GENERAL COMMITTEE AGENDA Tuesday April 18, 2017 9:00 a.m. Town Council Chambers Page 1
1. CALL TO ORDER
2. DECLARATIONS OF PECUNIARY INTEREST
3. PUBLIC MEETINGS
Nil.
4. DELEGATIONS AND PRESENTATIONS
4.1. Rebecca Willison, Watershed Planning Technician, Muskoka Watershed Council - Lake System Health Water Quality Monitoring Program – 2016 Results (Reference Material Attached)
5. MINUTES FROM ADVISORY COMMITTEES
5.1. Oakley Village Square Advisory Committee – March 20, 2017
That the minutes from the Oakley Village Square Advisory Committee meeting held on March 20, 2017 be received.
5.2. Community Recognition Advisory Committee – March 28, 2017
That the minutes from the Community Recognition Advisory Committee meeting held on March 28, 2017 be received.
5.3. Environmental Advisory Committee – April 4, 2017
That the minutes from the Environmental Advisory Committee meeting held on April 4, 2017 be received.
5.4. Community Recognition Advisory Committee – April 11, 2017
That the minutes from the Community Recognition Advisory Committee meeting held on April 11, 2017 be received.
6. NEW BUSINESS
6.1. 2016 Annual Report of the Bracebridge Public Library (LIB001-17)
That the 2016 Annual Report of the Bracebridge Public Library attached as Appendix “A” to report LIB001-17 dated April 18, 2017 from the Bracebridge Public Library Board be received for information purposes.
6.2. Award of Tender for Supply and Delivery of One (1) Sport Utility Vehicle (CS019-17)
That Tender 2017-TOB-T-009 for the Supply and Delivery of One (1) Sport Utility Vehicle be awarded to Georgian Chevrolet Buick GMC at the quoted price of $22,927.00 (excluding H.S.T.).
1 GENERAL COMMITTEE AGENDA Tuesday April 18, 2017 9:00 a.m. Town Council Chambers Page 2
6.3. Exemption to Noise Control By-law – Beaumont Drive Sewage Pumping Station Modifications and Upgrades – Robert B. Somerville Co. Limited (CS020-17)
1. That, for the period between July 1, 2017 to September 30, 2017, or for the duration of Contract No. 16-412-351 – Part B, for modifications and upgrades to the Beaumont Drive Sewage Pumping Station, Robert B. Somerville Co. Limited be granted an exemption to:
1.1 Noise By-law 2016-021, Section 1 of Schedule B (Prohibited Acts and Devices by Time and Place) to permit construction noise between 9:00 p.m. and 7:00 a.m.
6.4. Temporary Road Closing – Sarasota Circus (CS021-17)
1. That, to accommodate the Sarasota Circus, the following temporary road closure be approved:
Road/Street/Lane Location Time and Date
Hiram Street Ann Street (south Friday, June 23, 2017 at edge of State Farm 7:00 a.m. to Saturday, June lot) to Chub Downey 24, 2017 at 1:00 a.m. Lane
2. That the event organizer be required to provide detour signage around the proposed road closure and ensure access for emergency vehicles along the portion of Hiram Street that is closed.
6.5. 2016 Investment Activity (FN009-17)
That Staff Report FN009-17 regarding investment activity for 2016 be received for information purposes.
6.6. Award of Consulting Services for Building Condition Assessments at the Municipal Office and Public Library (PW011-17)
1. That Request for Proposal 2017-TOB-RFP-004 Facility Condition Assessments at the Municipal Office and Public Library be awarded to Stantec Consulting Ltd., at the quoted price of $6,850.00 plus HST.
2. That the Mayor and Director of Corporate Services/Clerk be authorized to execute an agreement with Stantec Consulting Ltd. for the completion of Facility Condition Assessments (FCA) at the Municipal Office and Public Library.
3. That the final form and content of the Agreement with Stantec Consulting Ltd. be to the satisfaction of the Director of Public Works and the Director of Corporate Services/Clerk.
2 GENERAL COMMITTEE AGENDA Tuesday April 18, 2017 9:00 a.m. Town Council Chambers Page 3
6.7. 2017 District Municipality of Muskoka Ecclestone Drive / Dawsonwood Drive Road and Underground Infrastructure Construction and Joint Town of Bracebridge Eccelstone Drive Sidewalk and Bus Lay-By Construction and Dawsonwood Drive Road Rehabilitation (PW012-17)
1. That the Ecclestone Drive Sidewalk and Bus Lay-By Construction and the Dawsonwood Drive Road Rehabilitation be approved as a component of the District Municipality of Muskoka Tender No. 17-300-151, at a total estimated cost of $475,990, plus HST.
2. That staff from the Public Works Department meet with staff from the District Municipality of Muskoka to further clarify the District’s administrative charges approach and contract quantities for the Ecclestone Drive Sidewalk and Bus Lay- By Construction Project and that staff provide an update to Council on the results of the meeting.
3. That, as a measure to decrease detour traffic on local streets resulting from the Ecclestone Drive Road construction program, the Church Street, Ontario Street and Kimberley Avenue Road Rehabilitation Projects identified in the 2017 Municipal Budget and Business Plan be deferred and included within the Public Works Department’s Road Capital section of the 2018 Municipal Budget and Business Plan.
6.8. Award of Tender for Pulverization and Base Stabilization, Slurry Seal, and Double Surface Treatment - Hi-Float of Various Town Roads (PW013-17)
That the Town’s participation in District Municipality of Muskoka Contracts for Pulverization and Base Stabilization, Slurry Seal, and Double Surface Treatment - Hi- Float of Various Town Roads as per District Municipality of Muskoka Tender No. 17-311- 105, Tender No. 17-311-108 and Tender No. 17-311-109 at a total bid price of $1,299,638.45 plus HST, be approved.
3 GENERAL COMMITTEE AGENDA Tuesday April 18, 2017 9:00 a.m. Town Council Chambers Page 4
6.9. 2017 Delegated Authority to Award Capital and Operating Contracts (PW014-17)
1. That for the 2017 construction period, the Director of Public Works and/or the Engineering Technologist, in consultation with the Director of Finance/Treasurer or designate, be granted delegated authority to award contracts for capital and operating projects as set out in Appendix “A” to Staff Report PW014-17 subject to:
1.1. The project being specifically included in the Public Works; Parks, Trails, Docks, Wharfs; Municipal Office; Bird Mill Mews; and Woodchester Villa - Capital or Operating portion of the approved 2017 Municipal Budget and Business Plan;
1.2. The tendered price for the project being no greater than five percent (5%) of the approved budget for the project; and
1.3. The contract being awarded to the lowest tender that meets the specifications of the tender, RFQ or RFP document.
2. That the Mayor and Director of Corporate Services/Clerk be authorized to execute Tender, RFQ or RFP contract documents subject to the delegated authority granted to the Director of Public Works and/or Engineering Technologist.
3. That by the end of February 2018, staff report back to General Committee with an update on the status of projects awarded under delegated authority.
6.10. Junior Hockey Club Lease Agreement for Use of Bracebridge Memorial Arena (RC006-17)
1. That the Mayor and Director of Corporate Services/Clerk be authorized to execute a Lease Agreement between the Town of Bracebridge and the Bracebridge Pioneers Hockey Club for use of the Bracebridge Memorial Arena, by the Bracebridge Pioneers Hockey Club, for a three year term beginning on September 1, 2017 and expiring on May 30, 2020, in accordance with the details set out in Appendix “A” to Staff Report RC006-17.
2. That the final form and content of the Lease Agreement be to the satisfaction of the Director of Recreation and the Director of Corporate Services/Clerk.
4 GENERAL COMMITTEE AGENDA Tuesday April 18, 2017 9:00 a.m. Town Council Chambers Page 5
6.11. Item for Discussion – Exemption to the Noise Control By-law – Millbank Trading Company – 17 Manitoba Street (Item B4 - April 12, 2017 Council Correspondence) (Reference Material Attached) (Councillor L. Giaschi-Pacini)
1. That the Millbank Trading Company be granted an exemption to Section 1 of Schedule “A” of Noise Control By-Law 2016-021 to permit the amplification of musical noise at 17 Manitoba Street during regular business hours; subject to the following conditions:
1.1. That the noise exemption be limited to the use of the property by the Millbank Trading Company only and that the noise exemption cease at such time as the Millbank Trading Company relocates or otherwise ceases business operations at 17 Manitoba Street.
1.2. That if the musical noise is played at such a volume as to be deemed unreasonable in the opinion of a Town By-Law Enforcement Officer, the applicant be directed to reduce the volume level of the music to a reasonable level, to the satisfaction of the By-law Enforcement Officer.
2. That, in the event that the Millbank Trading Company is participating in a Town approved special event, Millbank Trading Company be permitted to continue the amplification of musical noise beyond normal business hours, subject to the following condition:
2.1. That any music be turned off at the conclusion of the special event.
7. ONGOING BUSINESS
7.1. Health and Safety Update
8. CORRESPONDENCE
Nil.
9. CLOSED SESSION
9.1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees (Closed Session Community Recognition Advisory Committee Minutes – April 11, 2017) (Community Volunteer and Sport Awards)
10. RESOLUTIONS ARISING FROM CLOSED SESSION
11. ADJOURNMENT
This meeting will be Webcast and Audio and Video recorded
A copy of this agenda is available in alternative formats upon request.
For your convenience, assistive listening devices are available from staff in the Council Chambers.
5 Rebecca Willison, BSc Watershed Planning Technician
Monitoring Muskoka’s Water
Lake System Health Water Quality Monitoring Program 2016 Results
Town of Bracebridge 18 April 2017
6 Water in Muskoka
• ~679 lakes 8 hectares in size or larger • 17 river systems, including the Muskoka River, Big East River, Severn River and Kahshe River • ~15% of Muskoka is covered in water • ~10.5% is covered in wetlands
7 Protecting Our Water
Monitoring Development Stewardship & water quality policies education
8
164 Lakes 193 Sites
9 Program Activities
• Total Phosphorus & Other Parameters • Water Clarity • Dissolved Oxygen & Temperature Profiles • Benthic Macroinvertebrate Monitoring • Muskoka Love Your Lake Program • Presentations & Workshops
10 Chemical Huntsville Seguin * 15 Sites on 12 Lakes 4 Sites on 1 Lake
Lake of Bays Muskoka Lakes 13 Sites on 13 Lakes Georgian Bay 27 Sites on 20 Lakes 13 Sites on 12 Lakes
Bracebridge 11 Sites on 10 Lakes
Gravenhurst 10 Sites on 10 Lakes 2016: 88 Sites 71 Lakes
11 Bird Bonnie Gartersnake Healey Leech McKay McRey Spence – 2 sites Spring Weismuller
12 Other Chemical Parameters
• ALKALINITY; GRAN • CONDUCTIVITY • SILVER • ALKALINITY; TFE 4.5 • CONDUCTIVITY ESTIMATED • SODIUM • ALUMINUM • COPPER • SOLIDS; DISSOLVED ESTIMATED • ANIONS • ION BALANCE CALCULATION • STRONTIUM • ANTIMONY • IRON • SULPHATE • ARSENIC • LEAD • THALLIUM • BARIUM • MAGNESIUM • TITANIUM • BERYLLIUM • MANGANESE • URANIUM • BORON • MOLYBDENUM • VANADIUM • CADMIUM • NICKEL • ZINC • CALCIUM • NITROGEN; AMMONIA+AMMONIUM • CARBON; DISSOLVED INORGANIC • NITROGEN; NITRATE+NITRITE • CARBON; DISSOLVED ORGANIC • NITROGEN; TOTAL KJELDAHL • CATIONS • PH • CHLORIDE • PHOSPHORUS; TOTAL 46 Total • CHROMIUM • POTASSIUM • COBALT • SELENIUM • COLOUR; TRUE • SILICON; REACTIVE SILICATE 13 2016 Spring Phosphorus Data 14 Lake Data Sheets www.muskokawaterweb.ca
15 Other Programs
Benthic Monitoring 35 Sites on 27 Lakes & 1 River
Education Programs Over 900 children participated in education programs through schools or summer camps
Love Your Lake Program • 1 Lake Assessed (approx. 600 properties) • 3 Renaturalizations • 1 Shoreline Assessment Summary Report Completed • 2 Presentations at AGMs
16 Access to Data
• Annual Water Quality Monitoring Report • Muskoka Water Web • Lake Data Sheets • Aquatic Data Sheets • MNRF Fisheries Fact Sheets • Stewardship Resources & Information • www.muskokawaterweb.ca
17 2017 Schedule
• 85 sites on 71 lakes are scheduled to be sampled for chemical parameters including 9 sites on 9 lakes in BR. • Carry out Love Your Lake shoreline assessments on Brandy Lake (ML), Wood Lake (BR) and Paint Lake (LOB). • Renaturalize a minimum of 3 properties on Three Mile Lake (ML) and assist with Stewart Lake Renaturalization renaturalizations on Lake of Bays. June 2016
18 Thank you
Questions?
19
OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES Monday, March 20, 2017 9:30 a.m. Oakley Village Square – 1198 Vankoughnet Road Page 1
1. CALL TO ORDER
Committee Chair, B. McMurray called the meeting to order at 9:30 a.m. and the following were recorded as being present.
Committee Members: Councillor, B. McMurray H. MacFarlane J. Cargill A. Ley K. Ley L. Matchim C. Rapson
Regrets: Nil.
2. DECLARATIONS OF PECUNIARY INTEREST
Nil.
3. DELEGATIONS AND PRESENTATIONS
Procedural Note: The following delegation occurred without prior notice.
3.1. J. Blanchard, Northern Lights Steel Orchestra
J. Blanchard introduced Northern Lights Steel Orchestra to come and teach steel drums to the community. It was noted that there must be a minimum of 10 students for approximately 45 minutes to 1 hour classes at a cost of $900.00, with a fundraiser dance afterwards. J. Blanchard will send A. Ley an advertisement to put in The Village Voice.
4. NEW BUSINESS
4.1 Committee Reports:
4.1.1 Treasurer
17-OV-005 Moved by: J. Cargill Seconded by: C. Rapson
That the financial report from the Treasurer be received.
CARRIED
4.1.2 Custodial
No report.
4.1.3 Building
No report.
20
OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES Monday, March 20, 2017 9:30 a.m. Oakley Village Square – 1198 Vankoughnet Road Page 2
4.1.4 Municipal
No report.
4.1.5 Library
No report.
4.1.6 Activity Report
No report.
4.2 Pancake Breakfast
The Pancake Breakfast will be held on April 30, 2017.
4.3 Canada Day
Canada Day celebration confirmed for Saturday July 1st, along with Art in the Park and all day activities. If renovations have started, we will have to source a new location for the celebrations.
4.4 Lemonade Race
The Lemonade Race will take place once the ice is gone from the river, on April 30 or May 6. Lemons will be $2.00 each and dropped at the McCutcheon Bridge at 11:00 a.m. with a BBQ at the Peterson Bridge finish line.
4.5 Secretarial Duties
A. Ley has stepped down from the Secretary position due to personal reasons, but will continue doing the Village Voice. C. Rapson put L. Matchim name forward to take on the secretarial duties.
17-OV-006 Moved by: C. Rapson Seconded by: H. MacFarlane
That L. Matchim be appointed to the Secretary position.
CARRIED
4.6 Library Layout
The library must keep furniture from blocking the view of Memorial Tree. C. Rapson will advise the Yoga Classes to return the furniture to their original layout after their classes.
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OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES Monday, March 20, 2017 9:30 a.m. Oakley Village Square – 1198 Vankoughnet Road Page 3
5. ONGOING BUSINESS
5.1 Vankoughnet Cup
The event raised $1,426.90 from food, silent auction, the shoot-out, plus $660.00 from registrations for a total of $2,086.90 less expenses of $557.80 for a total of $1,529.10 to be split in half with the Village Square and the rink.
5.2 Internet Service
A. Ley called Bell Canada, they have offered a 36-month business package which includes telephone service and internet service for $88.97 plus taxes, which can be installed on March 31st, 2017.
17-OV-007 Moved by: L. Matchim Seconded by: J.Cargill
That the internet and phone business package from Bell Canada at $88.97 (plus HST) per month be installed effective March 31, 2017 for a 36 month term.
CARRIED
5.3 Water Report
Councillor, B. McMurray advised that there were no problems with the water test for the Oakley Village Square.
5.4 Quilt Draw
We need a lottery license and tickets for June as our quilt will be entered into the Quilt Show at the Bracebridge Arena. C. Rapson will make some calls and Councillor, B. McMurray will speak to the By-Law officer to see if we can get one for ourselves.
5.5 Renovations Update
Committee noted that the renovations start date needs to be confirmed, as there are tentative rental dates.
6. CORRESPONDENCE
6.1 Oakley Village Square Advisory Committee Minutes – February 13, 2017
7. CLOSED SESSION
Nil.
8. RESOLUTIONS ARISING FROM CLOSED SESSION
Nil.
22
OAKLEY VILLAGE SQUARE ADVISORY COMMITTEE MINUTES Monday, March 20, 2017 9:30 a.m. Oakley Village Square – 1198 Vankoughnet Road Page 4
9. ADJOURNMENT
17-OV-008 Moved by: L. Matchim Seconded by: A. Ley
The Committee adjourned until the next regular meeting on April 10th, 2017 at 9:30 a.m. or any special meeting called by the Chair.
CARRIED
This meeting adjourned at 11:45 a.m.
23 COMMUNITY RECOGNITION ADVISORY COMMITTEE MINUTES Tuesday March 28, 2017 3:30 p.m. Bracebridge Sportsplex – Conference Room Page 1
1. CALL TO ORDER
C. Hammond, Acting Committee Chair, called the meeting to order at 3:38 p.m. and the following were recorded as being present.
Committee Members: C. Hammond (Acting Chair) B. Hartman C. Naish N. Cox-Godfrey
Regrets: Councillor S. Clement (Committee Chair) J. McRae W. Scott
Staff: Recreation Programmer, C. Janke Manager of Economic Development, R. Mattice
2. DECLARATIONS OF PECUNIARY INTEREST
Nil.
3. DELEGATIONS AND PRESENTATIONS
Nil
4. NEW BUSINESS
4.1. Review of Award Selection Criteria
C. Janke reviewed the selection criteria for the awards.
4.2. Review of Selection Process
C. Janke reviewed the selection process and next steps for the committee. Committee will follow up with nominators prior to the next meeting.
5. ONGOING BUSINESS
5.1. Award Ceremony Planning Update
N. Cox-Godfrey provided an update regarding plaques for 2017. Committee discussed the purchase of a plaque to display the Mayor’s Award of Excellence Award and will follow up with Muskoka Trophy to purchase.
24 COMMUNITY RECOGNITION ADVISORY COMMITTEE MINUTES Tuesday March 28, 2017 3:30 p.m. Bracebridge Sportsplex – Conference Room Page 2
6. CORRESPONDENCE
6.1. Community Recognition Advisory Committee Minutes – March 7, 2017
7. CLOSED SESSION
17-CRA-004 Moved by: N. Cox-Godfrey Seconded by: C. Naish
That Committee adjourn to a Closed meeting for the following:
1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees.
CARRIED
17-CRA-005 Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees.
17-CRA-006 Committee rose from closed meeting.
8. RESOLUTIONS ARISING FROM CLOSED SESSION
17-CRA-007 Moved by: C. Naish Seconded by: B. Hartman
That members of the Community Recognition Advisory Committee proceed as directed in the preceding closed session regarding personal matters about identifiable individuals, including municipal or local board employees.
CARRIED
9. ADJOURNMENT
17-CRA-008 Moved by: N. Cox-Godfrey Seconded by: C. Naish
That Committee adjourn until the next regular meeting on Tuesday April 11, 2017 at 3:00pm at the Bracebridge Sportsplex.
CARRIED The meeting adjourned at 4:35 p.m.
25 ENVIRONMENTAL ADVISORY COMMITEE MEETING MINUTES Tuesday, April 4, 2017 3:00 p.m. Granite Room Page 1
1. CALL TO ORDER
Committee Chair, Deputy Mayor R. Maloney called the meeting to order at 3:05 p.m. and the following were recorded as being present.
Committee Members: Deputy Mayor, R. Maloney (Committee Chair) D. Berkhout R. Gargal C. Greene
Regrets: J. Abbott
Staff: Director of Planning and Development, C. Kelley Director of Public Works, W. Schmid Engineering Technologist (Public Works), Y. Gravel General Office Assistant (Public Works), T. Goltz-Smellie
2. DECLARATIONS OF PECUNIARY INTEREST
Nil.
3. DELEGATIONS OR PRESENTATIONS
Nil.
4. NEW BUSINESS
Nil.
5. ONGOING BUSINESS
5.1. Committee Projects
5.1.1. Graffiti Identification Program Update
W. Schmid, Deputy Mayor R. Maloney and a Beaver Creek Institution representative will be meeting next week to discuss the Graffiti Identification and Removal Program.
5.1.2. Walk ‘n Roll to School Day
D. Berkhout noted that the Walk ‘n Roll to School Day event will be Wednesday, May 10, 2017.
Committee discussed advertising, donations, routes and mapping, street sweeping, supplies, and volunteers.
26 ENVIRONMENTAL ADVISORY COMMITEE MEETING MINUTES Tuesday, April 4, 2017 3:00 p.m. Granite Room Page 2
5.1.3. Community Green Up Program
R. Gargal noted that the Community Green Up Program will be Saturday, April 29, 2017 from 10:00 a.m. to 2:00 p.m. at the following locations: Annie Williams Memorial Park, James W. Kerr Park and Kelvin Grove Park.
Committee discussed advertising, litter pick up supplies and volunteers.
5.1.4. Active Transportation Update – Trans Canada Trail Signage
C. Greene updated Committee on the status of the new Trans Canada Trail (TCT) signage and installation program.
W. Schmid contacted Chris Howey, Beaver Creek Minimum Community Service Volunteer Group - Work Release Coordinator, to assist with the construction of wood backings for the new TCT trail signs.
W. Schmid noted that the Recreation, Parks and Trails Master Plan interim report will be submitted to Council at the end of May and the full report will be issued in September.
6. CORRESPONDENCE
Nil.
7. CLOSED SESSION
Nil.
8. RESOLUTIONS ARISING FROM CLOSED SESSION
Nil.
9. ADJOURNMENT
Moved by: R. Gargal Seconded by: D. Berkhout
That Committee adjourn until the next regular meeting of May 1, 2017 or any special meeting called by the Chair.
CARRIED
The meeting adjourned at 4:30 p.m.
27 COMMUNITY RECOGNITION ADVISORY COMMITTEE MINUTES Tuesday April 11, 2017 3:00 p.m. Bracebridge Sportsplex – Adventure Room Page 1
1. CALL TO ORDER
S. Clement, Committee Chair, called the meeting to order at 3:10 p.m. and the following were recorded as being present.
Committee Members: Councillor S. Clement (Committee Chair) C. Hammond B. Hartman C. Naish N. Cox-Godfrey W. Scott
Regrets: J. McRae
Staff: Recreation Programmer, C. Janke Economic Development Programmer (Culture), K. Turchet
2. DECLARATIONS OF PECUNIARY INTEREST
Nil.
3. DELEGATIONS AND PRESENTATIONS
Nil
4. NEW BUSINESS
Nil
5. ONGOING BUSINESS
Nil
6. CORRESPONDENCE
Nil
7. CLOSED SESSION
17-CRA-009 Moved by: C. Hammond Seconded by: C. Naish
That Committee adjourn to a Closed meeting for the following:
1. Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees.
CARRIED
28 COMMUNITY RECOGNITION ADVISORY COMMITTEE MINUTES Tuesday April 11, 2017 3:00 p.m. Bracebridge Sportsplex – Adventure Room Page 2
17-CRA-010 Personal Matters about Identifiable Individuals, including Municipal or Local Board Employees.
17-CRA-011 Committee rose from closed meeting.
8. RESOLUTIONS ARISING FROM CLOSED SESSION
17-CRA-012 Moved by: B. Hartman Seconded by: N. Cox-Godfrey
That members of the Community Recognition Advisory Committee proceed as directed in the preceding closed session regarding personal matters about identifiable individuals, including municipal or local board employees.
CARRIED
9. ADJOURNMENT
17-CRA-013 Moved by: C. Hammond Seconded by: C. Naish
That Committee adjourn until the next regular meeting on Tuesday May 9, 2017 at 3:30pm at the Bracebridge Sportsplex.
CARRIED The meeting adjourned at 5:00 p.m.
29 Bracebridge Public Library Report LIB001-17 Page: 1
General Committee File #: April 18, 2017
TO: Councillor S. Clement, Chair and Members of General Committee
FROM: A. Freer, Library Board Chair and C. Rodney, Chief Executive Officer, On behalf of the Bracebridge Public Library Board
SUBJECT: 2016 Annual Report of the Bracebridge Public Library
RECOMMENDATION
1. That the 2016 Annual Report of the Bracebridge Public Library attached as Appendix “A” to report LIB001-17 dated April 18, 2017 from the Bracebridge Public Library Board be received for information purposes.
ORIGIN
Public Library Governance in Ontario
2. The Public Libraries Act, R.S.O. 1990, CHAPTER P.44 (the Act) is provincial legislation that gives municipalities the power to establish a local public library.
3. Once a public library is established, the local Municipal Council is then required to appoint members to the Public Library Board. Council and Board terms are concurrent. At the first meeting in its new term, Council is required to appoint a minimum of five members to the Library Board, some of whom, but not a majority, may be elected officials. Appointment of qualified individuals and ongoing Council representation on the Library Board form the basis for an important partnership between Municipal Council and the Board.
Appointments to the Library Board
4. The Act stipulates that members of the public must be given notice and the opportunity to apply for openings on the Library Board. The outgoing Library Board and library CEO provide useful advice regarding the skills and experience needed. Ultimately, Council makes the appointments to the Board. The Library Board needs members who are representative of the community, committed to library service, and prepared for responsible stewardship and ongoing collaboration with Municipal Council.
5. Communication from the Councillors appointed to the Library Board is important to maintaining a two-way flow of communication and a good working relationship between Board and Council. As a member of the Library Board, a Municipal Councillor has the same rights and responsibilities as any other member of the Library Board. At a Board meeting, a Municipal Councillor is obligated to vote as a member of the Library Board, not as a member of Council. In Bracebridge, the Council members appointed to the Board regularly reports to Council on Board and Library activities.
6. Appointments to the Bracebridge Public Library Board were made on December 17, 2014 with the following individuals being appointed to the Board:
• Councillor, Chris Wilson • Anthony Barker • Arlie Freer • Terry Henderson • Mary (Lynn) Jacob • Carol Anne Robinson • Dorothy (Pat) Schofield • Robert Taylor
30 Bracebridge Public Library Report LIB001-17 Page: 2
General Committee File #: April 18, 2017
7. An additional appointment to the Bracebridge Public Library Board was made on April 13, 2016 with Michael Mayes-Stewart being appointed to the Board.
Library Board Obligations and Responsibilities
8. The Public Library Board is a separate, independent corporation with the legal duty to provide “a comprehensive and efficient public library service that reflects the community’s unique needs” (PLA, 20a). As such, the Library Board has the authority to enter into contracts, engage employees and contractors, and do the other things it deems necessary for the provision of library service.
9. The Library Board is required to hold regular meetings once a month for at least 10 months every year. Board meetings must be open to the public, unless a closed meeting is warranted as prescribed in the legislation.
The Board as Employer
10. The Library Board is the employer of all library staff. This includes the library’s Chief Executive Officer (CEO). The appointment of a CEO by the Library Board is a requirement of the legislation. The CEO has general supervision over and direction of the operations of the library and its staff, attends all Board meetings, and has other powers and duties as assigned by the Board. Notwithstanding its autonomy, the Library Board and the municipality can benefit from a close relationship. In Bracebridge, the Library and the Town work together on finance, accounting, human resource and operational matters.
11. Developing a rapport can be beneficial on many levels, including the sharing of policies, practices and procedures in such areas as physical and human resources. In Bracebridge, the library CEO participates on the Town’s Management Team and provides valuable contributions from the Library’s perspective.
12. Notwithstanding the CEO’s participation on the Town’s Management Team, it is important to recognize that the CEO still reports to and takes direction from the Library Board. This level of communication and collaboration serves the community well.
Library Service is Free
13. The Public Libraries Act specifies that most library services are to be offered free of charge. A Library Board may not charge for admission to a public library, or for use of its materials while in the library. The Act also prescribes an extensive list of material types that must be lent free of charge; information services must also be free. The Board may impose fees for use of library services by non-residents and for room rental. This requirement to provide free public library service makes the library different from other community services which may generate revenue in the form of user fees.
How Are Libraries Funded?
14. Municipal taxpayers are the primary source of operating funds for public libraries in Ontario. Provincial per household grants do not make up a large portion of most boards’ revenue. The Public Libraries Act gives Municipal Council absolute discretion over the amount of funds it provides. In effect, Council may control the Board’s budget to the degree that it chooses. Common practice is for Council to establish budget guidelines and for the Library Board to prepare a budget that reflects these guidelines. This is the general approach followed in Bracebridge.
31 Bracebridge Public Library Report LIB001-17 Page: 3
General Committee File #: April 18, 2017
15. The Library CEO works closely with the Town’s Chief Administrative Officer and Director of Finance/Treasurer to prepare the Library’s annual budget for presentation to the Library Board.
16. Council then approves, or amends and approves the budget, giving careful attention to the advice of its Library Board which will also have taken significant care in developing its budget.
17. This process tends to work well, ensuring accountability and the wise and prudent use of tax dollars. Should Council restrict its contribution, the Board’s ability to find other revenue is extremely limited. As is done in Bracebridge, most Ontario public libraries seek additional funding in the form of grants, Development Charges, and fundraising for enhancements and capital projects. Public library boards also have a strong tradition of group purchasing, leading to significantly reduced costs.
18. In summary, 21st century library service is not possible without a strong commitment on the part of Municipal Council. Over many years, the Bracebridge Public Library Board and the Town of Bracebridge have developed a close, cost effective, efficient and collaborative working arrangement.
19. A copy of this provincial legislation can be obtained through the E-laws/legislation section of the Ontario government website at:
http://www.e-laws.gov.on.ca/html/statutes/english/elaws_statutes_90p44_e.htm
20. The Public Libraries Act, R.S.O. 1990, chapter P.44 (the Act) specifies three major responsibilities for public library boards:
1. Accountability to municipal council - The board must submit budget estimates and an audited financial statement to council each year (Section 24 (1), (2) and (7)). The board must seek council approval to acquire and dispose of real property and to raise funds through debentures (Section 19 and Section 25).
2. Reporting responsibilities to the province - The board is required to report specific statistics to the provincial minister annually. The board is also required to report on specific grants (Section 20 (f)).
3. Provision of free public library service reflecting the needs of the community - Section 20(a) of the Public Libraries Act, R.S.O. 1990, chapter P.44 directs a public library board to provide “comprehensive and efficient public library service” reflecting the community’s needs. The Act goes on to direct the board regarding fees for library service.
21. On April 11, 2017, the Bracebridge Public Library Board passed the following motion:
“To accept the BPL annual report for 2016 as presented.”
22. Consistent with the responsibilities identified in the Act and the past practice of the Town, this report has been prepared to present the 2016 Annual Report of the Bracebridge Public Library to General Committee.
ANALYSIS
23. The Bracebridge Public Library is “an essential community hub providing everyone with materials and experiences that open minds, explore our world, inspire discovery, entertain and foster lifelong learning” (Purpose Statement 2012).
32 Bracebridge Public Library Report LIB001-17 Page: 4
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24. The 2016 Annual Report reflects the work that was done to achieve this description. The Library Board trusts that members of Council will find the report informative and that it provides valuable information regarding the vital role the library plays in the community.
25. The services provided by the Bracebridge Public Library are only possible because of responsible stewardship by the Town’s Library Board and the ongoing support of Town Council and Town staff, aided by the Province of Ontario. By working together, the Library Board and Town Council will continue to provide responsive and innovative library service that meets the needs of the community.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
26. The Bracebridge Public Library is well aligned with the Community-based Strategic Plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
A Green, Mindful and Environmentally Sustainable Community
An Engaged, Healthy and Socially Sustainable Community
A Creative and Culturally Sustainable Community
27. Libraries not only help to encourage knowledge among its residents but also attract the “creative” thinkers who are vital to the economic growth of a community.
28. With a varied collection of resources dealing with the environment, green technologies and construction techniques, the library is in a good position to inspire community involvement in “greening” initiatives.
29. Along with health care providers, the library, as a public forum and community resource, is able to “promote healthy lifestyles and wellness for all ages and abilities” in Bracebridge. As a public institution, the library provides an accessible environment that encourages people with disabilities to engage in their community. The Bracebridge Public Library fully supports leadership programs or other programs that empower and build confidence among the youth. As a repository of information, whether it is local or global, the library is a natural environment to encourage public participation in decision-making on community issues.
30. Through its varied resources which are accessible to everyone, the library encourages the citizens of our community to engage in activities that develop an important connection with culture. The Library Board also takes pride in the library’s invaluable local history collection as a record of the town’s culture and heritage.
LINKAGE TO COUNCIL PRIORITIES
31. The 2016 Annual Report of the Bracebridge Public Library supports Service Review which has been identified by Council as a 2014-2018 priority area. This initiative helps to ensure effective decision-making by identifying performance indicators and the effectiveness of a key Town service.
ALTERNATIVE(S)
32. As Report LIB001-17 is presented for information purposes only, no alternatives are presented.
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EXISTING POLICY
33. Not applicable.
FINANCIAL IMPLICATIONS
34. There are no financial implications directly related to the recommendation outlined above.
35. The Library CEO continues to work closely with the Director of Finance/Treasurer to monitor and manage the Library’s 2017 Budget. The CEO also regularly reports to the Library Board regarding the status of the Library’s annual Budget.
36. It is recognized that strong and sustainable municipalities are key to Ontario’s economic recovery. Ontario needs communities with healthy local economies and flourishing downtowns. As reported by the Southern Ontario Library Service, residents need access to coordinated workplace development programs, a variety of learning and retraining opportunities, and a robust technology infrastructure. Ontario needs communities that support small businesses and creative ventures. Regardless of the challenges facing the community, the Public Library plays an important role in supporting the Town’s strategies and plans to build and strengthen the community.
37. The Library Board strongly believes that the Town cannot afford to be without a good public library service. The Public Library helps the Town achieve and develop:
• Informed and involved citizens;
• Skilled workers;
• Creatively engaged teens and young adults;
• A level playing field for literacy, lifelong learning and access to technology;
• An inclusive, culturally diverse society; and
• A strong sense of community identity and well-being.
Residents rely on the Public Library to provide what they need to be productive, engaged members of the community.
COMMUNICATIONS
38. A copy of the Library’s 2016 Annual Report was placed on the Library’s website.
39. This report was distributed to Council, members of the Library Board, Media, all Library and Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
Submitted by:
A. Freer C. Rodney Chair, Bracebridge Public Library Board Chief Executive Officer/Chief Librarian 705-645-4171
34
BRACEBRIDGE PUBLIC LIBRARY
Annual Report 2016
The Bracebridge Public Library is an essential community hub providing everyone with materials and experiences that open minds, explore our world, inspire discovery, entertain and foster lifelong learning.
94 Manitoba Street Bracebridge, On P1L 2B5 (705) 645-4171 www.bracebridgelibrary.ca
35 BRACEBRIDGE PUBLIC LIBRARY
2016 ANNUAL REPORT
TABLE OF CONTENTS
TABLE OF CONTENTS...... 1
EXECUTIVE SUMMARY ...... 2
OVERVIEW ...... 3
CIRCULATION AT THE BRACEBRIDGE PUBLIC LIBRARY (BPL) ...... 4
COLLECTION DEVELOPMENT ...... 6
RESERVE SYSTEM ...... 6
INFORMATION & DIGITAL SERVICES ...... 7
TECHNOLOGY ...... 8
BEAVER CREEK - MEDIUM LIBRARY (BCM) ...... 9
CHILDREN’S SERVICES ...... 9
VOLUNTEERS ...... 11
REVENUE ...... 11
2016 FINANCIAL SUMMARY (UNAUDITED) ...... 12
HIGHLIGHTS OF 2016 ...... 13
BRACEBRIDGE PUBLIC LIBRARY BOARD ...... 16
BRACEBRIDGE PUBLIC LIBRARY STAFF...... 16
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EXECUTIVE SUMMARY
The Library Board hopes the reader of the Bracebridge Public Library’s 2016 Annual Report will obtain a broad understanding of the value of the Town’s library through the figures and narratives used. This summary has been prepared to provide an overview of some of the key issues reported.
Growth continues at the Bracebridge Public Library. Circulation at the Library includes material signed out or used in the library, use of databases available online through our website, and items loaned to other libraries. This year saw increases in the use of materials available in the Library as well as electronic resources. More adult special events were offered this year which were enjoyed by 516 attendees, over 100% more than attendance at special events in 2015. Twice a year, we conduct “typical week” surveys required to gather data for the Ministry of Tourism, Culture and Sport. During our survey in November (a typically slower month), we recorded over 1300 visitors entering the Library. This translates to over 65,000 people coming to the Bracebridge Public Library in 2016. (Page 3)
The Library as knowledge & technology centre. Information requests were up by almost 10% in 2016. Bracebridge Public Library has 3 staff with post-graduate qualifications in Library Science providing assistance to patrons in the Information & Digital Services Department. This is important for the high level of service we provide to people seeking information on such things as setting up a small business, health and legal issues and navigating the world of personal technological devices such as e-readers. E- book use is continuing to rise, although at a slower rate than the big leaps of 5 or 6 years ago. In 2016, ebooks made up 9% of the total circulation, which was a 1% increase. (Pages 7 & 8)
Beaver Creek - Medium Library. The Bracebridge Public Library has had a contract with Correction Services Canada since 1998 to provide library services to the inmates at the medium security institution. Almost 20 years later, this contract came to a close at the end of March 2016. The Library’s cost to run this service could no longer be supported by the Correction Service budget. (Page 9)
Our Children’s Department programs also had a successful year with 5,469 participants. This is commendable considering our small children’s area and a single staff member responsible for the bulk of the activity planning and presentation; not to mention that we had a changeover of staff and were without a Children and Youth Services Librarian for 1 ½ months. Story time is designed for children aged 3-5 and their caregivers. This program follows the Every Child Ready to Read principals: Read, Sing, Play, Write and Talk. 2016 also saw an abundance of class and group visits with 1,296 students attending. Not only do these visits help to ensure that young children become familiar and comfortable in the library but the presentations showcase our library resources and correspond with the school curriculum. (Pages 9 - 11)
Donations reflect community support. Each year we are fortunate to receive donations from many patrons and organizations such as the Pittsburgh-Muskoka Foundation, Browning Island Cottagers’ Association, Spinning Reels (a local movie club) and the Friends of the Bracebridge Public Library. This year we were particularly pleased to receive a bequest from the Estate of Bonnie and Archie Sowman. (Pages 11 - 12)
Libraries are often overlooked as economic drivers for a community, but that value is affirmed regularly for the Bracebridge Public Library through patron comments such as “…your vibrant library was one of the key things that we took into consideration in choosing a community where my husband and myself would retire to.” The “highlights” identify the vibrancy of the Library in 2016. (Pages 13 - 15)
Long time Library Board member retires. The year ended with the regretful acceptance of Bob Taylor’s resignation from the Library Board. He has been a strong supporter of the Library and served for 23 years as a Library Board member. He acted as Library Board Chair for 12 of those years. His contribution will be missed. (Page 15)
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37 BRACEBRIDGE PUBLIC LIBRARY
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OVERVIEW
“ A library outranks any other one thing a community can do to benefit its people. It is a never failing spring in the desert.” Andrew Carnegie (Scottish American industrialist & benefactor of over 3,000 libraries)
The Bracebridge Public Library’s Annual Report contains numerous charts and graphs that give a numerical measure of the library in our community. However, as a knowledge centre, technology centre and most importantly, a community centre, there are a myriad of ways to use this facility. The library of the 21st century has developed far beyond a building that simply houses materials to be borrowed by the public. Members and visitors in our community will find a place to join with others in learning and sharing information, or simply to be in the presence of others in a quiet spot in the Library. Others may come in and use the public computers for any number of reasons, not check out any library material, but having stayed for an hour.
The Bracebridge Public Library’s 2016 Annual Report is intended to provide a broad understanding of the value of the Town’s library through both figures and narratives.
The collection resources generate the bulk of the year’s activity on a per item basis and have traditionally been used to measure the library’s accomplishments each year. The chart below shows the use of these resources at the Bracebridge Public Library (BPL). This year, Beaver Creek - Medium Library figures have not been included to prevent an unrealistic skewing of the percentage difference. These resources, which include material signed out or used in the library, use of databases available online through our website, and items loaned to other libraries, saw a 3.7% increase over 2015.
YEAR 2012 2013 2014 2015 2016
Circulation BPL 113,120 112,622 109,430 110,840 107,356
In House BPL 5,224 5,173 5,526 6,966 5,884
Electronic Resource 9,024 14,307 21,319 27,513 37,439
TOTAL 127,368 132,102 136,275 145,319 150,679
% Difference 6.8% 3.7% 3.2% 6.6% 3.7%
A variety of programs also provide data that measure the Library’s goals. Our Children and Youth Services Department programs had a successful year with 5,469 participants. This is commendable considering our small children’s area and a single staff member responsible for the bulk of the activity planning and presentation; not to mention that we had a changeover of staff and were without a Children and Youth Services Librarian for 1 ½ months. Without a designated program room, we have been hesitant to provide adult programs in space that would necessitate closing access to specific collections for patrons. However, we feel this is a lost opportunity to show people what libraries in the 21st century really offer a community beyond the traditional book-lending. More adult special events were offered this year which were enjoyed by 516 attendees, over 100% more than attendance at special events in 2015. Book Club, Writing Circle, Internet training and other events totalled an additional 316 attendees.
Twice a year, we conduct “typical week” surveys required to gather data for the Ministry of Tourism, Culture and Sport. During our survey in November (a typically slower month), we recorded over 1300 visitors entering the Library. This translates to over 65,000 people coming to the Bracebridge Public Library in 2016.
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38 BRACEBRIDGE PUBLIC LIBRARY
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CIRCULATION AT THE BRACEBRIDGE PUBLIC LIBRARY (BPL)
Circulation at the BPL dropped by 3% this year. The average monthly circulation was 8,946, which equates to an average of 14 fewer items per day of operation.
No specific factor can be attributed to the drop in circulation. Possible factors may include the loss of the added traffic of members of the BPL Writer’s Circle which moved to a new venue in the fall or attendance of parents, as children’s programs were suspended during the staff turnover of our Children & Youth Services Librarian. We also saw fewer students with the closing of Nipissing University. We housed their collection for the Muskoka Campus and students were often seen making use of the Library for studying.
Circulation counts reported are for materials being checked out but do not include those same numbers being checked in. Circulation staff also register new patrons, collect fines and fees, and resolve patron circulation queries, among other duties. They are front-line workers who contribute to a positive library experience for a wide range of clientele. Exceptional service skills are required particularly when dealing with the collection of fines.
As can be seen by the graph below, circulation in the past 5 years shows no fluctuations greater than plus or minus 5%. The Library continues as an essential community hub.
CIRCULATION 2006 – 2016
July and August continue to be our busiest months with the influx of summer residents and patrons using the Library more during vacations. We can generally expect an average of about 2,000 more items circulated in each of those months. December generally has lower circulation but even more so in 2016 with several days of inclement weather. October saw a significant drop of 9%, likely the result of repairs to our walkway which impeded access to the Library. Some patrons stayed away, knowing the work was being done, while others were witnessed handing materials for return to staff outside the Library, stating they would return to checkout material another time.
Mondays and Saturdays continue with the highest hourly rates while having the fewest hours of operation. Sundays reflect online renewals and use is not noteworthy.
The chart below summarizes the average items per hour circulated by staff during the week: Day of the Sunday Monday Tuesday Wednesday Thursday Friday Saturday Week
Items/hour N/A 41 37 34 34 37 39 Circulated
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The graph below shows that the Library experiences consistent utilization during the week.
WEEKDAY CIRCULATION FIGURES
SAT SUN MON 13.6% 0.1% 15.8% FRI 15.3% TUES 19.3% THURS WED 17.9% 18.0%
Afternoon circulation continues to be higher than mornings, with 45% and 42% respectively. Evenings saw a 1% increase over 2015 with 13% of the total circulation. We take advantage of the quieter evenings to present most of our adult programs.
CIRCULATION BY THE HOUR
16000
12000
8000
4000
0 OTHER 9:00 10:00 11:00 12:00 1:00 2:00 3:00 4:00 5:00 6:00 7:00 * CIRC 6767 11552 14685 11417 11590 12781 12757 11405 8160 2881 2503 858 % 6.3% 10.8% 13.7% 10.6% 10.8% 11.9% 11.9% 10.6% 7.6% 2.7% 2.3% 0.8%
* Note that “Other” includes after-hours Internet renewals.
LIBRARY MEMBERSHIP Every year we see new residents coming to the library to get a card. We saw a slight increase of new patrons registered over 2015 with a total of 949. At the end of 2016, we had 8,700 library members.
Our statistical reports monitor usage among residents of Bracebridge and the District of Muskoka, with adults being the primary user group responsible for 89% of circulation. Statistics generated by the youth in our Library account for 9% of the total circulation, while non-residents of Muskoka account for 2%.
Circulation by user is only a close approximation as we need to be aware that situations, such as parents using their child’s card to sign out their own selections and vice versa, affect the results. We also know that some families or spouses will share one card making our membership numbers lower than they might be.
Among the age categories, we also have cottagers in those statistics. While these seasonal patrons are in a minority, we continue to spread the word of their eligibility, as taxpayers, for a free library card and the great resources available to them. Their circulation represents only 4% of our total, but they are responsible for almost 4,200 items circulated, primarily over the 2 summer months. - 5 -
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2016 ANNUAL REPORT
COLLECTION DEVELOPMENT
Our professional librarians are responsible for acquisition and removal of materials. They analyze the various collections according to the uniqueness of the material and the use by our patrons.
A report to the Library Board at the end of 2016 by one of our Librarians, R. Holtz, emphasized the unfortunate position currently facing the Library. In order to find space on the shelves for new materials, many items are being removed that have not outlived their expected lifetime in terms of relevancy or circulation. We are unable to follow accepted library best practices of maintaining a core main library collection, but must acquire and remove material more in line with a transient branch library collection. To alleviate the effect of extensive discarding of our fiction collection, staff have made use of storage boxes in a corner of the Library to house titles that are older but still see sufficient circulation to warrant keeping.
According to our database reports, 5,422 items were added to the BPL collection in 2016. This figure does not include electronic databases and ebooks because they are not catalogued as part of our in- house collection. Print materials accounted for 88% of the roughly 5,400 items acquired, with audio visual, including music CDs and DVDs, at 12%. The average cost of print material is $23 per item and $27 for audio visual material, and range from $12 to $70 for ebooks.
The table below summarizes 2016 acquisitions as a percentage of the budget compared to percentage of circulation.
Category % of Budget % of Circulation
Adult Collection 49% 44%
Young Adult 5% 1%
Children's 16% 20%
Audio Visual 23% 32%
Magazines 7% 3%
The Adult collection continues to be the highest circulating category at 49%. While fiction will continue to lead the way, our readers are fairly consistent with their non-fiction interests. The most popular non- fiction topics include medical science, home economics (cooking/sewing) and the arts, with an average of 3 books on each of those topics borrowed every day the Library is open.
Print material offered by the Children’s collection continues to surpass the circulation of audiobooks or DVDs in that department.
RESERVE SYSTEM
In addition to being able to reserve Bracebridge Library materials for pick-up, patrons have the benefit of the Inter-Library Loan (ILLO) system. The ILLO system provides reciprocal borrowing among libraries and enables us to satisfy the individual interests and informational needs among our patrons beyond our own collection. Our Inter-Library Loan Coordinator processes requests coming for BPL patrons from other libraries, as well as BPL items going out to and returning from other libraries. Regardless of whether items come from the BPL collection or from other libraries, patrons enjoy the ability to put an item on hold either from home via our website, or at the library with or without staff assistance.
The number of items reserved and checked out by our library patrons dropped by 2% from 2015 figures. A decrease was not unexpected as the inmates at the Beaver Creek – Medium Library made much use of the Reserve System as well as ILLO, and those reserves are included in the total. - 6 -
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While the ILLO system is appreciated by many, a high number of loans is often a reflection of the quality of the library’s collection. Patrons may be able to ultimately check out the title they want, but there is a cost to this service which includes the obvious staff time, as well as the inconvenience of the waiting period for the patron.
The following table compares 2016 to 2015 reserve activity.
Location 2015 Reserves 2016 Reserves % Increase Monthly Average
Bracebridge Public Library 4,499 4,406 -2.1% 367
Inter-Library Loan 1,472 1,438 -2.3% 120
Total 5,971 5,844 -2.1% 487
INFORMATION & DIGITAL SERVICES
“Google can bring you back 100,000 answers. A librarian can bring you back the right one.” Neil Gaiman (Author, listed in the Dictionary of Literary Biography as one of the top ten living post-modern writers)
Bracebridge Public Library is very fortunate to have highly skilled, trained and knowledgeable Librarians who assist library patrons in the Information & Digital Services Department; all of whom have post- graduate qualifications in Library Science. This is important for the high level of service we provide to people seeking information on such things as setting up a small business, health and legal issues and navigating the world of personal technological devices. Genealogy is one of the most popular hobbies today and our library has great human and material resources to assist in these searches for family and local history. Staff are able to answer queries via email, telephone or in person.
An example of the service provided in the Information & Digital Services Department is the day a gentleman was helped to navigate the District of Muskoka’s online Web Map. He needed the boundaries and dimensions of a large lakefront property, the contour lines, and wanted to look at the latest aerial photos in order to get a feel for the property with respect to building on it. He had no idea that this resource existed, and how easy it is to use with a little bit of help getting started. He had tried the Province of Ontario mapping service and didn’t find it particularly useful. Staff were able to access mapping data in layers at a much more detailed scale than the old 1:50,000 topographic maps. Needless to say, the patron was extremely pleased and appreciative.
Another query was a call from a seasonal resident who had a newspaper article about the history of Eilean Gowan Island and wanted contact information regarding copyright. The resident provided staff with the heading and a description of the article but was unable to provide a date or from which paper it came. Without that information, staff were unable to search the microfilm but did manage to find the same article in our Muskoka Collection Vertical Files which are developed by staff. The resident was phoned back with the missing date, the name of the paper, and who to contact regarding copyright.
The following table summarizes 2016 information requests compared to previous years.
YEAR In Person Telephone Email Total
2016 5,288 538 151 5,977
2015 4,849 465 129 5,443
2014 5,103 486 171 5,760
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TECHNOLOGY
For more than a couple of decades now, libraries have provided resources in alternative formats using the latest technology. Recent years have seen rapid changes in technology and libraries continue to keep abreast of these developments as budgets allow.
Technology has influenced our in-house collection as well as our online offerings. While we still have audiobooks on CD, our audiobook MP3 Playaways collection continues to grow. Another format to consider are Playaway Views. These are hand-held devices with pre-loaded video of stories and non- fiction documentaries which are easily accessed by children. Our video games collection also continues to develop as we keep up with the requests by patrons for the latest console games.
Our website provides a variety of useful databases which make the Bracebridge Library “virtual” 24/7. It is possible for anyone to create a website which has the potential for containing erroneous information so it is important for people to feel confident that our resources have been vetted by professional staff. These online databases provide reliable research data including health-related issues, consumer information, genealogy and career resources. The Library’s subscription to the Ontario libraries’ shared OverDrive collection also provides free access to e-books and e-audiobooks. To reduce the waiting period for bestseller titles, we have purchased a collection of e-books, called OverDrive Advantage, which are only accessible by BPL cardholders.
It is sometimes a challenge to keep up with the fast pace of technological changes, but the Bracebridge Public Library Board supports a budget that enables the provision of electronic resources and the continual updating of hardware and software required to achieve this. Each year we generally upgrade 5 or 6 staff and public computers as warranties expire. In 2016, we upgraded the public computers to the Windows 10 operating system as it was determined that many people who were upgrading their home computers and often needing assistance at the Library, were moving to that operating system.
The number of people who bring their own laptops to use the Library’s wireless access has increased but there is still a significant amount of use of the computers that are made available to the public.
The public computers are occasionally reserved to offer a group workshop on various helpful topics, but it is becoming apparent that most of our seniors prefer the one-on-one assistance provided by our Internet Trainer. This is a very popular service which will be supported in 2017 with some additional staff hours.
“E-resources” which include databases and ebooks, made up 15% of the collection budget. E-resources rose 6% to represent 26% of total collection use (not including materials used in-house). This was primarily the result of a new function of NoveList Plus which integrates with our online catalogue for an enhanced user experience and records use counts from the subsequent patron interactions. Ebook use lost ground in a comparison with total e-resource use due to this increase; however e-book use alone is continuing to rise, although at a slower rate than the big leaps of 5 or 6 years ago. In 2016, ebooks made up 9% of the total circulation, which was a 1% increase. Unlike our physical materials available for circulation, e-resource use is not affected by weather or events happening at the library building.
The following table compares the number of users of technology provided by the library over three years.
Year Database Use Public PCs Wireless Use Ebook Use
2016 37,439 9,910 3,612 13,349
2015 16,029 9,571 3,199 11,484
2014 10,198 10,086 2,285 11,121
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BEAVER CREEK - MEDIUM LIBRARY (BCM)
In 1998, the Bracebridge Public Library was contracted by Correction Services Canada to provide library services to the inmates at the local medium security institution. This unique partnership in Canada’s correctional system provided inmates and Correction Services staff with a modified public library service within the security parameters of the Correctional facility.
Almost 20 years later, this contract came to a close at the end of March 2016. The Library’s cost to run this service could no longer be supported by the Correction Service budget. We are proud of the service provided over the years. We leave with the hope that many of the inmates developed a sense of familiarity with a public library’s resources and will seek out their community’s library upon their release.
Due to the short period of service in 2016, statistics are minimal. While the library was open to the inmates to the end of March, loans were restricted during the last 3 weeks in order to ensure material was returned before Bracebridge Library staff left. The total circulation for the 3 months was 2,205.
Library staff are to be commended for the work that was done to leave the BCM Library in good order for Correction Services to take over library service at the facility.
CHILDREN’S SERVICES
The 2016 year saw some changes for the Bracebridge Public Library’s Children's Department. Ashleigh Whipp was hired in September to take over the role of Children and Youth Services Librarian from previous employee, Caroline Goulding. This transition period inspired some changes as Ashleigh brought her work experience to the department. She is particularly keen to attract more teens to the library.
The library continued to provide story time programs throughout 2016. Tales for Twos was offered on Thursday mornings and was designed for children between the ages of 6-24 months and their families. The program highlighted the music and board book collection of the library and allowed children the opportunity to make first friendships and enjoy the library space. Parents were able to interact with each other, learn about appropriate resources (both in the library and on our website) and find just the right lullaby to put baby to sleep.
Family story time was hosted on Wednesday and Thursday mornings and was designed for children aged 3-5 and their caregivers. This program followed the Every Child Ready to Read principals: Read, Sing, Play, Write and Talk. Children and their caregivers were introduced to new songs, rhymes, letter recognition, stories, puppets, and a craft activity. This program remains very popular and can command an attendance of 20 children. In addition to our regular story times, the library also ran special holiday story times. These story times featured seasonal stories, songs, crafts, games, and snacks and were very popular. The Halloween and Christmas story time saw upwards of 25 children and their families.
In addition to story times, the library also offered a variety of after-school programs for school-aged children. LEGO Build continues to be very popular with this demographic. Other programs included movie showings, and special monthly crafts. Some craft program highlights were "Blackout Poetry" and - 9 -
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"Make Your Own Christmas Ornaments". These crafts were free for children and corresponded with available library material. After running the Blackout Poetry craft, there was an interest in children's poetry books, and after the Christmas craft, there was increased demand for holiday themed craft books. The movie showings were free and included popcorn. Movies were shown on P.A days and over Christmas break.
2016 also saw an abundance of class and group visits. Two programs are utilized to facilitate outreach in schools; Read to Succeed for Grade 4 as well as class visits for the primary grades. Read to Succeed saw a further drop in participation from 2015 and will be discontinued in 2017 in favour of increased focus on Grades 1 to 3. The number of students participating in class visits, at either the Library or the school, saw a slight increase this year with 1,296 attendees. In the fall of 2016, the grades 1 to 3 classes of Bracebridge P. S. attended the library every 3 weeks for a presentation lead by our Children's Librarian on holiday traditions from around the world. These presentations showcased our library resources and corresponded with the school curriculum. The children were given library cards and signed out one library book per visit. These visits help to ensure that young children become familiar and comfortable in the library. Other periodic group visits included Muskoka Falls P. S., Guides, Beavers, and Spark groups.
Every year, the Library participates in the TD Summer Reading Club program. A theme is determined and is used to brand the Readopoly game board and registration cards. Players move around the squares on the board which direct them to read books on various topics. Over 100 children played 575 times, a bit more than last year.
Participation in our summer programs continues to rise with a 42% increase over 2015. A number of weekly activity programs such as Crazy Creations, Go Wild!, LEGO Club and an art workshop with Nancy Hunter entertained and educated another 484 participants. We were very fortunate to have Quinn Salverda return as our summer student (partially funded with the assistance of a federal youth grant), especially as she kept the programs running after Caroline Goulding left in early August.
The library participated in several programs in the community including Books for Brunch, Family Literacy Day, and the District of Muskoka program Get Ready for Kindergarten. The Library booth at the Bracebridge Fall Fair also marketed our Children’s programs.
The 2016 Teen Summer Reading Contest had 17 participants who read multiple books which we feel is very positive. The winner of the contest received a Kobo Glo e-reader.
The Teen Blog initiated in the fall of 2015 continued into 2016 with a handful of participants but dwindled with the departure of Ms. Goulding. This may be reignited in the future as other initiatives to attract teens are also being planned. The Friends of the Library generously donated money to purchase new furniture for the dedicated Teen Area. A couch and bistro table and chairs were introduced to the space thereby giving teens a place to gather and work on their computers. Since the introduction of the furniture, more teens have been spending time in that space and making use of the computer table.
2016 was a transition year and would lay the groundwork for future initiatives. 2017 will be focused on strengthening community partnerships, reconnecting with local high schools, creating more technology based programming, increasing our social media presence and introducing our new Library mascot at community events.
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The total participation in children’s and teen library programming for 2016 was 5,469. The following graph compares the attendance at programs between 2015 and 2016.
Comparison 2015 to 2016
Programs Total Participation Total
2015 2016
VOLUNTEERS
The Bracebridge Library receives frequent offers of volunteerism from the public and we are happy to make use of their services whenever possible, whether it involves the Visiting Library Service, helping with our Statistics Week, or high school students achieving their 40 hours of community work. We are very fortunate to have the 60 member Friends of the Library group who fundraise to provide money for expenditures outside our budget limits and who support the Library in other ways as well.
REVENUE
“Libraries provide material for free to reduce financial barriers to information access... But even more radically, [their] very existence provides an alternative vision to society – a vision of sharing rather than buying.” M. Williams & L. Sloniowski (“Social justice librarianship for the 21st century” OLA.ACCESS Summer 2012 vol. 18, no.3)
A “sharing” society is truly an appropriate way to describe the public library. We are fortunate to have municipal support that ensures a sharing vision; this financial contribution represents 88% of the Library’s budget. Revenue which we generate on our own includes library fees and fines ($14,143), and printing and Internet fees ($5,243). Money from sales of the Library’s books that have been weeded from the collection brought in $950.
The Friends of the Bracebridge Public Library continue to be a very helpful source of funds which they generate through book sales and special events. In 2016 they donated $3,526 that went towards the purchase of 4 casual chairs for the Adult and Children’s Department, an e-reader for the Teen Summer Reading Contest prize, as well as supplies for the Library’s annual Mystery Night event. This donation also funded the purchase of more library book bags but rather than the revenue going back to the Friends, it was decided that the sales would go directly to the Library.
The Pittsburgh-Muskoka Foundation has been an annual contributor, this year providing $2,029 CDN. We are also pleased to see a yearly donation of $200 from the Browning Island Cottagers’ Association. Other patron donations totalled $1,459, some of which supported library collections.
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Some donations are ear-marked for specific expenditures as with $250 from Mark and Susan Benson of Royal LePage Lakes of Muskoka which paid for advertising our Mystery Night event. This year we received $500 from Spinning Reels (a local movie club) which went toward the purchase of DVDs for our collection. We selected many of the titles which the group showed throughout the year.
We were honoured this year to be the beneficiary of an estate bequest of $11,288 in memory of Bonnie and Archie Sowman who were long time library supporters. As Bonnie had expressed much interest in our plans for expansion, the bequest was deposited to the Bracebridge Library’s Expansion Reserve by approval of the Library Board.
Family members Jonathan & his dad, Jason Briden, presented the cheque to the Library CEO.
Using the Statistics Canada’s 2016 census population for Bracebridge of 16,010, the cost of library service this year was about $50.00 per capita for the taxpayer.
2016 FINANCIAL SUMMARY (UNAUDITED)
The following is a summary of the 2016 financial activity.
Revenue Source Amount Expenditure Areas Amount Tax Levy: Staffing: Town of Bracebridge $804,743 Salaries & benefits $554,474 External Grants & Other: Operations & Capital: Province of Ontario $35,869 Library resources $104,193 Government of Canada $1,352 Building maintenance $42,502 Beaver Creek contract $18,195 General Operations $161,966 Fees, fines, donations, fundraising $42,976 Library reserves $40,000
TOTAL REVENUE $903,135 TOTAL EXPENSES $903,135
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2016 ANNUAL REPORT
HIGHLIGHTS OF 2016
Libraries are often overlooked as economic drivers for a community, but that value is affirmed regularly for the Bracebridge Public Library through patron comments such as “…your vibrant library was one of the key things that we took into consideration in choosing a community where my husband and myself would retire to.”
The library is an amenity that is attractive to retirees as well as businesses and their employees. Today’s library is a multi-purpose facility whose goal is to meet the needs of the community for education (outside of academic institutions), entertainment, personal enlightenment and social connection. The Library Board’s plans to improve our facility to meet these needs are ongoing with some positive developments more recently.
In the spring of 2016, the Library Board was presented with some options for our expansion plans with a motion passed by Council to allow the Board to consider some locations other than just the current location on Manitoba Street. After a review of the motion, two key locations were identified: the current location and a joint facility with the proposed future Recreation Complex. While we had postponed our Expansion Promotion sessions in anticipation of further developments, by the fall of 2016 it was apparent that there was some interest in the community for another session. Fifteen members of the public attended a session in October including one Council member, plus 5 staff including the Library Board Chair and CEO who presented. This session was similar to the monthly presentations last year, but with a different format not involving a PowerPoint. It was emphasized to attendees that no decision had been made about a location for the expanded library. The Board Chair and CEO presented another Expansion Information session in November which saw 28 attendees and 3 staff members. A history of the expansion work that has been done to date was presented, as well as the many functions that libraries today provide to a community. Attendees participated in a question and answer period.
A definite highlight of 2016 was the very successful Downton Abbey Tea event with about 30 participants, many in costume, and 7 staff and volunteers from the Friends helping out. Fine china, silver tea service and finger sandwiches set an impressive scene. Local retailer, Tea Infusion not only provided a special tea for the event, but provided numerous tea packages to be added to our prizes for attendees.
The Armchair Travel Series was enjoyed by many with several presentations: Antarctica with Bob and Lynn Jacob; Christine Lees did a wonderful presentation of her trip to India and everyone enjoyed the Chai tea, samosas and curried lentils provided for refreshments; Latin America presented by Keith Stratton; and a family trip to Poland with Michael Michalski.
Other special events included the Friends’ Annual Strawberry Social, a Midnight Madness book sale outside the Library, and Tall Pine Tales presented by the writers’ groups from Haliburton, Baysville and Bracebridge libraries. In addition to the Writing Circle readings, we were pleased to present 4 author readings in 2016. We partnered with Habitat for Humanity to offer a Renew–it Craft session with supplies from their ReStore. This program was open to adults and young adults to provide that demographic with an opportunity for creativity.
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On occasion, local commercial enterprises have sought out the Library for space to make presentations. The Library received a request about providing program time and space for a couple of local merchants of assistive devices, particularly for seniors. While the program would be commercial in nature, we also felt it to be educational, so agreed to the rental of the Reading Room for a small fee. This prompted the development of a Program Policy in 2016. Two more commercial presentation proposals were reviewed and deemed to satisfy the Library’s goals, and a small fee was charged for rental of the space. In a future expanded library with a designated program room, a formal fee structure will be determined. Lakeland Power rented the Reading Room to present information regarding the benefits of using fibre optics for home Internet access. Another commercial information session was presented by Amy Fraser from Muskoka Travel providing “Travel Tips for Seniors”. These sessions were free to participants.
We continue to sponsor the Scarecrow contest at the annual Fall Fair and are able to set up a Library booth close to the scarecrow entries. This is a great opportunity to speak to many locals, cottagers and visitors about the Bracebridge Library specifically and public libraries in general. People are always impressed with how libraries serve their communities today.
Our Book Club and the BPL Writing Circle group are monthly activities aimed at the adult and young adult demographic. It was with dismay that we lost the BPL Writing Circle in the fall. Without a designated program room, the members felt it was difficult to read and critique their work effectively; knowing library patrons were close by browsing the collections. The Bracebridge Library will continue to provide a venue for special public readings by the group.
Nipissing University closed their chapter on Bracebridge with the removal of their collection from the Bracebridge Library. It was dismaying but it did not take staff long to rearrange the shelves to make use of the extra space.
As with any aging facility, repair work is ongoing. This year saw the interlock walkway replaced with concrete. We were very pleased with the workers and the end result, which patrons praised as well. Foundation repair work was done as had been recommended the previous year. Unfortunately, we are still plagued by leaks caused by ice build-up, so drywall repairs were needed. Further work will be done in the spring of 2017 to rectify this issue.
Replacement of carpeting in the lower level staff work areas including the Circulation Desk and flooring in the staff room was done in 2016, which completed the renewal of flooring in the building. The interruption to library service was minimal due to the creative forethought of Circulation staff who set up a checkout station on the public side of the desk. Further cosmetic work will be done in 2017.
In the 2014 budget, the province announced the provision of $10 million over three years, to help public libraries better meet the needs of Ontarians by improving IT resources. The fund was intended to help libraries improve and expand Internet and wireless services, develop user-friendly websites, enhance collection development with new technology, such as e-books, and encourage innovation and research.
Bracebridge Public Library followed these guidelines and used their 2016 fund allotment to purchase an Early Literacy computer station. This was needed to replace the one bought by the Dads of Bracebridge in 2011 which was worn out due to high use. A scanner was also bought to use in the digitization of pictures from the Library’s Muskoka Collection. A small amount of grant money was used to purchase - 14 -
49 BRACEBRIDGE PUBLIC LIBRARY
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some e-book titles for use by Bracebridge Library cardholders, to supplement the Ontario library-wide shared collection available on the Bracebridge Library’s website www.bracebridgelibrary.ca
Ontario Public Library (OPL) Week was celebrated October 17 – 22 but actually kicked-off with a very successful Friends’ bake and book sale on October 15. On October 17, we held our 2nd annual Mystery Night with a theme of a Secret on the High Seas. Once again, this was a great event, though participants were fewer than last year. Unfortunately, it coincided with Spinning Reels, which is a popular evening for many people. We were thankful for support from Mark and Susan Benson of Royal LePage Lakes of Muskoka who paid for advertising and the Friends who paid for prizes and refreshments.
This year we paid for some advertisements to air on the local radio station during OPL Week. We were pleased with the messages and the entertaining way they were presented. The success of these ads will not be immediately apparent but the goal was to reach out and inform people in our community who are not necessarily current patrons.
Our Appreciation Tea gave an opportunity to thank the many people who have supported the Library by volunteering or by a financial donation. Mayor Graydon Smith was on hand to offer thanks on behalf of the Town.
The festive season kicked off with the Library staff and some Friends of the Library walking in the Santa Claus Parade. The parade theme this year was an International Christmas. Our entry consisted of each staff wearing a sandwich board wishing everyone a Merry Christmas in a variety of languages on the front and a promotion of library materials with an international theme on the back. Examples included books on learning a language, CDs of international music, travel guides and documentaries.
Several staffing changes took place in 2016 beginning with the discontinued service at the Beaver Creek Medium facility. While Sherry Fish planned to pursue other endeavours, Julene Jones returned to her Page position in April. This year we saw the departure of one of our long time Pages, Lynn Stewart. She had been with us for 20 years. Our Children & Youth Services Librarian, Caroline Goulding departed for the Fort Frances Library CEO position in August and Ashleigh Whipp was the successful replacement candidate who began in September.
The year ended with the regretful acceptance of Bob Taylor’s resignation from the Library Board. He has been a strong supporter of the Library and served for 23 years as a Library Board member. He acted as Library Board Chair for 12 of those years. His contribution will be missed.
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2016 ANNUAL REPORT
BRACEBRIDGE PUBLIC LIBRARY BOARD
The members of the Bracebridge Public Library Board for the 2014 to 2018 term are:
Arlie Freer, Chair Councillor Chris Wilson, Council Representative
Anthony Barker Terry Henderson
Mary (Lynn) Jacob Mike Mayes-Stewart (filled vacancy in Apr 2016)
Carol Anne Robinson Dorothy (Pat) Schofield
Robert Taylor (retired effective Nov 2016)
BRACEBRIDGE PUBLIC LIBRARY STAFF
The members of the staff of the Bracebridge Public Library in 2016 were:
CEO/Chief Librarian Cathryn Rodney
Information & Digital Services Mary Armstrong Librarians Cindy Buhne Ruth Holtz
Library Assistant/Office Carolyn Dawkins Manager
Children & Youth Services Caroline Goulding (Jan – July) Librarian Ashleigh Whipp (Sept – Dec)
Inter-Library Loan Nancy Beasley Coordinator
Circulation Clerks Sue Ronson Trudy Vincent Sharyn Wilson
Pages Chris Boorman Julene Jones (Mar - Dec) Karen Lambert (May – Oct) Debbie O’Blenes (Jan – Mar/Nov – Dec) Lynn Stewart (Jan – Mar)
Beaver Creek – Medium Sherry Fish (to end of March) Library Julene Jones (to end of March)
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51 Staff Report CS019-17 Page: 1
General Committee File #: April 18, 2017
TO: Councillor S. Clement, Chair and Members of General Committee
FROM: S. Stakiw, Chief By-Law Enforcement Officer
SUBJECT: Award of Tender for Supply and Delivery of One (1) Sport Utility Vehicle
RECOMMENDATION
1. That Tender 2017-TOB-T-009 for the Supply and Delivery of One (1) Sport Utility Vehicle be awarded to Georgian Chevrolet Buick GMC at the quoted price of $22,927.00 (excluding H.S.T.).
ORIGIN
2. The planned replacement of Town owned equipment is identified in the 2017 to 2026 Long-Term Capital Plan that was presented to Council prior to the 2017 Municipal Budget and Business Plan review.
3. The By-Law Enforcement Branch vehicle was identified for replacement in the 2017 Municipal Budget and Business Plan.
4. This staff report has been prepared to award Tender 2017-TOB-T-009, the Supply and Delivery of one (1) Sport Utility Vehicle.
ANALYSIS
5. The vehicle currently being used by the By-Law Enforcement Officers in the By-Law Enforcement Branch of the Corporate Services Department is a 2010 Jeep Patriot 4 X 4 sport utility vehicle with an odometer reading in excess of 220,000 kilometres. This vehicle has been in operation for over 6 years. On average, the vehicle travels approximately 35,000 kilometers per year.
6. Given the high mileage requirements and demands placed upon this vehicle, the Town has been budgeting for a replacement vehicle to be purchased on a five (5) year cycle. Attempting to use a vehicle for any longer period of time greatly increases the chance of vehicle malfunction and potentially expensive repairs in addition to vehicle down time which negatively impacts service levels.
7. All of the vehicles included with the submitted bids for Tender 2017-TOB-T-009 have a three (3) year basic warranty. Major vehicle repairs undertaken in the 4th or 5th year of vehicle ownership are therefore not covered under the manufacturer’s warranty for any of these vehicles.
8. This By-Law Enforcement vehicle is used on an almost daily basis throughout the year in often challenging road and weather conditions. The vehicle must be capable of driving on seasonal roads in all conditions so all-wheel drive or 4 X 4 capability is essential.
9. The By-Law Enforcement vehicle must be large enough to carry the various tools and equipment often utilized by the By-Law Enforcement Officers in the course of their duties including dog handling and sign removal equipment; tools; forms and documents; and personal protective gear. In addition to all of this equipment, the vehicle should be sufficiently large to hold two (2) large breed dogs at one time. The 2017 Chevrolet Equinox appears to have sufficient cargo capacity to meet all of these requirements.
10. During certain times of the year, the vehicle is used for more than one shift per day and can sometimes be operated for 14 or more hours per day. The vehicle is also used by enforcement officers for overnight parking enforcement during the winter months.
52 Staff Report CS019-17 Page: 2
General Committee File #: April 18, 2017
11. $35,000 was included in the By-Law Enforcement Branch portion of the 2017 Municipal Budget and Business Plan for the purchase of one (1) sport utility vehicle.
12. Tender 2017-TOB-T-009 for the “Supply and Delivery of One (1) Sport Utility Vehicle” was posted on the Town’s website and on Biddingo.com on March 23, 2017 and in the Bracebridge Examiner on March 23 and March 30, 2017 in accordance with the Town’s Purchasing Policy. In addition, notice of the Tender was posted on the Town’s Facebook and Twitter accounts.
13. Seven (7) tender document takers were recorded on Biddingo.com. No tender documents were distributed from the Municipal Office.
14. Tenders were received until 2:00 p.m. on April 6, 2017 and opened publicly at 2:01 p.m.
15. Quotations were reviewed by the Chief By-Law Enforcement Officer to ensure they met the Town’s quotation specifications.
16. Three (3) submissions were received for Tender 2017-TOB-T-009 as listed below in Table No. 1:
SUPPLY AND DELIVERY OF ONE (1) SPORT UTILITY VEHICLE TENDER PRICE (EXCLUDING HST)
Jim Wilson Chevrolet Pontiac Buick GMC Inc. $21,796.001 2017 Chevrolet Equinox AWD (cancelled by vendor due to vehicle not being available)
Georgian Chevrolet Buick GMC $22,927.00 2017 Chevrolet Equinox AWD
Airport Nissan $25,625.00 2017 Nissan Rogue AWD
17. A detailed comparison of the three (3) submitted bids is shown on Appendix “A” of Staff Report CS019-17.
18. Prior to the closing of Tender 2017-TOB-T-009 on April 6, 2017, the By-Law Enforcement vehicle became unusable due to a significant mechanical malfunction. The estimated cost of repair was discussed with the Director of Finance/Treasurer and it was decided not to pursue vehicle repairs at this time given the anticipated arrival of a replacement vehicle in the near future. Staff will evaluate the market value of the vehicle to be disposed of and determine whether or not repair costs will add incremental value at disposition.
19. The 2010 Jeep Patriot previously used by the By-Law Enforcement Branch of the Corporate Services Department is currently being stored in the Public Works storage yard. If it is determined that repair costs will exceed the resulting increase in disposition value, the vehicle will be placed on a public auction site and sold to the highest bidder in “as is” condition.
1 Vendor was unable to provide the quoted vehicle as originally submitted. A replacement vehicle would cost substantially more than the submitted bid and require a lengthy delivery date.
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General Committee File #: April 18, 2017
20. Given that the By-Law Enforcement Officers are now using their personal vehicles in addition to a spare Public Works Department vehicle (when available) for enforcement related activities, the guaranteed delivery date of a new vehicle has become an important consideration for the awarding of this tender.
21. Georgian Chevrolet Buick GMC has the quoted 2017 Chevrolet Equinox in stock and can guarantee delivery to the Town within 3 days of purchase.
22. Staff worked with the Fleet Manager for Jim Wilson Chevrolet Pontiac Buick GMC Inc. for several days to determine whether an alternate 2017 Chevrolet Equinox could be provided for this tender at a lower cost than the other two submitted bids. It was confirmed that an in stock 2017 Chevrolet Equinox was no longer available and the factory had ceased receiving orders for 2017 vehicles. There were very few 2017 vehicles remaining within the Ontario dealership inventory and the vendor was unsuccessful in securing a different vehicle.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
23. The Town of Bracebridge tender practice is well aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
An Engaged, Healthy and Socially Sustainable Community
24. The purchase of this vehicle from qualified bidders is in keeping with the Community-Based Strategic Plan as it incorporates the provision of required municipal equipment.
LINKAGE TO COUNCIL PRIORITIES
25. The award of Tender 2017-TOB-T-009 for the Supply and Delivery of One (1) Sport Utility Vehicle supports Strategic Objective #1 – Asset Management - which has been identified by Council as a 2014-2018 priority area.
ALTERNATIVE(S)
26. The following alternative is available for Committee consideration:
Alternative #1 The Committee could recommend that the tender not be awarded as recommended.
This alternative is not recommended as the award of the tender for the replacement of the By-Law Enforcement Branch vehicle is necessary to provide for regular and uninterrupted provision of By- Law Enforcement and Dog Control services to the community.
EXISTING POLICY
27. 2017 Municipal Business Plan and Budget.
28. Town of Bracebridge Purchasing Policy and Procedures.
54 Staff Report CS019-17 Page: 4
General Committee File #: April 18, 2017
FINANCIAL IMPLICATIONS
29. The approved 2017 Municipal Budget and Business Plan included $35,000 for the acquisition of a By-Law Enforcement Branch replacement vehicle. This budget allocation is based on the replacement of the vehicle on a five (5) year cycle based on mileage and vehicle wear.
30. Once the replacement vehicle has been delivered, staff will make arrangements to have the vehicle roof light switched over to the new vehicle as well as having the new vehicle equipped with a GPS receiver. The cost for completing this work will be taken from the approved $35,000 capital budget for the replacement vehicle.
31. The remaining capital from this capital budget is estimated to be approximately $10,000. This amount which will be retained within the By-Law Enforcement Reserve for future use. As the 2018 capital budget is being prepared, staff will determine whether or not the annual capital contribution amount for this budget may be reduced, as well as continuing to monitor the effectiveness of the proposed five (5) year replacement cycle.
COMMUNICATIONS
32. Tender 2017-TOB-T-009 was advertised publicly on the Town’s website and on Biddingo.com on March 23, 2017 and in the Bracebridge Examiner on March 23rd and March 30th, 2017. In addition, notice of the Tender was posted on the Town’s Twitter and Facebook accounts.
33. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
Prepared By: Approved By: Approved for Submission to General Committee By:
S. Stakiw L. McDonald J. Sisson Chief By-Law Enforcement Director of Corporate Chief Administrative Officer Officer Services/Clerk Ext. 252 Ext. 243 Ext. 229
55 Staff Report CS019-17 Page: 5
General Committee File #: April 18, 2017
APPENDIX “A”
BY-LAW VEHICLE TENDER RESULTS
Tender Requirement Georgian Airport Nissan J. Wilson Chevrolet Commercial Centre Corporation Tender Price Quoted $22,927.00 $25,625.00 $21,796.002 (Excluding H.S.T.) H.S.T. $2,980.51 $3,331.25 $2,833.48 H.S.T. Rebate Amount ($2,576.99) ($2,880.25) ($2,449.87) TOTAL PRICE FOR VEHICLE $23,330.52 $26,076.00 $22,179.61
Vehicle Make/Model Chevrolet Equinox Nissan Rogue Chevrolet Equinox Appendix “B” of tender included Yes Yes Yes Colour matched (silver or white) Yes - white Yes - white Yes - white Ground clearance of 7.3 inches No (6.9 inches)3 Yes (7.4 inches) No (6.9 inches) AWD/4WD Yes Yes Yes Minimum headroom of 39 inches Yes (40.9) Yes (41.6) Yes (40.9) 4 or 6 cylinder engine Yes – 4 cylinder Yes – 4 cylinder Yes – 4 cylinder Automatic transmission Yes Yes Yes Minimum cargo capacity of 63 Yes (63.7) Yes (70) Yes (63.7) cubic feet Air conditioning Yes Yes Yes Dark cloth seat covering Yes Yes Yes Floor mats Yes Yes Yes Splash guards Yes Yes Yes AM/FM Radio Yes Yes Yes Block heater Yes Yes Yes Minimum warranty Yes (5 years/160000 Yes (5 years/100000 Yes (5 years/160000 (3 years/60000 km) km on drivetrain) on drivetrain) km on drivetrain) Regular fuel Yes Yes Yes Delivery timeframe: In stock – 3 day In stock – 3 day In stock – 3 day delivery delivery delivery
2 Vendor withdrew from tender as they could not provide the vehicle as originally anticipated and could not locate a replacement vehicle from dealership inventory network. 3 Although the vehicle does not meet the minimum tender requirement of 7.3 inches of ground clearance, the 0.4 inch deficiency is not sufficient to render their bid null and void and should not create any difficulties for the vehicle operators.
56 Staff Report CS020-17 Page: 1
General Committee File #: April 18, 2017
TO: Councillor, S. Clement, Chair and Members of General Committee
FROM: M. Gower, Deputy Clerk
SUBJECT: Exemption to Noise Control By-law – Beaumont Drive Sewage Pumping Station Modifications and Upgrades – Robert B. Somerville Co. Limited
RECOMMENDATION
1. That, for the period between July 1, 2017 to September 30, 2017, or for the duration of Contract No. 16-412-351 – Part B, for modifications and upgrades to the Beaumont Drive Sewage Pumping Station, Robert B. Somerville Co. Limited be granted an exemption to:
1.1. Noise By-law 2016-021, Section 1 of Schedule B (Prohibited Acts and Devices by Time and Place) to permit construction noise between 9:00 p.m. and 7:00 a.m.
ORIGIN
2. A letter from Ken Reid, Robert B. Somerville Co. Limited, dated March 28, 2017, attached as Appendix “A” to this staff report, requesting an exemption to Noise Control By-law 2016-021 for Contract No. 16-412-351 – Part B, for modifications and upgrades to the Beaumont Drive Sewage Pumping Station.
ANALYSIS
3. As indicated in the letter attached as Appendix “A”, from Ken Reid, Robert B. Somerville Co. Limited, Contract No. 16-412-351 – Part B, for modifications and upgrades to the Beaumont Drive Sewage Pumping Station, the project will include a period of time where auxiliary by-pass pumps will be required to operate at various intervals (depending on flow volume) 24 hours per day, 7 days a week. The use of auxiliary by-pass pumps will be required for a period of approximately 30 days. The by-pass pumps are required when the existing pumps are taken out of operation during the rebuild of the pumping station.
4. Section 2.3 of By-law 2016-021 (Section 1, Schedule “B”) prohibits construction noise between 9:00 p.m. and 7:00 a.m.
5. The noise exemption request was circulated to the Chief By-law Enforcement Officer and the following comments were received:
Department/Agency Comment
By-law Branch, The noise exemption being sought would be for the following sections Corporate Services of Noise Control By-Law 2016-021: Department Section 2.3 (Noises regulated under Schedule B) Schedule “B” Section 1 – Construction or the operation of any construction equipment whatsoever except in the case of emergency or as otherwise authorized by the Town between 9:00 p.m. and 7:00 a.m.
The exemption would therefore be for the generation of construction (pumps) noise between 9:00 p.m. and 7:00 a.m.
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General Committee File #: April 18, 2017
Department/Agency Comment
The applicant’s submitted letter confirms that this work is essential and there are no alternatives to operating the by-pass pumps during one phase of the construction project.
Because the applicant cannot confirm the specific dates that the noise will be generated, By-law staff recommend that the noise exemption be granted for the period between July 1, 2017 to September 30, 2017 which should provide sufficient time to complete the work.
Although the project is not expected to go past September 30, the recommendation presented by staff also provides for the exemption to continue for the duration of Contract No. 16-412-351 – Part B should unforeseen circumstances prevent the completion of the project by the end of September.
The contractor (Somerville) has indicated that the pumps will only be required for approximately 30 days once they reach that phase of the project. Granting them a 3 month window within the exempted period will ensure that they do not need to re-apply for another exemption if the project runs late, which sometimes happens if they have unexpected delays.
6. The applicant did indicate that a courtesy notice would be provided to residents and businesses in the immediate vicinity that may be affected by the noise generated by the pumps. A notification letter of the upcoming construction activities was sent to the owners of the Quality Inn in January 2017. As indicated in the letter attached as Appendix “A”, the noise levels are reduced to 72 dBA at 20 feet. The applicant also indicated that they will be attempting to further mitigate noise levels by exploring additional sound reduction measures, where feasible.
7. The noise exemption request does not fall within the Director of Corporate Services/Clerk’s delegated authority under By-law 2016-021, as the request is for construction noise and is not a recurring event.
8. As this request pertains to a specific time period and construction contract, if a noise exemption request is received for future construction contracts or other works, it will require staff to prepare a staff report for Council’s consideration.
9. Council approval is required to permit construction noise between 9:00 p.m. and 7:00 a.m. between July 1, 2017 to September 30, 2017, or for the duration of Contract No. 16-412-351 – Part B, for modifications and upgrades to the Beaumont Drive Sewage Pumping Station.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
10. The noise exemption request for Contract No. 16-412-351 – Part B, being for the modifications and upgrades to the Beaumont Drive Sewage Pumping Station, is well aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
11. Providing a noise exemption for the mandatory construction works will help ensure that the project is completed in a timely manner.
58 Staff Report CS020-17 Page: 3
General Committee File #: April 18, 2017
LINKAGE TO COUNCIL PRIORITIES
12. Providing a noise exemption for Contract No. 16-412-351 – Part B, being for the modifications and upgrades to the Beaumont Drive Sewage Pumping Station, does not have any direct linkages to the 2014-2018 priorities identified by Council.
ALTERNATIVE(S)
13. The following alternative is available for Committee consideration:
Alternative #1 Committee may receive the report and take no further action.
This alternative is not recommended as this would limit the ability of the applicant to complete the project in a timely manner and the exemption is a mandatory approval required to complete this project.
EXISTING POLICY
14. By-law 2016-021, a by-law to prohibit and regulate certain noises within the Town of Bracebridge.
FINANCIAL IMPLICATIONS
15. As the request is for an exemption to the Noise Control By-law, there are no direct financial implications to the Town.
16. Advertising for the noise exemption in the municipal section of the Bracebridge Examiner forms part of the Corporate Service Department section of the 2017 Municipal Budget and Business Plan.
COMMUNICATIONS
17. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
18. If approved, notice of the Noise Exemption will be provided under the Public Notices section of the Town’s website and in the Town Page section of the Bracebridge Examiner.
Submitted by:
Prepared By: Approved By: Approved for Submission to General Committee By:
M. Gower L. McDonald J. Sisson Deputy Clerk Director of Corporate Chief Administrative Officer Services/Clerk Ext. 247 Ext. 243 Ext. 229
59 Staff Report CS020-17 Page: 4
General Committee File #: April 18, 2017
APPENDIX “A”
Letter from Ken Reid, Robert B. Somerville Co. Limited
60 Staff Report CS021-17 Page: 1 General Committee April 18, 2017 File #:
TO: Councillor, S. Clement, Chair, Members of General Committee
FROM: M. Gower, Deputy Clerk
SUBJECT: Temporary Road Closing – Sarasota Circus
RECOMMENDATION
1. That, to accommodate the Sarasota Circus, the following temporary road closure be approved:
Road/Street/Lane Location Time and Date
Hiram Street Ann Street (south edge Friday, June 23, 2017 at 7:00 a.m. to of State Farm lot) to Saturday, June 24, 2017 at 1:00 a.m. Chub Downey Lane
2. That the event organizer be required to provide detour signage around the proposed road closure and ensure access for emergency vehicles along the portion of Hiram Street that is closed.
ORIGIN
3. An email from Don Campbell, Manager of Facilities, dated March 21, 2017, on behalf of Sarasota Circus, requested a temporary road closing of Hiram Street, from Ann Street (south edge of State Farm lot) to Chub Downey Lane from Friday, June 23, 2017 at 7:00 a.m. to Saturday, June 24, 2017 at 1:00 a.m.
ANALYSIS
4. The Sarasota Circus is a new event to be held at the Bracebridge Memorial Arena. Similar to other large events that occur at the Bracebridge Memorial Arena, there is a requirement for staging (setup/unloading) on Hiram Street, which requires the temporary closure of a portion of Hiram Street.
5. The Sarasota Circus includes a variety of performances and circus entertainment, such as high wire trapeze and acrobatic acts. The Sarasota Circus does not include exotic animals in its performances.
6. The temporary road closure request was circulated to the Director of Public Works and Fire Chief and the following comments were received:
Department/Agency Comment
Fire Chief The Fire Department has no objection to the proposed closure of Hiram Street from Chub Downey Lane to the State Farm Insurance Parking Lot off Hiram Street.
The proponent should ensure access for emergency vehicles past the moveable barricades and along the section that is closed.
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Department/Agency Comment
Public Works The Public Works Department has no objection to the proposed closure Department of Hiram Street from Chub Downey Lane to the State Farm Insurance Parking Lot off Hiram Street.
The proponent should be required to provide detour signage around the proposed road closure.
7. Those travelling north on Hiram Street on June 23rd and June 24th will be able to detour around the closed portion of the roadway at the Memorial Arena by turning onto Chub Downey Lane and using James Street and Ann Street as required. Those travelling south will be able to detour around the closed portion of the roadway using Ann Street.
8. The temporary road closing does not fall within Director of Public Works’ delegated authority within By-law 2002-112 as amended by By-law 2008-069, as this is not an annual recurring event.
9. Council approval is required for:
9.1. The temporary closing of:
Road/Street/Lane Location Time and Date
Hiram Street Ann Street (south edge Friday, June 23, 2017 at 7:00 a.m. to of State Farm lot) to Saturday, June 24, 2017 at 1:00 a.m. Chub Downey Lane
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
10. The Sarasota is well aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
11. The Sarasota Circus is expected to attract many visitors to the Town of Bracebridge.
LINKAGE TO COUNCIL PRIORITIES
12. The subject temporary road closing for the Sarasota Circus has a linkage to Strategic Objective #4 – A Creative and Culturally Sustainable Community – Arts and Culture Development - identified by Council for the 2014-2018 Term of Council, the event is expected to attract visitors to the community.
ALTERNATIVE(S)
13. The following alternative is available for Committee consideration:
Alternative #1 Committee could receive the report and take no further action.
This alternative is not recommended, as it would be inconsistent with Council’s previous temporary road closing approvals to support events in the community.
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EXISTING POLICY
14. Approval of the temporary road closure proposed for 2017 is consistent with the closures approved in previous years associated with large events at the Bracebridge Memorial Arena.
15. Should the event return to Bracebridge again in 2018, staff would be authorized to process the Road Closure for a portion of Hiram Street under delegated authority previously approved by Council, as the Sarasota Circus would be recognized as a recurring event in 2018.
FINANCIAL IMPLICATIONS
16. Approval of the recommendation contained in this report will facilitate arrangements for the Sarasota Circus to rent the Bracebridge Memorial Arena. The rental will provide valuable revenue for the Recreation Department. There are no direct expenses incurred by the Town as a result of approving the recommendation as contained in this staff report.
COMMUNICATIONS
17. This staff report was distributed to Council, Media, and all Town staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
18. If approved, notice of the temporary road closing will be provided under the Road Closures section of the Town’s website and in the Town Page section of the Bracebridge Examiner.
Prepared By: Approved By: Approved for Submission to General Committee By:
M. Gower L. McDonald J. Sisson Deputy Clerk Director of Corporate Chief Administrative Officer Services/Clerk Ext. 247 Ext. 243 Ext. 229
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TO: Councillor S. Clement, Chair and Members of General Committee
FROM: S. Rettie, Director of Finance/Treasurer
SUBJECT: 2016 Investment Activity
RECOMMENDATION
1. That Staff Report FN009-17 regarding investment activity for 2016 be received for information purposes.
ORIGIN
2. Section 418 of the Municipal Act, 2001 provides authority for a municipality to invest in prescribed securities, money that it does not require immediately. The prescribed securities are outlined in Ontario Regulation 438/97.
3. Ontario Regulation 438/97 requires that, prior to investing in prescribed securities, the Council of a municipality adopt a statement of the municipality’s investment policies and goals. In accordance with the regulation, on September 3, 2014, Council ratified motion 14-GC-201 as follows:
“That the Investment Policy TOB-2014-002, attached as Appendix “A” to Staff Report FN021-14 be approved.”
4. The Town’s Investment Policy provides guidelines that focus on five key investment criteria including:
• adherence to statutory requirements • preservation of capital • maintaining adequate liquidity • investment diversification • maximizing yield
5. Subsection 8(1) of Ontario Regulation 438/97 states that if a municipality has an investment in a security prescribed under the Regulation, the council of the municipality shall require the treasurer to prepare and provide an investment report each year.
6. On June 15, 2016, Council ratified motion 16-GC-172 as follows:
“That Staff Report FN012-16 regarding 2015 investment activity be received for information.”
7. This staff report has been prepared to provide details related to the Town’s investment activity in 2016 in accordance with subsection 8(1) of Ontario Regulation 438/97.
ANALYSIS
One Investment Program
8. In accordance with Investment Policy TOB-2014-002, the Town of Bracebridge is participating in the One Investment Program. The Program is a co-mingled investment program available to Ontario municipalities and the broader Ontario public sector. Established in 1993, the One Investment Program is operated by the Local Authority Service (LAS), which is a corporation of the Association of Municipalities of Ontario (AMO), and CHUMS, which is a wholly owned subsidiary of the Municipal Finance Officers’ Association (MFOA).
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9. Oversight of the One Investment Program and the Program’s professional portfolio managers is provided by the LAS and MFOA Boards of Directors, as well as the Program’s Peer Advisory Committee, consisting of municipal finance professionals, and the Investment Advisory Committee, consisting of investment and legal sector representatives.
10. The One Investment Program currently offers five investment options to suit the various risk and liquidity profiles established by investors. The five investment options are classified as follows:
10.1. High Interest Savings Account (Short-Term)
10.2. Money Market Portfolio (Short-Term)
10.3. Bond Portfolio (Short- to Medium-Term)
10.4. Universe Corporate Bond Portfolio (Medium- to Long-Term)
10.5. Canadian Equity Portfolio (Long-Term)
11. At December 31, 2016, the One Investment Program had investment balances totaling $1.31 billion for 135 Ontario municipalities and broader Ontario public sector investors.
12. The 2016 One Investment Program Report is provided for reference in Appendix “A”.
Town of Bracebridge Investments
13. 2016 investment earnings consist of the Town’s High Interest Savings Account (HISA), Bond Portfolio and Universe Corporate Bond (UCB) Portfolio as part of the One Investment Program, as well as general bank account interest earned on the Town’s various bank accounts.
14. 2016 investment activity for the Town of Bracebridge is summarized in Table 1 below:
Table 1: 2016 Investment Activity for the Town of Bracebridge
High Interest Universal Corporate Activity Bond Portfolio Savings Account Bond Portfolio
Opening balance $0 $2,015,249 $1,014,016
Additions $3,000,000 $0 $0
Transfers $0 ($1,000,000) $1,000,000
Redemptions $0 $0 $0
Earnings (accrued) $21,856 $17,529 ($12,006)
Closing balance $3,021,856 $1,032,778 $2,002,010
Annualized return 1.1% 1.1% (0.8%)
15. HISA is a pooled savings account available to all participants in the One Investment Program. The interest earning structure is tiered with incremental increases at each balance threshold. While maintaining the liquidity of a normal savings account, the aggregate balance allows participants to earn higher interest rates than would otherwise be available on their own balances.
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16. On May 5, 2016, the Town invested $3,000,000 into the HISA when it reached the interest rate tier equivalent to that of the Town’s general bank accounts. At December 31, 2016, the Town’s savings balance was $3,018,908, with accrued December interest of $2,948 that was not posted until after year end. This total increase of $21,856 equates to an annualized return of 1.1%
17. The Bond Portfolio contains a diversified selection of federal, provincial and municipal bonds, as well as high quality bank paper. The Town’s 2016 opening balance in the Bond Portfolio was $2,015,249. On August 3, 2016, $1,000,000 was transferred to the Universe Corporate Bond Portfolio to better align the Town’s investment holdings with its future need for the funds. At December 31, 2016, the Town’s market value in the Bond Portfolio was $1,032,778. This increase of $17,529 equates to an annualized return of 1.1% for 2016.
18. The UCB Portfolio contains moderately diversified, highly rated corporate bonds. The Town’s 2016 opening balance in the UCB Portfolio was $1,014,016. On August 3, 2016, $1,000,000 was transferred from the Bond Portfolio to better align the Town’s investment holdings with its future need for the funds. At December 31, 2016, the Town’s market value in the UCB Portfolio was $2,002,010. This decrease of $12,006 equates to an annualized loss of 0.8% for 2016.
19. It is important to note that almost doubling the Town’s holdings of the UCB Portfolio on August 3, 2016 has created an exposure to short-term fluctuations in the bond market, in this case resulting in a short-term annualized loss of 0.8%. However, the UCB investment should be viewed as a long-term investment instrument. To provide perspective and reassurance, at March 31, 2017 (3 months later), the Town’s UCB Portfolio holdings have completely recovered and have increased to $2,026,281, an annualized increase of 4.8%.
20. The Town has not invested in the One Investment Program Money Market Portfolio as yields have been lower than that earned on other short-term investment instruments (HISA, Bank).
21. The Town has also not invested in the One Investment Program Canadian Equity Portfolio for the following reasons:
21.1. Investment limitations contained in Ontario Regulation 438/97, in the opinion of staff, do not allow for adequate diversification of the portfolio to comply with the Town’s Investment Policy; and
21.2. The Town’s expected use of reserves does not allow for a long enough time horizon to absorb risks inherent in near-term market fluctuations.
22. The Town earns competitive interest rates on its general bank account balances compared to other low risk, fully liquid investment instruments. Interest on the Town’s bank accounts is earned at a rate of Bank Prime less 1.65%.
23. Interest earnings are calculated on daily balances and applied to the various Town accounts on a monthly basis. In 2016, the Town’s banking services provider maintained Prime rates at 2.70%, resulting in interest being earned at a rate of 1.05% for the year.
24. In total, investment earnings for 2016 were $99,895. This reflects investment earnings from both the One Investment Program and through the Town’s general bank accounts. Of the total, $83,719 was allocated to general revenues and $16,176 was allocated to obligatory reserves (Development Charges, Federal Gas Tax, Parkland), as required by legislation.
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25. At December 31, 2016, investment instruments held by the Town of Bracebridge included:
25.1. High Interest Savings Account (One Investment Program)
25.2. Bond Portfolio (One Investment Program)
25.3. Universe Corporate Bond Portfolio (One Investment Program)
25.4. General bank accounts (Bank of Nova Scotia).
26. Staff have confirmed that all investments held by the Town throughout 2016 were in accordance with the goals of the Investment Policy as approved by Council.
27. Staff will continue to implement a comprehensive approach to investment activity, including utilization of a range of investment instruments administered by the Local Authority Services Limited (LAS) and CHUMS Financing Corporation, as permitted by Ontario Regulation 438/97.
28. It should be noted that the Town of Bracebridge has become directly involved in oversight of the One Investment Program as a result of the Director of Finance/Treasurer’s invited membership on the Program’s Peer Advisory Committee.
LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN
29. Annual reporting of investment activity for Town of Bracebridge is well aligned with the Community-Based Strategic Plan objective:
A Vibrant, Prosperous and Economically Sustainable Community
30. The Town’s investment activity forms an important source of non-tax revenue from funds that are held by the Town for future requirements.
LINKAGE TO COUNCIL PRIORITIES
31. Providing information related to the Town’s investment activity is a legislated requirement that was not specifically identified in Council’s 2014-2018 Priorities and Related Project Priorities.
ALTERNATIVE(S)
32. As the report is provided for information purposes, no alternatives have been presented.
EXISTING POLICY
33. Section 418 of the Municipal Act, 2001.
34. Ontario Regulation 438/97.
35. Town of Bracebridge Investment Policy TOB-2014-002.
FINANCIAL IMPLICATIONS
36. Investment earnings for 2016 totaled $99,895. Of the total, $16,176 was allocated to obligatory reserves, as required by legislation. The remaining $83,719 formed part of the Town’s general revenues for 2016.
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COMMUNICATIONS
37. This staff report was distributed to Council, Media, and all Town Staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
Prepared and Approved by: Approved for Submission to General Committee By:
S. Rettie, CPA, CMA J. Sisson Director of Finance/Treasurer Chief Administrative Officer Ext. 262 Ext. 229
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APPENDIX “A”
2016 One Investment Program Report
69 2 0 1 6 REPORT
An investment in your municipal future
70 THE TABLE OF CONTENTS
About One...... 2 Five Investment Options ...... 3 Historic Program Returns...... 4 2016 Review ...... 5 Program Balance & Participation ...... 6 Money Market Portfolio Performance ...... 9 High Interest Savings Account ...... 11 Bond Portfolio Performance ...... 12 Universe Corporate Bond (UCB) Portfolio Performance ...... 14 Canadian Equity Portfolio Performance...... 16 Looking Ahead to 2017...... 18
ABOUT THE ONE PROGRAM OVERSIGHT INVESTMENT PROGRAM Program review and oversight is provided by a group The One Investment Program is a co-mingled Program review and oversight is provided by a group of Ontario municipal finance professionals through investment program designed specifically for the of Ontario municipal finance professionals through the One Investment Program Advisory Committee. municipal and broader Ontario public sector that the One Investment Program Advisory Committee. Current membership includes: provides competitive rates of return over both the Current membership includes: short and longer term. • Liz Araujo, Araujo Town of Whitchurch-Stouffville Established in 1993, One is operated jointly by • Michael Coffey, Coffey Tbaytel Local Authority Services (LAS), an affiliate of the • Dan Cowin, Cowin MFOA/CHUMS Association of Municipalities of Ontario (AMO), and • JudyVince DezellDezell, Grillo, Grillo CityLAS/AMO of Windsor The CHUMS Financing Corporation, a wholly owned • EdVince Hankins, Hankins Grillo, Grillo CityRegion of Windsorof York subsidiary the Municipal Finance Officers’ Association • MarkEd Hankins, Hankins Martin, Martin Region City of ofOttawa York of Ontario (MFOA). • MarkKen Nix, Martin, Martin Town City of Whitbyof Ottawa • NancyKen Nix, PlumridgePlumridge, Town of Whitby LAS/AMO • Steve Rettie, Rettie Town of Bracebridge • EdJanice Stankiewicz, Stankiewicz Sheehy, Sheehy City City of of Guelph Greater Sudbury • Ed Stankiewicz, Stankiewicz City of Greater Sudbury Additional oversight is provided by both the LAS and MFOA/ AdditionalCHUMS Board oversight of Directors. is provided by both the LAS and MFOA/ CHUMS Board of Directors.
2 71 THE FIVE INVESTMENT OPTIONS
HISA (High Interest Savings Account) – For investment durations of 1+ months Offered through CIBC, the HISA preserves capital and maintains liquidity while maximizing short-term income via secure deposits with a Schedule One Canadian Bank under a master LAS/CHUMS savings account.
Money Market Portfolio: For investment durations of up to 18 months Portfolio Manager: MFS Investment Management Canada The One Money Market Portfolio preserves capital and maintains liquidity while maximizing short-term income through a diversified portfolio of Canadian Treasury Bills and high quality commercial paper. Bond Portfolio: For investment durations of 18 - 36 months Portfolio Manager: MFS Investment Management Canada The One Bond Portfolio is intended to provide a higher return over longer investment horizons than the Money Market Portfolio or HISA. These higher returns are garnered primarily through investment in a diversified selection of federal, provincial and municipal bonds maturing within five years, as well as high quality bank paper. Universe Corporate Bond Portfolio: For investment durations of 4+ years Portfolio Manager: MFS Investment Management Canada Launched in 2008, the One UCB Portfolio allows municipalities to invest in highly rated corporate bonds, which historically have produced greater investment returns with only incremental additional risk. This investment type is available to most municipalities only through the One Program, as per current municipal regulation.
Canadian Equity Portfolio: For investment durations of 5+ years Portfolio Manager: Guardian Capital LP Launched in 2007, the One Equity Portfolio is the only opportunity for Ontario municipalities to invest their long-term investment dollars in the equity market, as per current municipal regulation. The portfolio has outperformed the major Canadian stock indices since inception as well as other investment vehicles available to the sector.
Intended Portfolio Portfolio Manager Investment Approach Holdings Duration HISA Deposits with a Schedule I Canadian 1+ Offered through (High Interest Bank under a master LAS/CHUMS • Bank Deposits months CIBC Savings Account) savings account • Canadian treasury bills MFS Investment 1 - 18 Preserve capital and maintain liquidity • High quality commercial papers Money Market Management months while maximizing short-term income • Banker’s acceptances Canada • Floating rate notes • Federal, provincial and municipal MFS Investment Provide a higher return over longer 18 - 36 bonds Bond Management investment horizons through months • High quality bank paper Canada diversified investments • Bank guaranteed debt MFS Investment Investment in highly rated corporate • Canadian corporate bonds Universe 4+ Management bonds maturing over a wide time • Federal, provincial and municipal Corporate Bond years Canada frame bonds A diversified conservatively managed 5+ Guardian portfolio of equity securities issued by • Canadian equity securities Canadian Equity years Capital LP Canadian corporations
3 72 THE HISTORIC PROGRAM RETURNS
ONE INVESTMENT PROGRAM ANNUALIZED PORTFOLIO RETURNS & COMPARATORS 6 month 1 year 2 year 3 year 5 year High Interest Savings Account (HISA) 1.08% 1.05% - - - (1+ month investment) Money Market Porƞolio 0.46% 0.5% 0.59% - - (1 -18 month investment) Bond Porƞolio - 0.68% 1.31% 1.84% 1.64% (18 - 36 month investment) Universe Corporate Bond Portoflio - 1.56% 2.25% 4.46% 3.06% (4+ year investment) Canadian Equity Porƞolio 1 - 14.31% 6.58% 10.67% 13.83% (5+ year Investment) Comparator Investment Returns Bank Prime less 1.75% 0.95% 0.95% - - - (Source: Bank of Canada) Guaranteed Investment CerƟfi cate - 0.85% - 1.03% 1.50% (GIC) (Source: Bank of Canada) Canada Bond - - 1.01% 1.20% 1.27% (Source: Bank of Canada) TSX Composite Index - 21.08% 5.36% 7.06% 8.25% (unmanaged without fees)
* All One Investment Program returns shown are net of fees. 1 10-year return annualized since January 2007 portfolio inception is 7.08%
The chart below illustrates the number of investors participating in each of the five available One Investment Program offerings, as well as the average and total deposit in each portfolio/account as at December 31, 2016. Year-over-year the number of active investors has increased by 15 in the Equity portfolio, 12 in the Universe Corporate Bond (UCB) portfolio, 6 in the Bond portfolio, and 18 in the HISA. There were four less active investors in the Money Market portfolio in 2016.
One Program Balances at December 31, 2016 ($ Millions) MM HISA Bond UCB Equity Participants 56 38 89 49 48 Avg. Balance $0.8 $13.5 $3.1 $4.5 $5.5 Balance $42.3 $511.5 $272.5 $218.8 $263.6
4 73 THE 2016 REVIEW
• At year-end 2016, 135 Ontario municipalities and broader public sector investors had investments with The One Investment Program.
• For the first time in the history of the One Investment Program, total investment surpassed $1 billion. The December 31, 2016 balance reached $1.31 billion - 76% higher than the December 31, 2015 year-end balance of $740M.
• The One Program High Interest Savings Account (HISA) balance surpassed $500M, and now offers a rate of return of 1.15% for all deposits.
• The total balance for the four traditional One Program portfolios at year-end 2016 was $796M, up $98M or 14%, over the 2015 year-end balance of $698M.
• The Universe Corporate Bond Portfolio balance at year-end 2016 was $41.8M higher than the balance at the same point in 2015, an increase of 24%.
• The One Equity Portfolio ended 2016 with a balance of $263.2M, 31% higher than the 2015 closing balance.
• LAS and CHUMS offered five Investment Basics seminars in 2016 to educate municipal staff about the rules, opportunities, and strategies for investment.
• September 9th in London • September 30th in Owen Sound • October 6th in Sudbury • October 13th in Kingston • October 27th in Peterborough
The fourth quarter of 2016 saw a few crystal balls shattered; not only did Donald Trump win the highly-anticipated U.S. election, but the predicted crash was replaced by a forceful rally in both equity markets and the U.S. Dollar - as investors embraced the incoming President’s pro-growth policies.
Commensurate with this sea-change in sentiment, bond yields rose with inflation expectations and the Federal Reserve took the opportunity to tighten. While higher interest rates, tighter monetary policy and a strong dollar are usually good reasons to be cautious, animal spirits have been unleashed for the time being…. 2016 may have started with a whimper, but ended with a bang…
-Guardian Capital Q4 Report January 2017
5 74 THE PROGRAM BALANCE & PARTICIPATION
The average 2016 balance across all One Program portfolios was $909M, up 41% from the average 2015 program balance of $643M. Average total program balances for 2016 were higher than any other year since the inception of the One Investment Program in 1993.
Figure 1 presents investment balances for HISA and the four investment portfolios at both 2015 and 2016 year-ends. The Money Market portfolio balance has decreased by 22% on a year-over-year basis, while the HISA, Bond, Universe Corporate Bond, and Equity portfolios have grown by 1072%, 2.5%, 23.7%, and 31.4%, respectively.
The total One Investment Program balance at December 31, 2016 was $1.31 billion, which represents a 76% increase in total program balances compared to the same point in 2015.
FIGURE 1: OÄ PÙʦÙà 2016 YÙ-EÄ B½ÄÝ ($ M®½½®ÊÄÝ)
Figure 2 illustrates average quarterly Program balances over the last five years. The Program saw significant growth in 2015, but 2016 growth is unprecedented. The 2016 success can be largely attributed to the extreme growth in the HISA, but there was also significant total balance growth in the UCB and Equity portfolios.
FIGURE 2: OÄ PÙʦÙà 2016 AòÙ¦ QçÙãÙ½ù B½ÄÝ ($ M®½½®ÊÄÝ)
6 75 THE PROGRAM BALANCE & PARTICIPATION
Figure 3 shows an analysis of 2016 activity within each of the four co-mingled One Investment Program portfolios including the unit price for each at both year-end 2015 and 2016. On a year-over-year basis only the Money Market portfolio balance decreased, but the Bond, UCB, Equity portfolios grew by $6.49M, $41.69M, and $63.3M, respectively. FIGURE 3: OÄ IÄòÝãÃÄã PÙʦÙà Aã®ò®ãù ù PÊÙã¥Ê½®Ê Money Market Bond UCB Equity Balance $M $54.8 $266 $177.1 $200.3 at 31st December, 2015 Units 56,656 289,552 160,769 11,545,846 Price $ $966.60 $918.54 $1,101.74 $17.35 Balance $M $42.3 $272.5 $218.8 $263.6 at 31st December, 2016 Units 43,859 302,062 200,623 13,274,694 Price $ $966.21 $902.78 $1,092.07 $19.83 Balance $M -$12.53 $6.49 $41.69 $63.30 Difference Units -12,797 12,510 39,854 1,728,848
Price -0.04% -1.72% -0.88% 14.29% The tables in Figure 4 represent the total Program investment per participant and compare year-end 2016 to 2015 balances. The number of active program investors through 2016 grew by 27. This is a 25% increase in the total number of investors. Much of this new investor growth can be attributed to the rapid growth in the HISA offering. FIGURE 4: TÊã½ DÖÊÝ®ãÝ ÖÙ PÙã®®ÖÄã AÙÊÝÝ ½½ PÙÊçãÝ, Ý ã DÃÙ 31, 2016
MUNICIPAL TOTAL DEPOSIT AVG. DEPOSIT % OF TOTAL DEPOSIT INVESTMENT PARTICIPANTS IN RANGE IN RANGE
LESS THAN $100K 9 $269,055 $29,895 0.03%
$100K TO $500K 19 $5,267,440 $277,234 0.52%
$500K TO $1M 14 $9,941,630 $710,116 0.84%
$1M TO $5M 57 $143,895,149 $2,524,476 12.66%
GREATER THAN $5M 36 $1,149,237,968 $31,923,277 85.95%
TOTALS 135 $1,3 08,611,242 100. 00%
TÊã½ DÖÊÝ®ãÝ ÖÙ PÙã®®ÖÄã AÙÊÝÝ ½½ PÙÊçãÝ, Ý ã DÃÙ 31, 2015
MUNICIPAL TOTAL DEPOSIT AVG. DEPOSIT % OF TOTAL INVESTMENT PARTICIPANTS IN RANGE IN RANGE DEPOSIT
LESS THAN $100K 10 $417,574 $41,757 0.06%
$100K TO $500K 17 $5,066,705 $298,041 0.73%
$500K TO $1M 12 $8,495,534 $707,961 1.22%
$1M TO $5M 48 $123,010,009 $2,562,709 17.62%
GREATER THAN $5M 21 $561,145,764 $26,721,227 80.38%
TOTALS 108 $698,13 5,586 100. 00%
7 76 THE PROGRAM BALANCE & PARTICIPATION
Figure 5 summarizes One Investment Program participation by municipal population for both year-end 2016 and 2015. On a percentage basis, the largest total balance increases for 2016 are in the ‘less than 5,000’ and the ‘100,000+’ municipal population categories. With respect to the number of investors within the population ranges, the three smallest population ranges added 24 net new investors, while the two largest ranges added three participants, which are related to the HISA and equity portfolios.
FIGURE 5: TÊã½ OÄ IÄòÝãÃÄã PÙã®®Öã®ÊÄ ù PÊÖç½ã®ÊÄ Ý ã DÃÙ 31, 2016
# OF % OF % OF TOTAL POPULATION INVESTMENT (MILLIONS) MUNICIPALITIES MUNICIPALITIES INVESTMENT
PER MUNI TOTAL < 5,000 45 33% $1.9 $96.2 7.4%
5,000 TO 25,000 55 41% $3.5 $191.6 14.6%
25,001 TO 50,000 12 9% $11.5 $138.5 10.6%
50,001 TO 100,000 10 7% $20.5 $205.6 15.7% 100,000 + 13 10% $52.1 $676.7 51.7%
TOTAL 135 100% $9.7 $1,308.6 100.0%
TÊã½ OÄ IÄòÝãÃÄã PÙã®®Öã®ÊÄ ù PÊÖç½ã®ÊÄ Ý ã DÃÙ 31, 2015
# OF % OF % OF TOTAL POPULATION INVESTMENT (MILLIONS) MUNICIPALITIES MUNICIPALITIES INVESTMENT
PER MUNI TOTAL < 5,000 35 32.4% $1.1 $37.2 5.3%
5,000 TO 25,000 43 39.8% $2.3 $100.1 14.3%
25,001 TO 50,000 10 9.3% $19.6 $195.9 28.1%
50,001 TO 100,000 6 5.6% $21.2 $126.9 18.2% 100,000 + 14 13.0% $17.0 $238.0 34.1%
TOTAL 108 100.00% $6.5 $698.1 100.00%
8 77 THE MONEY MARKET PORTFOLIO PERFORMANCE
The Bank of Canada overnight interest rate was static between September 2010 and 2015, but the BOC cut the rate twice in 2015, and maintained those rate cuts throughout 2016 with an overnight rate of 0.50%. The big Canadian banks have not moved in lock step with the BOC cuts as they lowered their prime rates by only 30 basis points (0.3%) to 2.70%. The result is a current ‘Bank Prime less 1.75%’ rate of 0.95%. This rate of return is what many municipalities receive on their overnight funds and what the One Program compares its HISA and money market portfolio against.
The Money Market sector continued to struggle, and the One Money Market Portfolio return was 0.5% for the year ending December 31, 2016, compared to the 0.95% return of the Bank Prime less 1.75% alternative. On a monthly basis, the one-year Money Market Portfolio has trailed the Bank Prime comparator with an average underperformance of 28 basis points (0.28%) for the 5-year period.
FIGURE 6: OÄ YÙ RãçÙÄÝ GIC òÝ. BÄ» Pٮà LÝÝ 1.75% òÝ. OÄ MÊÄù MÙ»ã (JÄ. 2011 - D, 2016)
Figure 6 illustrates one-year returns for every month ending in the period of January 2011 to December 2016 for GICs, Bank Prime less 1.75%, and the One Money Market Portfolio. The average returns over the 6-year period were 0.89% for the One Money Market portfolio, 1.17% for the Prime less 1.75% return, and 0.88% for the GIC alternative. As a comparator, the One HISA offering returned 1.15% as at year-end 2016. As a result, much of the Money Market portfolio balances have been shifted over to the HISA offering by Program investors.
The Bank of Canada left the overnight target rate at 0.5%, unchanged over the quarter. Market expectations are currently biased towards an increase in the overnight target rate by the Bank of Canada over the next year.
Canada remains subject to economic challenges in the shape of high consumer debt, regional economic disparity, and pockets of elevated real estate levels. Additionally there is uncertainty regarding the future structure of North American trade.
-Guardian Capital Market Highlight January 2017
9 78 THE MONEY MARKET PORTFOLIO PERFORMANCE
To further complicate the situation for the Money Market portfolio, all five of the major Canadian banks are forecasting the Bank of Canada overnight rate to stay static through 2017, as shown in Figure 7. The rate forecasts are provided below with the date the forecast was issued in brackets. With static rates, it appears that the HISA offering may be a viable option for existing One Money Market investors who want to boost their short-term returns. That said, the Money Market portfolio continues to provide a more diversified investment portfolio than any bank account or HISA.
FIGURE 7: BÄ» Ê¥ CÄ 2017 OòÙÄ®¦«ã Rã FÊÙÝãÝ Q1 Q2 Q3 Q4
RBC (FEBRUARY 2017) 0.50 0.50 0.50 0.50
CIBC (JANUARY 2017) 0.50 0.50 0.50 0.50
SCOTIA (JANUARY 2017) 0.50 0.50 0.50 0.50
BMO (FEBRUARY 2017) 0.50 0.50 0.50 0.50
TD (JANUARY 2017) 0.50 0.50 0.50 0.50 Average 0.50 0.50 0.50 0.50
Figure 8 illustrates the spread between 3 Month T-bills and 3 Month Bankers’ Acceptances. In 2016 that spread between the products continued to rise slightly from the 2010-2013 period. The spread has still not returned to pre- 2007 values. What this means is that for short-term money Canadian businesses are paying an average of 19 basis points when compared to Bank of Canada rates from 2006 (before the credit crisis).
FIGURE 8: S«ÊÙã TÙà IÄãÙÝã Rã SÖÙÝ (SÊçÙ: BÄ» Ê¥ CÄ WÝ®ã) Year 3-Month T-Bill 3-Month BA BA / T-Bill 2016 0.50% 0.84% 0.34% 2015 0.50% 0.83% 0.33% 2014 0.91% 1.21% 0.30% 2013 0.97% 1.20% 0.23% 2012 0.95% 1.19% 0.24% 2011 0.91% 1.19% 0.28% 2010 0.56% 0.80% 0.24% 2009 0.36% 0.44% 0.08% 2008 2.32% 3.17% 0.85% 2007 4.13% 4.57% 0.44% 2006 4.02% 4.17% 0.15%
Not all sources agree however that the Bank of Canada will leave the overnight target rate at 0.5% throughout 2017. Guardian Capital (the One Investment Equity Portfolio Manager) noted in their January 2017 Market Highlights document that “expectations are currently biased towards an increase in the overnight target rate by the Bank of Canada over the next year.”
10 79 THE HIGH INTEREST SAVINGS ACCOUNT (HISA)
Participation in the One Investment Program HISA product has grown in 2016, resulting in the HISA reaching its highest interest rate tier in September 2016. At year-end, the HISA offering has grown by 1072% year-over-year, with a current investment balance of $511M.
Because of the rapid growth of the HISA in the fourth quarter, LAS/CHUMS successfully negotiated an additional interest rate tier of 1.15%, provided the aggregate HISA account balance exceeds $250M. This target was met in early December.
The One Investment Program HISA is offered through CIBC, is fully liquid, and provides all investors a guaranteed variable rate of return that is based on the aggregate balance of all sub-accounts.
Simply put, the larger the HISA balance, the higher the rate of return.
If Total Aggregate Balance is: Tiered Inerest Rate for All Deposits Effective Interest Rate < $100M Bank Prime Less 1.7% 1.0% > $100M < $150M Bank Prime Less 1.65% 1.05% > $150M < $250M Bank Prime Less 1.6% 1.10% > $250M Bank Prime Less 1.55% 1.15% *Based on January 2017 Bank Prime Rate of 2.7%
11 80 THE BOND PORTFOLIO PERFORMANCE
One-year One Bond Portfolio returns averaged 1.09% in 2016, compared to 2.74% in 2015 and 2.3% in 2014. As illustrated in Figure 9 below, the average one-year One Bond Portfolio return for 2016 has fallen off after its recovery in 2014 and 2015. In 2016, we saw the Bond Portfolio grow by $6.7M or 2.5%.
FIGURE 9: OÄ BÊÄ PÊÙã¥Ê½®Ê AòÙ¦ OÄ YÙ RãçÙÄ ¥ÊÙ MÊÄã«Ý EĮĦ ®Ä T« YÙ
Figure 10 illustrates two-year One Bond Portfolio returns compared to other investment alternatives available to the sector for all month-ends from January 2012 to December 2016. For two-year investment durations during the period reviewed, the One Bond Portfolio outperformed the Prime less 1.75% and the One Money Market Portfolio. Average returns for the two-year rolling periods examined were 2.29% for the One Bond Portfolio, 1.19% for the Bank Prime return, and 0.92% for the One Money Market portfolio.
FIGURE 10: TóÊ-YÙ AÄÄç½®þ RãçÙÄ CÊÃÖÙ®ÝÊÄ: Pٮà LÝÝ 1.75% òÝ. OÄ BÊÄ òÝ. OÄ MÊÄù MÙ»ã (MÊÄã«Ý EĮĦ JÄ 2012 ã«ÙÊ禫 D 2016)
12 81 THE BOND PORTFOLIO PERFORMANCE
Figure 11 compares three-year returns achieved through typical GIC investments and the One Bond Portfolio for all month ends between January 2011 and December 2016. The One Bond Portfolio average return was 2.68% compared to 1.54% for the GIC investment. Over an average three-year period, the One Bond Portfolio would have returned an additional $3,565 in investment income on each $100,000 invested.
FIGURE 11: T«Ù-ùÙ AÄÄç½®þ RãçÙÄ CÊÃÖÙ®ÝÊÄ GIC Ι OÄ BÊÄ PÊÙã¥Ê½®Ê (MÊÄã«Ý EĮĦ JÄçÙù 2011 ã«ÙÊ禫 DÃÙ 2016)
If your investment monies are not required in the next 18 months, there is a marked benefit to invest them in a product like the One Bond Portfolio rather than a bank account, or a short-term deposit type product.
While global economic activity has rebounded since the lows of mid-2016, we have not yet broken free of the mediocre global growth envelope we have been operating in since the end of the financial crisis in 2009. We are not ready to add our voices to the hopeful market chorus.
We continue to believe we’ll be in a lower return environment for some time to come and that investors would do well to stay the course and take a long-term view of their investment approach.
-MFS Investment Insights February 2017
13 82 THE UNIVERSE CORPORATE BOND (UCB) PORTFOLIO
The One UCB Portfolio grew by $41.8M in 2016, ending the year with a balance of $218.6M. This is a 24% increase over the 2015 closing balance. As at December 31, 2016, through a challenging economic climate, the UCB Portfolio realized one, two and three-year annualized net returns of 1.56%, 2.25% and 4.46%, respectively.
FIGURE 12: T«Ù-ùÙ AÄÄç½®þ RãçÙÄ CÊÃÖÙ®ÝÊÄ GIC Ι OÄ UÄ®òÙÝ CÊÙÖÊÙã BÊÄ PÊÙã¥Ê½®Ê (MÊÄã«Ý EĮĦ JÄçÙù 2012 ã«ÙÊ禫 DÃÙ 2016)
Figure 12 above compares three-year returns achieved through the One UCB Portfolio and a comparable three-year GIC investment, for all month ends between January 2012 and December 2016. The UCB Portfolio average return was 4.73% compared to 1.32% for the GIC investment over the 5-year period reviewed.
Over an average three-year period, the UCB Portfolio would have returned an additional $10,964 in investment income on each $100,000 invested. The purpose of including this comparison is to inform municipalities as they consider alternative ways of investing for the medium and longer-term rather than using traditional bank products.
The Canadian bond market suffered negative returns in the fourth quarter, as the FTSE TMX Universe Bond Index declined 3.4%, the largest quarterly drop in over 20 years as bond yields rose off their 2016 lows, which occurred just as the third quarter drew to a close. For the year as a whole, the Canadian bond market posted a 1.7% return, the third consecutive annual gain. These headline index returns masked two important underlying developments in the fourth quarter – the outperformance of credit and losses in long bonds – and our fixed income strategy took advantage of these sharp market movements. -MFS Investments Fourth Quarter 2016 Report January 2017
14 83 THE UNIVERSE CORPORATE BOND (UCB) PORTFOLIO
F®¦çÙ 13: 5 YÙ AòÙ¦ BÄ» SÖÙÝ Ê¥ A½½ M¹ÊÙ BÄ» DÖÊÝ®ã NÊãÝ
The graph in Figure 13 shows interest spreads that the major Canadian banks pay in excess of similar term Bank of Canada bonds to borrow money - in this case over five years. Effectively, this graph shows the added return opportunity for corporate debt as credit spreads begin to narrow to historic levels – as seen in the pre-2008 era. Narrowing corporate spreads provide an opportunity for corporate bonds in the longer-term because as the global economy improves credit spreads should narrow, thereby adding value to bonds held in the portfolio that were purchased at a time when the spread was more pronounced.
S½ã OÄ UCB PÊÙã¥Ê½®Ê Hʽ®Ä¦Ý (ã DÃÙ 2016) • bcIMC REALTY CORP • JOHN DEERE CANADA FUNDING • BMW CANADA • MANULIFE BANK OF CANADA • CANADIAN IMPERIAL BANK OF COMMERCE • NATIONAL BANK OF CANADA • CATERPILLAR FINANCIAL SERVICES • NAV CANADA • CU INC • OMERS REALTY CORP • ENBRIDGE PIPELINES • REAL ESTATE ASSET LIQUIDITY TRUST • ENERSOURCE CORP • ROYAL BANK OF CANADA • FORD AUTO SECURITIZATION TRUST • TMX GROUP • GLACIER CREDIT CARD TRUST • TORONTO-DOMINION BANK • GREAT-WEST LIFE • TOYOTA CREDIT CANADA • HONDA CANADA FINANCE • WELLS FARGO CANADA • HSBC BANK CANADA
15 84 THE CANADIAN EQUITY PORTFOLIO PERFORMANCE
2016 was a great year for equity returns. Not only did the One Equity Portfolio build upon its cautious positioning from 2015, but the Portfolio had a one-year return of 14.3% at December 31, 2016. The portfolio was outperformed by the TSX Composite and TSX 60 indices, which returned 21.08% and 21.36%, respectively.
The One Equity portfolio strategy, as always, emphasizes high quality stocks. This worked against the portfolio in 2016, as some lower quality issues grew rapidly. The portfolio manager (Guardian Capital) took advantage of chances in the year to add to positions within Oil & Gas, Banks and Information Technology, and reduce holdings in Insurance and Consumer Discretionary sectors. While the portfolio is neutrally weighted within Energy and Materials, the holdings are large cap oriented and characterized by strong financials regardless of the near term commodity price outlook. This core strategy will be maintained in 2017.
As at December 31, 2016, on an annualized basis, the One Equity Portfolio net return was 7.08% since its January 2007 inception. Annual returns as well as cumulative returns since inception for the One Equity Portfolio, the S&P TSX Composite and the S&P TSX 60 Indices are shown in the Figure 14 below.
FIGURE 14: OÄ EØç®ãù RãçÙÄ òÝ. BÄ«ÃÙ» TSX CÊÃÖÊÝ®ã Ä TSX 60 IÄ®Ý S®Ä JÄ 2007 IÄÖã®ÊÄ
Banks and Insurance stocks were big winners as higher interest rates are expected to lead to net interest margin expansion and higher investment returns, respectively. Industrials benefited from the “Trump trade”, as the outlook for infrastructure spending and generally higher growth improved.
-Guardian Capital Q4 Report January 2017
16 85 THE CANADIAN EQUITY PORTFOLIO PERFORMANCE
Figure 15 illustrates One Equity Portfolio balances for each year-end since the 2007 inception. Through 2016, the portfolio balance increased $62.9M to $263M. In 2016, the number of participating investors in the portfolio grew by 15 to 48.
FIGURE 15: OÄ EØç®ãù PÊÙã¥Ê½®Ê YÙ EÄ B½ÄÝ (IÄÖã®ÊÄ ãÊ DÃÙ 31, 2016 ®Ä $M®½½®ÊÄÝ)
Although volatile in the short term, the One Equity portfolio can be of tremendous value to your organization in producing incremental additional investment income for any long-term capital project that may be planned. The portfolio is designed for investment horizons of 5+ years.
S½ã OÄ CÄ®Ä EØç®ãù PÊÙã¥Ê½®Ê Hʽ®Ä¦Ý (ã DÃÙ 2016) • AGNICO EAGLE MINES • GOLDCORP INC • ALIMENT COUCHE-TARD • INTACT FINANCIAL • BANK OF MONTREAL • MACDONALD DETTWILER • BANK OF NOVA SCOTIA • MAGNA INTL INC • BROOKFIELD ASSET MGT • MANULIFE FINCL CORP • CAMECO CORP • METHANEX CORP • CDN NATL RAILWAY • OPEN TEXT CORP • CDN NATURAL RES • ROGERS COMMUNICATION • CDN PACIFIC RAILWAY • ROYAL BANK CDA • CDN UTILITIES LTD • SHAWCOR LTD • CENOVUS ENERGY • STANTEC INC • CGI GROUP INC • SUN LIFE FNCL INC • ENBRIDGE INC • SUNCOR ENERGY INC • FINNING INTL • TELUS CORP • FORTIS INC • THOMSON REUTERS CORP • FRANCO NEVADA CORP • TORONTO DOMINION BK • GEORGE WESTON LTD • TRANSCANADA CORP • GILDAN ACTIVEWEAR • WEST FRASER TIMBER
17 86 THE LOOKING AHEAD TO 2017
• LAS and CHUMS, as agents for the One Investment Program, will continue to advocate for broader investment powers for municipalities as the Bill 68 legislation makes its way through the legislative process.
• To help other portions of the MUSH sector, staff will continue to promote the One Investment Program to conservation authorities and other municipal boards. If your organization is interested in learning more about the One Investment Program, please let us know.
• The One Investment Program will continue to market our High Interest Savings Account (HISA) to Ontario municipalities to help them earn more on their short-term investment reserves. HISA currently earns 1.15% with full investment liquidity.
• Municipal investment education seminars are planned for 5 locations in Fall 2017: • September 7th, 2017 in Stratford • September 15th, 2017 in Barrie • September 29th, 2017 in Milton • October 13th, 2017 in Brockville • October 19th, 2017 in Port Hope
• LAS and CHUMS will also complete an annual performance review of all portfolio managers via our third party investment consultant, and will provide a summary of the review results to interested investors in spring 2017.
There is anticipation that 2017 will bring some encouraging news to the Canadian economy. We hope to benefit from some tailwinds from higher oil prices, the realization of the federal government’s infrastructure program, a Canadian dollar that remains soft, the commencement of a new free-trade agreement with Europe and improved growth in the U.S. As for headwinds, we can foresee the high level of debt of Canadian consumers, a decelerating housing market and potential U.S. protectionism. Overall, we expect growth in 2017 to be somewhat above 2016, but still relatively weak by historical standards. -Guardian Capital Economic Outlook -January 2017
18 87 THE
19 88 Jointly administered by Local Authority Services & CHUMS Financing Corporation – Serving Ontario’s Public Sector
Jason Hagan, LAS Program Manager Tom Bradbury, Policy Advisor, MFOA 416.971.9856 ext. 320 905.304.4429 Fax: 416.971.6191 Alt: 905.973.2898 [email protected] [email protected]
THE ONE FINANCIAL INVESTMENT CHOICE FOR YOUR MUNICIPALITY. LEARN MORE AT WWW.ONEINVESTMENTPROGRAM.CA
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TO: Councillor S. Clement, Chair and Members of General Committee
FROM: Y. Gravel, C.E.T., Engineering Technologist
W. Schmid, P. Eng., Director of Public Works SUBJECT: Award of Consulting Services for Building Condition Assessments at the Municipal Office and Public Library
RECOMMENDATION
1. That Request for Proposal 2017-TOB-RFP-004 Facility Condition Assessments at the Municipal Office and Public Library be awarded to Stantec Consulting Ltd., at the quoted price of $6,850.00 plus HST.
2. That the Mayor and Director of Corporate Services/Clerk be authorized to execute an agreement with Stantec Consulting Ltd. for the completion of Facility Condition Assessments (FCA) at the Municipal Office and Public Library.
3. That the final form and content of the Agreement with Stantec Consulting Ltd. be to the satisfaction of the Director of Public Works and the Director of Corporate Services/Clerk.
ORIGIN
4. The 2017 Municipal Budget and Business Plan allocated $20,000 to complete a Facility Condition Assessment (FCA) of the Bracebridge Public Library, Municipal Office/Public Works Garage and three (3) out-buildings at the 1000 Taylor Court property. Completion of a FCA represents good facility management and assists in long-term budget planning.
5. Formerly an Ontario Hydro facility, the property at 1000 Taylor Court was purchased by the Town in 2003 and renovated for municipal use. The office area of the building houses the Town’s administrative offices, Council Chambers and other meeting rooms. The Public Works garage, Public Works yard and three (3) out-buildings are located at the rear of the building. Hydro One leases a portion of the property located behind the building.
6. The Bracebridge Public Library located at 94 Manitoba Street began library service in 1908 when the original Carnegie building was constructed. The stone structure was expanded in 1984 with an addition that maintained the heritage character of the building while allowing for improved service and collection space.
7. The RFP was advertised on the Town’s website and Biddingo.com on March 15, 2017 and in the Bracebridge Examiner on March 16 and March 23, 2017. In addition, notice of the RFP was posted on the Town’s Facebook and Twitter accounts.
8. The RFP invited proposals from qualified firms to complete FCAs that conform to the American Society for Testing and Materials (ASTM) E2018-08 Standard Guide for Property Condition Assessments. The information contained in the FCA will be used by the Town for future asset management, budgeting and preventative maintenance.
9. Proposals were received up to 2:00 p.m. on March 30, 2017 and opened publicly beginning at approximately 2:05 p.m.
10. The proposals were reviewed by staff to ensure they met the specifications contained in the RFP.
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11. This staff report has been prepared to seek authorization to award Request for Proposal 2017- TOB-RFP-004 Facility Condition Assessments at the Municipal Office and at Public Library.
ANALYSIS
12. Forty-eight (48) RFP document takers were recorded on Biddingo.com and two (2) RFP documents were distributed at the Municipal Office for a total of fifty (50) document takers.
13. Fifteen (15) proposals were received as summarized in Table No. 1 below:
Table No. 1 – 2017-TOB-RFP-004 Proposal Submissions
Total Price Total Price Including Including CONTRACTOR CONTRACTOR Expenses Expenses (Plus HST) (Plus HST)
KSEA Studios Nadine International Inc. (Etobicoke, ON) $3,200 $13,000 (Mississauga, ON) (Non-compliant submission)
Stantec Consulting Ltd. CCI Group $6,850 $16,400 (Markham, ON) (Concord, ON)
Pinchin Ltd. GRG Building Consultants $6,900 $17,000 (Mississauga, ON) (Newmarket, ON)
WSP Canada Inc. Mitchell Jensen Architects Inc. $7,150 $23,950 (Toronto, ON) (Huntsville, ON)
Cion Coulter Corp The Greer Galloway Group Inc. $7,212 $30,534 (Toronto, ON) (Peterborough, ON)
GHD Consultants Ltd. Bogdan Newman Caranci Inc. $10,000 $31,225 (Montreal, QC) (Toronto, ON)
Facility Condition Assessment IRC Building Sciences Group Inc. Portfolio Experts Ontario Ltd. $11,900 $37,760 (Mississauga, ON) (Toronto, ON)
CDW Engineering $12,430 (Toronto, ON)
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14. The RFP specified the FCAs include the following information as a minimum:
14.1. The condition all major components, including and not limited to: structure, foundation, balconies, decks, windows, doors, entrances/exits, roofing, plumbing, electrical, lighting, HVAC, exterior walls, interior finishes, insulation, and fire protection;
14.2. Estimate of remaining life for the roofing; and
14.3. Recommendations and cost estimates on immediate (urgent), short term (1-5 years), medium term (6-10 years) and long term (>10 years) improvements required in order to operate the facilities in a good state of repair.
15. Proposals were required to include:
15.1. approach to the project and a description of the services that will be provided;
15.2. a list of key personnel with role, qualifications, relevant experience, etc.;
15.3. past experience on projects of a similar nature, with references and contact information;
15.4. a project schedule;
15.5. an upset limit fee estimate;
15.6. confirmation of insurance coverage;
15.7. a completed Respondent’s Declaration form; and
15.8. a signed copy of all addenda.
16. Although KSEA Studios (KSEA) was the low RFP bidder, the submission received by the Town was not compliant with the RFP specifications as the proposal from KSEA did not contain all the required information. Their proposal did not include confirmation of insurance coverage. The number of years of experience of their key personnel was not provided. Information provided on previous projects of a similar nature did not include FCA’s on municipal facilities. KSEA’s fee proposal of $3,200 is less than 50% of the next four (4) lowest proposals. Staff are of the opinion the fee proposal provided by KSEA is insufficient to complete the assignment specified in the RFP. Based on staff’s review of KSEA’s proposal, it is staff’s opinion the combination of KSEA’s qualifications, past experience and price does not represent the best value for the Town of Bracebridge of the fifteen (15) proposals received in response to the RFP. Staff do not recommend KSEA Studios be awarded the RFP for FCAs at the Municipal Office and Public Library.
17. Stantec Consulting Ltd. (Stantec) is the second low RFP bidder and has met all the requirements of the RFP document. Stantec’s key personnel have multi-year relevant experience with FCAs on a variety of municipal projects. Information provided on previous projects includes FCAs on public libraries, arenas, public works buildings, police stations, offices, and museums. Gary Penak, Manager of Facilities for the City of Toronto and Chad Grummett, Program Manager - Facilities Asset Management for the Region of Waterloo, both commented Stantec performed well on FCAs completed for their municipality. Stantec’s fee proposal is comparable to the third, fourth and fifth low bidders. Staff are of the opinion Stantec’s fee proposal is sufficient to complete the assignment specified in the RFP. 18. Staff are of the opinion that awarding this project to Stantec will provide the best value for the Town of Bracebridge of the fifteen (15) proposals received in response to the RFP.
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19. Based on the review of proposals received in response to the RFP, staff recommend Stantec Consulting Ltd. be awarded the Facility Condition Assessments at the Municipal Office and Public Library.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
20. Completion of Facility Condition Assessments at the Municipal Office and Public Library is well- aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
A Green, Mindful and Environmentally Sustainable Community
An Engaged, Healthy and Socially Sustainable Community
21. The Town will utilize the Facility Condition Assessments at the Municipal Office and Public Library for future asset management, budgeting, and to complete preventative maintenance, ensuring the facilities are operated in a good state of repair.
LINKAGE TO COUNCIL PRIORITIES
22. The Award of Request for Proposal 2017-TOB-RFP-004 Facility Condition Assessments at the Municipal Office and Public Library supports Public Works Department Operations identified as Item No. 70 – Asset Management in Schedule “B” of Council’s 2014-2018 Priorities.
ALTERNATIVE(S)
23. The following alternative is available for Committee consideration:
Alternative #1 Committee could recommend that 2017-TOB-RFP-004 for Facility Condition Assessments at the Municipal Office and Public Library not be awarded.
This alternative is not recommended since it is necessary to determine the condition and capital requirements of the facilities for future asset management, budgeting, to plan maintenance, repairs and replacements, and operate the facilities in a good state of repair.
EXISTING POLICY
24. Approved 2017 Municipal Budget and Business Plan.
25. Council’s 2014-2018 Priorities and Related Project Priorities.
26. Town’s Purchasing Policy and Procedures.
FINANCIAL IMPLICATIONS
27. Funds to complete Facility Condition Assessments at the Municipal Office and Public Library were included in the 2017 Municipal Budget and Business Plan and, as a result, there is no additional financial impact.
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COMMUNICATIONS
28. The RFP was advertised on the Town’s website and Biddingo.com on March 15, 2017 and in the Bracebridge Examiner on March 16 and March 23, 2017. In addition, notice of the RFP was posted on the Town’s Facebook and Twitter accounts.
29. This staff report was distributed to Council, Media and all Town Staff and was published on the Town’s website in accordance with the Town’s procedural By-law.
Submitted by:
Prepared By: Approved By: Approved for Submission to General Committee By:
Y. Gravel, C.E.T. W. Schmid, P. Eng. J. Sisson Engineering Technologist Director of Public Works Chief Administrative Officer Ext. 240 Ext. 230 Ext. 229
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TO: Councillor S. Clement, Chair and Members of General Committee
FROM: W. Schmid, P. Eng., Director of Public Works
SUBJECT: Joint 2017 Ecclestone Drive and Dawsonwood Drive Construction and Road Rehabilitation Project
RECOMMENDATION
1. That the Ecclestone Drive Sidewalk and Bus Lay-By Construction and the Dawsonwood Drive Road Rehabilitation be approved as a component of the District Municipality of Muskoka Tender No. 17-300-151, at a total estimated cost of $475,990, plus HST.
2. That staff from the Public Works Department meet with staff from the District Municipality of Muskoka to further clarify the District’s administrative charges approach and contract quantities for the Ecclestone Drive Sidewalk and Bus Lay-By Construction Project and that staff provide an update to Council on the results of the meeting.
3. That, as a measure to decrease detour traffic on local streets resulting from the Ecclestone Drive Road construction program, the Church Street, Ontario Street and Kimberley Avenue Road Rehabilitation Projects identified in the 2017 Municipal Budget and Business Plan be deferred and included within the Public Works Department’s Road Capital section of the 2018 Municipal Budget and Business Plan.
ORIGIN
4. The District Municipality of Muskoka (District) has scheduled the reconstruction of Muskoka Road No. 16 (Ecclestone Drive) from Muskoka Road No. 118 West (Wellington Street) to the Silver Bridge; and the realignment and replacement of the Dawsonwood Drive watermain as part of the District’s 2017 Capital Budget as shown in yellow on Appendix “A”.
5. The proposed District works include:
• sanitary sewer repairs;
• road drainage improvements including storm sewer replacement;
• curb and gutter installation;
• road reconstruction and rehabilitation; and
• Kelvin Grove Park bridge restoration and bicycle lane introduction on Ecclestone Drive together with the realignment and reconstruction of the watermain on Dawsonwood Drive.
6. As part of the District project, the Town of Bracebridge (Town) included in its 2017 to 2026 Long- Term Capital Budget, funding in the 2017 Municipal Business Plan and Budget for sidewalks on Ecclestone Drive between the Silver Bridge and Wellington Street, two (2) transit bus lay-by bays, and road rehabilitation and drainage improvements on Dawsonwood Drive.
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7. On September 28, 2016, Town Council ratified motion 16-GC-240 as follows:
“1. That the 2017 to 2026 Long Term Capital Plan, as contained in Appendix “A” to Staff Report FN020-16, be received for information.
2. That the items specifically identified for 2017 of the Long Term Capital Plan, as contained in Appendix “A” to Staff Report FN020-16, be used in the development of the draft 2017 Municipal Budget and Business Plan”
8. On February 22, 2017, Council ratified motions 17-GC-026 to 17-GC-034 approving the 2017 Municipal Budget and Business Plan which included funds identified in the Roads Capital section to participate in the District’s reconstruction of Ecclestone Drive by improving the Town’s sidewalk system.
9. District Tender 17-300-151 was prepared and coordinated by District staff together with the engineering consulting firm, C.C. Tatham and Associates (CCTA). Town staff provided input on the new sidewalk construction and sidewalk replacement component of the project, together with the transit bus lay-by locations.
10. District Tender 17-300-151 was advertised by the District on Biddingo on February 2, 2017. The Tender was closed and publically opened on March 2, 2017 in accordance with the District Purchasing Policy.
11. This staff report has been prepared to authorize the Town’s participation in District Tender No. 17-300-151.
ANALYSIS
12. On February 22, 2017, Council ratified motions 17-GC-026 to 17-GC-034 approving the 2017 Municipal Budget and Business Plan which included funds identified in the Roads Capital section to participate in the sidewalk component of District Tender 17-300-151 Reconstruction of Muskoka Road No. 16 (Ecclestone Drive).
13. A detailed breakdown of the Town’s participation in District Tender 17-300-151 includes:
13.1. Removal and replacement of existing deficient concrete and asphalt sidewalk on the west/north (river) side of Ecclestone Drive from the Silver Bridge to Wellington Street.
13.2. Installation of new sidewalk on the east/south side of Ecclestone Drive from Wellington Street to the “Northern Escapades Mini Putt” driveway entrance and from the entrance of “Muskoka Outfitters” to Kelvin Grove Park, including a 55m+/- length of sidewalk leading into the park and the driveway underpass under Ecclestone Drive.
13.3. Installation of two (2) transit system bus lay-bys to service the bus stops located on Ecclestone Drive at Dawsonwood Drive and Ecclestone Drive at Southwood Drive. Each bus lay-by will be provided with 2m x 3m concrete passenger pads which can accommodate benches and eventually bus shelters if passenger demand warrants.
13.4. Road rehabilitation of Dawsonwood Drive in its entirety including ditching and culvert replacement works.
14. Tender construction drawings illustrating the sidewalk, bus lay-by and passenger pad locations are provided as Appendix “B”.
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Tender Award
15. The District Engineering and Public Works Committee awarded Tender 17-300-151 to JB Enterprises Inc. (JBE) of Barrie on March 22, 2017 by Resolution No. D25/2017-PW.
16. The total cost of District Tender 17-300-151, including District and Town components is $5,152,033.
Town Tender Costs
17. The costs for the three (3) Town components of District Tender 17-300-151 (sidewalk, bus lay- bys and Dawsonwood Road rehabilitation) are provided in Table No. 1, as are the associated 2017 Municipal Budget and Business Plan budget allocations.
18. District Tender 17-300-151 project costs provided by the District include Consultant Design and Contract Administration fees and a 10% Contingency allotment which were not included in the 2017 Bracebridge Municipal Budget and Business Plan. These charges reflect a $30,000 +/- increase in the Town’s project cost. The application of the aforementioned charges by the District is new to Muskoka Area Municipalities. In addition to the aforementioned costs, staff believe that there may be contract quantity discrepancies for the “Removal and Disposal of existing Concrete Sidewalk” and “Installation of new 1.5m wide Concrete Sidewalk”. The variance in these quantities may reflect an additional $30,000+/- cost.
Table No. 1 - District Tender 17-300-151 Town of Bracebridge Ecclestone Drive/Dawsonwood Drive Project Component Costs
1 2017 Budget Cost Project Component Project Cost Allocation Differential
Ecclestone Drive Sidewalks $284,938 $165,000 $119,938
Ecclestone Drive Bus Lay-Bys $36,228 $30,000 $6,228
Dawsonwood Drive Road $154,824 $185,000 ($30,176) Rehabilitation
Total Cost $475,990 $380,000 $95,990
19. The Bus Lay-By budget allocation of $30,000 illustrated in Table No. 1 forms part of the Town’s Public Transit Infrastructure Fund (PTIF) Application. This application has not yet been approved by the Federal Government and Ministry of Transportation (MTO). Sufficient funds have been included in the Town’s component of the PTIF Application to proceed with the bus lay-by projects should the PTIF application be denied. Town staff will continue to communicate with MTO representatives on the status of the PTIF approval in order to coordinate funds with the actual construction of the bus lay-bys.
20. In order to proceed with the approval of the Town’s component of District Tender 17-300-151, it is recommended that the full amount of the project cost of $475,990 as submitted by the District, be approved by Committee at this time and that the Town’s Public Works Department meet with the District to further clarify their charge approach and contract quantities. Staff will provide an update to Council on the results of the meeting.
1 Cost includes Consultant Design and Administration fees and a 10% Contingency Fee.
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Ecclestone Drive Sidewalk Construction
21. Ecclestone Drive is a busy District arterial street in the Town of Bracebridge connecting Wellington Street with the downtown core. Vehicular volumes vary from 3,400 to 5,190 vehicles per day (VPD) depending on location. This information has been provided by the District Engineering and Public Works Department.
22. In addition to improvements to the existing sidewalk on Ecclestone Drive, the proposed Ecclestone Drive sidewalk construction project expands the sidewalk network along the east/south side of Ecclestone Drive where sidewalks do not currently exist. This sidewalk expansion will service residents on Dawsonwood Drive and Southbank Drive who are currently forced to walk on a gravel road shoulder or grassed boulevard.
23. The pathway worn in the grassed boulevard on Ecclestone Drive between Southbank Drive and Wellington Street, is one example of the demand for a sidewalk on the east side of the roadway. Safety concerns received from parents with children walking on the gravel shoulder of Ecclestone Drive to the school bus stop at Young Street identifies another pedestrian safety issue. The construction of the sidewalk on the south side of Ecclestone Drive, linking Young Street to Kelvin Grove Park, will eliminate a pedestrian’s need to cross Ecclestone Drive on that busy thoroughfare.
24. Staff believe the cost of constructing the sidewalk on the east/south side of Ecclestone Drive from Wellington Street to Kelvin Grove Park is a good pedestrian safety investment while at the same time expanding the Town’s active transportation system. The cost of construction is estimated to be $112,000.
Ecclestone Drive Construction Detour
25. The Ecclestone Drive road, sanitary sewer, storm sewer, watermain and sidewalk construction project is a significant $5.1 million construction project. District estimates that the construction period will extend from April 24, 2017 to the end of October 2017. This six (6) month project will be carried out in a number of phases, the most significant of which will include the full closure of Ecclestone Drive from the Kelvin Grove Park entrance to the Silver Bridge in order to accommodate the construction of a new retaining wall at the Silver Bridge end of the project.
26. JBE advises that, although other sections of road will be fully or partially closed during the daytime, it is their practice to open roadways to two (2) way in the evening, night and on weekends.
27. On March 21, 2017, District Tender 17-300-151 construction detour routing was provided to the Town Public Works Department as show in Appendix “C” and “D”. The northerly detour is 3.3 km in length directing vehicles northerly on Wellington Street to Monck Hill and then southerly on Manitoba Street to Taylor Road. The southerly 9.7 km detour directs traffic along Muskoka Road 118 West to HWY 11, northerly on HWY 11 to Cedar Lane, northerly on Cedar Lane to Taylor Road and westerly back to Manitoba Street.
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28. Town staff have expressed their concern regarding the actual use of the proposed detour routes to District Staff and CCTA at two (2) separate meetings. Town Staff believe that it is more likely that local residents will use either:
• Dill Street/Wharf Road;
• Quebec Street/Dominion Street/Ontario Street;
• Young Street/Shier Street/Queen Street; or
• Wellington Street/McDonald Street/Hiram Street/Taylor Road.
29. Town staff have met with District and CCTA staff on two (2) occasions to discuss the proposed construction detour and potential information signage. On April 7, 2017, Town staff met with the District, CCTA and the contractor JBE to further discuss the proposed road detour.
30. As previously identified, Ecclestone Drive carries between 3,400 to 5,190 VPD. It is this traffic volume that is expected to use the detours and roadways identified above, in lieu, of Ecclestone Drive.
31. All of the above mentioned town roads have challenges in accommodating the additional traffic volume from Ecclestone Drive. Although it is expected that local drivers will find the most convenient route over time, it is preferable that these town roads be made as accessible and safe as possible and that transport and other large trucks be restricted from using these town thoroughfares.
32. A separate traffic control report will be submitted to General Committee upon receipt of JBE’s construction timing and traffic control plan. This report is expected to recommend the introduction of NO TRUCK entry signs on various town streets, as well as, the possible elimination of parking spaces to improve driver sightlines at intersections.
33. As an additional measure to mitigate the impact of detour traffic on local town streets, it is recommended that the following three (3) joint District/Town construction projects be deferred from the 2017 Roads Capital Program to 2018. Deferral of these three (3) projects will eliminate construction traffic, material delivery and temporary construction closures from affecting the Dill Street/Wharf Road and Quebec Street/Dominion Street/Ontario Street - Ecclestone by-pass routes.
Road From To Budget Value
Church Street Quebec Street South end $187,000
Ontario Street Church Street Dominion Street $210,000
Kimberley Avenue Quebec Street Ontario Street $63,000
Total $460,000
34. It is not recommended that alternative road construction projects be developed for 2017 due to Departmental work load.
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35. The Ecclestone Drive reconstruction and road closure will also have an impact on various special events centered on the Bracebridge Bay area. The District, CCTA and JBE have all indicated their willingness to work closely with the Town and special event groups to minimize event disruption.
36. The Town’s Manager of Economic Development has met JBE and awaits the contractor’s road closure plan and schedule. The Manager of Economic Development will act as the liaison between the BIA and the construction project coordinators to ensure open communication between various special event parties.
LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN
37. The Town of Bracebridge practice of joint-tendering with the District is well-aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
A Green, Mindful and Environmentally Sustainable Community
38. The contracts are in keeping with the Community-Based Strategic Plan as they incorporate a proactive approach to infrastructure management.
LINKAGE TO COUNCIL PRIORITIES
39. The Town’s participation in District Tender No. 17-300-151 is in keeping with Item No. 87 – Capital Program in Schedule “B” of Council’s 2014-2018 Priorities. This initiative helps to ensure the longevity of the Town’s sidewalk and road capital infrastructure.
ALTERNATIVE(S)
40. The following alternative is available for Committee consideration:
Alternative #1 Committee could recommend that the Town’s participation in District Tender No. 17-300-151 not be approved.
This alternative is not recommended since this contract is required to provide safe sidewalk and road services to the public.
Alternative #2 Committee could recommend that the sidewalk on the east/south side of Ecclestone Drive not be constructed.
This alternative is not recommended as the proposed sidewalk will address existing safety issues associated with pedestrian traffic on the travelled roadway, will expand the Town’s Active Transportation System and is required in order to construct the two (2) bus lay-bys identified in the PTIF Application.
Staff believe that the negative budget variance resulting from the sidewalk and bus lay-by projects will be mitigated through departmental budget management and discussions with the District.
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EXISTING POLICY
41. 2017-2026 Long Term Capital Plan.
42. 2017 Municipal Budget and Business Plan.
FINANCIAL IMPLICATIONS
43. $380,000 was allocated in the 2017 Municipal Budget and Business Plan for the Ecclestone Drive sidewalk, bus lay-bys and the Dawsonwood Drive road restoration work.
44. Based on District information, the Town’s (3) three components of District Tender No. 17-300-151 are estimated to cost $475,990 or $95,990 more than the budgeted value identified in the 2017 Municipal Budget and Business Plan.
45. Staff believe that there are a number of reductions available to decrease the overall Town project cost subject to further discussion with the District.
46. Staff recommend that the Committee proceed with the approval of the Town’s component of District Tender No. 17-300-151 at the cost of $475,990 as submitted by the District and that the Town’s Public Works Department representatives meet with the District to further clarify their charge approach and contract quantities to reduce the Town’s cost component of the project. Staff will provide an update to Council on the results of the meeting through Council Correspondence.
47. Staff anticipate that the negative budget variance resulting from the sidewalk and bus lay-by projects will be mitigated through departmental budget management and discussions with District staff. However, consultations with the Director of Finance/Treasurer will occur throughout the year to determine if it is appropriate to recommend a reserve transfer.
COMMUNICATIONS
48. This Staff Report was distributed to Council, Media and all Town staff and was published on the Town website in accordance with the Town’s Procedural By-Law.
Submitted by:
Prepared and Approved By: Approved for Submission to General Committee By:
W. Schmid, P. Eng. J. Sisson Director of Public Works Chief Administrative Officer Ext. 230 Ext. 229
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APPENDIX “A”
District Municipality of Muskoka Reconstruction of Muskoka Road No. 16 (Ecclestone Drive) from Wellington Street to the Silver Bridge
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APPENDIX “B”
District Tender No. 17-300-151 Construction Drawing Illustrating the Sidewalk, Bus Lay-By and Passenger Pad Locations
103 104 --- NEW SIDEWALK 105 106 107 108 109 110 111 112 113 Staff Report PW012-17 Page: 10
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APPENDIX “C”
District Tender No. 17-300-151 Construction Detouring - Northerly Detour
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APPENDIX “D”
District Tender No. 17-300-151 Construction Detouring - Southerly Detour
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TO: Councillor S. Clement, Chair and Members of General Committee
FROM: W. Schmid, P. Eng., Director of Public Works
SUBJECT: Award of Tender for Pulverization and Base Stabilization, Slurry Seal, and Double Surface Treatment - Hi-Float of Various Town Roads
RECOMMENDATION
1. That the Town’s participation in District Municipality of Muskoka Contracts for Pulverization and Base Stabilization, Slurry Seal, and Double Surface Treatment - Hi-Float of Various Town Roads as per District Municipality of Muskoka Tender No. 17-311-105, Tender No. 17-311-108 and Tender No. 17-311-109 at a total bid price of $1,299,638.45 plus HST, be approved.
ORIGIN
2. The Tenders for the Pulverization and Base Stabilization, Double Surface Treatment - Hi Float, and Slurry Seal are tendered in the spring by the District Municipality of Muskoka (District).
3. Lower-tier municipalities in Muskoka, including the Town of Bracebridge, participate in the common tendering process achieving economies of scale related to the issuance of one large tender rather than multiple smaller tenders.
4. The Town of Bracebridge has participated in the District tender for many years benefitting from the common tendering process.
5. Most recently, Council ratified motion 16-GC-124 on May 4, 2016, regarding participation in the 2016 District tenders as follows:
“That the Town’s participation in District of Muskoka Contracts for Pulverization and Base Stabilization; Double Surface Treatment - Hi-Float; and Slurry Seal of Various Town Roads as per the District Municipality of Muskoka Tender No. 16-311-105, Tender No. 16-311-109 and Tender No. 16-311-108 at a total estimated cost of $629,356.95 plus HST, be approved.”
6. On September 7, 2016, Council ratified motion 16-GC-231 approving the 2017 to 2016 Long Term Capital Plan which included a section for the Town’s roads.
7. On February 22, 2017, Council ratified motions 17-GC-026 to 17-GC-034 approving the 2017 Municipal Budget and Business Plan which included funds identified in the Roads Capital section to participate in the District Pulverization and Base Stabilization, Slurry Seal and Double Surface Treatment - Hi Float Tenders.
8. The District Pulverization and Base Stabilization, Slurry Seal and Double Surface Treatment - Hi Float Tenders and were advertised this spring by the District.
9. Tenders, Specifications and Quotations were prepared and advertised publicly in accordance with the District Purchasing Policy.
10. Tenders were received, publicly opened and reviewed by District staff to ensure that they met the various contract specifications.
11. This staff report has been prepared to authorize the Town’s participation in District Tender No. 17-311-105, Tender No. 17-311-108 and Tender No. 17-311-109.
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ANALYSIS
12. The Town of Bracebridge Public Works Department prepared and presented the Roads section as part of the 2017 to 2026 Long Term Capital Plan to Committee on September 7, 2016.
13. On February 22, 2017, Council approved the 2017 Municipal Budget and Business Plan as amended by motions 17-GC-026 to 17-GC-034. The Municipal Budget and Business Plan included the required funds contemplated under the Roads section of the Long Term Capital Plan.
14. The following roads have been approved as part of the 2017 Municipal Budget and Business Plan. These roads were included as part of a joint contract with other Muskoka Area Municipalities and the District for Pulverization and Base Stabilization, Slurry Seal and Double Surface Treatment - Hi-Float.
Pulverization, Base Stabilization, Additional Gravel and Double Surface Treatment – Hi Float
ROAD FROM TO
Black River Road* HWY 118 East 2 km northerly
Eighth Street** Fredrick Street 260 m to south end
Germania Road HWY 118 East Reay Road 0.3 km south of 1 km to south end Hugh Campbell Drive MR 37/Cedar Lane Muskoka Pines Road Hugh Campbell Drive Memory Lane
Prospect Lake Road HWY 118 East Big Island Road
Sherwood Forest Road* MR 14/Fraserburg Road 400 m southerly
South Monck Drive MR 118 West Crawford Road Springdale Shores Road North Springdale Park Road MR 117 (Private)
Waters Road Flynn’s Road Speicher Lane
*Flood mitigation initiative.
**Drainage improvement project. (Subject to the Federal Government’s Clean Water and Waste Water Fund approval)
Slurry Seal Type II
ROAD FROM TO Bird Lake Road Boe Bay Road 2.4 km northerly
Spence Lake Road/ 1.1 km to end of Spence Lake Morrow Drive Fredrick Street Road
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Pulverization and Additional Gravel, Asphalt Pavement
ROAD FROM TO
Church Street Quebec Street South end (260 m) Ontario Street Church Street Dominion Street
Kimberley Street Quebec Street Ontario Street
Park Road Woodchester Avenue Cedar Lane Pine Street Cedar Lane South end (400 m)
2017 Tender Pricing
Pulverization and Base Stabilization
15. The following unit prices were submitted by the Low Responder, Weeks Construction Inc. for District Tender No. 17-311-105 – Pulverization and Base Stabilization:
Item 2017 Unit Pricing 2016 Unit Pricing 2015 Unit Pricing
Initial Pulverization $1.10/m2 $1.90 to $2.25/m2 $1.80 to $2.00/m2
Granular “A” $17.12 to $19.70 to $17.25 to $22.12/tonne $21.70/tonne $20.45/tonne depending on depending on depending on delivery location delivery location delivery location
Calcium Chloride $450.00/tonne $507.64/tonne $431.50/tonne
Secondary 2 2 2 $1.10/m $1.30 to $2.25/m $0.95 to $1.20/m Pulverization
3 3 Water for $23.00/m $8.00/m 3 $7.75/m Compaction
16. There is a variance in unit prices received from the low tender submission, Weeks Construction Inc., year over year from the 2016 contract. There is a reduction in unit prices for initial and secondary pulverization reflecting the reduction in the amount of Hot Mix Asphalt Pavement included in the 2017 tender. Calcium Chloride has also seen a reduction in cost reflecting a switch in material from MgCl to CaCl.
17. The variance in Granular “A” pricing reflects the haul distance from the nearest quarry. The increase in unit price for water used for compaction is very difficult to quantify other than the long- haul distances associated with rural roads which form part of the 2017 capital roads program. A road by road unit price breakdown is provided in Appendix “A”.
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Emulsified Asphalt Slurry Seal
18. The following unit prices were submitted by the Low Responder, Miller Paving, for District Tender No. 17-311-108 Supply and Application of Emulsified Asphalt Slurry Seal:
Item 2017 Tender Price 2016 Tender Price 2015 Tender Price
Type II Emulsified $2.19/m2 $2.09/ m2 $1.91/m2 to $2.00/m2 Asphalt Slurry Seal
19. There has been a 4.8% increase in the cost of Type II Emulsified Asphalt Slurry Seal, year over year from 2016. A road by road unit price breakdown is provided in Appendix “B”.
Double Surface Treatment – Hi Float
20. The following unit prices were submitted by the Low Responder, Fowler Construction Company Limited (Fowler), for District Tender No. 17-311-109 Double Surface Treatment – Hi Float:
Item 2017 Tender Price 2016 Tender Price 2015 Tendered Price
Binder HF-150(S) $0.90 to $1.03 per kg $0.86 to $0.95 per kg $0.71 to $0.73 per kg $ 58.93 to $56.42 to $37.50 to Class 2 Aggregate $92.68/tonne $72.78/tonne $54.83/tonne
21. There has been an increase in unit prices for Double Surface Treatment–Hi Float, year over year from 2016. Binder HF-150(S) material has increased between 4 and 8 cents per kg for various jobs or 4.6% to 8.4% depending on delivery location. Similarly, there has been a significant increase in the cost of Class 2 Aggregate year over year, 2016 vs. 2017. It should be noted that the delivery distance from the aggregate source has significant impact on cost as is the mode of transportation used by the contractor.
22. For example, the highest unit rate of $92.68/tonne applies to the Eighth Street road restoration and project, reflecting the need of the contractor to use smaller trucks on this narrow road, requiring more trips to deliver the required quantity. The 2016 Tender was also awarded to Fowler. A road by road unit price breakdown is provided in Appendix “C”.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
23. The Town of Bracebridge practice of joint-tendering with the District and other area municipalities is well-aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
A Green, Mindful and Environmentally Sustainable Community
24. The contracts are in keeping with the Community-Based Strategic Plan as they incorporate a proactive approach to infrastructure management.
LINKAGE TO COUNCIL PRIORITIES
25. The Town’s participation in District Contracts for the Pulverization and Base Stabilization; Slurry Seal and Double Surface Treatment - Hi-Float of Various Town Roads, is in keeping with Item No. 87 – Capital Program in Schedule “B” of Council’s 2014-2018 Priorities. This initiative helps to ensure the longevity of the Town’s road capital infrastructure.
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ALTERNATIVE(S)
26. The following alternative is available for Committee consideration:
Alternative #1 Committee could recommend that the Town’s participation in District Tender No.’s 17-311-105, 17-311-108 and 17-311-109 not be approved.
This alternative is not recommended since these contracts are required to provide these road services to the public.
EXISTING POLICY
27. 2017 Municipal Budget and Business Plan.
28. Council’s 2014-2018 Priorities and Related Project Priorities.
29. 2017-2026 Long Term Capital Plan.
FINANCIAL IMPLICATIONS
30. Sufficient funds to undertake the road improvement works identified in Staff Report PW013-17 are included in the 2017 Municipal Budget and Business Plan.
COMMUNICATIONS
31. This Staff Report was distributed to Council, Media and all Town staff and was published on the Town website in accordance with the Town’s Procedural By-Law.
32. District Public Works and Engineering Department.
Submitted by:
Prepared and Approved By: Approved for Submission to General Committee By:
W. Schmid, P. Eng. J. Sisson Director of Public Works Chief Administrative Officer Ext. 230 Ext. 229
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APPENDIX “A”
Road by Road Price Breakdown for District Tender No. 17-311-105 – Pulverization and Base Stabilization
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APPENDIX “A”
Road by Road Price Breakdown for District Tender No. 17-311-105 – Pulverization and Base Stabilization
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APPENDIX “A” (continued)
Road by Road Price Breakdown for District Tender No. 17-311-105 – Pulverization and Base Stabilization
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APPENDIX “B”
Road by Road Price Breakdown for District Tender No. 17-311-108 Supply and Application of Emulsified Asphalt Slurry Seal
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APPENDIX “C”
Road by Road Price Breakdown for District Tender No. 17-311-109 Double Surface Treatment – Hi Float
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TO: Councillor S. Clement, Chair and Members of the General Committee
FROM: Walt Schmid, P. Eng., Director of Public Works
SUBJECT: 2017 Delegated Authority to Award Capital and Operating Contracts
RECOMMENDATION
1. That for the 2017 construction period, the Director of Public Works and/or the Engineering Technologist, in consultation with the Director of Finance/Treasurer or designate, be granted delegated authority to award contracts for capital and operating projects as set out in Appendix “A” to Staff Report PW014-17 subject to:
1.1. The project being specifically included in the Public Works; Parks, Trails, Docks, Wharfs; Municipal Office; Bird Mill Mews; and Woodchester Villa - Capital or Operating portion of the approved 2017 Municipal Budget and Business Plan;
1.2. The tendered price for the project being no greater than five percent (5%) of the approved budget for the project; and
1.3. The contract being awarded to the lowest tender that meets the specifications of the tender, RFQ or RFP document.
2. That the Mayor and Director of Corporate Services/Clerk be authorized to execute Tender, RFQ or RFP contract documents subject to the delegated authority granted to the Director of Public Works and/or Engineering Technologist.
3. That by the end of February 2018, staff report back to General Committee with an update on the status of projects awarded under delegated authority.
ORIGIN
4. On March 5, 2008, Council adopted a Delegation of Powers and Duties Policy that sets out the scope of the powers and duties under which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy applies to all committees of Council, departments and staff.
5. Since 2009, Council has approved various motions supporting recommendations that the Municipal Engineer (now Director of Public Works) and/or Engineering Technologist, in consultation with the Municipal Treasurer (now Director of Finance/Treasurer), be granted delegated authority to award contracts for roads-related capital projects subject to:
5.1 The project being specifically included in the Roads - Capital portion of the current year approved Municipal Budget;
5.2 The tendered price for the contract being no greater than five percent (5%) of the project costs identified within the approved current year Municipal Budget allocations; and
5.3 The contract being awarded to the low tender that meets the specifications of the tender document.
6. Staff annually prepare a report to General Committee providing an update on the status of capital projects awarded under delegated authority.
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7. On March 15, 2017, Town Council ratified motion 17-GC-070 regarding 2016 Capital Projects awarded through delegated authority as follows:
“That Staff Report PW009-17 regarding the status of 2016 Capital Projects awarded under delegated authority be received for information purposes.”
8. This report has been prepared to obtain delegated staff authority for the award of various Public Works Department projects as identified in the 2017 Municipal Budget and Business Plan for the 2017 construction period.
ANALYSIS
9. The streamlined approach for awarding Tenders, Request for Quotations (RFQ’s) and Request for Proposals (RFP’s) enables staff to quickly prepare documents, advertise and award contracts adding valuable time extensions to the overall project schedule.
10. The practice of delegating authority to award roads capital projects to the Director of Public Works and Engineering Technologist in consultation with the Director of Finance/Treasurer has proven to be very effective in streamlining the award of tenders over the last number of years. The process has allowed the Public Works Department to meet project schedules within what can frequently be very short construction seasons.
11. These additional weeks add valuable construction time to project schedules. Although authority to award a contract is delegated, the oversight of the Director of Finance/Treasurer, working with staff in the Public Works Department, ensures that the contract amounts are within approved Budget allocations.
12. Through its adoption of the 2017 Municipal Budget and Business Plan, Council has approved an aggressive initiative of projects identified in the Public Works; Parks, Trails, Wharfs and Docks; Municipal Office; Birds Mill Mews; and Woodchester Villa portions of the budget. In order to complete these projects, staff are requesting that delegated authority be granted to award contracts for both Capital and Operating Projects subject to:
12.1. The project being specifically included in the 2017 approved Public Works; Parks, Trails, Wharfs, Docks; Municipal Office; Bird Mill Mews; and Woodchester Villa portion of the 2017 Municipal Budget and Business Plan;
12.2. The tendered price for the contract being no greater than five percent (5%) of the estimated cost of the tendered portion of the project, as identified within the approved 2017 Municipal Budget and Business Plan; and
12.3. The contract being awarded to the lowest tender that meets the specifications of the tender, RFP or RFQ document.
13. Additionally, to facilitate implementation of the projects, it is recommended that the Mayor and Clerk be authorized to execute tender and contract documents, as required, subject to the delegated authority granted to the Director of Public Works and/or Engineering Technologist.
14. To ensure that Members of Council are kept fully informed on the implementation of these initiatives, it is further recommended that, by the end of February 2018, staff prepare a report to Committee providing an up-date on the status of projects for which contracts were awarded under delegated authority.
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15. Table No. 1, as shown in Appendix “A”, presents a summary of 2017 Municipal Budget and Business Plan Projects for which the Director of Public Works and/or Engineering Technologist are requesting delegated authority to award contracts.
16. The dollar values shown in Table No. 1 represent the total approved budget for each project or activity. The value of some of the contracts awarded during 2017 may be less or higher than these amounts. In consultation with the Director of Finance/Treasurer, staff in the Public Works Department work to ensure that the value of the contracts awarded throughout the year do not exceed approved budget allocations, from a total budget management perspective.
17. As noted in previous reports, there are significant benefits to the Town through the use of delegated authority for the awarding of certain municipal tenders. Several of the key benefits include:
17.1. Reduced time for the preparation of staff reports to Committee;
17.2. Reduced staff, Committee and Council time in preparing agendas, considering staff reports and approving recommendations;
17.3. Significantly quicker awarding of municipal works Tenders, RFQ’s or RFP’s for both design and construction activities;
17.4. Ability to coordinate road rehabilitation works quickly with the District Municipality of Muskoka (District) tenders;
17.5. Increase the timeframe which construction activity operates in optimum seasonal conditions;
17.6. Increased availability of Contractor and Consultant services;
17.7. Reduce chances that projects are carried over to the following calendar year; and
17.8. Tendered design and construction cost reductions.
18. Responses to municipal Tenders, RFQ’s and RFP’s that are in excess of five percent (5%) of the identified project costs would require a staff report to Committee for direction and approval.
19. In order to keep members of Council informed on the decisions made by Public Works staff, the Council Correspondence List will be used to inform Committee members of municipal Capital and Operating contracts that have been awarded under staff delegated authority provided.
LINKAGE TO COMMUNITY-BASED STRATEGIC PLAN
20. Granting the Director of Public Works and/or Engineering Technologist the ability to award municipal Capital and Operating Projects under delegated authority is well-aligned with the community-based strategic plan objectives:
A Green, Mindful and Environmentally Sustainable Community
A Vibrant, Prosperous and Economically Sustainable Community
21. Streamlining the process for the awarding of municipal projects is in keeping with the Community- Based Strategic Plan as it enhances the ability of the Town to be economically sustainable and environmentally proactive, as well as, providing the community with needed and required infrastructure within a calendar year.
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LINKAGE TO COUNCIL PRIORITIES
22. Delegating Authority to award Capital and Operating Contracts to the Director of Public Works and/or Engineering Technologist supports the implementation of various projects and priorities which has been identified by Council as a 2014-2018 priority area. This initiative helps streamline the process for the awarding municipal projects.
ALTERNATIVE(S)
23. The following alternatives are available for Committee consideration:
Alternative #1 Committee could recommend that the Director of Public Works and/or Engineering Technologist does not receive delegated authority to award contracts for municipal capital and operating projects.
This alternative is not recommended as it has been demonstrated that the prior procedure was time consuming, delayed project construction and required streamlining to enable capital and operating projects to be completed within a budgeted year.
Alternative #2 Committee could recommend that only the Director of Public Works receive delegated authority to award contracts for municipal capital and operating projects.
This alternative is not recommended, as the Engineering Technologist is heavily involved with the tendering, design and construction process required to undertake a Capital or Operating Project and is a valued member of the Public Works Department.
EXISTING POLICY
24. On March 5, 2008, Council adopted a Delegation of Powers and Duties Policy that sets out the scope of the powers and duties under which Council may delegate its legislative and administrative authority and to establish principles governing such delegation. This policy applies to all committees of Council, departments and staff.
25. This delegation falls within the scope of the Town of Bracebridge Delegation of Powers and Duties Policy.
26. 2017 Municipal Budget and Business Plan.
FINANCIAL IMPLICATIONS
27. Although increased efficiencies will be realized through the recommendation contained in this staff report, there are no immediate financial implications to the Town associated with the recommendation.
28. Approval of the recommendation contained in this report will allow staff to efficiently and effectively proceed with work on the projects approved in the Public Works; Parks, Trails, Docks, Wharfs; Municipal Office; Bird Mill Mews; and Woodchester Villa portions of the 2017 Municipal Budget and Business Plan.
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COMMUNICATIONS
29. This staff report was distributed to Council, Media, and all Town Staff and was published on the Town’s website in accordance with the Town’s Procedural By-law.
Submitted by:
Prepared and Approved By: Approved for Submission to General Committee By:
W. Schmid, P. Eng. J. Sisson Director of Public Works Chief Administrative Officer Ext. 230 Ext. 229
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APPENDIX “A”
Summary of Projects - Requesting Delegated Authority to Award Contracts
Budgeted 2016 Projects Total Project Value No. Public Works 1 Guide Post Replacement $25,000 Meadow Heights Drive/Beaver Creek Storm Sewer Outfall Erosion 2 $25,000 Control 3 GPS Tracking $70,000 4 Consulting Services for Development of the Municipal Servicing By-Law $25,000
5 Sidewalks: a) Installation of new sidewalk, Cedar Lane (west side), from Taylor Road (210m southerly). (This will be coordinated with development of the gas bar/convenience store construction) $114,500 b) Hiram Street, Liddard Street southerly c) Sidewalk Repair (various locations)
6 Sidewalk Condition Survey $10,000 7 Active Transportation Plan Implimentation $15,000 8 Signage Reflectivity Survey $9,000 9 Muskoka River Siltation: River Bottom Survey $12,000 Transit: Bus Lay-Bys, Bus Pads, Benches (includes Public Transit 10 $131,000 Infrastructure Funding) Parks, Trails, Wharfs, Docks 11 Annie Williams Memorial Park: Drainage and Improved Access $40,000 Annie Williams Memorial Park: Boundary Line delineation with 12 $10,000 MCECC71 13 Gostick Park: Security Alarm, Parking Lot Lighting $10,000 14 Gostick Park Trail Creation: Loon Call Subdivision to Gostick Park $25,000 15 Kelvin Grove Park: Completion of water front trail lighting, 3 lights $20,000 Municipal Dock Condition Survey: Bert Minett Boat Launch, George 16 Road Docks and Boat Launch, Browning Island Docks, and Boyd Bay $25,000 Wharf Municipal Office, 1000 Taylor Court 17 Upper Level Siding $130,000 18 Public Works Yard Lighting $5,000 Bird Mill Mews Roof, Foundation, Storm Drainage, Front Heating Pad and Paving 19 $83,000 Stone Replacement with Coloured Concrete 20 Exterior Walls/Balcony Rehabilitation $40,000 21 Interior Painting $21,000
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Budgeted 2016 Projects Total Project Value Woodchester Villa (subject to Woodchester Villa Working Group Recommendations) 22 Electrical upgrades $12,500 23 HVAC furnace replacement $10,000 24 Main Floor Support $10,000 TOTAL $878,000
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General Committee April 18, 2017
TO: Councillor S. Clement, Chair and Members of General Committee
FROM: C. O’Regan, Director of Recreation
D. Campbell, Manager of Facilities
SUBJECT: Junior Hockey Club Lease Agreement for Use of Bracebridge Memorial Arena
RECOMMENDATION
1. That the Mayor and Director of Corporate Services/Clerk be authorized to execute a Lease Agreement between the Town of Bracebridge and the Bracebridge Pioneers Hockey Club for use of the Bracebridge Memorial Arena, by the Bracebridge Pioneers Hockey Club, for a three year term beginning on September 1, 2017 and expiring on May 30, 2020, in accordance with the details set out in Appendix “A” to Staff Report RC006-17.
2. That the final form and content of the Lease Agreement be to the satisfaction of the Director of Recreation and the Director of Corporate Services/Clerk.
ORIGIN
3. On April 30, 2014 Council ratified motion 14-GC-097 as follows:
1. That the Town of Bracebridge enter into a Lease Agreement with the TPA Sports for a new Junior “A” Hockey Club, which is affiliated with the Greater Metro Junior “A” Hockey League (GMHL), for the use of Bracebridge Memorial Arena.
2. That staff work with Mr. Donnan, President of TPA Sports, to develop an Agreement between the Town of Bracebridge and TPA Sports confirming the terms and conditions under which the Junior “A” Hockey Club would use the Bracebridge Memorial Arena and report back to General Committee with final details regarding the proposed terms and conditions for an Agreement.
4. Accordingly on, July 2, 2014 Council ratified motion 14-TC-087 directing the Mayor and Director of Corporate Services/Clerk to execute the Lease Agreement between the Town of Bracebridge and Toronto Attack Hockey Club Inc. for use of the Bracebridge Memorial Arena, by the Bracebridge Blues Hockey Club, as set out in Appendix “A” to staff report RC006-14.
5. As outlined in an October 13, 2016 Information Flash to Members of Council from the Director of Recreation, Mr. Alan Donnan, owner of the Bracebridge Blues Hockey Team, advised staff that it was not viable for them to continue operating the Bracebridge Blues Hockey Team for the 2016/2017 season and it was their intention to re-group for the 2017-2018 season.
6. The Agreement, between the Bracebridge Blues Hockey Team and the Town, required the Hockey Club to provide 10 days’ notice for the cancellation of ice and as ice rental fees were paid a month in advance so the Bracebridge Blues Hockey Team account was paid in full.
7. Since that time, staff have not received any formal or informal notification from Mr. Donnan as to their desire to return to Bracebridge for the 2017-2018 season.
8. On January 23, 2017 official notice was delivered to Mr. Donnan that the lease agreement between the Town of Bracebridge and TPA Sports for the operation of the Bracebridge Blues Hockey Team at the Bracebridge Memorial Arena was terminated.
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9. This staff report is presented to General Committee to seek authorization to proceed with the execution of the Lease Agreement attached as Appendix “A” to Staff Report RC006-17.
ANALYSIS
10. Since the Town received notification that the Bracebridge Blues Hockey Team would not be operating, staff have met with the President of South Muskoka Minor Hockey to see if Minor Hockey had an interest in the ice times that would be available if a Junior Hockey Club was not present in the Arena. The Minor Hockey Association has confirmed that it has no interest in occupying the potentially available ice times.
11. Additionally, since the announcement by the Blues Hockey Team, staff have entertained a number of inquiries from various Junior Hockey clubs in Ontario regarding their interest in operating a Junior Hockey Club at the Bracebridge Memorial Arena.
12. After meeting with three potential Junior Hockey Club operators, staff are of the opinion that the proposal from Mr. Jason Rapcewicz, for a Bracebridge Team in the Canadian Premier Junior Hockey League (CPJHL), is the most suitable option for the Town of Bracebridge.
13. The CPJHL was formed when a group of existing and new owners responded to the ever increasing desire of players to play in a league which will enhance their plans to be a college- bound hockey player. The CPJHL was put together to fill the role of increasing competitiveness, commitment to the Junior hockey player and to provide a recruiting ground for NCAA, NJCAA and CIS college coaches. The league is governed by an impartial Commissioner, and all team owners are highly involved, working together to ensure the success of all players. The CPJHL is sanctioned by the United Hockey Union (UHU), branch of the Amateur Athletic Union (AAU).
14. The AAU is an organization based in the United States that was founded in 1888 to establish standards and uniformity in amateur sports. During its early years, the AAU served as a leader in international sport representing the U.S. in the international sports federations. The AAU worked closely with the Olympic movement to prepare athletes for the Olympic games. After the Amateur Sports Act of 1978, the AAU has focused its efforts into providing sports programs for all participants of all ages beginning at the grass roots level. The philosophy of "Sports for All, Forever," is shared by approx. 700,000 participants and over 150,000 volunteers.
15. Established in 2011, the United Hockey Union is the midget/junior ice hockey branch of the Amateur Athletic Union.
16. The CPJHL is a developmental league, where many players begin their junior careers. As a developmental league, every player participates in 2 to 4 practices per week (dependant on game schedule) with one weekly practice focused solely on individual skill development. It is this developmental stage of the player’s life where adjustments to the playing style at a higher level of hockey and maintaining academic excellence requirements of one’s collegiate futures must co- exist. The CPJHL’s mission is to fully prepare every player to achieve their personal hockey and life goals.
17. Mr. Rapcewicz is the co-owner of the Espanola Express in the Northern Ontario Junior Hockey League (NOJHL) and his intention is to build a successful, long term, Canadian Premier Junior Hockey team in Bracebridge. Mr. Rapcewicz has been involved with the Espanola Express in the NOJHL since 2012; comes with solid references; and has a reputation for building successful teams. Prior to his involvement with the Espanola Express, Mr. Rapcewicz has performed coaching and scouting duties in junior hockey since 2003.
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18. Mr. Rapcewicz is focused on player development; helping players that may be late bloomers, or need time to grow and develop their skill set and become a better hockey player to achieve their goals of playing at a higher level. Mr. Rapcewicz is looking to embrace community members to become players, coaches, volunteers and other staff required to operate their program and wants to develop relationships which support businesses, the community and the Town. Attached as Appendix “B” to Staff Report RC006-17 is the introduction letter/proposal from Mr. Rapcewicz.
19. Staff have worked with Mr. Rapcewicz and have agreed on the form and content of the Draft Lease Agreement as set out in Appendix “A” to Staff Report RC006-17.
20. The Lease Agreement is for a three (3) year term with provisions for renewal.
LINKAGE TO COMMUNITY BASED STRATEGIC PLAN
21. The Junior Hockey Club Lease Agreement is well aligned with the community-based strategic plan objectives:
A Vibrant, Prosperous and Economically Sustainable Community
A Green, Mindful and Environmentally Sustainable Community
An Engaged, Healthy and Socially Sustainable Community
22. The presence of a Junior Hockey Team in Bracebridge is well aligned with the Town’s strategic plan as they: create a sense of community; can be an economic generator through sport tourism; and the sport itself supports physical activity encouraging a healthy lifestyle.
LINKAGE TO COUNCIL PRIORITIES
23. Although the presence of a Junior Hockey Team in Bracebridge is not specifically identified as a project in the 2017 Municipal Budget and Business Plan, the revenue generated through such a Lease Agreement is included in the 2017 Municipal Budget and Business Plan.
EXISTING POLICY
24. The ice rates as recommended in the Lease Agreement (attached as Appendix “A” to Staff Report RC006-17) will be included in the 2017/2018 and 2018/2019 Town of Bracebridge Fees and Charges By-law.
ALTERNATIVE(S)
25. The following alternative is available for Committee consideration:
Alternative #1 Committee could recommend that the Town not enter into an agreement with Mr. Rapcewicz to operate a Junior Hockey Team in the Bracebridge Memorial Arena.
This alternative is not recommended as a Junior Hockey Team aligns with the Town’s strategic plan.
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FINANCIAL IMPLICATIONS
26. The 2017 Municipal Budget and Business Plan includes estimated revenue from a Junior Hockey Club operation in the amount of $12,000. This reflects only the revenue from September 2017 through December 2017. Annual revenue is estimated at $20,000. This amount will be reflected in the 2018 Municipal Budget and Business Plan.
27. The recommended ice fees for the Bracebridge Pioneers of $170 per hour for prime time ice and $111 per hour for non-prime time ice are ten (10) percent above the proposed Town of Bracebridge 2017/2018 fees for adult prime and non-prime ice. Current teams in the CPJHL and Junior hockey teams in our neighbouring municipalities are on average $135 per hour and the mid-point from lowest to highest is $164.
28. Although annual revenues to be received from the proposed Lease Agreement are subject to external factors such as number of games to be played and number of practices, staff are of the opinion that the budgeted revenue amount is achievable for 2017 and beyond.
29. Mr. Rapcewicz has agreed to pay the required deposit of $3,000 upon execution of the Lease Agreement.
COMMUNICATIONS
30. Staff have met with three potential Junior Hockey Clubs and the President of South Muskoka Minor Hockey.
31. This Staff Report was distributed to Council, Media and all Town staff and was published on the Town website in accordance with the Town’s Procedural By-Law.
Prepared By: Approved By: Approved for Submission to General Committee By:
D. Campbell C. O’Regan J. Sisson Manager of Facilities Director of Recreation Chief Administrative Officer
705-645-1921 Ext. 226 705-645-1921 Ext. 224 705-645-6319 Ext. 229
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APPENDIX “A”
Draft 2017-2020 Junior Hockey Lease Agreement
137 The Corporation of the Town of Bracebridge DRAFT Bracebridge Pioneers Hockey Club Lease Agreement
THIS LEASE AGREEMENT made in triplicate as of this __ day of ______, 2017
B E T W E E N:
THE CORPORATION OF THE TOWN OF BRACEBRIDGE
hereinafter called the “Lessor”
OF THE FIRST PART
- and -
BRACEBRIDGE PIONEERS HOCKEY CLUB
hereinafter called the “Lessee”
OF THE SECOND PART
WHEREAS The Lessee is a corporation properly incorporated under the laws of the Province of Ontario, Ontario Corporation Number xxxxxxxx and incorporated on xxx xx, 2017 and which operates as the Bracebridge Pioneers Hockey Club;
AND WHEREAS the Lessee operates a Junior Hockey team known as the Bracebridge Pioneers participating in a Junior Hockey League (the “League”) and wishes to practice and play its home games at the Bracebridge Memorial Arena (the “Premises”);
AND WHEREAS the Lessor wishes to lease the ice facilities at the Premises to the Lessee for games and practices during the hockey season;
In consideration of the rents to be paid and the covenants contained in this lease contract, the Lessor leases the Premises to the Lessee and the Lessee leases the Premises from the Lessor, to have and to hold the Premises during the Term, at the rate and rent contained herein, subject to the conditions and limitations and in accordance with the covenants contained in this leasing agreement.
Upon execution of this agreement, any prior agreement between the Lessor and Lessee concerning the Premises is null and void and of no consequence to either party thereto and shall terminate without indemnity or penalty payable by, or any other recourse against, the Lessor or the Lessee.
NOW THERFORE THE PARTIES AGREE AS FOLLOWS:
1. TERM and FACILITIES
1.1 The term of this Lease Agreement begins on September 1, 2017 and expires on May 30, 2020 (the “Term”). The Lessee may indicate its desire to enter into a further agreement to use the Premises by notifying the Lessor at least ninety (90) days prior to the expiry of the Term. This agreement may be renewed on generally the same terms and conditions as stated herein, save and except for Rent.
1.2 Unless expressly stated otherwise, all rights of the Lessee under the Lease with respect to the Premises may only be exercised by the Lessee during the Junior Hockey Season.
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1.3 The Lessor reserves the right at all times to cancel scheduled games and practices, where necessary because of an Act of God, labour dispute, mechanical failure, emergency repair, or any other cause that is beyond the control of the Lessor. Where the Lessor cancels games and/or practices under this provision, the Lessor shall not be liable to the Lessee for any loss of revenue, or any other costs, expenses, loss or damage incurred by the Lessee or any other person as a result of such cancellation.
1.4 The Lessee and the Lessor agree that all home games provided for in its team’s schedule and all home play-off games shall be played in the Bracebridge Memorial Arena, if the Arena is available, unless otherwise mutually agreed upon in writing by the parties hereto or if ordered by the League.
1.5 Facilities: The following are the Facilities and the times during which the Lessee shall use the Facilities:
a) use of the public portions of the Bracebridge Memorial Arena for the Bracebridge Pioneers regular season and play-off games, not earlier than September 1st of each year unless mutually agreed upon in writing by the parties hereto, and terminating no later than May 30th of each year. Subject to date confirmation, it is understood that the games will generally occur on Saturday evenings between 7:00 p.m. and 10:00 p.m. and from time to time on Sunday afternoon/evenings. Practices shall be scheduled on an average of three (3) times per week. Subject to date confirmation, practices will generally occur during the day on Tuesday, Wednesday and Thursday;
b) exclusive use of one (1) designated dressing room throughout the Bracebridge Pioneers hockey season;
c) use of two (2) visiting teams dressing rooms from one (1) hour before, until one (1) hour after, each game;
d) use of the referees dressing room from one (1) hour before, until one (1) hour after, each game;
e) use of the ticket booth from one (1) hour before, until one (1) hour after, each game;
f) use of the music room from one (1) hour before, until one (1) hour after, each game and practice;
g) use of the lobby space for ticket and merchandise sale from one (1) hour before, until one (1) hour after, each game;
h) upon receipt of a refundable deposit of one hundred dollars ($100.00), the Lessee shall be issued three (3) keys to the assigned club dressing room. The Lessee will not reproduce, or cause to be reproduced, the keys. The keys shall be returned to the Lessor within fourteen (14) days of the completion of the playoffs. The deposit shall be refunded upon receipt of all keys by the Lessor; and
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i) on or before May 15th of each year during the Term, or any extension thereof, the Lessee shall provide the Lessor with a tentative schedule of the dates and times of all pre-season and regular season games for the upcoming season. The Lessee will then provide the Lessor with a confirmed schedule by July 30th of such.
2. DEPOSIT AND PAYMENT
2.1 Upon execution of this Agreement, the Lessee shall provide the Lessor with a damage and security deposit in the amount of $3,000.00. This amount shall be applied to the last payment of rent due and owing at the end of the hockey season or may be used to repair damages to the Premises arising out of the Lessee’s use of the Premises. This deposit will be required annually and shall be due on August 1st of every year.
2.2 The Lessee shall pay a rental rate for game ice of $170.00 per hour for the 2017/2018 hockey season. These are the approved Prime Time Junior Hockey Ice Rates. H.S.T. shall be paid by the Lessee in addition to hourly rates. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.
2.3 Practice times shall be charged at the rate of $111.00 per hour for the 2017/2018 hockey season. These are the approved Non-Prime Time Junior Hockey Ice Rates. H.S.T. shall be paid by the Lessee in addition to hourly rates. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.
2.4 Any ice time purchased during the summer season (April 15 to September 1) shall be at the rate of $111.00 per hour for the summer of 2017. H.S.T. shall be paid by the Lessee in addition to hourly rates. The Lessee acknowledges that the total hour rental for ice time includes ice maintenance time of up to ten (10) minutes.
2.5 The Lessee acknowledges and agrees that the rental rates for the Premises are set annually by the Lessor’s Council and such rates shall be provided to the Lessee by the Lessor as soon as possible after such rates are established.
2.6 The Lessee must pay, on the first day of each month, the amount owing for games and practices for that month in advance. An invoice detailing the scheduled month’s usage shall be provided on the 1st day of the previous month by the Lessor.
2.7 The Lessee shall give ten (10) days advance notice for the cancellation of any ice time to the Lessor. If advance notice is not received within the stipulated time frame, the Lessee shall be charged the full rental fee for the reserved ice time.
3. OBLIGATIONS OF THE LESSEE
3.1 The Lessee shall pay all salaries, wages, fees and commission of all personnel employed by it, all royalties, author’s, publishers’, and composer’s fees, which may become payable as a result of any of the Lessees scheduled games or practices, as well as all assessments or taxes lawfully imposed thereon.
3.2 The Lessor may demand the Lessee hire more staff or police officers, at the Lessee’s sole cost and expense, if projected attendance at an event is expected to exceed usual numbers.
3.3 The Lessee shall strictly observe, obey and act in accordance with all statutes, bylaws, regulations, and legal requirements of any kind relating to the Premises.
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3.4 The Lessee shall use and maintain the Premises in a clean and sanitary condition at all times.
3.5 The Lessee undertakes that its players, members and staff, by their acts, speech, music, conduct or manner will not violate or incite others to violate any statute, law, by-law, regulation, rule, policy or local standard concerning decency or obscenity.
3.6 The Lessee shall not tolerate any violence on the part of any person taking part in any activity in the Premises. The Lessee or Lessor may eject from the Facility any persons who are creating a disturbance or behaving in an objectionable or improper manner.
3.7 The Lessee will present its games and all game related activities in a manner that is suitable for family audiences, and will not permit within the Premises, any act, entertainment or material that is of an obscene or unduly violent nature.
3.8 If an audience becomes appreciably unruly and violates the above regulations, the Lessee, the officials and players shall stop the game and the announcer must announce that this action is not permitted and the game will resume as soon as the audience is re-seated and orderly.
3.9 The Lessee shall provide all furniture and equipment that may be required to use the Premises for purposes of this agreement. The Lessee agrees to pay for all repairs for any damages to the Premises arising out of its use of the Premises.
3.10 The Lessee shall be responsible for providing normal day to day cleaning and janitorial services to the designated home team dressing room and shall keep the dressing room in a clean and sanitary condition at all times.
3.11 The Lessee shall arrange for appropriate security protection for any games played by the Lessee’s team at the Lessee’s sole cost and expense, having due regard for crowd size and anticipated problems.
4. CONCESSION OPERATIONS AND SOUVENIR SALES
4.1 Food & Beverages: The Lessor or its contractor has the exclusive right to sell food and beverages in the main floor snack bar servicing the Premises and to retain all profits generated therefrom.
4.2 The Lessee may, upon written consent of the Lessor, rent the Bracebridge Memorial Arena Auditorium (the “Auditorium”) located on the second floor of the Premises to sell food and beverages, programs and merchandise. This shall be conducted under a separate permit used in the ordinary course of the Lessor’s rental of the Auditorium. Under no circumstances will the food or beverages sold by the Lessee be the same as the food and beverages being sold in the snack bar. The following conditions must be met:
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a) The bar operation must adhere to all the guidelines for special occasion liquor permits, as set out by the Alcohol and Gaming Commission of Ontario. The bar in any event must be closed no later than 12:00 midnight. The building must be vacated no later than thirty (30) minutes thereafter, by which time a preliminary clean up (tables cleared, equipment/supplies locked up in storage areas etc.) must be carried out by the Lessee. Any such use of alcohol must include alcohol liability insurance coverage;
b) Except for the sale and service of spirits, beer, wine, and food as required under L.C.B.O. regulations, it is agreed that the Lessee shall not sell, dispose or give any merchandise or confection of the type normally stocked and sold in main floor concession booth without the written permission of the concession contractor operators and the Lessor; and
c) Soft drink supplies must be purchased from the approved supplier determined by the Lessor (currently Pepsi Cola). The Lessor further agrees to provide a dedicated storage closet area for use by the Lessee to store non-flammable goods normally needed in hosting such events (i.e. extra soft drinks, cups, non- perishable food and beverages, etc.) Any revisions, alterations or betterment of said area will be at the cost of the Lessee. The Lessee shall be responsible for regular cleaning and maintaining this space in a condition satisfactory to the Lessor in its sole and absolute discretion.
4.3 Novelties: The Lessee may sell souvenirs, programs, equipment and promotional articles at the Premises provided the Lessee complies with the Lessor’s reasonable requirements.
5. FACILITY ACCESS
5.1 Public Access: The Lessee shall have control over the entrances to the Premises at all times during a game or scheduled event and may permit persons with tickets to such game or event to enter the Premises and use and have access to those portions of the Premises normally open to the public at rink events. The Lessee has the right to restrict public access to any portion of the Premises that may interfere with the security of property and/or production of the event. In the event of an emergency, the Lessee shall allow access in these areas as to not impede emergency evacuation procedures.
5.2 The Lessor shall ensure staff and contractors have proper identification tags to enable the Lessor to perform its obligations under this agreement and to otherwise operate and maintain the Premises and the Lessee shall honour such identification tags at all games while staff and contractors are performing their duties.
6. TICKETS
6.1 The Lessee shall determine the price of, charge and retain any and all of the revenues from admissions to the Premises for team games.
6.2 The maximum number of tickets sold or distributed shall not exceed 1200.
6.3 The Lessee is responsible for any and all costs associated with ticketing, ticket sales, including but not limited to collection, advertisement, ticket printing, and reimbursement of sold tickets or otherwise.
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7. ALTERATIONS AND IMPROVEMENTS
7.1 Except as otherwise expressly provided in this Agreement, the Lessee must not construct, erect, attach or permit to be constructed, erected or attached any device, fixture or any other thing in or on the Premises without the prior written consent of the Lessor.
7.2 Ownership of Permanent Improvements at Termination: At the expiration of the Term, or any extension thereof, or earlier termination of this agreement, any permanent improvements, extensions, installations, alterations, renovations or additions to the Premises whether done by or on behalf of the Lessee or not, are forfeited to and become the permanent property of the Lessor. Non-permanent improvements, to the Premises may, at the expiration of the Term, or any extension thereof, or earlier termination of this Agreement be removed by the Lessee.
8. DECORATIONS, PLAQUES AND ADVERTISEMENTS
8.1 The Lessee may, with prior written consent of the Lessor, erect, install or affix decorations, bills, plaques, or other similar things at the Premises provided that they comply with any requirements set out in this Agreement.
8.2 No advertising shall be placed in the Premises without the Lessor’s written approval as to the advertised product or advertising content. The Lessee shall be solely responsible for all costs of preparing, installing, maintaining and removing any such advertising.
8.3 The Lessee shall have advertising rights on an annual basis as follows:
a) One (1) large exterior banner on the west face of the Bracebridge Memorial Arena of a quality and look approved by the Lessor, in writing; and
b) Posters and handbills, as approved in advance and in writing by the Lessor, in the Lessor’s facilities during the season.
8.4 The Lessor has the right to temporarily cover up all advertising, decorations and plaques as necessary during special events hosted at the Premises.
8.5 The Lessee and Lessor hereby agree the Lessee’s hockey team shall be known as the Bracebridge Pioneers and the term “Town of Bracebridge” shall be used in all publicity identifying the location of home games played at the Premises.
9. RESTRICTIONS OF USE
9.1 No lottery or gambling activity of any kind is permitted unless specifically authorized in writing by the Town of Bracebridge Lottery and Licencing Office.
9.2 Without written permission of the Lessor, the Lessee shall not put up or operate any engine or motor or machinery in the Premises, or use a flammable substance for either mechanical or other purposes, nor use anything except electrical lighting for illuminating the Premises.
9.3 The Lessee shall not stage any act or game in which fire or flame is involved without the prior written permission of the Fire Marshal or the Fire Chief or the Director of Recreation.
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9.4 The Lessee must not use any decorative material which may pose a risk to the Premises or public.
9.5 The Lessee shall not carry on or do anything, or suffer or permit the carrying on or doing of anything in or upon the Premises, which may result in an increase of the premium payable by the Lessor for the insurance of the Premises against fire or other perils, or which may make void or voidable any such policy of insurance.
9.6 The Lessee shall not assign this Agreement nor any of the rights granted to it by this Agreement to any other person or entity nor sublet or grant sub-licenses in respect of the Premises, except the right of admission to spectators, without the prior written consent of the Lessor, such consent not to be unreasonably withheld.
9.7 The Lessee shall not sell or dispose of, or permit to be sold or disposed of, tickets in excess of the seating capacity of the Premises, or admit a larger number of persons than can safely and freely move about in the Premises (see Section 6.2).
9.8 Only bona fide players, working personnel, guests, and the employees will be permitted in dressing rooms before, during and after a game.
9.9 It is understood and agreed by both parties that storage of the Lessee’s hockey equipment shall be provided for at the Premises. It is also understood and agreed that any such equipment which the Lessee may store in the assigned club room or storage space shall be stored at the sole risk of the Lessee and the Lessor assumes no responsibility for its loss or damage, however so caused.
9.10 The Lessee shall not use the assigned club room ice surface access door to enter the spectator seating area or the ice surface at any time other than at scheduled ice time. Any unauthorized use of the ice access door resulting in penalties or costs shall be at the sole expense of the Lessee.
10. LESSOR OBLIGATIONS
10.1 The Lessor shall be responsible for providing hydro, heating, water and HVAC systems when in use by the Lessee. No extra heating devices shall be allowed unless it is approved in writing by the Lessor. The Lessor shall provide heating when it deems appropriate in its absolute and sole discretion, acting reasonably.
10.2 The Lessor shall provide normal janitorial and maintenance services for the Premises except as outlined in Section 3.10.
10.3 The Lessor shall staff the building with its normal compliment of one Facility Operator and one Facility Assistant. Should the need arise for additional staff to help clean up and restore the building to an acceptable cleanliness standard after a game, practice or event hosted by the Lessee, such standard to be determined by the Lessor in its absolute and sole discretion acting reasonably, the Lessee shall pay for additional cleaners as required.
10.4 The Lessor shall provide necessary premises repairs to make the Premises fit for the Lessee’s purposes.
10.5 The Lessor or its contractor shall operate and provide personnel for snack bar services during scheduled games.
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10.6 The Lessor shall not permit, without authorization, any entry to the assigned club dressing room save and except the Lessee’s Team Owner, General Manager, Coaching Staff and Head Trainer. Authorization to allow others access shall be valid only when received from said Owner, General Manager, Coaching Staff or Head Trainer.
11. RIGHTS OF THE LESSOR
11.1 The Lessor, by the Director of Recreation, the Manager of Facilities or by any person designated by it may, at any time while the Premises are used by the Lessee, enter the Premises, inspect the Premises and make any alterations, repairs, or additions which, in their opinion, may be necessary for the safety or preservation of the Premises, and may in the case of fire or other catastrophe cause the evacuation of the Premises.
11.2 If, in the opinion of the Lessor, a threat of arson, bombing or other violence has been made in connection with the Premises, the Director of Recreation or its designate may cause the Premises to be evacuated.
11.3 Unless the threat was caused by the negligence or wilful misconduct of the Lessee, its servants or agents, the Lessee has the right at some time convenient to the Lessor, to use the Premises for the purpose of making up for time lost due to the evacuation.
11.4 If the Lessee is obligated by reason of an evacuation to refund any tickets sold, the Lessee has no claim against the Lessor for any loss of revenue, or for any costs, expenses, losses or damages incurred by the Lessee or any other person.
11.5 The Lessor shall retain the option to use the dressing room during the Term of this Agreement, if mutually agreed upon in writing and only in special circumstances. Written notification of such intent will be provided to the Lessee seven (7) days prior to such an event. The Lessor shall be liable for any damage or losses incurred as a result of this use.
11.6 The Lessor shall have the right to inspect the Premises, and specifically the designated dressing rooms, at any time.
12. TELECOMMUNICATIONS AND MEDIA
12.1 The Lessee shall have the sole and exclusive right to photography, radio, television and internet recording rights with respect to all games. The Lessee shall be solely responsible for any and all associated costs. Any monies or fees from such rights are the sole property of the Lessee.
12.2 The Lessee shall supply internet and cable television for their own purposes if desired.
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13. INSURANCE
13.1 The Lessee shall throughout the Term (and at any other time during which the Lessee is in possession of the Premises), at its sole cost and expense, take out and keep in full force and effect and in the names of the Lessee and the Lessor as an additional insured, the following insurance:
a) The Lessee shall take out all risk property insurance on its trade fixtures, chattels and all items owned by the Lessee;
b) Business interruption insurance for the Term;
c) Public liability and property damage insurance, including personal injury liability, contractual liability, employers' liability, non-owned automobile liability and owners' and contractors' protective insurance coverage with respect to the Premises and the Lessee's use of the Premises, coverage to include the activities and operations conducted by the Lessee and any other person on the Premises, and by the Lessee and any other person performing work on behalf of the Lessee and those for whom the Lessee is in law responsible for. Such policies shall: (1) be written on a comprehensive basis with inclusive limits of not less than $5,000,000.00 per occurrence and $5,000,000.00 in the aggregate for bodily injury to any one or more persons, or property damage, and such higher limits as the Lessor, acting reasonably, requires from time to time; and (2) contain a severability of interests clause and a cross-liability clause; and
d) Any other form of insurance as the Lessee or the Lessor, acting reasonably, requires from time to time in a form, in amounts and for insurance risks against which a prudent lessee in the same circumstance would insure.
13.2 All policies:
a) shall be taken out with insurers acceptable to the Lessor;
b) shall be in a form satisfactory from time to time to the Lessor in its absolute and sole discretion, acting reasonably;
c) shall be non-contributing with, and shall apply only as primary and not as excess to, any other insurance available to the Lessor; and
d) shall not be invalidated as respect to the interests of the Lessor by reason of any breach or violation of any warranties, representations, declarations or conditions contained in the policies. All policies shall contain an undertaking by the insurers to notify the Lessor in writing not less than thirty (30) days prior to cancellation or termination thereof.
13.3 The Lessee agrees that:
a) certificates of insurance or, if required by the Lessor, certified copies of each such insurance policy, will be delivered to the Lessor as soon as practicable after the placing of the required insurance; and
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b) no review or approval of any such insurance certificate by the Lessor shall derogate from or diminish the Lessor's rights or the Lessee's obligations contained in this Lease.
13.4 The Lessee agrees that if the Lessee fails to take out or to keep in force any such insurance referred to in this Section or should any such insurance not be approved by the Lessor, the Lessee shall commence to diligently rectify (and thereafter proceed to diligently rectify) the situation within forty-eight (48) hours after written notice by the Lessor to the Lessee (stating, if the Lessor does not approve of such insurance, the reasons therefore) the Lessor has the right without assuming any obligation in connection therewith, to effect such insurance at the sole cost of the Lessee and all outlays by the Lessor, shall be paid by the Lessee to the Lessor as Rent on the first day of the next month following said payment by the Lessor without prejudice to any other rights and remedies of the Lessor under this Lease.
14. INDEMNIFICATION
14.1 The Lessor shall not be liable for any death or injury arising from or out of any occurrence in, upon, at, or relating to, the Premises, or damage to property of the Lessee or of others located on the Premises, nor shall the Lessor be responsible for any loss of or damage to any property of the Lessee or others from any cause whatsoever, whether or not any such death, injury, loss or damage results from the negligence of the Lessor, its agents, servants or employees or other persons for whom it may, in law, be responsible. All property of the Lessee kept or stored on the Premises shall be so kept or stored at the sole and absolute risk of the Lessee only and the Lessee shall indemnify the Lessor and save it harmless from any claims arising out of any damages to same including, without limitation, any subrogation claims by the Lessee’s insurers.
14.2 Notwithstanding any other terms, covenants and conditions contained in this Lease, the Lessee shall indemnify the Lessor and save it harmless from and against any and all loss, claims, actions, damages, liability and expense in connection with loss of life, personal injury, damage to property or any other loss or injury whatsoever arising from or out of this Lease, or any occurrence in, upon or at the Premises, or the occupancy or use by the Lessee of the Premises or any part thereof, or occasioned wholly or in part by any act or omission of the Lessee or by anyone permitted to be on the Premises by the Lessee. If the Lessor shall, without fault on its part, be made a party to any litigation commenced by or against the Lessee, then the Lessee shall protect, indemnify and hold the Lessor harmless and shall pay all costs, expenses and reasonable legal fees incurred or paid by the Lessee in connection with such litigation. The Lessee shall also pay all costs, expenses and legal fees (on a substantial indemnity basis) that may be incurred or paid by the Lessor in enforcing the terms, covenants and conditions in this Lease.
15. GENERAL PROVISIONS
15.1 State of Premises at Termination: At the expiration of the Term, or earlier termination of this agreement, the Lessee must leave the Premises in good repair and condition, excepting reasonable wear and tear. If the Lessee fails to leave the Premises in a condition required by this Agreement, the Lessor may perform the Lessee’s obligations in that regard and the Lessee must, on demand, compensate the Lessor for all costs incurred by the Lessor.
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15.2 Termination Due to Default: If and whenever:
a) the Lessee makes any assignment for the benefit of creditors or becomes insolvent or bankrupt;
b) proceedings are begun to wind up the Lessee or the Lessee is dissolved;
c) the Lessee fails to pay any amount due hereunder on the day or dates appointed for the payment thereof (provided the Lessor first gives five (5) days' written notice to the Lessee of any such failure and the Lessee fails to make the payment within the 5 day period);
d) the Lessee fails to observe or perform any other of the terms, covenants or conditions of this Agreement to be observed or performed by the Lessee provided the Lessor first gives the Lessee ten (10) days, or such shorter period of time as is otherwise provided herein, written notice of any such failure to perform and the Lessee within such period of ten (10) days fails to commence diligently and thereafter to proceed diligently to cure any such failure to perform;
e) the Lessee assigns, transfers, encumbers, sublets or permits the occupation or use or the parting with or sharing possession of all or any part of the Premises by anyone except in a manner permitted by this Lease; or
f) the Lessee ceases to operate a hockey team in a Junior League at the Premises;
g) then and in every such case the Lessor, in addition to any other rights or remedies it has pursuant to this Lease or by-law, has the immediate right of re- entry upon the Premises and it may repossess the Premises and enjoy them as of its former state and may expel all persons and remove all property from the Premises and such property may be removed and sold or disposed of by the Lessor as it deems appropriate. The Lessor may also, in its absolute and sole discretion, terminate this Lease Agreement and relet the ice to others. The Lessee shall indemnify and hold harmless the Lessor from any claim, damage, action or cause of action as a result of such entry, sale or relet by the Lessor.
15.3 Damage or Destruction: If the Premises, or any part of it, is destroyed or damaged by any cause so that in the opinion of the Lessor the Premises are no longer reasonably fit for the purposes set out in this agreement for any period of time in excess of 90 days, the Lessor may terminate this agreement within 30 days of the damage occurring without any liability to the Lessee whatsoever.
15.4 Remedies Cumulative: No reference to or exercise of any specific right or remedy by the Lessor will prejudice or preclude the Lessor from exercising any other right or remedy, whether at law or in equity or expressly provided for in this agreement. No such right or remedy is exclusive or dependent upon any other such right or remedy and the Lessor may from time to time exercise any one or more of such rights and remedies independently or in combination. Without limiting the foregoing, the Lessor may commence and maintain an action against the Lessee to collect any Fee not paid when due, without terminating this agreement.
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15.5 Notices: Any notice, demand, request or other instrument which may be or is required to be given under this Lease shall be delivered by courier, faxed or sent by registered mail postage prepaid and shall be addressed:
a) to the Lessor at:
L. McDonald, Director of Corporate Services/Clerk Town of Bracebridge 1000 Taylor Court Bracebridge, Ontario P1L 1R6 [email protected] Phone: 705-645-5264 Ext. 243 Fax: 705-645-2262
b) to the Lessee at:
Jason Rapcewicz, Owner/President Bracebridge Pioneers Hockey Club 649 Katherine Street Espanola, Ontario P5E 1M7 [email protected] Phone: 705-988-4483
or to such other person or at such other address as the Lessor or the Lessee designates by written notice. Any such notice, demand, request or consent is conclusively deemed to have been given or made on the day upon which such notice, demand, request or consent is delivered at the address by courier or fax number as set out above, or, if by registered mail, then five (5) days following the date of mailing, as the case may be, and the time period referred to in the notice commences to run from the time of delivery or five (5) days following the date of mailing. Either party may at any time give notice in writing to the other of any change of address of the party giving such notice and from and after the giving of such notice, the address therein specified is deemed to be the address of such party for the giving of notices hereunder. If the postal service is interrupted or is substantially delayed, any notice, demand, request or other instrument shall only be delivered by courier or by fax.
15.6 Severance: If any portion of this agreement is held invalid by a court of competent jurisdiction, the invalid portion shall be severed and the provision that it is invalid will not affect the validity of the remainder of the agreement.
15.7 Binding on Successors: This agreement shall ensure to and be binding upon the successors and assigns of the parties hereto.
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15.8 Interpretation: It is understood that should any disagreement or misunderstanding arise through the interpretation of this document, that the parties will meet and use their best endeavours to amicably settle problems so that the population of The Corporation of the Town of Bracebridge, visitors and other Lessees will be disrupted as little as possible. However, if a settlement is not reached within ten (10) days of such meeting, an Arbitration Board composed of one person appointed by the Lessor, one person appointed by the Lessee and a third person to act as Chairman, as chosen by the other members of the Arbitration Board. The decision reached by the Arbitration Board shall be binding on both parties hereto.
15.9 Change in Control: The Lessor reserves the right to terminate this Lease in whole or in part, or alter it in any manner, should there be a change in control of the Lessee.
15.10 Counterparts: This Agreement may be executed by electronic means and in counterparts and each such counterpart shall for all purposes constitute one document binding on all Parties hereto, notwithstanding that all Parties are not signatories to the same counterpart, provided that each Party has signed at least one counterpart. All Parties agree that this Agreement may be transmitted by facsimile or other form of electronic communication (including email) or other electronic means and that the reproduction of signatures by such means will be treated as though such reproductions were executed originals.
15.11 Acknowledgment of the Lessee: The Lessee acknowledges that the Lessor has given no representations or warranties with respect to the Arena or the Premises, or the condition of either.
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IN WITNESS WHEREOF the parties have properly executed this Lease Agreement on the day first above written.
Authorized by Motion The Corporation of the Town of 17-GC-XXX and Bracebridge Confirming By-law XXXX- XXX dated Month DD, YYYY
Graydon Smith, Mayor Date:
Lori McDonald, Date: Director of Corporate Services/Clerk
I/We have the authority to bind the Corporation
THE BRACEBRIDGE PIONEERS HOCKEY CLUB
Jason Rapcewicz, Date: Owner/President Bracebridge Pioneers Hockey Team
I/We have the authority to bind the Club
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151 Staff Report RC006-17 Page: 6
General Committee April 18, 2017
APPENDIX “B”
Mr. Rapcewic’s Letter of Introduction/Proposal
152
Proposal and Ownership Information
March 30, 2017
153 Dear Mayor Smith and Members of Bracebridge Town Council: I would like to take the time to thank you for considering my proposal to the town of Bracebridge, Ontario with regards to my operation of a CPJHL (Canadian Premiere Junior Hockey League) franchise in your town. After careful consideration, I feel that Bracebridge is an extremely viable option for a CPJHL franchise and feel that the philosophy of “player development” fits very well with your town. We are looking to embrace community members to become players, coaches, volunteers and other staff with our program. We aim to provide a quality program for the development of not only local hockey players, but also players from around the world. We are focussed on development to help players that may be late bloomers, or need time to grow and develop their skill set and become a better hockey player to achieve their goals of playing at a higher level. We plan to run the organization as an affordable family outing that everyone can enjoy. We are hoping that the community of Bracebridge will embrace us with as much enthusiasm as we feel about the placement of the team in this community.
I have a background in hockey that I consider to be very diverse and I feel that it will allow me to operate a successful junior hockey program in the town of Bracebridge. I enjoyed a 9-year minor professional and semi-professional career around the globe, having played with various organizations throughout North America and Europe. Since retiring from playing hockey, I have enjoyed numerous positions from: scouting, coaching, vice president of hockey operations, Assistant General Manager, General Manager. Vice President of Business Operations, Sales and Marketing Executive. I feel that I have a well-rounded skill set that will allow us to form quality community partnerships throughout the town of Bracebridge and surrounding areas.
We aim to provide the utmost professional customer service and the best possible product that we can for an extremely reasonable price.
I would like to thank you again for your time and consideration in regards to Bracebridge Pioneers Hockey Club.
I have provided a small breakdown on what we plan to do in the community and a few of our goals that we would like to achieve in your wonderful community.
154 Our first goal is to embrace and form as many quality community partnerships as we can to build a solid foundation for our Hockey club to be able to achieve success on and off the ice. We pride ourselves on being very community oriented and want to be available as much as we can in the community providing services to the elderly, schools, and any organization that can use help.
Secondly, we are going to provide every player that is a resident of Bracebridge and registered as a minor hockey player with a season pass to the Bracebridge Pioneers Home games at no cost.
Our ticket prices will be affordable for everyone no matter your financial situation. Below are our goals as an organization:
Our target is going to be a “Drive For 500”. We will be offering a season ticket to anyone that would like to purchase one for $65.00, that is less than $3.00 per game. We aim to provide an opportunity for a family to attend one of our hockey games for $20.00 or less. Individual walk up tickets will be set at a price of $6.00 for adults $4.00 for students and seniors and children 12 and under are free. We feel that our target number of 500 season tickets will allow us to provide and exciting and full arena for our players to play in which will create a lasting memory for not only the players but also the fans who will be embraced and welcomed into the Pioneer family. We are looking to make Saturday night an exciting time where families can come out and have quality time with good entertainment as well as to be able to support the players in their development and dreams of achieving success at this level.
We will also have many reasonable advertising and sponsorship opportunities available for local business that are not going to stretch or break the bank account. Again, we are looking for community support and want to be embraced by everyone in a positive manner. I look forward to meeting each and every one of you and want to thank you again for your time.
Sincerely,
Jason Rapcewicz Owner/President Bracebridge Pioneers Junior Hockey Team
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