (Dewdney Mountain Farms) for their information; and further That Council defer declaring the application for Zoning By-law Amendment submitted by Dewdney Mountain Farms Limited complete; and further That Council request a summary outlining the required studies, what has been submitted and when, and confirmation from Page 82 of 145 the Municipality that the information submitted is acceptable for today's environmental and geographic conditions and further information from the applicant regarding the haul route agreement. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible Completed R2019-020 08/01/2019 That Council receive the correspondence Chief Building Report received at April 16, 2019 Council Report received and Y for information and defer discussion to the Official Meeting. agreement signed for next budget meeting; and further Revised Resolution # R2019-250. Peterborough Public Health That council direct staff to bring a report That Council receive the report from the regarding Discretionary back to Council with other options CBO regarding Discretionary Sewage Re- Sewage Re-inspection regarding septic re-inspections. inspection Program Alternatives for their Program at October 20, information; and further 2020 meeting. That Council direct Staff to contact the County and request they refrain from negotiating new re-inspection agreements with Peterborough Public Health (PPH) on Page 83 of 145 the Municipality's behalf; and further That Council direct staff to enter into negotiations for PPH to continue to administer both the discretionary and mandatory re-inspection programs for the remainder of 2019; and further That Council direct staff to report back before the 2020 budget deliberations on a further analysis of the available long-term options for the programs.
Report received at December 12, 2019 Council Meeting. Revised Resolution # R2019-785. That Council receive the report from the Deputy CBO regarding the Discretionary Sewage Re-inspection Program for their information; and further Whereas Trent Lakes is committed to ensuring the proper functioning of septic systems and the protection of our water quality; And Whereas there is a strong possibility that Peterborough Public Health will not provide inspection services in 2020 after Page 84 of 145 the Provincial changes are implemented; Therefore Council directs staff to keep the $104,325 expense line in the 2020 budget for septic inspections; and further That Council directs staff to report back in February with a viable contingency plan for an alternative septic inspection program in 2020. R2019-593 01/10/2019 That Council receive the delegation from Clerk Report received at December 17, 2019 By-law passed December Y Eric Gillespie regarding Noise Mitigation on Council Meeting. 1, 2020. Municipal Road Allowances for their Revised Resolution # R2019-809: information; and further That Council receive the report from the That Council direct staff to obtain an Director of Corporate Services/Clerk independent legal opinion on adopting a regarding Noise Mitigation on Municipal policy of not permitting noise mitigation Road Allowances for their information; and structures on municipal road allowances to further bring back to Council at a later date. That Council direct staff to prepare a by- law to prohibit noise mitigation on municipal road allowances. Report received at November 17, 2020 Council Meeting. Revised Resolution # R2020-641: Page 85 of 145 That Council receive the report from the Director of Corporate Services/Clerk regarding the Noise Mitigation Structures By-law for their information; and further That Council direct staff to bring forward the by-law for adoption upon receipt of an updated version from the Municipal Solicitor, to be requested within a reasonable amount of time. R2020-043 17/01/2020 That Council refer the Economic Economic Discussed at Economic Y Development Strategy report to the Development Development Advisory Economic Development Advisory Advisory Committee Meetings in Committee for input. Committee 2020 Q2. R2020-105 18/02/2020 That Council receive the report from the Chief Building By-law passed December Y Planning Administrator regarding Zoning By-Official/Planning 15, 2020. law Amendment File No. 20-02 for Staff information; and further That council defer the requested zoning by- law amendment and direct staff to research two-story boathouses; and further That Council direct staff to draft a by-law to permit the existing sauna within the thirty (30) metre water yard setback. Page 86 of 145 R2020-179 02/02/2020 That Council receive the report from the Corporate Reports received at October 6, 2020 By-law passed December Deputy Clerk regarding Live Services Council Meeting. 15, 2020. Streaming/Video Recording of Council Revised Resolution # R2020-530: Meetings; and further That Council receive the report from the That Council direct staff to report back to Deputy Clerk regarding Implementation of Council with recommendation to implement Live Streaming/Video Recording of Option 2 - Video/Audio Recording of Council Meetings for their information; and Council meeting and leave open the option further for live streaming in the future; and further That Council direct staff to proceed with That staff bring forward any necessary implementing the proposed solution as policy revisions to support video/audio detailed in this report; and further recording of Council meetings. That the necessary amendments to the Procedural By-law and Records Retention By-law be brought forward to Council for Page 87 of 145 adoption. Revised Resolution # R2020-531: That Council receive the report from the Director of Corporate Services/Clerk regarding Electronic Participation/Proxy Voting for their information; and further That Council direct staff to bring forward the necessary amendments to the Procedure By-law to include electronic participation and prohibit proxy voting. R2020-402 08/11/2020 That Council receive the report from the Clerk Report received at November 17, 2020 Delegation received and by- Y Director of Corporate Services/Clerk Council Meeting. law passed December 15, regarding Highway Traffic Act Amendments Revised Resolution # R2020-650: 2020. Related to Off-Road Vehicles for their That By-law B2020-109, being 'A by-law to information; and further regulate the operation of Off-Road That Council refer this matter to the Police Vehicles on Municipal Highways in the Services Board for comment; and further Municipality of Trent Lakes', be deferred That Council direct staff to further pending discussion with local Off-Road investigate this matter and report back with Vehicle Associations. a recommendation in Q4.
R2020-484 09/15/2020 That Council receive the report from the Corporate Report received November Y Deputy Clerk regarding Council Expenses Services 16, 2020. for August 2020 and the Remainder of July Page 88 of 145 2020 and authorizes payment; and further That Council direct staff to review Policy AD- 18, Council Conference and Expense Claims and report back on recommended policy revisions and proposed 2021 budget allocations.
R2020-505 09/21/2020 That Council receive the report from the Clerk Report received and by-law Y Director of Corporate Services/Clerk passed January 12, 2021. regarding Appointment of Fence-Viewers for their information; and further That Council support the appointment of four Fence-Viewers; and further That Council direct staff to report back to Council regarding the Line Fences Act addressing administrative fees, prohibiting proceedings during the Winter, and exempting part or all of the Municipality. Resolution # Meeting Date Resolution Staff Updates Status Complete Responsible Completed in 2020 R2019-020 08/01/2019 That Council receive the correspondence Chief Building Report received at April 16, 2019 Council Report received and Y for information and defer discussion to the Official Meeting. agreement signed for next budget meeting; and further Revised Resolution # R2019-250. Peterborough Public Health That council direct staff to bring a report That Council receive the report from the regarding Discretionary back to Council with other options CBO regarding Discretionary Sewage Re- Sewage Re-inspection regarding septic re-inspections. inspection Program Alternatives for their Program at October 20, information; and further 2020 meeting. That Council direct Staff to contact the County and request they refrain from negotiating new re-inspection agreements with Peterborough Public Health (PPH) on Page 89 of 145 the Municipality's behalf; and further That Council direct staff to enter into negotiations for PPH to continue to administer both the discretionary and mandatory re-inspection programs for the remainder of 2019; and further That Council direct staff to report back before the 2020 budget deliberations on a further analysis of the available long-term options for the programs.
Report received at December 12, 2019 Council Meeting. Revised Resolution # R2019-785. That Council receive the report from the Deputy CBO regarding the Discretionary Sewage Re-inspection Program for their information; and further Whereas Trent Lakes is committed to ensuring the proper functioning of septic systems and the protection of our water quality; And Whereas there is a strong possibility that Peterborough Public Health will not provide inspection services in 2020 after Page 90 of 145 the Provincial changes are implemented; Therefore Council directs staff to keep the $104,325 expense line in the 2020 budget for septic inspections; and further That Council directs staff to report back in February with a viable contingency plan for an alternative septic inspection program in 2020.
R2019-274 16/04/2019 That Council direct staff to look into live Clerk Report received at May 5, Y streaming Council meetings and report 2020 meeting. back to Council. R2019-451 16/07/2019 That Council receive the report from the Chief Building Report received at August 13, 2019 Report received at Y Chief Building Official regarding by-law Official Council Meeting. February 18, 2020 meeting. enforcement for their information; and Revised Resolution #R2019-482. further That Council receive the report from the That Council direct staff to look into more Chief Building Official regarding By-law specific solutions to this problem; and Enforcement Recommendation for their further information; and further That Council direct staff to investigate by- That Council direct staff to prepare a law enforcement on Fridays, Saturdays, tender for expanded by-law enforcement Sundays and holiday Mondays through to services, including a 24/7 call centre to midnight. receive a broad range of complaints from the public; and further That Council direct staff to prepare a job description for a full-time by-law Page 91 of 145 enforcement officer; and further That Council direct staff to prepare a draft by-law to establish administrative penalties for repeated calls for service related to by- law enforcement.
Request for Proposal issued October 10, 2019. Report received at December 17, 2019 Council Meeting. Revised Resolution # R2019-807. That Council receive the report from the Acting Deputy Clerk for information; and further That Council direct staff to defer awarding RFP-04-2019; and further That Council direct staff to investigate alternative by-law enforcement options and methods. Page 92 of 145
R2019-490 13/08/2019 That Council receive the report from the Chief Building Report received at June 16, 2020 meeting. Report received at July 14, Y Acting Clerk with the draft Licence of Official Revised Resolution #R2020-311 2020 meeting. Occupation Policy and Procedures for their That Council receive the report from the information; and further Director of Corporate Services/Clerk and That Council direct staff to bring back the approve the Licence of Occupation Policy; Licence of Occupation Policy and and further Procedures and an amendment to the Fees That Council direct staff to have an and Charges By-law to a future meeting. implementation plan in place for existing docks to either remove them or have a licence of occupation by the end of the summer season. R2019-491 13/08/2019 That Council receive the report from the Clerk Report received at June 16, 2020 meeting. Y Acting Clerk with the draft Revised Resolution #R2020-310. Licence/Encroachment Agreement with That Council receive the report from the Peter and Christine Kuttenkeuler for their Director of Corporate Services/Clerk information; and further regarding Application to Purchase That Council direct staff to bring the by-law Municipal Land Leading to Salmon Lake and agreement to be signed, and a report for their information; and further outlining the fees to be charged, to a future That Council direct staff to look into Council meeting. alternative public access to Salmon Lake and report back at the July meeting. Report received at July 14, 2020 meeting.
R2019-526Page 93 of 145 03/09/2019 That Council receive the report from the CAO/Treasurer Report received October 15, 2019 Report received at October Y Interim CAO/Treasurer regarding Website regarding public engagement. 6, 2020 meeting. Design & Development for their Revised resolution #R2019-644. information; and further That Council receive the report from the That Council direct staff to proceed in the Acting Clerk regarding Public Engagement release of a Request for Proposal for the for their information; and further design and development of a Municipal That Council approves the scope of work website; and further and directs staff to prepare a Request for That Council direct staff to use Service Proposal for a Communications Review; Delivery Grant Funding for this project. and further That Council direct staff to not proceed with the Request for Proposal for website design and development until such time as the Communications Review findings have been received. Communications Review findings received at June 2, 2020 meeting. R2019-593 01/10/2019 That Council receive the delegation from Clerk Report received at December 17, 2019 By-law passed December Y Eric Gillespie regarding Noise Mitigation on Council Meeting. 1, 2020. Municipal Road Allowances for their Revised Resolution # R2019-809: information; and further That Council receive the report from the That Council direct staff to obtain an Director of Corporate Services/Clerk independent legal opinion on adopting a regarding Noise Mitigation on Municipal policy of not permitting noise mitigation Road Allowances for their information; and structures on municipal road allowances to further bring back to Council at a later date. That Council direct staff to prepare a by- law to prohibit noise mitigation on municipal road allowances. Report received at November 17, 2020 Council Meeting. Revised Resolution # R2020-641: Page 94 of 145 That Council receive the report from the Director of Corporate Services/Clerk regarding the Noise Mitigation Structures By-law for their information; and further That Council direct staff to bring forward the by-law for adoption upon receipt of an updated version from the Municipal Solicitor, to be requested within a reasonable amount of time. R2019-607 01/10/2019 That Council receive the correspondence Planning Report received at October 15, 2019 Comments submitted. Y from the Ministry of Natural Resources and Administrator Council meeting. Forestry regarding the Proposed Changes Revised Resolution # R2019-633. to the Aggregate Resources Act for their That Council receive the report from the information; and further Planning Administrator regarding That Council directs staff to prepare Proposed Changes to the Aggregate comments on the proposed changes to the Resources Act for their information; and Aggregate Resources Act. further That Council direct staff to prepare correspondence to the Ministry of Natural Resources and Forestry (MNRF) prior to the November 4 deadline using information from their delegation to the MNRF regarding Pits & Quarries Page 95 of 145 Approvals and Fees, as well as addressing that the proposed changes give no consideration to increased fees and take away municipal involvement in aggregate applications.
R2019-612 01/10/2019 That Council direct staff to contact Waste Delegation from SusGlobal Y PurEnergy to delegate to Council regarding Coordinator Energy Belleville Ltd. at source separated organics. August 11, 2020 meeting. R2019-642 15/10/2019 That Council receive the report from the Clerk By-law passed March 3, Y Acting Clerk regarding Off-road vehicles for 2020. their information; and further That Council direct staff to prepare an updated off-road vehicle by-law that does not restrict off-road vehicles on any municipal roadways; and further That Council direct staff to reach out to off- road vehicle associations for off-road vehicle safety material to distribute to the public with the passing of the off-road vehicle by-law; and further That Council direct staff to review the by- law one year from the date of passing. R2019-662Page 96 of 145 28/10/2019 That Council directs staff to provide a CAO/Treasurer Report received at December 3, 2019 Report received at Y period of public feedback to close meeting. September 1, 2020 November 15, 2019 and all submissions Revised Resolution # R2019-761 meeting. are to be written and provide the page of That Council receive the report from the the report that they are referring to. Interim CAO/Treasurer regarding Facilities Master Plan Survey Responses for information; and further Whereas virtually all of the public input received is focused on the Public Works section and recommendations, and there were not objection to the other sections and recommendations of the report, and Whereas staff is waiting for a decision from Council to proceed with planning for the facilities recommendation;
Therefore, that Council approve the professionally prepared, objective and comprehensive Facilities Master Plan and direct staff to use the Facilities Master Plan as a guide for the next 20 years of major facility investments in Trent Lakes for all departments except Public Works, notwithstanding staff are directed to exploit all opportunities for integration, synergies and leveraging of facilities and amenities across departments.
R2019-752 03/12/2019 That Council receive the presentation from Report received at May 19, 2020 meeting. Report received at Y Kate Vigneau of MCG Consulting Solutions Revised Resolution # R2020-245. September 1, 2020 Page 97 of 145 regarding the Fleet Audit for information; That Council receive the report from the meeting. and further CAO/Treasurer regarding the That Council direct staff to provide a review Implementation of Facility and Fleet Audits of the report and an implementation for their information; and further strategy for high priority items. That Council create a working group composed of both Council Members and Staff to discuss and make recommendations to Council regarding the implementation of the facility and fleet audits; and further That Council appoint Mayor Clarkson and Councillor Lambshead to the working group; and further That the recommendations from the working group be brought forward to Council within two months. R2019-724 19/11/2019 That Council receive the delegation from Clerk Report received at August Y Edward Oakes regarding the Ontario Clean 11, 2020 meeting. Water Agency (OCWA) Contract for information; and further That Council direct staff to obtain a legal opinion regarding the indemnity clause and other risks in the contract's terms and conditions. R2019-756 03/12/2019 That Council receive the delegation from Planning Report received at January 14, 2020 Development Charge Y Ted Sturman of Redstone Quarries Technician meeting. Deferral Agreement signed regarding a Review of Development Fees Revised resolution # R2020-017: March 3, 2020. for information; and further That Council receive the report from the That Council direct staff to prepare a report Planning Technician regarding Redstone addressing Mr. Sturman's request for an Quarries Request - Review of Page 98 of 145 exemption from Development Fees. Development Charges for an Exemption to Non-Residential Aggregate Developments for their information; and further That Council direct staff to prepare an agreement providing for payment of the applicable Non-Residential Aggregate Development Charge over a four (4) year period.
R2019-789 17/12/2019 That Council direct staff to investigate and Waste Report received March 3, Y report back to Council on the overall Coordinator 2020. haulage situation in the County of Peterborough and alternatives for addressing it. R2019-790 17/12/2019 That Council receive the budget request CAO/Treasurer Verbal Update at January Y from the Director of Recreation and 17, 2020 budget meeting Facilities regarding a Facilities Maintenance that SHRP will be reviewing Position for their information; and further this Department and a That Council approve adding $80,000.00 decision will be made as a placeholder for a Facilities regarding future budget Maintenance Position; and further years. That Council direct staff to come up with a cohesive plan for addressing facilities maintenance.
R2019-799 17/12/2019 That Council defer the report from the Director of Report received at February 18, 2020 Agreement made with Trent Y Director of Recreation and Facilities Recreation and meeting. Page 99 of 145 regarding Surplus Land; and further Facilities Revised resolution # R2020-102: That Council direct staff to begin talks with That Council directs staff to negotiate with the Trent Lakes Rural Outreach Board to the Lakehurst Hall Board and Trent Lakes offer alternative suitable accommodations Outreach Centre (TLOC) regarding at another municipally owned facility. TLOC's request to be accommodated at the Lakehurst Hall. R2020-043 17/01/2020 That Council refer the Economic Economic Discussed at Economic Y Development Strategy report to the Development Development Advisory Economic Development Advisory Advisory Committee Meetings in Committee for input. Committee 2020 Q2. R2020-054 03/02/2020 That subject to the final approval of the CAO/Treasurer, Monetary donation given to Y 2020 budget, Council approve a grant to Director of the BDTA to cover cost of Buckhorn District Tourist Association in the Recreation and plants. amount of $3,000.00; and further Facilities That Council determine whether this amount will be in-kind support or monetary. R2020-105 18/02/2020 That Council receive the report from the Chief Building By-law passed December Y Planning Administrator regarding Zoning By-Official/Planning 15, 2020. law Amendment File No. 20-02 for Staff information; and further That council defer the requested zoning by- law amendment and direct staff to research two-story boathouses; and further That Council direct staff to draft a by-law to permit the existing sauna within the thirty (30) metre water yard setback.
R2020-142 03/03/2020 That Council receive the correspondence Director of Report received at May 5, Y from Beautiful Buckhorn Foundation Inc. Recreation and 2020 meeting. regarding a request for Municipal Grant for Facilities Page 100 of 145 information; and further That Council provide a $500 grant to Beautiful Buckhorn Foundation Inc. from the miscellaneous grant fund account; and further That Council direct staff to investigate providing in-kind support for the Beautiful Buckhorn Foundation Inc. R2020-179 02/02/2020 That Council receive the report from the Corporate Reports received at October 6, 2020 By-law passed December Y Deputy Clerk regarding Live Services Council Meeting. 15, 2020. Streaming/Video Recording of Council Revised Resolution # R2020-530: Meetings; and further That Council receive the report from the That Council direct staff to report back to Deputy Clerk regarding Implementation of Council with recommendation to implement Live Streaming/Video Recording of Option 2 - Video/Audio Recording of Council Meetings for their information; and Council meeting and leave open the option further for live streaming in the future; and further That Council direct staff to proceed with That staff bring forward any necessary implementing the proposed solution as policy revisions to support video/audio detailed in this report; and further recording of Council meetings. That the necessary amendments to the Procedural By-law and Records Retention By-law be brought forward to Council for Page 101 of 145 adoption. Revised Resolution # R2020-531: That Council receive the report from the Director of Corporate Services/Clerk regarding Electronic Participation/Proxy Voting for their information; and further That Council direct staff to bring forward the necessary amendments to the Procedure By-law to include electronic participation and prohibit proxy voting. R2020-212 05/05/2020 That Council receive the report from the Director of Verbal update at May 19, Y Director of Recreation and Facilities Recreation and 2020 Council Meeting. regarding Buckhorn Plan Watering for their Facilities Resolution # R2020-242: information; and further That Council provide a That Council direct staff to communicate $500.00 grant to Beautiful with Beautiful Buckhorn about moving the Buckhorn Foundation Inc. barrels located in Trent Lakes to a more from the miscellaneous suitable location and report back on the grant fund account. budget implications of the additional watering commitments associated with these barrels. R2020-293 06/16/2020 That Council receives the report from the CAO/Treasurer Report received at July 14, 2020 meeting. Y Deputy Clerk, on behalf of the Economic Development Advisory Committee, Page 102 of 145 regarding EDAC's Recommendation on Parking in Buckhorn for their information; and further That Council direct staff to move forward with studying parking potential in Buckhorn and report back in July. R2020-357 07/14/2020 That Council receive the correspondence Director of Report received at August Y from Luke Thompson regarding a Request Public Works 11, 2020 meeting. for Road Signs and refer this matter to the Public Works department. R2020-401 08/11/2020 That Council receive the report from the Clerk Revised Resolution R2020-450: Reports regarding Y Director of Corporate Services/Clerk That Council direct staff to report to Municipal Feedback and regarding the Roundtable Discussion and Council how and when a the Ratepayer Cottage Ratepayer/Cottage Association Meetings Ratepayer/Cottage Association Meeting Association Meeting for their information; and further can be facilitated. received at October 6, That Council cancel the Ratepayer/Cottage 2020 meeting. Association Annual Meeting scheduled for Saturday, September 5, 2020 at 10:00 a.m. and the Roundtable Discussion scheduled for Saturday, September 12, 2020 at 10:00 a.m.; and further That Council direct staff to engage the Ratepayer/Cottage Associations to get feedback. Page 103 of 145 R2020-425 08/20/2020 That Council receive the report from the Clerk Report received at Y Director of Corporate Services/Clerk September 1, 2020 regarding a Letter of Resignation from meeting. Harvey Ward Councillor Kim Letto and Declaration of Vacancy for their information; and further That the Letter of Resignation from Councillor Kim Letto be accepted with regret pursuant to Section 260(1) of the Municipal Act which provides that a Member of Council may resign from office by notice in writing filed with the clerk of the municipality; and further
Page 104 of 145 That Council declare the office of Harvey Ward Councillor as vacant effective August 20, 2020; and further That Council direct staff to prepare a Municipal Council Vacancy Policy and make a recommendation at the September 1, 2020 Regular meeting of Council in order to take the necessary steps to fill the vacancy within 60 days pursuant to Section 263(5) of the Municipal Act . R2020-445 09/01/2020 That Council receive the report from the Director of Report received regarding Y CAO/Treasurer regarding the Facility Emergency temporary structure in Working Group Recommendations for their Services, Cavendish at October 6, information; and further Director of 2020 meeting. That Council approve the facility Public Works Report regarding replacement recommendations and that operational requirement for these be incorporated in the Asset Fire Stations received at Management Replacement Plan with September 15, 2020 costing updated in 2021; and further meeting. That Council direct the Fire Chief to prepare a report on operational requirements that will be implemented before the new Fire Stations are built speaking in particular to emergency Page 105 of 145 response vehicles; and further That Council direct staff to investigate the addition of some kind of temporary structure in Cavendish for more effective winter operations; and further That Council direct staff to accelerate the demolition and reconstruction of the Galway Public Works Depot from 2023 to 2021-2022 if financially viable R2020-402 08/11/2020 That Council receive the report from the Clerk Report received at November 17, 2020 Delegation received and by- Y Director of Corporate Services/Clerk Council Meeting. law passed December 15, regarding Highway Traffic Act Amendments Revised Resolution # R2020-650: 2020. Related to Off-Road Vehicles for their That By-law B2020-109, being 'A by-law to information; and further regulate the operation of Off-Road That Council refer this matter to the Police Vehicles on Municipal Highways in the Services Board for comment; and further Municipality of Trent Lakes', be deferred That Council direct staff to further pending discussion with local Off-Road investigate this matter and report back with Vehicle Associations. a recommendation in Q4. R2020-484 09/15/2020 That Council receive the report from the Corporate Report received November Y Deputy Clerk regarding Council Expenses Services 16, 2020. for August 2020 and the Remainder of July 2020 and authorizes payment; and further That Council direct staff to review Policy AD- 18, Council Conference and Expense Claims and report back on recommended policy revisions and proposed 2021 budget allocations.
R2020-505 09/21/2020 That Council receive the report from the Clerk Report received and by-law Y Director of Corporate Services/Clerk passed January 12, 2021. regarding Appointment of Fence-Viewers for their information; and further Page 106 of 145 That Council support the appointment of four Fence-Viewers; and further That Council direct staff to report back to Council regarding the Line Fences Act addressing administrative fees, prohibiting proceedings during the Winter, and exempting part or all of the Municipality.
Report to Council
To: Mayor & Members of Council From: Steve Brockbank, Director of Emergency Services Susan Jackett, Fire Admin Date: Feb 2 2021 Re: 2020 Year End Review
RECOMMENDATION:
That Council accept this report for information.
FINANCIAL IMPLICATIONS:
None
BACKGROUND:
Please see attached document.
Submitted by: Approved by:
Steve Brockbank, Donna Teggart, Director of Emergency Services Chief Administrative Officer/Treasurer
Page 107 of 145
Prepared on: Jan. 20, 2021
Page 108 of 145 TRENT LAKES FIRE RESCUE YEAR END REPORT 2020
Operations – Incident Responses
Emergency Response Calls - 2017-2020 Comparison
537 461 435 384
2017 2018 2019 2020
2020 Emergency
Responses By Station
1% 25% 1- Buckhorn 2-Cavendish 48% 10% 3-Galway 16% 4-Nogies Creek All
Total Response Fire Fighter Hours
2017
2018 3408 3589
2019 2918 3283 2020
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Operations – Emergency Responses continued Emergency Responses – 4th Quarter Trent Lakes Fire Rescue responded to 537 calls for service in 2020. During the final quarter (October – December 31 2020) we responded to 134 calls. This is an increase of 32 calls compared to this time in 2019. 1 Fire 1 No Loss Outdoor Fire 0 Pre-Fire Conditions 3 Burning Controlled/Burn Complaints 88 Medical 18 MVC 12 Public Hazards 0 Rescues 7 False Alarms 4 Other
2017-2020 Types of Responses Comparison 400 350 300 250 200 150 100 50 0 No Loss Motor Pre-Fire Burning(C Public False Fire Outdoor Medical Vehicle Rescues Other Conditions ontrolled) Hazards Alarms Fire Collisions 2017 11 8 25 4 245 29 9 15 38 2018 12 10 27 12 306 24 9 15 46 2019 12 11 11 7 286 40 10 5 22 41 2020 12 16 5 27 356 43 26 10 25 17
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2020 Fire Prevention Fire Prevention inspections continued on an as requested or needed basis. Buckhorn Public School Fire Safety Plan was updated, and a new inspection review and follow up for a Daycare centre looking to increase its total occupancy. We conducted numerous residential inspections and installed new Smoke/CO alarms in numerous homes. We completed primary and initial site reviews for pre-incident plans on commercial and industrial operations. We conducted on site oversized burn reviews and approvals. We completed RSMP reviews (as submitted) on our Propane Storage and Handling facilities within the Municipality. We utilized reader boards at all fire stations to provide messaging for Fire Prevention week along with seasonal messaging for Smoke and CO testing during the holidays. We held multiple Fire Prevention campaigns including a full two-week radio blitz in conjunction with our Public Education team for Fire Prevention Week, as well as participated in the 12-Days of Christmas radio prevention blitz with many other Peterborough County Fire Departments. 2020 Training In 2020 we completed a total of 1900 training hours on a variety of topics including: Online: We developed numerous online lesson plans and a fully integrated online learning platform for our Firefighter’s (FF’s). We also integrated testing and online discussion forums for TLFR FF’s onto the online platform.
Face to Face Training: Starting in late summer, we were able to resume small group training exercises by station that was stopped in March due to the pandemic, and in turn we were able to get numerous practical sign offs completed. This was important in order to maintain our skill sets, and sign offs for our FF’s.
Recruits: We were able to onboard 3 experienced and trained firefighters late August. We were able to utilize the online platform for large amounts of training as well as conduct multiple face to face training evolutions to get them signed off for TLFR responses. Three (3) recruits who were at the Eastern Ontario Emergency Training Academy (EOETA) all graduated and completed their provincial testing. Provincial Examinations: TLFR was asked to assist in conducting Eastern Ontario Emergency Training Academy (EOETA) summarization testing and Provincial certification testing. TLFR sent three certified examiners including the Fire Prevention Training Officer (FPTO) for two weekends of testing which saw approximately 25 new firefighters become fully certified and complete the recruit training and provincial certifications. (Including 3 from Trent Lakes).
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Page 111 of 145 TRENT LAKES FIRE RESCUE YEAR END REPORT 2020
2020 Public Education In 2020 we attended seven (7) different public education events in the Municipality. Due to the pandemic, Public Education in person events were significantly affected. Educational information was provided in many different formats including handouts provided at businesses for public availability and digital messaging. Educational pamphlets and information in regards to fire prevention, home escape plans, fire smart properties, smoke/co detectors, kitchen safety, emergency preparedness, alarms for hard of hearing, wood stove safety, open air burn by-law, fire safety booklets for children and seniors along with many more educational materials. Public Education # of Events Persons Educated 0-14 15-64 65+ Total 2020 Public Education 7 127 311 54 492 2019 Public Education 17 1341 667 305 2313 2018 Public Education 16 970 546 230 1746 2017 Public Education 14 1233 662 284 2179
2020 Association and TLFR Community Support This year the Trent Lakes Fire Fighters Association & TLFR supported Team 55 – CMHA, Local fellow firefighter, Cavendish Library Auction, Trent Lakes Hamper Fund, Kinmount Legion Christmas Fund, Kinmount & Area Food Bank, Trent Lakes Outreach Centre, Buckhorn Santa Drive By and Community Care Drive By.
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Page 112 of 145 TRENT LAKES FIRE RESCUE YEAR END REPORT 2020
2020 Emergency Responses Locations
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Page 113 of 145 Report to Council
To: Mayor & Members of Council From: Ivan Coumbs, Director of Public Works/Chelsea Carpenter, Waste Management and Public Works Coordinator Date: February 2, 2021 Re: Public Works – Roads and Waste Management 2020 Q4 Report
Recommendation:
That Council receive the report from the Director of Public Works/Waste Management and Public Works Coordinator regarding the 2020 Q4 Report for their information.
Financial Implications:
N/A
Background:
This report provides a summary of the Roads and Waste Management activities for the Fourth Quarter of 2020.
Roads
Administration: • Budget Preparation and overview • Report to Council regarding Proposed Pedestrian Crossover • Report to Council regarding Professional Engineering and Consulting Services for a Dedicated Mechanic’s Bay • Database created for tracking Public Works Agreements • Compiled all sand requests for tracking purposes • Dedicated Mechanics Facility Project o Project Initiation meeting o Report to Council regarding the formal amendment to the Consultant Service Agreement with Greenview Environmental Management for the Dedicated Mechanics Facility
Operations: • Sand request deliveries were completed over the first 2 weeks of November • Fall grading completed on all roads • Cold mix patching on surface treated roads was completed as needed • Edging of surface treated roads was completed as needed • Ditching was performed on White Valley Road
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• Brushing on the following roads was completed:
• White Valley Road • Beaver Lake Road • Anchor Bay Road • Flynn’s Road • Barcroft Road • Shaw’s Road • Pencil Lake Road • Cedarwood Dr • Charlie Allen Road • Buckhorn Narrows Road • Baker Drive • Alexander Court • Mississauga Lake Road
• Winter maintenance equipment was repaired and serviced in preparation for winter maintenance activities.
2020 Weather Events
November 4 events December 18 events
Sanding/Salting Nov - Dec Snow Plowing Nov - Dec Reg. Hours OT hours Reg. Hours OT hours 2020 888 50.5 2020 522 18
For comparison:
2019 Weather Events
November 10 events December 16 events
Sanding/Salting Nov - Dec Snow Plowing Nov - Dec Reg. Hours OT hours Reg. Hours OT hours 2019 1309 130.5 2019 728.25 64
Peter’s Island Bridge
During the temporary closure of Peter’s Island Bridge, winter maintenance activities continued. The following activities were performed:
• A ¾ ton Pick-up vehicle equipped with a plow which was parked on Peter’s Island prior to Construction and used for winter maintenance activities. • Patrols were completed as required using the walkway installed by the County.
The bridge work was complete as of January 19, 2021. Asphalt paving will be completed in the summer of 2021.
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Waste Management
Administration: • Budget Preparation and overview • Report to Council regarding the 2019 Waste Management Report • Procedure document created for Wearing a Face Mask while in Enclosed Spaces and During Interactions with the Public • Reconciling waste files • MOE Inspection at the Cavendish Transfer Station o Action Plan prepared • Amendment to the Environmental Compliance Approvals (ECA) for the Transfer Stations. Details of the amendments include: o Increase to quantities of materials accepted o Changes to the monitoring program at the Buckhorn Transfer Station o Minor housekeeping items • Water coolers with a hot water function purchased for the Transfer Station Buildings for staff use • Commencement of data collection for year-end data reporting • 2021 Alcohol Container Deposit Collection contracts and invoices were sent out • Communication and Public Education for the January 1, 2021 tipping fee increases • Letter and invoice issued to an individual found illegally dumping on a Municipal Road • Database created for tracking Waste Management Agreements • In conjunction with Recreation and Facilities Department, staff investigated other options for portable washrooms at some of our facilities. Johnny on the Spot was selected as the successful bidder and will be providing Portable Washroom services at the Transfer Station Sites.
Site Work:
• Solar lighting ordered for three Transfer Stations to provide additional lighting • Bobcaygeon Transfer Station received a few new recycling bins that were in need of replacing • Compartment clean ups were done for all materials in order to have the data for year end reporting • Brush grinding was completed on November 16 and 17. All brush and yard waste at the Crystal Lake Transfer Station is hauled to the Bobcaygeon Transfer Station for grinding. All brush and yard waste at the Cavendish Transfer Station is hauled to the Buckhorn Transfer Station for grinding. The hauling is done by Roads staff. The grindings are used for pit rehabilitation.
Garbage Data For comparison 2020 Quantities 2019 Quantities October 107.94 tonnes October 103.75 tonnes November 87.52 tonnes November 65.48 tonnes December 88.66 tonnes December 64.67 tonnes
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Vehicle Counts For comparison 2020 Count 2019 Count October 8043 October 6688 November 6388 November 4828 December 5484 December 4397
Replacement Waste Cards Issued For comparison 2020 2019 October – 5 October – 2 November – 12 November – 5 December – 4 December – 7
Cottage Kit Sales
Month Quantity Revenue October 53 $159 November - - December 10 $30
New Website Project • Site map preparation and approvals process • Content development phase; creating content for Public Works and Waste Management Pages • Weekly website project meetings
Covid-19 • Monitoring the current Covid-19 situation. Implementing and monitoring processes and making necessary adjustments should the need arise, in accordance with Peterborough Public Health recommendations. • Ensuring adequate supplies kept in stock of required PPE for staff, such as masks, gloves and sanitizer.
Respectfully Submitted by: Approved by:
Chelsea Carpenter, Waste Management/ Donna Teggart, CAO/Treasurer Public Works Coordinator
______Ivan Coumbs, Director of Public Works
Page 117 of 145
Report to Council
To: Mayor & Members of Council From: Dylan Cosh, Director of Recreation and Facilities Date: February 2nd, 2021 Re: Q4 2020 Department Update
Recommendation:
That Council receive the report from Director of Recreation and Facilities regarding Q4 2020 Activities for information.
Financial Implications:
None at this time.
Background:
Q4 Pressure Points: • Reduced staffing • Cavendish Rink finalizations • Budget preparations • COVID-19 o Increased demand for our regular PPE such as nitrile gloves and respirators § Strain in the supply chain o Assisting other departments with IT solutions, teleconferencing, video conferencing, Council meeting troubleshooting o Researching and maintaining an understanding of a rapidly changing situation o Work orders take longer to complete due to sanitization procedures between employees o Finding available contractors and trades has been difficult due to demand o Implementation of a province-wide lock down Q1 2021 Expectations • COVID-19 o Community Centres remain closed to general public until large gatherings are permitted • Budgeting process o Meeting with contractors frequently o Final amendments based on 2020 numbers • Larger focus placed on policy and procedure development during this time
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Page 118 of 145 Below is a summary of note-worthy work orders completed by the Recreation and Facilities Department. The summary below is not an all-encompassing list of work completed by staff. Time spent on less specific, but essential work such as meetings, response to public inquiry, research, generic administrative tasks, management of staff, resource allocation, and training are not represented in this document.
Administration • Working collaboratively with all other departments to make decisions that will keep the public and staff safe during the COVID-19 Pandemic • Assisting hall boards to access materials as needed while halls are closed • Playgrounds open and inspected weekly to ensure no new hazards emerge • Water testing for all Municipal Small Drinking Water Systems • Removal of hanging baskets and return empty baskets to garden centre • BRHC roof tender prep, site meeting, and opening – Awarded October 6th for 2021 completion On-going & regular maintenance: • Required and preventative fleet maintenance • SOP and Training Module development • Monthly facility workplace, health and safety and life safety device inspections at applicable facilities • Replacing COVID-19 Signage due to vandalism • Weekly equipment maintenance • Maintaining hand sanitizer dispensers at Community Halls and Municipal Office • Fall leaf collection and mulching at lawn maintenance sites • Annual Fire Extinguisher and Emergency Light Inspections at all facilities Bobcaygeon Transfer Station: • Assist WM staff with selecting LED solar lighting for implementation – on order Cavendish Transfer Station • Assist WM staff with selecting LED solar lighting for implementation – on order Buckhorn Lake Estates: • No notable work completed Buckhorn Transfer Station: • Assist WM staff with selecting LED solar lighting for implementation – on order Buckhorn Public Library: • Stump Grinding by Contractor o MTL staff clear branches and debris and grindings • Seasonal pest control • Set up Christmas Lights
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Page 119 of 145 Buckhorn Regional Health Centre: • Wind storm downed Manitoba maple tree onto roof o Removed by contractor o Staff tagged additional hazardous trees to be removed • Emergency light batteries replaced • Replace failed fluorescent light ballasts by Contractor • Replaced burnt out lights in offices, kitchen and hallways • Pest entry mitigation in utility room
Buckhorn Roads Depot: • Investigate defective light ballasts in equipment bays, lights replaced in parts room, offices, main entrance to equipment bays and overhead fixtures o Additional ballasts failed and replaced by contractor
49 Roads Depot: Investigate defective light ballasts in equipment bays, lights replaced over tool bench, 3rd and 4th bay o Additional ballasts failed, replaced by electrician Galway Roads Depot: • Investigate defective light ballasts in equipment bays
Cavendish Sand Shed • No notable work completed
Buckhorn Sports Pad: • Investigated Scrubber machine issues - removed debris from reservoir and filter, cleared out water lines and tested operation • Fall garden cleanup - removed plant debris and trimmed back shrubs • Removed discontinued ads from perimeter boards (10 ads) • Labelled all boards/panels for inventory- measurements and condition noted • Set up Christmas Lights
Buckhorn Welcome Centre: • Relocated fire extinguisher to more suitable location (obstructed by displays) • Set up Christmas Lights
Cavendish Community Centre: • Sanded, primed and painted utility room wall • Sanded, primed and painted location where hand sanitizer dispensers were originally placed o Too high from floor level, re-installed dispensers at 1 meter from floor • Installed heavy-duty bolts into sleeve brackets for flag poles for additional security • Replaced Canada & Ontario Flags • Refastened vent grate to ceiling in lower meeting room • Removed refuse from kitchen area due to health concerns and sanitized kitchen
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Page 120 of 145 Cavendish Policing Building: • Installed new section of lattice panel to replace existing damaged section Deer Bay Hall: • Site meeting with abatement company for quotation of hazardous substance abatement • Roofing Replacement o Met with 3 contractors for quotation o Awarded to AGC and Associates o Roofing completed • Seasonal pest control Galway Community Centre: • Installed new weather stripping and door sweep at North West exit • Sump pump drain repair o Locates obtained to dig out damaged drainage pipe from sump pump drain o Excavated pipe, reconnected with new pipe and connectors, tested and backfilled • Generator Contractor called to investigate generator - failed to fire (October 22) o Internal charger had failed, battery failed o New external charger and battery installed, unit functioning • Transplanted 12+ new cedars around the rooftop HVAC unit on North side • Gravel added to Historical Society entrance to delineate pathway, compacted • Topsoil added to shoulders of walkway and seeded • Burlap installed for cedars • HVAC Contractor called for no-heat on Southern RTU o Belt replaced by Contractor • Concrete repairs made to the Historical Society Entrance • Installed reflective posts to delineate lawn area for snow removal operations • Semi-annual kitchen fire suppression system test by contractor • Installed heat trace cable in East eavestrough and on attached shed to reduce snow load and water entry into crawlspace • Annual fire damper inspection by contractor Kinmount District Health Centre: • Investigated no-heat issue – emergency shut-off switch accidentally flipped due to storage/organization • No hot water issue – switch accidently flipped off due storage/organization • Flooring in old section of Health Centre replaced • Accessible door push button battery replaced • Removed garden waste from side of building left by gardener Lakehurst Community Centre: • Fall garden clean up - removed plant debris, stripped overgrown area along accessible ramp to allow for new plant material • HVAC Contractor to provide quote for BAS system for digital monitoring/temp control • Stump grinding by contractor o MTL Clean-up stump material and transport to landfill • Annual kitchen fire suppression system test by contractor • Investigated issue with urinal running continuously – replacement by contractor
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Page 121 of 145 • Several low pressure faucets o Aerators cleaned o Issue identified with softening system requiring replacement • Clean eaves trough, removed leaves and cleared downspouts • Fire damper inspection by contractor Municipal Office: • Fall garden clean up - removed plant debris, trimmed shrubs, redistributed mulch where needed • Minor garden repairs post-incident at rear entrance, locust standard stabilized with support post and tie wire • Stump grinding by contractor o MTL staff cleanup stump material and transport to landfill • Placement of new parking curbs and anchored in with rebar • Installed reflective posts for snow removal operations • Removal of queue (COVID mitigation) for snow removal operations • Installation of new shed in order to relocate waste management supplies due to Recreation and Facilities requiring additional outdoor storage o New/ Old shed organized- lumber, posts and equipment stored and ready for inventory • Efficiency initiative: constructed tool rack for small hand tools and power tools- space optimization and organization prior to starting inventory • Efficiency initiative: Created essential tool kitbags for fleet vehicles • Efficiency initiative: Constructed Fire Extinguisher shelf in tool room Station 1: • Refastened metal flashing
Station 2: • No notable work completed
Station 3: • Several fluorescent ballasts replaced by contractor Station 4: • Reinstalled insulating foam protruding from metal siding Crowe’s Line Beach: • Removed picnic tables and garbage bin- stored for the winter
Sandy Beach: • Contractors contacted to provide quotes for proposed permanent fence along Lakehurst Road • Removed picnic tables and garbage bins for winter season • Stump grinding by contractor o MTL staff clean-up stump material and transport to landfill
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Page 122 of 145 Ode’Naang Park: • Fall garden cleanup - removed invasive plants, pruned shrubs, trimmed branches to reduce possible snag and protrusion hazards • Removed picnic tables and garbage bins for winter season • Stump grinding by contractor
White’s Beach: • Removed picnic table from beach area for winter season Cavendish Pavilion: • Removed stones, stumps and protruding branches to expand greenspace between rink and pavilion extending the backstop • Topsoil added, graded and overseeded Cavendish Playground: • No notable work completed Cavendish Rink: • Final inspections and deficiency repair – project complete 49 Cemetery: • Removed undesired and invasive shrubs and root systems from North fence line, pruned hardwoods to allow for more efficient grass cutting operations • Topsoil added to North fence line and low areas, overseeded Nogies Creek Cemetery: • Top dress and seed struggling locations o Significantly more work required to propagate a healthy lawn • Removed damaged fencepost that supports vehicle gate – replacement required in spring 2021 Sandy Lake Cemetery: • Picked up materials requested by contractor for band platform railing • Topsoil added to reduce slope around platform pad and overseeded • Stump grinding by contractor o MTL staff cleanup stump material and transport to landfill Sandy Point Boat Launch: • No notable work completed
Six Foot Bay Boat Launch: • Installed Public Boat Launch Signage Kawartha Hideaway Boat Launch • No notable work completed
Caine’s Lane Boat Launch: • No notable work completed
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Page 123 of 145 Nogies Creek Boat Launch: • No notable work completed
Dettman’s Park: • No notable work completed
Civic Addressing: • Fire Route 31 signage repair • 18 new 911 civic addressing requests
In 2020 staff began recording work orders in a basic tracking spreadsheet to begin to analyze the amount of time spent at different facilities and sites. This also has allowed the department to develop its corporate memory further lending a hand to continuity and efficiency initiatives. Staff aim to make these representations a staple in our quarterly reports moving forward. • As expected, the largest amount of work is completed at Recreation sites and Community Centres are we are the primary operations department and the facility maintenance for these sites • Followed closely by Administration (Municipal Office) as we operate out of this facility and are the primary maintenance personnel • It is not unexpected to see Medical Centres, Libraries, Public Works, and Fire Department facilities under represented as these facilities have full time staff that work in the buildings every day and handle much of the day to day maintenance – R&F is usually only involved during a major issue or repair RECORED WORK ORDERS 2020
Other, 5.6%
Sportspads, 5.3% Medical Centres, 4.1% Libraries, 2.4%
Community Centres, 41.4% Parks/Recreation, 25.5%
Fire Halls, 1.0%
Public Works, 3.7% Administration, 10.8%
Submitted by: Approved by:
Dylan Cosh, Director of Recreation and Facilities Donna Teggart, CAO 7
Page 124 of 145 2021 Work Plan – Chief Administrative Officer/Treasurer Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support
Operations Review Review select departmental * Donna/John Q1 – Q4 operations to assess effectiveness *Third-Party Supports all and identify exact job duty Consultant Strategic Priority improvements/requirements for: ** SHRP Goals Building and Planning **Management Expand to other departments if Team possible
Page 125 of 145 Committee, Hall County of Peterborough * Donna Q1 – Q4 Board and Streamlining & Efficiency **Management Working Committee Team Committees Work with EDO to create and Strategic Priorities implement approved initiatives #2, #4, #6, #7, #8 Council & EDAC. Implement Master Plan initiatives of PRCAC and attend meetings as required
Continue to meet with all Hall Board Committees to improve communications and processes and look to create service agreements
CAO and Treasurer Lower Tier Working Groups
Complete Continue to work with other lower * Donna Q1 – Q4 Mandatory Safety tiers to implement by new date to **CAO Lower Tier Plan be announced by Province. Working Group January 1, 2021 date deferred due to COVID-19
New Website Continue to work with eSolutions to *Lynn/Donna Q1 implement new website by *Website Team #2, #4, #8 targeted April 1, 2021 date
2020 Department Provide ongoing support and *Donna Q1 – Q4 Work Plans resources to Management Team to Page 126 of 145 facilitate completion of 2021 Work Supports all Plans with ongoing progress Strategic Priority reporting to Council Goals
Recruitment, Recruitment of Public Works *Donna Q1 – Q4 Training, Director and additional positions as *Chasity Employee required. Ensure training with focus *Management Communications, on legislation. Implement findings Team Legislative of 2020 Employee Survey & **SHRP requirements implement changing requirements **PPH under COVID-19 under COVID-19
Implement Implement initiatives approved by *Donna Q1 – Q4 approved findings Council for 2021 including design, *Management of Facility/Fleet tender prep & contract admin for Team Audit and STR Mechanic Facility and design for Working Group Buckhorn Fire Station/Public Works Facility and Galway Depot. Investigate cost savings of hiring Engineering firm for next 5 years (Vendor of Record) and provide an updated 10-year Capital Forecast once better costing is obtained
Page 127 of 145 Ensure the Contact CUPE representatives and *Donna Q1 – Q2 negotiation of a Municipal Solicitor to set up dates *Ivan new CUPE for negotiations and speak to *Chasity agreement as Council to seek their input *Solicitor current extension expires March 31, 2021
Council Strategic Work with the Director of *Donna Q1 – Q2 Planning Corporate Services to facilitate a *Jessie Council Strategic Planning session *Ann to provide a roadmap for the next 2 years. Create a plan to implement initiatives in Strategic Plan
Audit 2020 Ensure all required TCA/WIP * Donna Q4-2020 entries are complete as well as all **Finance staff Q1-2021 Supports all required General Journal entries, Strategic Priority reconciliations and FIR data Goals preparation. Coordinate presentation with auditor of year- end financial statements
Budget 2021 Prepare budget (including water) * Donna Q3-4-2019 based on Municipal Budget Policy * Management Q1-2020 Supports all and present Draft Budget to Team Strategic Priority Council and the public. Allow for **Finance staff
Page 128 of 145 Goals public consultation. Determine levy and calculate tax rates and prepare by-law for adoption. Ensure/verify all billing amounts including County and Education. Monitor throughout the year to ensure accuracy and proper spending
Asset Ensure adherence to Strategic * Donna Q1 – Q4 Management Plan Asset Management Plan and ** Chasity Ontario Regulation 588/17 July 1, **Management Supports all 2021 requirements Team Strategic Priority Goals Continue expanded use of CityWide software for efficiency and better Council reporting
Financial Policy Update/review of financial policies * Donna Q2 – Q4 Review and including Investment Policy, * Finance Staff Update Reserve and Reserve Funds, **Management Capital Asset Policy Team Supports all Strategic Priority Goals
Energy/Climate Continue tracking of all municipal *Sarah Q1 – Q4 Change energy accounts and implement *Donna Management recommendations from Energy *Management Management Plan and Climate Team
Page 129 of 145 Change Plan as per latest Council reporting
Investigate ways to Release tender in time for June *Donna Q1 reduce insurance 2021 to ensure best possible *Jessie & Ann costs through pricing *Management tendering and Team enhanced risk mitigations
2021 Work Plan – Chief Building Official
Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support
Trailer Park Review properties and * John Eisinga Q1 – Q4 Under investigation Issuing Licences sites for compliance. ** Matt Wesley and Licensing in Progress for 2021 Page 130 of 145 Computer Better service for general * John Eisinga Q1 Pending at counter public and contractors
Computerize Better inspection reports * John Eisinga Q1 – Q4 Research methodology of and provide email reports for ** Matt Wesley surrounding Municipalities. better response time Mesh & Surveys123 for GIS being explored further.
Building Better process at issuing * John Eisinga Q1 – Q4 Orders being issued on Without Order to Comply ** Matt Wesley properties, investigate Permits appropriate penalty to be levied. Licence of Execution of Policy 5.35 - Licence * John Eisinga Q1 – Q4 Implementation of Occupancy of Occupancy ** Matt Wesley Licence of Occupancy ***Derek Bertram Work Plan
Short Term Investigation of Short * Working Group Rentals Term Rentals in the Municipality Page 131 of 145
Stagnant Permits Review of inactive permits * John Eisinga Q1 – Q4 Review and close out ** Matt Wesley of inactive permits from 1990-2000
Public Provide Better Sample * John Eisinga Q2 In progress Education and Drawings for House, Garage Reference & Decks Consolidation Consolidating all zoning * Tiffany Ly Q2 Text portion completed, of Zoning By- amendments with existing **Adele Arbour reviewing schedules law Comprehensive Zoning By-law and mapping from County.
Municipal Flood plain * Adele Arbour Q2 In Progress, mapping OPA & ZBA mapping project ** Tiffany Ly being developed Flood Plain with North Kawartha Mapping & ORCA Page 132 of 145
Tree Creation of policy for * Tiffany Ly Q1 – Q2 Research in progress Protection/ tree protection within the Preservation Municipality (R2019-153) Policy
Official Plan update Official Plan intergration * Tiffany Ly Q4 On-going with County of Peterborough Telecommunicatio Develop telecommunication * Adele Arbour Q2 In progress n Towers protocol
Update Amend current planning fees * Adele Arbour Q2 – Q3 In progress Planning Fees ** Derek Bertram Page 133 of 145
Community Update to CIP * Adele Arbour Q3 Under review Improvement Plan
Two Storey R2020-105 - Council to review * Tiffany Ly Q1 Resulting from ZBA Boathouses and implement policy for the ** John Eisinga 20-02 - research regulation of two storey nearing completion, boathouses (R2020-105) report in progress Municipal To develop a policy (R2018-582) * Tiffany Ly Q3 In Progress Cannabis Policy ** John Eisinga Page 134 of 145 2021 Work Plan – Corporate Services
Initiative/Strategic Actions * Lead Timing Status Priority Reference ** Support
Election – Research and report to Council on * Jessie Clark Q2 Council required to pass a Alternative Voting the use of voting and vote-counting * Ann Rooth by-law by May 1 in the Method equipment such as voting year before the year of the machines, voting recorders or election to authorize such optical scanning vote tabulators. uses. Page 135 of 145 Website Redesign Participate in the Project Team for * Donna Teggart Q1 – Q2 Currently in beginning the Website Redesign which is * Jessie Clark phase of the project with Strategic Priority intended to implement best * eSolutions anticipated completion in #2 practices in content strategy, clean April/May. and appealing design and user- friendliness.
Council Strategic Engage in a strategic planning * Donna Teggart Q1 – Q2 Yet to be started. Planning exercise to provide common * Jessie Clark direction for the Municipality for the * Ann Rooth future.
Livestreaming/ The transition to live streaming has * Jessie Clark Q1 – Q4 Implementation of Recording of already commenced and to further * Ann Rooth recording of Council Council Meetings enhance accountability and meetings to commence transparency, video/audio Q1. Strategic Priority recordings of meetings will be Ongoing maintenance and #2 posted to the internet. issue resolution to ensure a quality experience for Council, staff and the public.
Records Continue maintaining current * Jessie Clark Q1 – Q4 Ongoing – Temporary Management records management processes * Ann Rooth Records Coordinator to
Page 136 of 145 and look for improvements and ** Temporary work on reviewing files and additional ways to digitize records. Record Coodinator digitizing records for upstairs vault to help facilitate future renovations to Municipal Office. Deputy Clerk working on Personal Information Banks, decommissioning R Drive, retention by-law update, routine disclosure policy, ongoing use of FileHold.
Procurement Continue to provide for a * Ann Rooth Q1 – Q4 Ongoing - projects for procurement process that is open, * Jessie Clark 2021 include rolling stock, honest and transparent. design/engineering for facilities (facilities- mechanic facility, joint structure in Buckhorn, addition to Cavendish salt shed)
Committees Provide administrative, secretarial * Ann Rooth Q1 – Q4 Ongoing. and technical support to Committees, as well as policy
Page 137 of 145 review to ensure consistency and for process improvements.
Purchasing Policy Review the Municipality’s * Jessie Clark Q3 Beginning phase of Review procurement policy in order to * Ann Rooth drafting document and update definitions and purchasing reviewing information thresholds, decentralize provided from legal review. procurement and ensure compliance with legislation and updating applicable templates to ensure consistency.
Council Direction The Corporate Services * Jessie Clark Q1 – Q4 Ongoing. department will provide assistance ** Ann Rooth to Council on procedural matters and will endeavour to carry out the direction of Council in a timely manner.
Page 138 of 145 2021 Work Plan – Trent Lakes Fire Rescue
Initiative/Strategic Actions Lead Timing Status Priority Reference Support
Agreements and By- • Automatic Aid, E & R, Open Fire Chief Q1 – Q4 laws Review Air Burn and other fire related Fire Officers agreements and by-laws. Fire Admin
Community Risk • Complete mandated study Fire Chief Q1 – Q4 Ongoing Assessment required by OFM to be Fire Officers completed by 2023 Fire Admin
Page 139 of 145 Fire Fighter • Active recruitment Fire Chief Q1 – Q4 Ongoing Recruitment • Accept applications Fire Officers • Interview applicants Fire Admin • Candidate vetting
Peters Island Bridge • Under construction, Fire Chief Q1 – Q4 Ongoing continuous review of Fire Admin contingency plan. Fire Officers
Rolling Stock • Vehicle and Equipment Fire Chief Q1 – Q4 Ongoing Evaluation review and regulatory Fire Officers requirements Mechanic Fire Admin
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2021 Work Plan – Trent Lakes Fire Rescue
Standard Operating • Review with staff and section Fire Chief Q1 – Q4 Ongoing Guidelines/Revisions 21 guidance notes Fire Officers and Additions Fire Admin
Station 1 • Concept Design Fire Chief Q1 – Q4 Fire Officers Fire Admin Building Department
Station 1 • Design Fire Chief Q1 – Q4 In progress Page 140 of 145 Apparatus • RFP/Tender Mechanic • Order Station 2 Staff • Training Fire Admin Training Officer
Station 2 • Maintenance & Repair Fire Chief Q1 – Q4 Ongoing Fire Officers Station 2 Staff Fire Admin
2
2021 Work Plan – Director of Public Works
Initiative/Strategic Actions * Lead Timing Status Priority Reference **Support
Public Works - Provide safe, maintained roads * Ivan Coumbs Q1 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Snow plowing and sanding/salting as required
Brushing as weather Page 141 of 145 permits
Patching as required
Public Works - Provide safe, maintained roads * Ivan Coumbs Q1 – Q2 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Service sweeping equipment Spring Grading Patching as required Brushing as weather permits Sweeping of surface treated roads
Public Works - Provide safe, maintained roads * Ivan Coumbs Q2 – Q3 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Gravel resurfacing in accordance with Maintenance Policy • White Lake Rd (7.6km) • Bear Creek Rd (2.4km) • Charlie Allen Rd (1.3km) • Pencil Lake Rd (1.3km) • Ranch Rd (1.2km) • Cedarwood Dr (2.8km) Calcium Chloride Page 142 of 145 application to gravel roads Roadside mowing Surface treatment preparation Application of surface treatment • Buckhorn Narrows Rd (2.8km) • Hall Dr to Lakeland Ave • Sand Lake Circle to Forestview Dr • Elbow Point Rd to the end of Irwin Dr (8.5km) • Northern Ave to Penninsula Dr (1.5km) • Nichol’s Cove Rd (3.4km) • Lakehurst Circle Rd (3.3km)
Public Works - Provide safe, maintained roads * Ivan Coumbs Q3 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Capital Road Projects Road Maintenance as required
Public Works - Provide safe, maintained roads * Ivan Coumbs Q3 – Q4 Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Ditching Brushing Fall grading Page 143 of 145 Patching and edging of Surface treated roads Equipment repairs for winter storm events
Public Works - Provide safe, maintained roads * Ivan Coumbs Q4 Pending Maintenance Work and municipal assets: **Public Works and Seasonal Tasks Team Brushing Ditching Winter storm events
2021 Recreation and Facilities Work Plan
Subject to Change based on 2020 completions
Initiative Actions *Lead Timing Status **Support BRHC Roof -Construction *R&F Q2 Awaiting -Deficiency Corrections & Closeout **BRHC Staff Construction KDHC Flooring -Award and Construction *R&F Q4 ‘20 Rescheduling -Deficiency correction & Closeout **KDHC Staff TBD Fleet -Budget Approval *R&F Q1-Q2 Not Started Replacement -Tender Preparation **Purchasing -Award Coordinator -Delivery MESH Garden -Develop simple tracking form for *R&F Q2 Not Started Maintenance seasonal staff Tracking -Implementation Facilities -R&D a concise and direct survey *R&F Q1-Q3 Not Started Stakeholder -Push Survey to Stake holders **All Survey -Compile and Analyze Results departments -Determine Action Items Bulk Top Soil -Delivery *R&F Q4 ‘20 – Not Started Storage -Cover and Secure Q4 ‘21 -Distribution New-To-Fleet -Budget Approval *R&F Q2 Not Started Tractor -Tender Preparation **Purchasing -Award Coordinator -Delivery Staff Hiring -Posting *R&F Q1/Q2 Not Started -Interviews **CAO/HR -Award Orientation and -Recruitment *R&F Q2 Not Started Training -Prepare training documentation (In Progress) -Conduct training -On-the-job training transition Plant Nursery -Select acceptable location *R&F Q4 ’20 – Not Started -Select required plants Q4 ‘21 -Distribute viable plants -Restock nursery Operational -Analysis *R&F Q4 ’20 - In Progress Area -Action items Q4 ‘21 Improvements -Implementation -Review MESH Work -Full Time Use *R&F Q1-Q4 In Progress Orders -Review and Updating for efficiency **GoEvo and ease of use MESH -Formalize MESH database *R&F Q4 In Progress Inventory -Input inventory information **GoEvo -Staff training -Implementation and regular upkeep Page 144 of 145 Sports Pad -Create a catalogue of existing *R&F Q4 ‘20 In Progress Improvements * conditions **Volunteers Q3 ‘21 -Budget for appropriate replacement pieces on a fiscally responsible scale -Installation SOP -Determine outstanding documents *R&F Q1-Q4 In Progress development required and complete -Review existing for improvement Training -Research existing training materials *R&F Q1-Q4 In Progress Modules -Determine common themes/adopt acceptable training modules if applicable -customize to TL needs and equipment -Conduct training with Staff Recreation -Information consolidation *R&F Q1-Q4 In progress Webpage -Meet with project team to ensure **Corporate Revamp smooth implementation Services Lighting Energy -Determine candidate facilities *R&F Q3 Not Started Audits at select -Verify current state facilities -Determine available technology -Quotation for upgrade costs -Determine ROI for each facility and prioritize Suppression -Quotation Process (In Progress) *R&F Q1-Q3 In Progress System -Council Input **Hall Board Cavendish -Budget Approval -Construction (Possible) Annual Facility -Conduct Assessments *R&F Q3 Not Started Condition -Submission to Administration **Finance Assessments Quotations for -Review FMP recommendations *R&F Q1-Q3 In Progress 2022 Budget -Review condition assessments *Various Dept. Preparation -Contact Contractors -Review Quotations for Budget Implementation Work Plan for -Determine direction from Council *R&F ? On Hold as per Deer Bay Hall *Various Dept. direction from Council Key Fob -Create specifications and issue *R&F Q4 ’20 - In Progress Implementation RF(T/Q) *Various Depts -Award tender **County IT -Construction Grass Cutting -Evaluate collected data vs *R&F Q1-Q3 In Progress Optimizations predictions -Validate reasoning for anomalies -Determine which anomalies can be reduced through optimization and special projects -Complete special projects
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