Council Meeting - Special Saturday, June 5, 2021 Electronic Participation 10:00 AM
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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 Page 11 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 1 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